AI-suggested G/L accounts for expense types

Business value

Setting up expense types and mapping them to the appropriate G/L accounts can be a time-consuming element of configuring Continia Expense Management. Administrators typically need to review each expense type, find a suitable account in the company’s chart of accounts, and create the corresponding posting setup manually.

The new setup experience simplifies this process by allowing administrators to create expense types and map them to G/L accounts from a single dialog. Continia AI analyzes the company’s existing chart of accounts and suggests a suitable G/L account for each expense type.

Each suggestion includes a short explanation and can be reviewed or changed before anything is saved. This reduces the time and effort required to configure expense types whilst still ensuring administrators remain in full control of the posting setup.

Feature details

On the Expense Types page, Set up Expense Types opens the Set Up Expense Types dialog, which lists expense types together with their Current G/L Account (and where available, a Suggested G/L Account). If one or more expense types have no posting setup, then a notification on the Expense Types page also provides direct access to the dialog.

The new setup experience provides:

• AI-suggested G/L accounts - To receive a suggested account for each unmapped expense type, click Suggest G/L Accounts. Continia AI matches the expense type’s code and description with suitable accounts from the company’s existing chart of accounts. Only unblocked income statement accounts that allow direct posting are considered, and each suggestion includes a short explanation of why the account was selected.
• Consent before data is sent - The AI Data Consent field shows whether consent was provided. Consent is requested the first time suggestions are generated, is stored separately for each company, and can be reviewed or changed at any time. Without consent, no data is sent to the Continia AI service and no suggestions are generated.
• Review before applying -You can add, rename, and describe expense types directly in the dialog. Administrators can also replace any suggested account with another eligible G/L account. And, a running count shows how many expense types have an account assigned.
• Protection of existing setup -You cannot change the code of an existing expense type, or remove existing expense types from the dialog. If an expense type has multiple posting setup lines, Multiple shows as its current account and the existing setup is left unchanged.
• Controlled application of changes - To create new expense types and apply the selected accounts to the posting setup, click Keep it . A confirmation shows how many expense types and posting setup lines were created. Rows where the selected account already matches the current account are marked No change and skipped. To close the dialog without saving any changes, click Discard it.

The dialog requires write permission for both expense types and posting setup. Users without the required permissions don’t receive notifications and can’t open the dialog.