Set up expense user groups and reimbursement methods
- 3 min.
Before setting up users in Expense Management, it's recommended that you create expense user groups. You can use expense user groups as an easy method of assigning identical settings to a number of users instead of having to define these settings for each of them individually.
To create an expense user group for Expense Management, follow these steps:
Choose the search icon, enter Expense User Groups, and then choose the related link.
Select New.
Fill in a meaningful Code and Description for the user group (for example Code = 'INT' and Description = 'Internal').
When you have created one or more expense user groups, you can define settings for posting, filtering, reimbursement method, and much more.
Reimbursement methods
You're recommended to set up reimbursement methods on the user groups straight away, which allows you to define through which system expense users are reimbursed: Through Business Central or an external payroll system. The reimbursement method also defines whether transactions are posted in Business Central or in an external payroll system, or both.
You can choose between the following reimbursement methods:
| Method | Description |
|---|---|
| Internal (On User) | Users will be reimbursed from inside Business Central, with a direct payment to each user’s account: Vendor or Employee. |
| External System | Users will be reimbursed in an external payroll system. If integration exists with this payroll system, the account will be validated before posting. |
| Both | The reimbursable amount will be posted in Business Central, but it will still appear as not reimbursed, meaning you will have to manually mark it as reimbursed. |
To set up a reimbursement method, follow these steps:
Choose the search icon, enter Continia Users Default Setup, and then choose the related link.
Select New.
Now set up the reimbursement methods that suit your company and users the best.
The reimbursement methods for expense users have now been set up. Next, we'll learn how to create and set up different user types.