User functions in Expense Management
- 2 min.
User permissions in Expense Management cover three main functions:
- Submitting expense documents
- Approving expenses submitted by other users
- Administration of payment methods, posting, reimbursement and other users' permissions
Individual users can be set up having only one of these functions, but they are often configured so that they can perform more than one function. This is because in any company there are users who have more than one role, such as the manager of a sales team, who approves expenses made by their team, but also submits their own expense documents.
| Function | Example | Minimum Business Central license requirement |
|---|---|---|
| Expense user, who creates and submits expenses | An employee who has work-related expenses, and uses the Expense Mobile App to submit these | No license required |
| Approver of expenses submitted by other users | Team manager who oversees a number of employees | Team Member license |
| Admin tasks, such as auditing and posting expenses, configuring reimbursement, configuring user permissions | Accountant or HR manager | Essentials license |
Important
You must make sure that each user has the minimum Business Central license required. If a user needs to perform all three functions, this user must at least have an Essentials license since that's required by the admin function. See the Microsoft article Licensing in Dynamics 365 Business Central for more info.