Expense User Setup for Expense Management

• 22/10/2024
• 5 minutes to read

To add expense users and to initiate expense workflows in Expense Management, you must configure them on the Continia User Setup page. This page allows you to specify key settings for each expense user, such as their expense user group and document visibility.

To create an expense user for Expense Management:

1. Choose the icon, enter Continia User Setup, and choose the related link.

2. On the Continia User Setup Card, on the action bar, select New, and on the General FastTab, fill in the following fields:

   Field	Description
   Continia User ID	Select the user. All approvers must be Business Central users, and you can access a list of them using the lookup button in this field.
   Name	Expense users who are not approvers do not require a Business Central license. If the user is not already a Business Central user, the system will prompt you to confirm adding them.
   Email	Enter the email address for the expense user if it's not filled out automatically.
   Allow Force Registration	Determines whether the user can override errors and warnings to force the registration of a document.
   Approval Administrator	Indicates if the user is an approval administrator responsible for managing approval processes.

3. On the Web Approval FastTab, enter information for the Approval Client field. Specifies the client which the user will be using for approving documents. Used when sending out approval status e-mail with documents to approve which includes a hyperlink to access the documents for approval in the selected client. Only users with the approval client set to Continia web approval will be able to access the web approval portal.

4. On the Expense Management FastTab, fill in the following fields:

   Field	Description
   Expense User	When this is enabled, users can create expenses and related documents as defined in the Expense Management setup.
   Expense Management Login Type	Defines how the user signs in. Options are Continia Online or Microsoft 365. If Microsoft 365 is selected, users will be required to log in using their Microsoft 365 credentials, and new users will receive a welcome email with instructions on how to sign in.
   Can Edit Approved Documents	Determines if the user can edit documents that are pending approval or have already been released.
   Limit Document Visibility	When enabled, restricts the user to viewing only their own documents.
   Vendor No.	Here you set up a vendor for expense users. You can choose the vendor you have created for the employee by using the lookup button. The vendor number is used for posting, and when the user is reimbursed, the balance can be seen on this vendor.
   Employee No.	The employee number is used for posting. If both Employee No. and Vendor No. have been filled in, Employee No. will be used.
   Expense User Group	Defines the group the expense user belongs to.
   Expense Reminder Code	Specifies the code used for sending reminders to expense users.
   Approver Name	Assigns the designated approver for the expense user.
   Approval Limit Unlimited	Indicates that the user has unlimited approval rights for expenses, with no set approval limit.
   Amount	Defines the maximum amount the user can approve.

5. Once you've finished entering the user's details, go back to the Continia User Setup page and on the action bar, select Export Users. This will generate and send welcome emails to newly created expense users. These emails contain a link to activating their role and creating a password as well as links to downloading the Expense App and the Expense Portal.