Expense user setup for Expense Management

To add expense users and to initiate expense workflows in Expense Management, you must configure them in Continia User Setup. 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. Search () for and select Continia User Setup.

2. On the Continia User Setup card > on the action bar, click + New.

3. Under General, fill in the following fields:

   Field	Description
   Continia User ID	Click the three dot menu (...) to select the user. You can access a list of them using the lookup button in this field.
   Name	Expense users who are not approvers do not need to log in to Business Central. 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.
   Approval Administrator	This toggle indicates whether the user is an approval administrator responsible for managing approval processes.

4. Under Expense Management, fill in the following fields:

   Field	Description
   Expense User	When this toggle 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. Choose either Continia Online or Microsoft 365. If you select Microsoft 365, 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.
   Vehicle Code	For example Private or Company.
   Per Diem Group Code	Specifies the default per diem group code for the user group.
   Posting Account Type	Choose if it's an employee or vendor account.
   Post in expense currency	Toggle this field on if you want to post in the currency that the expense was incurred.
   Expense User Group	Click the three dot menu (...) to define or choose the group that the expense user belongs to.
   Reminder Code	Click the three dot menu (...) to specify the code used for sending reminders to expense users.
   Approver Name	Click the three dot menu (...) to assign a designated person to be the approver for the expense user's expenses.
   Unlimited Expense Approval	Under Approval Limit. If you toggle this on, this will indicate that the approver has no set limit to the expense amount that they're approving.
   Expense Amount Approval	Defines the maximum amount for an expense that an approver can approve for the expense user.
   Expense Reimbursement	Choose whether it should be Internal (on User), External Payroll System, or Both.
   Mileage Reimbursement	Choose whether it should be Internal (on User), External Payroll System, or Both.
   Per Diem Reimbursement	Choose whether it should be Internal (on User), External Payroll System, or Both.

5. Under Web Approval, in the Approval Client field, choose either Web Client or Continia Web Approval portal. This specifies which environment will be used for approving documents. The client specified here is used when sending out an approval status e-mail with documents to approve. The email includes a hyperlink to access the documents for approval in the selected client. Only users with the approval client set to Continia Web Approval can access the Web Approval Portal.

6. After you've finished entering the user's details, go back to Continia User Setup. On the action bar, click Export Users. This exports the user details to Continia Online so you can authenticate, generate, and send welcome emails to newly created expense users. The emails contain a link to activate their role and create a password, and links to download the Expense Mobile App and Expense Portal.

Related information

Setting up the Continia users default setup
Expense user group setup for Expense Management
Approver setup for Expense Management