• 27/10/2026
  • 4 minutes to read
AdminDeveloperApproverExpense User

Setting up mileage vehicles

Vehicles are used for identifying different mileage rates and distinguishing between different posting setups. Some countries, for example, have different rates for electric vehicles and vehicles running on fossil fuel.

Vehicles are linked to a Microsoft Dynamics 365 Business Central G/L account, posting groups and VAT posting groups, and you can also specify company policies for mileage expenses.

Setting up a vehicle

You can define a default vehicle to be selected automatically when you create mileage expenses, based on either an expense user or an expense user group. You can use both or create new ones. See how to set up expense users here and expense user groups here.

Posting

After you've created a new vehicle, you need to define where mileages for this vehicle are posted. You can set a different posting account for each vehicle type if you want to, or you can choose the same account.

To add a posting account to a vehicle type:

  1. Search () for Vehicles (Continia Expense Management).
  2. Select the vehicle you want to add a posting account for, then on the action bar, click Posting Setup.
  3. Under Posting Account Type, choose an account type.
  4. Under Posting Account No., choose the account that mileages will be posted to.

When you're done setting up vehicles, you must define mileage rates for these vehicles before you can start processing mileage expenses.

Advanced vehicle setup

You can assign default vehicles (for example a company car), to both individual users or user groups.

Setting up a vehicle for an expense user group

To set up a default vehicle for an expense user group:

  1. Search () for and select Expense User Groups (Continia Expense Management).
  2. On the action bar, click New.
  3. Under General > Code, choose an expense user group (for example, INT for internal).
  4. In the Vehicle Code field, choose the vehicle you want to set as the default vehicle for the expense user group (for example, Company Car).
  5. Fill out the rest of the fields as necessary.

Setting up a vehicle for an expense user

To set up a default vehicle for an expense user, follow these steps:

  1. Search () for Continia User Setup.
  2. On the action bar, click New.
  3. Under General > Code, choose an expense user.
  4. In the Vehicle Code field, choose the vehicle you want to set as the default vehicle for the expense user.
  5. Fill out the rest of the fields as necessary.

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