Delegate expense user tasks
- 4 min.
Submitting expenses through the Expense Mobile App is quick and easy. Sometimes, however, an expense user may want to delegate all or part of their tasks to someone else, for example, a CEO might assign a personal assistant, or a sales team might have a travel coordinator handle bookings.
Delegation lets the original user continue adding receipts and submitting expenses, while the delegated user can:
- Attach saved receipts to new expenses.
- Edit and submit existing expenses.
- Add new receipts to the list.
Scenario
In this video, Ester needs to set up delegation in Expense Management so that one her colleagues can submit expenses on behalf of another colleague. During the scenario video, you can see:
- How to configure expense user delegation
- How an expense user with delegation can switch between profiles on the Expense Mobile App
- How an expense administrator can identify expenses submitted by a delegate
Set up delegation
In Business Central, use the search function to navigate to Expense User Delegation.
Select the Owner User ID to specify the original expense user. Select the Delegated User ID to specify the additional user who should be able to take on the expense user tasks.
The options at Valid From and Valid To are optional, but can be useful for temporary project work, or to arrange coverage over periods when the normal delegated user is unavailable.
Synchronize with Continia Online to complete the setup.
Note
Delegated Users can view expense history and receipts for all expenses made by the Owner User.
Switch to delegation on the Expense Mobile App
When a delegated user logs into their Expense Mobile App, a drop-down menu will be available next to their profile name.
They can then choose to switch to the delegation.
The user profile name will change to display the active user for the expense.
The delegated expense user can begin a new expense, adjust and submit a saved expense, or add a receipt to the receipts list.
View submitted delegated expenses
Submitted delegated expenses appear alongside all other submitted expenses, in the Expenses page. An automatic Comment indicates when an expense is submitted with updates from a delegation.
