Posting Mileage Expenses

  • 28/11/2024
  • 4 minutes to read

Once expense entries are approved, they can be posted to update relevant accounts in Business Central and process reimbursements. Keep in mind that posted expenses are final and cannot be edited. You can post a single expense or do a batch posting.

To post an expense

Posting an approved expense finalizes it and records it in Business Central. During the posting process, automatic checks will identify any issues:

  • Warnings - will prompt a dialog, allowing you to bypass potential concerns.
  • Errors - must be resolved before the document can be successfully posted.

To post a single expense:

  1. Select the search icon, enter Expenses, and then select the related link.
  2. Select the approved expense you want to post, and on the action bar, select Process > Post. The document will now be posted and moved to Posted Expenses.

To post multiple expenses in a batch

You can also post multiple expenses as a batch. To do this, follow these steps:

  1. Select the search icon, enter Expenses, and then select the related link.
  2. On the action bar, select Process > Post batch.
  3. A dialog appears, where you can provide additional details::
    • Group by Expense Report - select this option to group expenses into a new expense report that will be posted together.
    • Replace Posting Date - enable this option to change the posting date for multiple expenses and select the preferred replacement method.
    • Filter: Expense - in this section, you can set filters on which expenses should be posted.
  4. Select OK to post the expenses, and move them to Posted Expenses.

Note

Any entries with warnings or errors will be skipped when posting expenses in a batch until the admin addresses the issues. The admin will receive feedback about the related issues and must process these entries individually before they can be successfully posted.

To export expense attachments

You can export the expense attachments of posted expenses. For example, this can be convenient when obtaining a Value Added Tax (VAT) refund. In many jurisdictions, businesses can claim a refund on the VAT paid on certain expenses incurred during business operations. Tax authorities often require supporting documentation, such as receipts, invoices, and other expense-related attachments, to support these claims.

To export expense attachments:

  1. Select the search icon, enter Posted Expenses, and then select the related link.
  2. On the action bar, select Related > Expenses > Download expense attachments.