Setting up Payment Types

  • 24/04/2023
  • 8 minutes to read

Payment types in Expense Management offer a convenient way to categorize and track various types of expenses while being simple to configure and assign to users. You can assign multiple payment types to individual expense users or expense user groups, allowing for easy management of expenses from different credit cards or various types of cash payments.

Additionally, Expense Management comes with a collection of unique icons you can assign to your payment types, enhancing visual intuitiveness and user-friendliness for quick reference and recognition. If a specific icon you need is unavailable, you can request it by opening a support ticket. Note that the icons are currently limited to be displayed only in the Mobile Expense App.

To create a payment type

To create a payment type:

  1. Select the Search icon, enter Payment Types, and select the related link.

  2. On the action bar, select New.

  3. Enter information for the following fields:

    FieldDescription
    CodeSpecify the code to identify the payment type.
    DescriptionProvide a description for the payment type.
    SelectableChoose whether users can create expenses using this payment type. If set to "no," users must wait for expenses to be created and pushed to them.
    Submit Expenses in LCYSpecify if users are required to submit expenses in the local currency.
    MethodSelect how to handle expenses for this payment type:
    • Post on the Expense User's Account - expenses will be posted on the expense user account, and the company will reimburse the user for the expense.
    • Post on a business account - expenses will be posted on a business account. If selected, provide the type and number of the account
    Posting AccountThis setup option is used when Post at Import on the Expense Management Setup page is enabled.

    Select how to post imported transactions for this payment type:
    • Type - imported transaction are posted to the selected account type.
      It's recommended to select Bank Account, as it makes it easier to reconcile monthly statements from credit card providers.
    • No. - select the account on which imported transaction are posted.
    Intermediate Posting AccountThese are the setup options for the balancing account that's linked to the posting account setup.

    Select how to post imported transaction for this payment type to the balancing account:
    • Type - as default you can only select G/L Account.
    • No. - select the G/L account number.


    When a credit card expense is posted, the intermediate posting account is balanced out, and the credit card expense is posted on the expense type posting account.
    Create Expense from transactionSpecifies whether expenses are created automatically based on transactions.
    Matching toleranceThis is used if expense users create credit card expenses that are submitted right away without the credit card transaction having been imported. These credit card expenses will appear with the status Open in Business Central waiting to be matched with the credit card transactions. You can set a matching tolerance for both date (in number of days) and amount (in percent). From experience, and to automate the process as much as possible, it's recommended to set the matching tolerances to 2 days and 2 percent, as setting the matching tolerances too low, such as 0, will result in you having to match most of the expenses manually.
    Match to ExpenseDetermine how to match expenses to transactions. The options are:
    • Never required - use this option if the customer's bank cannot send transactions to Continia Expense Management. In such cases, manual import of transactions is necessary before approval and posting of expenses.
    • Required from date - choose this option if you expect to receive transactions starting from a specific date. Matching expenses and transactions will not be required until that date.
    • Always required - with this option, expenses using this payment type must be matched with a transaction before they can be approved and posted. This ensures all transactions are appropriately matched with expenses.

To assign a payment type to an expense user

To assign a payment type to an expense user:

  1. Select the Search icon, enter Continia User Setup, and then choose the related link.
  2. Select an expense user.
  3. On the action bar, select Payment Types.
  4. From here, you can assign payment types in two ways:
    • On the action bar, select Add Payment Types and select a payment type to assign it to this expense user. You can add multiple payment types.
    • On the action bar, select Edit Payment Type Assignment. In the Payment Type column, select a payment type in the first empty field to assign it to this expense user. You can add multiple payment types.

Tip

While you create new expense users, you can also assign payment types to them from the Continia User Setup Card using the Payment Types action in the action bar.

Important

Changing payment type for a user after it's been assigned is a rather cumbersome process, as you need to post everything that's connected to the old payment type first before you can assign a new payment type to the user. To avoid this, make sure to set up the right payment type from the start.

To assign a payment type to an expense user group

To assign a payment type to an expense user group:

  1. Choose the Search icon, enter Expense User Groups, and then choose the related link.
  2. Select an expense user group.
  3. On the action bar, select Payment Types.
  4. Under Payment Type, select a payment type. Repeat this step in the next empty field for each payment type you want to add to this expense user group.

To assign expense users or expense user groups to a payment type

To assign expense users or expense user groups to a payment type:

  1. Choose the Search icon, enter Payment Types, and then choose the related link.
  2. Select a payment type.
  3. On the action bar, select Payment Type > Effective Users.
  4. On the Continia Users page, you can add as many expense users and expense user groups to a payment type as you want.

See also

Expense User Group Setup for Expense Management
Expense User Setup for Expense Management