Expense Management for Microsoft Dynamics NAV

Transcription

1 Expense Management for Microsoft Dynamics NAV Tables and Fields Documentation - Version 2.60 Expense Management - Tables and Fields Documentation - Version 2.50 Page 1 / 67

2 TABLE OF CONTENTS INTRODUCTION... 3 SETUP AND CONFIGURATION... 4 SETUP WIZARD... 5 EXPENSE MANAGEMENT SETUP... 9 PURCHASE DOCUMENT POSTING SETUP CONTINIA ONLINE SETUP (REPLACE WITH DC >>>>>>>) FIELD TYPES CONFIGURED FIELDS POSTING SETUP SETTLEMENTS EXPENSES MILEAGE REIMBURSMENT...41 BANK BANK TRANSACTION BANK ACCOUNT RECONCILIATION BANK ACCOUNT STATEMENT BANK TRANSACTION INBOX ATTACHED FILES DIMENSIONS EXTRA FIELDS DEFAULT DIMENSIONS on EXPENSE TYPES REMINDER CODES CONTINIA USERS AND PERMISSIONS STANDARD DYNAMICS NAV APPROVAL EXPENSE MANAGEMENT ROLES Expense Management - Tables and Fields Documentation - Version 2.50 Page 2 / 67

3 INTRODUCTION Expense Management is an add-on for Microsoft Dynamics NAV that enables companies to handle expenses and mileage. These documents can be registered from a mobile app, a web portal and Microsoft Dynamics NAV. The full financial handling of the documents is implemented in Microsoft Dynamics NAV. Fully automated bank transaction import together with character recognition can be used for creating expenses. Expense Management also uses an extended version of the existing approval workflow in Dynamics NAV, enhanced with extra functions and options that allows you to show and process approval entries, without the need to have the physical document at hand. This manual introduces the basic configurations for Expense Management to import bank transaction, communicate with the user, approve and post them. The approval workflow and other processes associated with the web approval portal for approval of approval entries are also included. Expense Management - Tables and Fields Documentation - Version 2.50 Page 3 / 67

4 SETUP AND CONFIGURATION When implementing Expense Management, you should import the default setup file. The default setup file is in the Objects folder in the product folder of Expense Management. Expense Management - Tables and Fields Documentation - Version 2.50 Page 4 / 67

5 SETUP WIZARD Expense Management uses a simplified setup wizard to guide you through the initial configuration. The setup wizard is located on: Departments Administration Application Setup Expense Management Setup Wizard. Action Action to perform with the setup wizard. Remember that importing configurations that already exist for the field types will cause an error in the import. You can choose the following options: Import Configuration Import configurations from the default setup file or configurations previously exported. Export Configuration Export configurations to use in another company or stored as backup. Set up Company Set up configurations in the current company, to add and change to or remove from existing. File Name File name from which to import the configuration or to which to export it. Table Name of the table to which Expense Management either imports the configuration to or exports. Name Code of the configuration being imported or exported. Expand to view the subordinate records. Include Specifies whether to include or exclude the configuration in the import or export. Expense Management - Tables and Fields Documentation - Version 2.50 Page 5 / 67

6 Client ID ID of the credentials. Before you run the setup wizard, you need to have your Continia client credentials available, as mentioned in the installation document. Expense Management uses these credentials to activate the company with Continia. There credentials are also used during the communication with the Expense Management online portal. Client Password Password of the credentials. Test Connection Test the connection to Continia Online and validate credentials when you choose Next. Company Code Unique code used by Expense Management to separate companies when using the Web Approval Portal or the Expense Management Portal. This will indicate to which company the attachments belong to, in the file system. Archive File Path Root location for file storage (attachments). Activate Company Activate the company in Continia Online. You are required to activate all companies using Expense Management. Setup Bank Agreement A new wizard step will be shown to set up the bank agreements. Create Expense Management Role Centre Select this option to have the Expense Management Role Created. Set as Default Role Centre Use the Role Centre for Expense Management as default. Remember to re-enter the company to show the Expense Management Role Centre. Expense Management - Tables and Fields Documentation - Version 2.50 Page 6 / 67

7 Enable Web Approval Enable the web approval portal for users to perform web approval. This allows you to use either the web approval portal provided in the product folder or the web approval portal provided by Continia Online. Use Continia Online Web Portal Use Continia Online Web approval portal, hosted by Continia instead of an On-Prem web site. This allows you to avoid installing and supporting the web approval portal provided in the product folder locally. Local Domain Name Local domain name under which you have created Windows users. This is relevant for NAV versions only that does not include the domain name as part of the user-id in NAV. Windows Web Service URL Windows web service URL, which is the URL for the Dynamics NAV web services pointing to the ServiceTier authenticating users with Windows credentials. Remember that if all users in Dynamics NAV are Windows users you only need to fill out this URL. However, if the users have mixed authentications, you need to set up two different ServiceTiers, and enter the URL for both Windows Web Service and Database Web Service. For example: Windows Web Service URL example: Database Web Service URL Database web service URL, which is the URL for the Dynamics NAV web services pointing to the ServiceTier authenticating users with database logins (or NavUserPassword). Remember that if all users in Dynamics NAV are database users you only need to fill out this URL. However, if the users have mixed authentications, you need to set up two different ServiceTiers, and enter the URL for both Windows Web Service and Database Web Service. For example: Database Web Service URL example: Web Site URL URL of the web site that you intend to use. For Continia Online, Document Capture provides the URL automatically. Expense Management - Tables and Fields Documentation - Version 2.50 Page 7 / 67

8 Bank Code Bank Codes for the supported banks are received from Continia Online. An demo environments, a default TEST bank code will be added. Bank Name Name of the bank. Bank Agreement ID The Agreement ID is received from the bank when the integration is done and it is a unique identifier for this partnership. This will insure that the bank transactions are downloaded to the right partners. Setup demo date Creates demo data so that the system is ready immediately after running the setup wizard. A summary for the date created will be shown after the execution. Never use this in a production environment. Open screen to configure Continia Users Opens a new screen that allows to configures Continia Users right away. Expense Management - Tables and Fields Documentation - Version 2.50 Page 8 / 67

9 Table Name Table name for which the demo data has been created. Code Code to identify what demo data has been created. of the demo data. EXPENSE MANAGEMENT SETUP The Expense Management Setup card is located on: Departments Administration Application Setup Expense Management Expense Management Setup. If you import the default setup file provided in the product folder of Expense Management, you may need to customize configurations to ensure that they are applicable to the current installation. This table is the application setup table for Expense Management. In addition, you can assign a default template for the status on: Expense Management Setup Card Home tab Import Reminder Template. Expense Management Setup Card Home tab Import Approval Template. Expense Management - Tables and Fields Documentation - Version 2.50 Page 9 / 67

10 Document Storage Type The location where the attachment files should be stored. Possible options: File System The files will be stored in a physical location defined by the Archive Path Database The files are stored in a virtual location, in the database. Company Code in Archive Include company code in the directory paths to separate company directories from each other. Enable this parameter if you are using the same directory paths for multiple companies in Dynamics NAV. Archive Directory Structure Directory structure when storing attachments in the file system. Changing this value will move the files to the new file structure. You can choose the following options: One Directory Expense Management stores all document files of a document category of a company in a single directory. Year\Month Expense Management creates directories and stores document files according to year and month determined by the date when the document is imported. Year\Month\Day Expense Management creates directories and stores document files according to year, month and day determined by the date when the document is imported. Archive Path Root location for file storage (attachments). Expense Management - Tables and Fields Documentation - Version 2.50 Page 10 / 67

11 Default Web/App Language This company will use this default language in the Mobile App and Continia Online, rather than the default global language in MS Dynamics NAV. Send Release to App If the mobile app should be informed about the approval of this document. The user will see a queue in the app with all his documents that are approved. The user is not able to change these documents; they are kept just for history purpose. Approval Administrator Role ID An approval administrator has the permission for force the approval or rejection of documents. Chose a permission role that will be assigned to these users. Limited User Role ID A limited user will be a NAV user that can create documents from MS Dynamics NAV for himself or even other users, too. This role is used in combination with the User Responsibility functionality and can define the role of a secretary. Approval Comment Shortcut field Configured field used for communication between the approver and the expense user. When the approver rejects a document, he can send a comment to the expense user in this field. Auto Approve Own Documents Auto approve own documents if the user has no approver and he has unlimited expense approval limit. For example, the CEO of the company. Picture Size (pixels) Largest allowed margin of the image (in pixels) when resizing it. If nothing is filled, then the original is kept. Picture Quality (%) Picture quality will alter the quality of the image if diskspace is an issue. 100% if full quality. Picture Quality Web Client (%) Picture quality will alter the quality of the image if diskspace is an issue. 100% if full quality. Enable Settlement Enable settlement functionality. This will hide unnecessary menus in the mobile app and in Continia Online. It will also prevent the NAV user to create such documents. Settlement Nos. Number series used when generating settlements. Expense Management - Tables and Fields Documentation - Version 2.50 Page 11 / 67

12 Auto Submit Settlement for Approval Automatically submit settlements for approval. If no error was found when processing settlement, then it will be sent automatically to the approval. Create Expense from Transaction Select this if you want to create expenses automatically when bank transactions are processed. This can be a good idea to automate the process. The execution will process the bank transaction, try to find a matching expense in the system and then pair them. If no expense is found for matching, a new expense will be created and sent automatically to the expense user. Send Status when Expense is created A notification is sent to the expense user right after expenses are created from the bank transactions. Maximum Matching Difference in % When matching bank transactions with expense, it is possible to allow a small percentage difference between the amounts. If you want to allow a difference of 5% between these amounts, then use the value 5. It is self-understandable that these values should be relatively low. Date variance allowed when matching (Days) Variance allowed (in Days) used when matching expenses. Auto submit Expenses for Approval Automatically submit expenses for approval. If no error was found when procesing expenses, then it will be sent automatically to the approval. Post in Expense Currency Post in expense currency, otherwise in the local currency of the system. This rule will be overwritten if the bank account has a currency specified, case in which the expenses will be posted in the currency of the bank account. Posting This description will be used when posting the expenses. It expects placeholders (%1 - %2) where the values %1 and %2 can be specified by doing a drilldown on this field. Set Expense from Bank Expense description is taken automatically from the bank transaction. Expense Management - Tables and Fields Documentation - Version 2.50 Page 12 / 67

13 Enable Mileage Enable mileage functionality. This will hide unnecessary menus in the mobile app and in Continia Online. It will also prevent the NAV user to create such documents. Posting This description will be used when posting the mileage. It expects placeholders (%1 - %2) where the values %1 and %2 can be specified by doing a drilldown on this field. Distance Unit Distance unit used when using mileage. It can be kilometre or miles. Distance Variance % Allowed Distance variance allowed used to signal fraud in the mileage registration. Useful when using Google integration for calculating the actual distances. Auto Submit Mileage for Approval Automatically submit mileage for approval. If no error was found when processing mileage, then it will be sent automatically to the approval. Calculate mileage across companies Calculate mileage across companies. If you have multiple companies in which an expense user is registered, you might want to use this functionality to make sure that the user mileage balance is always up to date. Expense Management - Tables and Fields Documentation - Version 2.50 Page 13 / 67

14 Card Transaction Balancing Type Default value for the credit card account type (G/L Account, Vendor, Bank Account). If no value is specified on the credit card, this value will be the default value suggested to the user. This can be useful if the business has only one bank account and multiple credit cards attached to it. Card Transaction Balancing No. Default value for the credit card account. Please chose "Card Transaction Bal. Type" before. If no value is specified on the credit card, this value will be the default value suggested to the user. This can be useful if the business has only one bank account and multiple credit cards attached to it. Intermediate Expense Account Intermediate posting account to which the bank transactions can be posted immediately after they were imported. The account balancing will be done when posting the expenses generated on these bank transactions. When everything is posted, this account is expected to have a 0 balance. Post Bank Transactions on Import Post Bank Transactions at import. If the bank transaction is posted at the import, then it will use an intermediate GL account that will be balanced when the matching expense is also post. This can be used as a fast reconciliation account. If the bank transaction is not posted at the import, then it will be marked as posted when the matching expense is posted. Ignore Duplicate Bank Transaction Disables the functionality for marking bank transactions as duplicate. This will happen when similar transactions (amount, date, time) are received from the banks. Expense Management - Tables and Fields Documentation - Version 2.50 Page 14 / 67

15 Shortcut field Code (Expense) Expense Shortcut field is a dynamic field based on the Field Types. These fields are shown to the user in the UI (expense pages) and can be used for adding additional information to the expense. The principle is like the global dimensions. A good example is the "Admin Comment" which can be added on the expense list and can carry extra communication between the admin and the expense user. It is possible to specify up to 10 fields like this. Shortcut field Code (Mileage) Mileage Shortcut field is a dynamic field based on the Field Types. These fields are shown to the user in the UI (mileage pages) and can be used for adding additional information to the expense. The principle is like the global dimensions. A good example is the "Admin Comment" which can be added on the expense list and can carry extra communication between the admin and the expense user. It is possible to specify up to 10 fields like this. Expense Management - Tables and Fields Documentation - Version 2.50 Page 15 / 67

16 Shortcut field Code (Approval) Approval Shortcut field is a dynamic field based on the Field Types. These fields are shown to the user in the UI (approval pages) and can be used for adding additional information to the expense. The principle is like the global dimensions. A good example is the "Admin Comment" which can be added on the expense list and can carry extra communication between the admin and the expense user. It is possible to specify up to 10 fields like this. Shortcut field Code (Settlement) Settlement Shortcut field is a dynamic field based on the Field Types. These fields are shown to the user in the UI (settlement pages) and can be used for adding additional information to the expense. The principle is like the global dimensions. A good example is the "Admin Comment" which can be added on the expense list and can carry extra communication between the admin and the expense user. It is possible to specify up to 10 fields like this. Expense Management - Tables and Fields Documentation - Version 2.50 Page 16 / 67

17 Bank Transaction Source Code Source Code for Bank Transactions. Expense Source Code Source Code for Expenses. Mileage Source Code Source Code for Mileage. Settlement Source Code Source Code for Settlement. Bank Transaction. Reverse Source Code Source Code for Bank Transactions when reversing posting. A bank transaction that has been posted at import can be reversed if it is deleted. This source code will be used when doing this compensatory posting. Lessor Journal Name Journal Name for the Lessor Payroll integration. Bluegarden Token Token that authenticates this company in Bluegarden. It will be used to identify the employees belonging to this company and the pay types. PURCHASE DOCUMENT POSTING SETUP By default, Expense Management will use general journal to post documents but it is possible to post using Purchase Invoices. The functionality can be found here: Departments Administration Application Setup Expense Management - Expense Management Setup Card Actions Tab Purchase Doc. Posting Setup. Expense Management - Tables and Fields Documentation - Version 2.50 Page 17 / 67

18 Expense Posting By default, Expense Management will use general journal to post documents but it is possible to post using Purchase Invoices. Expense Template Name General Journal Template used when posting indirectly. Expense Batch Name General Journal Batch used when posting indirectly. Invoice No. Series Number series used when generating invoices. CONTINIA ONLINE SETUP (REPLACE WITH DC >>>>>>>) To activate a company and start using Expense Management, you need to assign client credentials in the Continia Online Setup. All the connection settings towards the Continia Online portal are maintained in this table. Continia Online setup is located on: Departments Administration Application Setup Expense Management Continia Online Setup. Client ID ID of the Continia Online credentials. Before you run the setup wizard, you need to have your Continia Online credentials available, as mentioned in the installation document. Expense Management uses the client credentials to activate the company that is going to use Expense Management. The Continia Online credentials are also used when the Continia Online web approval portal and the Expense Management portal are enabled to identify a specific company. Remember that, as a reseller with demo Continia Online credentials, you need to enable the field Continia Development Environment in the Continia Online Setup table to activate your installation. Client Password Password of the Continia Online credentials. Send Welcome s If enabled, then welcome will automatically be sent to new users when exporting Continia Users for the web approval portal. If not, then welcome s must be sent manually from the Continia User screen. Disabling the automatic sending of welcome s is often desired in test systems. Expense Management - Tables and Fields Documentation - Version 2.50 Page 18 / 67

19 Enable Web Approval Enable the web approval portal for users to perform web approval. This allows you to use either the web approval portal provided in the product folder or the web approval portal provided by Continia Online. Use Continia Online Web Portal Use Continia Online Web approval portal, provided online by Continia similar to the cloud OCR capability. This allows you to avoid installing and supporting the web approval portal provided in the product folder locally. Web Site Url URL address of the web approval site provided when sending status s approvers. Local Domain Name Local domain name under which Windows users are created in. Windows Web Service URL Windows web service URL, which is the URL for the Dynamics NAV web services pointing to the ServiceTier authenticating users with Windows credentials. Remember that if all users in Dynamics NAV are Windows users you only need to fill out this URL. However, if the users have mixed authentications, you need to set up two different ServiceTiers, and enter the URL for both Windows Web Service and Database Web Service. For example: Windows web service URL: Database web service URL: Database Web Service URL Database web service URL, which is the URL for the Dynamics NAV web services pointing to the ServiceTier authenticating users with database logins (or NavUserPassword). Remember that if all users in Dynamics NAV are database users you only need to fill out this URL. However, if the users have mixed authentications, you need to set up two different ServiceTiers, and enter the URL for both Windows Web Service and Database Web Service. For example: Windows web service URL: Database web service URL: Tenant Tenant ID of the current database when setting up multi-tenancies. Default User Language Name Localization name of the default language used in the web approval. You need to configure the web approval correctly and specify a valid web site URL. Expense Management - Tables and Fields Documentation - Version 2.50 Page 19 / 67

20 Default User Formatting Localization name of the default formatting used in the web approval. Default Time Zone Name of the default time zone used in the web approval. Default Language Code Language code used to create comments when forwarding approval entries in the web approval. Allow Forward and Approve Determines if users should be able to select the option to Forward and Approve when the activate the Forward action of a document. Allow Forward w/o Approval Determines if users should be able to select the option to Forward without Approval when the activate the Forward action of a document. Allow Forward and return for Approval Determines if users should be able to select the option to Allow Forward and return to me for Approval when the activate the Forward action of a document. FIELD TYPES The field type settings can be located on: Departments Administration Application Setup Expense Management General Field Types With Field Types it is possible to add new fields to the Expense Management application just by adding setup, rather than doing customizations. Field Types can be associated with any other field in the system and their values will be validated accordingly. For example, it is possible to associate Field Types with the Dimension table and the value associated to the dimensions. For exposing fields types to the mobile app and to the Expense Management web portal, the fields need to be added to the Configured Fields table. Field type configuration enforces behaviour in the user interface (hide visibility, mandatory, etc..) when they are pushed to Continia Online and the mobile app. Special field types like the Attendees or Address trigger special behaviour in these environments: the Attendees will allow adding other users to the expense while the Address will allow address lookup from Google and automated distance calculation. Code Code of the Field Type Expense Management - Tables and Fields Documentation - Version 2.50 Page 20 / 67

21 of the Field Type. Type Data type of the field type. You can choose the following options: Integer This field will handle integer values. Text This field can handle text values. The length of the text can be specified in the Length field. Code This field can handle code values. The length of the text can be specified in the Length field. Decimal This field can handle decimal values. Option This field can handle option strings. Boolean This field can only handle values of Yes or No. Date This field can handle dates. Address The Address type will make the functionality use the google api to calculated distances in the app and Continia Online. Use this for mileage fields like "FROM" and "TO". Attendees The Attendees data type will allow users to insert multiple participants in the app and in Continia Online. It will use the device contact list, as well. Length Length of the data type. Decimal Places Decimal places, if the field type is decimal. Editable Value can be changed in the mobile app and in Continia Online. Mandatory Mandatory to fill a value in the mobile app and in Continia Online. Manual Lookup Values If manual look values were introduced. They will be lost if the values will be updated by the user. Source Table Table number of the field to which this field type is mapped. Expense Management - Tables and Fields Documentation - Version 2.50 Page 21 / 67

22 No. Of Source Table filters Number of filters on the source table. Source Field (Primary Key) Field number of the field to which this field type is mapped. Source Field () Source Field that will be used to take the description of this field type. Hide visibility by default Hides visibility for this field. An example is the attendee field, which is configured but it will only be shown if the expense type requires attendees. No. Of Lookup Values Number of lookup values. No. Of Translations Number of translations. FIELD TRANSLATION The field type translations can be located on: Departments Administration - Application Setup - Expense Management General - Field Types Home tab Translations Field Type translations are useful when working in multilingual environments with multiple regional settings. It is possible therefore for a user to use the mobile app or the web portal in his preferred language instead of default server language. Language Code Language code for which the translation is made. Translation Translation string for the fields type. TABLE FILTERS Field Type table filters can be located on: Departments Administration - Application Setup Expense Management General Field Types and then drill down on the No. Of Source Table Filters The purpose of the table filter is to restrict the number of values available for this field Type. Presumably, a field type was added to the Dimension table, you might want to restrict this field value only to the Dimension DEPARTMENT and only if the dimension is not blocked. Expense Management - Tables and Fields Documentation - Version 2.50 Page 22 / 67

23 No. Field number to which the filters are applied. Caption Field caption to which the filters are applied. Filter Type A filter can be applied based on a constant or based on another field type. You can choose one of these options: Fixed Filter (constant), Field Type. Filter The filter that is applied. The filter can be a fixed filter (constant) or another field type value. LOOKUP VALUE Field Type Lookup Values can be located on: Departments Administration Application Setup Expense Management General - Field Types Home tab Lookup Values In this table are stored all the available lookup values for a specific Field Type. Since these entries are a copy of the original entries, they need to be updated every time there are changes to the original values. For that, an action called Update Lookup Values is available. If you want to apply the new changes for all the users, a Synchronization is required after updating the lookup values. Expense Management - Tables and Fields Documentation - Version 2.50 Page 23 / 67

24 Field Type Code Field Type for which this value exists. Parent Field Type Code Parent field for the current field type, if there are field dependencies set (for example Job No. and Job Task No.). This field is visible only if there are field dependencies (Field Type filters on the Field Type). Code Value of the lookup for this field. of the Lookup Value. Manual Manually inserted value. Visible only if there are Field Type filters on the Field Type and Manual Lookup Values is marked for the Field Type. LOOKUP VALUE ACCESS Field Type Lookup Values Access can be located on: Departments Administration Application Setup Expense Management General - Field Types Home tab Lookup Value Access Lookup Value Access will limit the values a user or user group can use. It is useful when users work in different projects and you want to allow them entries specific to their own project. For example, if a user work for project Toyota, you can restrict his access to all the other projects. Field Type Code Field Type for which this value exists. Value Code Value of the lookup for this field. This is a value to which the user or the user group will have access. Type The value can be available for a user or a user group. Code The user or user group for which the value is available. Value of the Value Code. CONFIGURED FIELDS Configured fields can be located on: Departments Administration Application Setup Expense Management General Configured Fields Expense Management - Tables and Fields Documentation - Version 2.50 Page 24 / 67

25 Configured fields will expose Field Types to Continia Online, after a synchronization is done. These fields will be those available for the user in the mobile app and in the web portal. The order in which they are shown is also the order from this table. Field Order Order in which the field is shown in the mobile app and in Continia Online. Type Type of document for which this field is configured. Possible options: Expense, Mileage, Settlement. Field Code Field code configured in the mobile app and in Continia Online. Field of the Field Type. POSTING SETUP The posting setup can be located on: Departments Administration Application Setup Expense Management General Posting Setup Or it can also be located on: Expense Types Home tab Setup Vehicle code Home tab Setup The posting setup indicates what account will be used when posting. A simple rule would indicate which G/L Account will be used for each Expense Type or a Vehicle. It is possible to apply special rules about these accounts, depending on the Country/Region code, Employee or Employee Group. It is also possible to overwrite the standard Business and Product Posting Groups by using different values. Expense Management - Tables and Fields Documentation - Version 2.50 Page 25 / 67

26 Country/Region Type You can specify if the Posting Account will be used for All Countries or only for one specific Country. Country/Region Code Country/Region Code for which the Posting Account will be used. If this account is not country specific, please leave this value blank. Employee No. Employee Number for which the Posting Account will be used. This functionality makes it possible to have different posting accounts per user. If this account needs to be used for multiple users, this value can be blank. Employee Group Employee Group for which the Posting Account will be used. This functionality makes it possible to have different posting accounts per employee groups. If there's not requirement about specific groups this value can be blank. Posting Account Type The account type that will be used at posting time. You can choose the following options: G/L Account Use this option to post entries directly to a G/L Account Lessor Pay Type Use this if you are using Lessor Payroll system and want to post to a Lessor Payroll journal. Bluegarden Pay Type Use this if you are using Bluegarden system and want to post to a Bluegarden journal. Posting Account No. Posting account used when posting expenses and mileage. This can be a GL Account when posting in NAV, but it can also be external pay types when using integration payroll system. Gen. Prod. Posting Group Gen. Prod. Posting Group that will be used when posting the expense or mileage. This will overwrite the default values from the GL Account Gen. Bus. Posting Group Gen. Bus. Posting Group that will be used when posting the expense or mileage. This will overwrite the default values from the GL Account Expense Management - Tables and Fields Documentation - Version 2.50 Page 26 / 67

27 VAT Prod. Posting Group VAT Prod. Posting Group that will be used when posting the expense or mileage. This will overwrite the default values from the GL Account VAT Bus. Posting Group VAT Bus. Posting Group that will be used when posting the expense or mileage. This will overwrite the default values from the GL Account SETTLEMENTS Settlements can be found on this location: Departments Expense Management Settlements A settlement groups multiple documents into one so that it makes the administration easier. It can be useful when registering multiple expenses and mileage that are related to the same scope. This functionality needs to be enabled before it can be used. No. Number of the expense header. It is generated using number series. Continia User ID ID of the Continia User Name Name of the Continia User. of the Settlement. Country/Region Code Country/Region where this settlement was created. Posting Date Posting Date for the settlement. Department Code (Global Dimension 1 Code) Global Dimension 1 Project Code (Global Dimension 2 Code) Global Dimension 2 Admin Comment (Settlement Shortcut field 1) Settlement shortcut field based on the field types. Such dynamic fields can be configured in Expense Management Setup. Approval Entries Number of the approval entries. Expense Management - Tables and Fields Documentation - Version 2.50 Page 27 / 67

28 Approval Comments Number of approval comments. Status Specifies the current status of the settlement. You can choose the following options Open The status Open will be assigned to settlements which are pending action by an admin. It will typically have this status when the settlement has just been created, pushed back to the admin by either the expense user or if an approval user has rejected the settlement. Pending Expense User The status Pending Expense User is used when the document is waiting for input from the expense user (usually adding the expense types and the attachments). Pending Approval This status is used when the document is waiting to be approved by the approver user. Released The status Released is used when the document has been approved and is ready to be posted. On Hold Marks the expense as not being ready for processing. Please pay attention that this functionality does not prevent any of the actions, is just an indicator. Approval By Next approver. SETTLEMENT INBOX Settlement inbox can be found on this location: Departments Expense Management Administration Settlement Inbox The settlement inbox table is a buffer where the data is imported from Continia Online. This is the entry point for a settlement from Continia Online. Validations are executed on this table and if successful, then the Settlement Inbox will create a Settlement. It is necessary to keep an eye on the error messages in this table since they could indicate wrong setup. Entry No. Entry Number. It is autoincremented for each entry. Continia User ID ID of the Continia User Name Name of the Continia User. Error Text Validation error text. Expense Management - Tables and Fields Documentation - Version 2.50 Page 28 / 67

29 of the Settlement. 2 Additional description of the settlement. Document Date Settlement date. Job No. Job Number. Job Task No. Job Task number. Status Processing status of the inbox entry. You can choose the following options: Pending The status Pending is used when pending processing. Error The status Error is used when a validation error has been found and the process cannot continue. Accepted The status accepted is used when all the validation errors have been corrected and a settlement was created based on this settlement inbox. Created Date/Time Creation date and time of the inbox entry. Processed Date/Time Last processing date and time of the inbox entry. EXPENSES Settlement inbox can be found on this location: Departments Expense Management Administration Expenses will register receipts into Microsoft Dynamics NAV. The principle is that bank transactions are imported into MS Dynamics NAV, after which the system creates expenses out of the bank transactions. Then, the expenses are sent to the users in the mobile app, waiting for them to attach the receipts, the proof of their expense and fill additional details. When the updates are received, this expense is sent to the approver. The final step is that the expense is posted after it has been approved. Expense Management - Tables and Fields Documentation - Version 2.50 Page 29 / 67

30 Continia User ID ID of the Continia User. of the expense. Document Date Date when the expense was made. This date will be used when matching bank transactions. Expense Type A code based on which the posting setup will be found. Some generic examples can be: FOOD, ACCOMODATION, etc. This value will be added by the user himself or by a system administrator, to categorize expenses. Currency Code Currency code of the expense. Amount Amount of the expense. Amount (LCY) Amount in local currency. Cash/Private Card Use this if the expense is paid by cash or the employee has been using his private card. The amount will be refunded to the vendor on the employee and the company bank account will not be deducted. Job No. Job Number. Job Task No. Job Task number. Billable If the job number is billable or not. By default, it is set to true if there is a Job Number specified. If billable is set to true, then the Job Line Type will be contract. Job Line Type If the job is billable the Job Line type will be contract, otherwise it will be blank. These are the only values used, even though in standard NAV it can have these values: Schedule, Contract, Both Schedule and Contract. Expense Management - Tables and Fields Documentation - Version 2.50 Page 30 / 67

31 Attendees Attendees text. If there is only one attendee, then the name will be displayed. Otherwise, a string will be formed to specify how many are employees and how many are guests. An example can be 1 Employee, 1 Guest. On Hold Marks the expense as not being ready for processing. Please pay attention that this functionality does not prevent any of the actions, is just an indicator. Approval Entries Number of the approval entries. Approval Comments Number of the approval comments. Status Specifies the status of the expense. You can choose the following options Open The status Open will be assigned to expenses which are pending action by an admin. It will typically have this status when the expense has just been created, pushed back to the admin by either the expense user or if an approval user has rejected the expense. Pending Expense User The status Pending Expense User is used when the expense is waiting for input from the expense user (usually adding the expense types and the attachments). Pending Approval This status is used when the expense is waiting to be approved by the approver user. Released The status Released is used when the expense has been approved and is ready to be posted. Approval By Next approver. Department Code (Global Dimension 1) Global Dimension 1 Project Code (Global Dimension 2) Global Dimension 2 Expense Management - Tables and Fields Documentation - Version 2.50 Page 31 / 67

32 Admin Comment (Expense Shortcut field 1) Expense shortcut field based on the field types. Such dynamic fields can be configured in Expense Management Setup. Gen. Prod. Posting Group Gen. Prod. Posting Group that will be used when posting the expense or mileage. This will overwrite the default values from the GL Account Vat Prod. Posting Group VAT Prod. Posting Group that will be used when posting the expense or mileage. This will overwrite the default values from the GL Account No Refund This expense will not be refunded to the employee but it will balance the bank account. Some scenarios where you might want to use this functionality: If the employee used the company credit card to purchase personal items. When posting this expense, the vendor (on the employee) will be deducted the amount. The employee paid some goods with the company credit card but he is not sure if the company will deduct it or not. If the company will not approve the deduction, then this flag should be used to balance the bank account and enforce the user to pay the amount to the company. If the user withdrew cash from a cash machine, from the company credit card, then he will mark this expense a non-refundable. Meaning that he now owes money to the company. When he will spend the money, he will send expenses as cash/private with the receipt and the company will refund him. Expense Account Type Account type that will be used at posting time. You can choose the following options: G/L Account Use this option to post entries directly to a G/L Account Lessor Pay Type Use this if you are using Lessor Payroll system and want to post to a Lessor Payroll journal. Bluegarden Pay Type Use this if you are using Bluegarden system and want to post to a Bluegarden journal. Expense Management - Tables and Fields Documentation - Version 2.50 Page 32 / 67

33 Expense Account Posting account of the expense. This will be account to which the expense will be posted. By default, this account is copied from the Expense Type - Posting Setup but it is possible to change it manually. Matched to Bank Transaction Shows if an expense is matched to a bank transaction or not. The expenses can be matched automatically but also manually, if necessary. Bank-Currency Amount Amount in the bank account currency, received from the bank. Bank Currency Code Currency code of the bank account. Allocated Amount (LCY) Total amount on the expense allocations. Am expense can be allocated into multiple expense allocations if, for example, different parts of the amounts need to be posted in different accounts. Posted When an expense is posted, this flag will be set to true. No other change is allowed on the expense after this is done. Posting means that the financial system has been informed about the crediting/debiting of the accounts involved in the transaction. Posted Date/Time Date and time of the posting. Posted by User User that did the posting. Source Source of the comment. Can be Expense Comment, Approval Comment, Mileage Comment, Settlement Comment depending on the document that this comment belongs. Comment Comment text. Create By User that created the comment. Created Date/Time Date and time of the comment. EXPENSE ATTENDEES The expense attendees can be located on: Expense Management - Tables and Fields Documentation - Version 2.50 Page 33 / 67

34 Departments Expense Management Administration Expenses Navigate tab Attendees Attendees can be added to the expenses to justify bigger amounts in receipts. The attendees can employees of the same company or they can be external guests. If an expense type should require attendees, it must be marked as Attendees required. Name Name of the attendee. Type Chose what type is the attendee: Employee or Guest. Company Name Company Name of the Attendee. EXPENSE ALLOCATION Expense allocations can be located on: Departments Expense Management Administration Expenses Actions tab Attendees Expense Split and Allocations Expense allocations are used when it is necessary that the same expense is posted in either different accounts or with different values. For example, if an employee registers a hotel receipt in which he has also meal consumption. In accounting these amounts might need to be posted separately. From this view, it is also possible to split and expense. This can be necessary when parts of the expense need to be registered to another user. For example, if two employees paid cash and they only got one receipt. You can do this by pressing the Create New Expense action, while selecting the allocation line that will be the new expense. Expense Management - Tables and Fields Documentation - Version 2.50 Page 34 / 67

35 Employee No. ID of the Continia User. This field is not editable because is inherited from the expense. Employee Name Name of the Continia User. This field is not editable because is inherited from the expense. of the expense for which this allocation is made. This field is not editable because is inherited from the expense. Document Date Document date of the expense for which this expense is made. This field is not editable because is inherited from the expense. Currency Code Currency code of the expense for which this allocation is made. This field is not editable because is inherited from the expense. Remaining Amount Remaining amount to be allocated, out of the total amount of the expense. This field is not editable because is inherited from the expense. Amount (LCY) Amount in local currency of the expense for which this allocation is made. This field is not editable because is inherited from the expense. Remaining Amount (LCY) Remaining amount in local currency to be allocated, out of the total amount of the expense. This field is not editable because is inherited from the expense. MILEAGE Mileage can be located on: Departments Expense Management Mileage Mileage will register distance for purpose of reimbursement. The user will can use the mobile app or the web portal to register mileage. When they are received in MS Dynamics NAV, they are sent to the approver. The final step is that the mileage is posted after it has been approved. Expense Management - Tables and Fields Documentation - Version 2.50 Page 35 / 67

36 Continia User ID User ID of the Continia User. of the mileage. Registration Date Date when the mileage was created. Amount (LCY) Amount in local currency calculated based on the mileage rates. Job No. Job Number. Job Task No. Job Task number. Billable If the job number is billable or not. By default, it is set to true if there is a Job Number specified. If marked as billable then the Job Line Type will be contract. Job Line Type If the job is billable the Job Line type will be contract, otherwise it will be blank. These are the only values used, even though in standard NAV it can have these values: Schedule, Contract, Both Schedule and Contract. On Hold Marks the expense as not being ready for processing. Please pay attention that this functionality does not prevent any of the actions, is just an indicator. Approval Entries Number of approval entries. Approval Comments Number of approval comments. Status Status of the mileage. You can choose the following options: Open The status Open will be assigned to mileage which are pending action by an admin. It will typically have this status when the mileage has just been created, pushed back to the admin by either the expense user or if an approval user has rejected the mileage. Pending Expense User The status Pending Expense User is used when the mileage is waiting for input from the expense user. Pending Approval This status is used when the mileage is waiting to be approved by the approver user. Released The status Released is used when the mileage has been approved and is ready to be posted. Approval By Next approver. Expense Management - Tables and Fields Documentation - Version 2.50 Page 36 / 67

37 Department Code (Global Dimension 1) Global Dimension 1. Project Code (Global Dimension 2) Global Dimension 2. Admin Comment Mileage shortcut field based on the field types. Such dynamic fields can be configured in Expense Management Setup. Gen. Prod. Posting Group Gen. Prod. Posting Group that will be used when posting the expense or mileage. This will overwrite the default values from the GL Account VAT Prod. Posting Group VAT Prod. Posting Group that will be used when posting the expense or mileage. This will overwrite the default values from the GL Account Reimbursement Method Chose whether the mileage reimbursement will be posted in an external system (like Lessor Payroll or Bluegarden) or if it will post in this database as a refund to the employee (the Vendor of the employee). Mileage Account Type Account type that will be used at posting time. You can choose the following options: Expense Management - Tables and Fields Documentation - Version 2.50 Page 37 / 67

38 G/L Account Use this option to post entries directly to a G/L Account Lessor Pay Type Use this if you are using Lessor Payroll system and want to post to a Lessor Payroll journal. Bluegarden Pay Type Use this if you are using Bluegarden system and want to post to a Bluegarden journal. Mileage Account The posting account of the mileage. This will be account to which the mileage will be posted. By default, this account is copied from the Vehicle - Posting Setup but it is possible to change it manually. No Refund Mileage not refundable to the user. Use this when wanting to reset the mileage balance on a user. For example, when the user comes from another company and had already deducted 200km, you might want to add 200km as non-refundable so that you give him the correct mileage rate. Posted Posted Mileage. Posted Date/Time Date and time of the posting. Posted by User ID User ID that posted. Source Source of the comment. Can be Expense Comment, Approval Comment, Mileage Comment, Settlement Comment depending on the document that this comment belongs. Comment Comment text. Create By User that created the comment. Created Date/Time Date and time of the comment. MILEAGE DETAILS Expense Management - Tables and Fields Documentation - Version 2.50 Page 38 / 67

39 Mileage details are located on: Departments Expense Management Administration Expenses Navigate tab - Details Mileage details are useful to understand where the reimbursement amount come from. It will indicate which mileage rate has been used at the calculation and what was the distance balance on the user before and after. Registration Date Date when the mileage was created. From Distance Mileage balance for this user before the calculation. From this distance the calculation was started. To Distance New balance for this user after the calculation. The user has so many kilometres/miles used so far. Distance Distance used in this mileage. Rate ID A unique ID of the rate. Rate Rate value offered as a compensation per kilometre/mile. Amount (LCY) Amount in local currency. Posted Posted mileage. Reimbursed Reimbursed to the user. When using the reimbursement method Vendor (On User) a mileage is considered reimbursed when it has been posted to the vendor. When posting on external systems, a mileage is considered reimbursed when marked as reimbursed from the reimbursement module. Reimbursement Method Chose whether the mileage reimbursement will be posted in an external system (like Lessor Payroll or Bluegarden) or if it will post in this database as a refund to the employee (the Vendor of the employee). Vehicle Code Vehicle code. MILEAGE INBOX Departments Expense Management Mileage Inbox Expense Management - Tables and Fields Documentation - Version 2.50 Page 39 / 67

40 Entry No. Entry Number of the mileage inbox. It is auto incremented. Continia User ID ID of the Continia User. Name Name of the Continia User. Error Text Validation error text. of the Mileage. Registration Date Date when the mileage was created. Total Distance Distance inserted by the user. The unit measure can be set from the Expense Management setup. Calculated Distance Distance calculated by Google maps. The unit measure can be set from the Expense Management setup. Department Code Global Dimension 1 Code Project Code Global Dimension 2 Code Status Processing status of the inbox entry. You can choose the following options: Pending The status Pending is used when pending processing. Error The status Error is used when a validation error has been found and the process cannot continue. Accepted The status accepted is used when all the validation errors have been corrected and a mileage was created based on this mileage inbox. Imported by User that imported the mileage. Imported Date Time Date and time when the mileage was imported. Processed by User that processed the mileage inbox. Processed Date Time Date and time when the mileage inbox was processed. Vehicle Code Vehicle code. Expense Management - Tables and Fields Documentation - Version 2.50 Page 40 / 67

41 REIMBURSMENT Reimbursement can be located on: Departments Expense Management Mileage Reimbursement The final purpose of a mileage is that the amount is reimbursed to the user. This view offers a summary of the reimbursement for each of the users. It is possible to use different payroll systems for reimbursing the employees. Manual reimbursement is also possible. Date Filter A date filter that is applied to the view. For example, you might want to see only the mileage in January. View By Limit the view for some specific mileage. You can choose the following options: Awaiting Posting This is mileage which is registered but not yet posted. It can be useful to see if the users have many un-posted mileage for the period that you are interested to. If so, you might want to send them a reminder. Ready to reimburse This mileage is posted but not reimbursed. This is mileage that is to be reimbursed in external systems because the one that is posted on the Vendor will be reimbursed right away. Posted and reimbursed The mileage has been posted and then reimbursed. There s no action to be taken on this mileage. This is a view for history purposes. Everything Show all the mileage. It can be useful to see everything that has been registered for a specific period. View As View as distance or amount. It will show either the distance or the amount to be reimbursed. Expense Management - Tables and Fields Documentation - Version 2.50 Page 41 / 67

42 User Used ID of the Continia User. Name Name of the Continia User. Balance(Km) Total Balance of the user. View As will influence the text in the parenthesis as it follows: Distance When using View As Distance it shows Balance(Km) or Balance(Miles) depending on the unit measure of the system configured in Expense Management Setup. Amount When using View As Amount it shows the local currency code Balance(GBP). Rate ID (HIGH) Flexible fields that will be added based on the Rate. Most common settings are when there is a HIGH and a LOW rate. For example, the user gets a high rate for the first couple of kilometres, but after that he will get a lower rate. This field shows the amount for only the HIGH rate, so that further checks ca be done by the admins. Rate ID (LOW) Flexible fields that will be added based on the Rate. Most common settings are when there is a HIGH and a LOW rate. For example, the user gets a high rate for the first couple of kilometres, but after that he will get a lower rate. This field shows the amount for only the LOW rate, so that further checks ca be done by the admins. REGISTER The mileage reimbursement register can be located on: Departments Expense Management Mileage Registers This register stores the mileage reimbursement history. No. Number of the register entry. It is auto incremented. Creation Date Creation date of the register entry. User ID User ID that created the register entry. Expense Management - Tables and Fields Documentation - Version 2.50 Page 42 / 67

43 No. of Mileage Entries Number of the mileage entries contained in this register line. This entry is inserted when the mileage is posted. No. of Reimbursed Mileage Entries. Number of the reimbursed mileage entries contained in this register line. This line is inserted when the mileage is reimbursed. BANK Bank details can be located on: Departments Expense Management Administration Application Setup Banks Different banks offer different ways of importing bank transactions into MS Dynamics NAV. These values come from Continia Online and define a unique format for importing the files. Once a bank agreements is established, the bank transactions will be imported automatically into MS Dynamics NAV. Bank transactions can also be imported from.pdf documents, using character recognition with Document Capture. Code A unique bank identifier that will be used to set agreements for the automated bank transaction import. This value comes from Continia Online and defines the document format in which the bank transactions are read in Continia Online. Name Name of the bank. Country/Region Code Country/Region Code of the bank. International bank will have location specific agreements. CONTINIA USER CREDIT CARD Continia User Credit Card can be located on: Expense Management - Tables and Fields Documentation - Version 2.50 Page 43 / 67

44 Departments Expense Management Administration Application Setup Users & Approvals Continia User Setup Home tab Credit Cards This table stores credit cards information for each user. This will be used to identify which user has created which expense, if multiple credit cards are assigned to the same bank account. Card No. Credit card number or identifier. Bank Account Type Account Type used when posting expenses for this credit card. You can choose the following options: G/L Account The bank account type can be mapped to a G/L Account Vendor The bank account type can be mapped to a Vendor. It can be a good example when the company uses credit cards. Bank Account Select a Bank Account where the transactions will be posted. Bank Account No. The Account No. used when posting expenses for this credit card. The local currency of the credit card will also be taken from this account. BANK AGREEMENT Bank agreements can be located on: Departments Expense Management Administration Application Setup Expense Bank Agreements Bank agreements are made between companies and banks to establish a unique channel for bank transaction import. This is unique identifier of the bank transactions of a specific company. Bank Code Bank code for which the agreement is made. Expense Management - Tables and Fields Documentation - Version 2.50 Page 44 / 67

45 Bank Name Name of the bank for which the agreement is configured. It is inherited from the Bank table. Agreement ID An agreement is a unique identifier for the bank transaction. BANK TRANSACTION It is possible to locate bank transaction on Departments Expense Management Bank transactions The bank transaction table contains information about expenses, directly from the banks. It is then possible to know what has been spent from a specific bank account and on which credit card. Entry No. Entry Number of the bank transaction. Card No. Card Number used for this transaction. Card Name Cardholder name. Matched to Expenses Signals if the bank transaction is matched to an expense. Continia User ID User ID of the Continia User. Expense Type A code based on which the posting setup will be found. Some generic examples can be: FOOD, ACCOMODATION, etc. This value will be added by the user himself or by a system administrator, to categorize expenses. Document Date Bank transaction date. Document Time Bank transaction time. Amount Amount of the bank transaction. Currency Currency code of the bank transaction. Expense Management - Tables and Fields Documentation - Version 2.50 Page 45 / 67

46 Currency Exch. Rate Currency Exchange Rate from the bank. Bank-Currency Amount Amount in the bank account currency, received from the bank. Bank Currency Code Currency code of the bank transaction. Entry Type Entry Type imported from the bank. Some banks specify the type of the transaction. Some examples can be: 0 0 signifies a refund of payment. 1 1 signifies cash extracted from the cash machine. 2 2 represents a payment, a purchase with the credit card. BLANK When no value is filled, it means that there is a fee or other indirect payment generated by the credit card. For example, annual fees. Business Category ID Unique Business Category Identifier where the expense was made, as it arrives from the bank. Business No. Unique Business Number where the expense was made, as it arrives from the bank. Business Name Business Name where the expense was made. Not all the banks provide this value. Business Address Business Address where the expense was made. Not all the banks provide this value. Business Address 2 Additional business address. Business Address 3 Additional business address. Business Country/Region Country/Region of the business where the expense was made. Business Post Code Post Code of the business where the expense was made. Expense Management - Tables and Fields Documentation - Version 2.50 Page 46 / 67

47 Exclude Entry Exclude bank transactions if they should never be matched to an expense. For example, credit card fee might not be relevant because the vendor will send an invoice anyway and the user cannot justify the expense with documentation. If a matched expense is deleted from the system, the related bank transaction will be marked as excluded also. Posted In the Expense Management Setup it is possible to say if the bank transactions should be posted at import or not. If the bank transaction is posted at the import, then it will use an intermediate GL account that will be balanced when the matching expense is also post. If the bank transaction is not posted at the import, then it will be marked as posted when the matching expense is posted. Transaction ID Unique identifier for the transaction that came from the bank. BANK ACCOUNT RECONCILIATION The bank account reconciliation can be used to identify missing or unprocessed bank transactions. A statement file will be used for comparing all the bank transactions already imported. At the moment the statement file can be imported in a similar flow as the bank transaction import. For setting an automated process, you will need to contact the bank to send the reconciliation file. The file will be importing when synchronizing with Continia Online. In the future there will be more ways of importing the statement files. Bank Account Type Type of the Bank Account linked to the user s credit card. The options are: Bank Account G/L Account Vendor Bank Account No. Bank account number for which the reconciliation will be done. Statement No. Number of the statement. By default this is auto incremented but it can be manually changed if another value was received from the bank. Statement Date Date of the statement Expense Management - Tables and Fields Documentation - Version 2.50 Page 47 / 67

48 Balance Last Statement Balance of the last statement posted. Statement Ending Balance Statement Ending Balance. This is a cumulative balance of the bank account and is the sum of the last statement balance plus the current balance. Bank Statement Lines Subpage This subpage is the worksheet of the reconciliation lines. The statement lines will be imported/inserted in this subpage and they will need to Transaction Date Bank transaction date. Type Type of the transaction. The options are: Bank Transaction Entry Use this option if the reconciliation line has been created based on a transaction. Difference Use this option when reconciling differences. For example the when amounts don t match due to currency exchange rates. The description of the bank transaction, as received from the bank. This is the Business from the Bank Transaction table. Statement Amount The amount of the statement line. If this line has been imported then this is the value received in the file. Applied Amount The amount that has been applied to the line. When a line is fully applied, the Statement Amount will be the same as the Applied Amount. Difference The difference between the Statement Amount and the Applied Amount. This difference comes from partly applied amounts. Applied Entries Number of bank transactions applied to this reconciliation line. A lookup on the field will show details. Additional Transaction Info Additional Information about the bank transaction. Expense Management - Tables and Fields Documentation - Version 2.50 Page 48 / 67

49 Bank Transaction Entry No. The entry number of the bank transaction. If this reconciliation line is coming from the expense bank transactions then this value will be the bank transaction entry number. Value Date The posting date of the bank transactions, as it is received from the import. Apply Bank Transaction Entries Subpage Applied Bank transaction date. Expense Status The status of the expense to which the bank transaction is matched. The options are: Not Matched The bank transactions is not matched to an expense. Open The expense that is matched to the bank transaction is in status Open. Pending Expense User The expense that is matched to the bank transaction is in status Pending Expense User Pending Approval The expense that is matched to the bank transaction is in status Pending Approval. Released The expense that is matched to the bank transaction is in status Released. Posted The expense that is matched to the bank transaction is posted. Document Date Bank Transaction Date Expense Management - Tables and Fields Documentation - Version 2.50 Page 49 / 67

50 Posting Date Posting date received from the bank. Business Name Name of the Business. of the business from the bank. Bank-Currency Amount Amount in the currency of the bank account. If the bank account has no currency then this is the local currency amount. Amount Bank transaction amount Bank Currency Code Currency code of the bank account. Currency Code Currency Code Posted Bank transaction is posted already. BANK ACCOUNT STATEMENT A bank account statement is a posted Expense Management reconciliation. Bank Account No. Bank account number for which the reconciliation will be done. Statement No. Number of the statement. By default this is auto incremented but it can be manually changed if another value was received from the bank. Statement Date Date of the statement Balance Last Statement Balance of the last statement posted. Statement Ending Balance Statement Ending Balance. This is a cumulative balance of the bank account and is the sum of the last statement balance plus the current balance. Expense Management - Tables and Fields Documentation - Version 2.50 Page 50 / 67

51 Transaction Date Bank transaction date. Type Type of the transaction. The options are: Bank Transaction Entry The reconciliation line has been created based on a transaction. Difference The line is reconciling differences. For example the when amounts don t match due to currency exchange rates. of the bank transaction. Statement Amount Amount of the bank transaction. Applied Amount Applied amount Difference Difference between statement amount and applied amount Applied Entries Number of entries applied. A drilldown is possible for details. Value Date The posting date coming from the bank. BANK TRANSACTION INBOX Bank transaction inbox can be located on: Departments Expense Management Bank Transaction Inbox The bank transaction inbox table is a buffer where the data is imported from Continia Online, as it was pushed from the banks. Validations are executed on this table and if successful, then the Bank Transaction Inbox will create a Bank Transaction. It is necessary to keep an eye on the error messages in this table since they could indicate wrong setup. Expense Management - Tables and Fields Documentation - Version 2.50 Page 51 / 67

52 Card No. Card Number used for this transaction. Card Name Cardholder name. Continia User User ID of the Continia User. Error Text Validation error text Duplicate A similar bank transaction was found. The check is made based on the card number, posting date, document time, currency code, and amount. A system admin needs to check this expense manually, so that we ensure that files were not imported twice. Expense Type A code based on which the posting setup will be found. Some generic examples can be: FOOD, ACCOMODATION, etc. This value will be added by the user himself or by a system administrator, to categorize expenses. Posting Date Bank Posting Date. Document Date Bank transaction date. Document Time Bank transaction time. Amount Amount of the bank transaction. Currency Code Currency code of the bank transaction. Currency Exch. Rate Currency Exchange Rate from the bank. Bank-Currency Amount Amount in the bank account currency, received from the bank. Entry Type Entry Type imported from the bank. Some banks specify the type of the transaction. Some examples can be: 0 0 signifies a refund of payment. 1 1 signifies cash extracted from the cash machine. 2 2 represents a payment, a purchase with the credit card. BLANK Expense Management - Tables and Fields Documentation - Version 2.50 Page 52 / 67

53 When no value is filled, it means that there is a fee or other indirect payment generated by the credit card. For example, annual fees. Business category ID Unique Business Category Identifier where the expense was made, as it arrives from the bank. Business No. Unique Business Number where the expense was made, as it arrives from the bank. Business Name Business Name where the expense was made. Not all the banks provide this value. Business Address Business Address where the expense was made. Not all the banks provide this value. Business Address 2 Additional business address. Business Address 3 Additional business address. Business Country/Region Country/Region of the business where the expense was made. Business Post Code Post Code of the business where the expense was made. Exclude Entry Exclude bank transactions if they should never be matched to an expense. For example, credit card fee might not be relevant because the vendor will send an invoice anyway and the user cannot justify the expense with documentation. If a matched expense is deleted from the system, the related bank transaction will be marked as excluded also. Imported Date Time Date and time when the bank transaction was imported. Imported by User ID that imported the bank transaction. Processed Date Time Date and time of the processing of the bank transaction inbox. Processed By User ID that processed the bank transaction. Status Processing status of the inbox entry. You can choose the following options: Pending The status Pending is used when pending processing. Expense Management - Tables and Fields Documentation - Version 2.50 Page 53 / 67

54 Error The status Error is used when a validation error has been found and the process cannot continue. Accepted The status accepted is used when all the validation errors have been corrected and an expense was created based on this expense inbox. Transaction ID Unique identifier for the transaction that came from the bank. DUPLICATE EXCEPTION Duplicate exception can be located on: Departments Expense Management Bank Transaction Inbox Navigate tab Show Duplicate Exceptions By default, Expense Management will try to identify duplicate bank transactions to prevent mistakes of double import. The search will be done based on the credit card, date, time, amount. Because the banks don t always provide the time of the transaction, a similar transaction in the same day can be mistaken and marked as duplicate. A rule can be made to prevent this from happening, based on the text from the bank transaction. A maximum amount needs to be set also, so that we don t allow all the expenses to bypass the rules. Text Bank transaction description. Maximum Amount(LCY) Maximum difference in amount (local currency) allowed when allowing exceptions. If this amount is exceeded, then exception does not apply. BANK CURRENCY MAP The Bank Currency Map can be located on: Departments Expense Management Bank Transaction Inbox Home tab Bank Currency Map When the currency codes from the bank do not match the currency codes in the Expense Management installation, it is possible to do a mapping between these two systems. This table is storing these mapped values. Expense Management - Tables and Fields Documentation - Version 2.50 Page 54 / 67

55 Bank Currency Code (Bank) Currency code that arrived from the Bank and needs to be mapped to one of the NAV currency codes. Currency Code (NAV) Currency code from NAV which will replace the "Currency Code(Bank)". BANK COUNTRY/REGION MAP Bank Country/Region mapping can be located on: Departments Expense Management Bank Transaction Inbox Home tab Country/Region Map When the country/region codes from the bank do not match the country/region in the Expense Management installation, it is possible to do a mapping between these two systems. This table is storing these mapped values. Country/Region Code (Bank) Bank Country/Region Map that arrived from the Bank. It is possible that this does not exist in MS Dynamics NAV. Country/Region Code (NAV) Bank Country/Region Map from MS Dynamics NAV which will replace the "Bank Country/Region Map" that arrived in the bank transaction files. ATTACHED FILES Attached files can be found on different locations and on different document types (expenses, mileage): Departments Expense Management Expenses Home tab Attachments. Departments Expense Management Expense Inbox Home tab Attachments. Departments Expense Management Mileage Home tab Attachments. Departments Expense Management Mileage Inbox Home tab Attachments. Expense Management - Tables and Fields Documentation - Version 2.50 Page 55 / 67

56 This table stores information about the documents that are attached to the document. For an expense this can be a receipt, for a mileage it can be an image of the route that has been used. It is possible to add or remove attachments, if necessary. File Name File name of the attachment. DIMENSIONS Dimensions can be located on different locations and on all the document types (Expenses, Mileage, Settlements). An example of a location can be: Departments Expense Management Expenses Home tab Dimensions. This table will store dimension information for the document. Dimension Code Dimension Code. Dimension Value Code Dimension Value Code. EXTRA FIELDS Extra Fields can be located on different locations and on all the document types (Expenses, Mileage, Settlements). An example of a location can be: Departments Expense Management Expenses Home tab Extra Fields. An extra field is a field similar to a dimension that can carry extra information to the Expense Management Documents. These can be configured based on the Field Types. A very common one is the ADMINCOMMENT field, which allows users to communicated between each other. Expense Management - Tables and Fields Documentation - Version 2.50 Page 56 / 67

57 Field Code Field Code, that is a Field Type that is not a dimension and not a standard field on the document. Field Value Value of the field. DEFAULT DIMENSIONS on EXPENSE TYPES Default dimensions settings can be located on: Departments Administration Application Setup Expense Management Expense Expense Types Actions tab Dimensions. The concept is similar to the standard MS Dynamics NAV dimensions, only that they are configurable on the Expense Types. Dimension Code Dimension Code. Dimension Value Code Dimension Value Code. Value Posting Specifies the behaviour of the default dimension: BLANK - no rule is enforced. Code Mandatory - it is mandatory to fill a value Same Code - it is mandatory to fill the exact value from the "Dimension Value Code" No Code - you are not allowed to insert any code. REMINDER CODES Reminder codes can be located on: Departments Administration Application Setup Expense Management Users & Approvals Reminder Codes Reminder codes are using to create levels on which the notification mails will be sent to the users. Expense Management - Tables and Fields Documentation - Version 2.50 Page 57 / 67

58 Code A code to identify this reminder. A reminder can be set on a employee and this is the code that will be seen in the lookup. Max No. of Reminders Specified what is the max number of reminders. After the last reminder level, has been reached, the functionality will continue sending reminders until this number is reached. After that, no reminder will be send anymore. EXPENSE REMINDER LEVEL Reminder levels can be located on: Departments Administration Application Setup Expense Management Users & Approvals Reminder Codes Actions tab Levels Reminder levels are used to send notification mails to the users which have pending documents. It is possible to specify a grace period for each level, so that the user is not spammed by mails. No. This represents the reminder levels that is being set up. You could use multiple reminder levels to specify how often the notifications should be sent. For example, if you want to send the first notification mail only after 3 days, but ever after, you want to send it daily, then you would create 2 levels, one with the grace period 3 days and the next one with the grace period only 1 day. Grace Period Period after which the next reminder level is calculated. Reminder Text for the reminder level. Expense Reminders Expense reminder can be located on: Departments Expense Management Expenses drilldown on the Next Reminder field. Expense reminders are created when reminder levels are reached. They will indicate when the last reminder was sent and what level has been sent. Expense Management - Tables and Fields Documentation - Version 2.50 Page 58 / 67

59 Reminder Terms Code The reminder term code that is being used. No. The reminder level which has been sent to the user by this entry. There will be a new entry for each reminder level. Reminder Sent Date when this reminder was sent. CONTINIA USERS AND PERMISSIONS Any person using Expense Management is required to have a record set up in Continia User. A Continia User lives across all companies in a database, like a NAV user account. For each company a Continia User must have a Continia User Setup, which defines the user setup related to the specific company in which it is created. There are two ways of managing users: Through the Continia Users screen and afterwards opening the User Setup by Company screen. From this screen, you can manage one user at a time, this user s permission and allowance in all the companies in the database. This is referred to as Cross-Company User Management and is the preferred way when you have one user for which you want to see all their permissions and allowance across different companies. Through the Continia User Setup screen. From this screen, you immediately see all the users including their permissions and allowance in the current company. This is the preferred way if you have just one company to administer, or if you want to administer multiple users at the same time in just one company. You are not limited to use only one of the above ways to manage users. They work great in combination and you should easily understand in which situations to use which. Continia Users are located on: Departments Administration Application Setup Document Capture Continia Users. Continia Users Setup are located on, can be access by clicking User Setup by Company in Continia Users or from the menu on: Departments Administration Application Setup Expense Management Continia User Setup. Expense Management - Tables and Fields Documentation - Version 2.50 Page 59 / 67

60 Continia User ID ID of the Continia User. Name Name of the Continia User. of the Continia User used by Expense Management to send s. E.g. approval notifications. Salespers./Purch. Code The code of the salesperson/purchaser for the Continia User. Approver ID Continia User ID of the superior user in the hierarchal structure of the approval workflow. Web Approval User If web approval is enabled and this field is populated, it will allow the user to access and approve through the web approval portal. When new users are enabled as web approval users, it is required to export Continia users to the web approval portal using the Export Users function on the Continia Users screen or Continia User Setup screen. Expense Management User Expense Management Users are allowed to create expenses, mileage and settlements. Vendor No. Vendor number to which the posting will be done. When the user needs to be reimbursed, it will be on this vendor where the balance can be seen. Expense User Group A group of Continia users. It is possible the specify the Mileage Reimbursement Method here: if it should post on the vendor or if the posting will be done in external systems. Expense Reminder Code Reminder code for the expense users. Expense Amount Approval Limit Approval limit amount for Expense Management approvers. Unlimited Expense Approval Unlimited approval limit for Expense Management approvers. Shared to this user Number of Approval Sharings from other users to this user. By using drill down, a list is shown of the other users this user can approve on behalf of. Shared to other users Number of Approval Sharings from this user to other users. By using drill down, a list is shown of the other users that have permission to approve on behalf of this user. EXPENSE USER GROUP Expense user groups can be located on: Departments Administration Application Setup Expense Management Continia User Setup lookup on the Expense User Group field User groups are used for making the admin work easier. It is therefore advisable to use Expense User Groups for different posting setup configurations or for limiting the value access to the users, rather than having a different configuration for each user. When using mileage, it is necessary that each user is associated to a group because this will indicate the reimbursement method. Expense Management - Tables and Fields Documentation - Version 2.50 Page 60 / 67

61 Code Code of the expense user group. of the expense user group Mileage Reimbursement Method Mileage reimbursement method can be: External System Chose External System when the mileage will be posted in an external payroll system. Vendor (On User): Chose Vendor(On User) when the mileage will be posted internally in Microsoft Dynamics NAV Company, on the vendor assigned to the user. User Responsibility User responsibility functionality can be found at: Departments Administration - Application Setup - Expense Management - Users & Approvals - User Responsibility The user responsibility defines rules after which a user can create documents in Expense Management in behalf of another user. This can be used for defining a secretary role. This functionality will set filter only on the records specific for these users so they will only be allowed to handle documents for themselves and the users for which they are responsible. To make sure that the user has limited access please use the permission role EM-NAVUSER. Responsible User ID The Continia User ID that becomes responsible for the documents of the other. This can be a secretary role. User ID sharing responsibility The Continia User for which the responsibility is taken by the other user. This can be the manager role EXPENSES BY USER Expenses by user can be located in the Expense Management Role Center. It gives an overview of the different statuses on the expenses of all the users. Expense Management - Tables and Fields Documentation - Version 2.50 Page 61 / 67

62 Name Name of the Continia User. Open Number of open expenses. Pending User Number of expenses awaiting user input. Ready for Posting Number of expenses approved and waiting to be posted. Vendor Balance (LCY) Balance of the vendor associated with the Continia User. This is the amount that needs to be refunded to the employee. MILEAGE BY USER Mileage by user can be located in the Expense Management Role Center. It gives an overview of the different statuses on the mileage of all the users. Name Name of the Continia User. Open Number of open expenses. Pending User Number of expenses awaiting user input. Ready for Posting Number of expenses approved and waiting to be posted. Expense Management - Tables and Fields Documentation - Version 2.50 Page 62 / 67

63 Vendor Balance (LCY) Balance of the vendor associated with the Continia User. This is the amount that needs to be refunded to the employee. SETTLEMENT BY USER Settlement by user can be located in the Expense Management Role Center. It gives an overview of the different statuses on the settlements of all the users. Name Name of the Continia User. Open Number of open expenses. Pending User Number of expenses awaiting user input. Ready for Posting Number of expenses approved and waiting to be posted. Vendor Balance (LCY) Balance of the vendor associated with the Continia User. This is the amount that needs to be refunded to the employee. EXPENSE MANAGEMENT QUEUES In the Expense Management Role Center there are different queues created for making the admin work easier. Expense Management - Tables and Fields Documentation - Version 2.50 Page 63 / 67

64 Open Open documents. Pending Documents waiting for user input. Ready to Post Documents that are approved, ready to be posted. Unhandled Inbox Imported documents that were not handled. The execution usually stops because of setup or wrong user input. APPROVAL SHARINGS You can use approval sharing to allow one user to approve approval request assigned to other users. This is useful when an approver is out of office and one or more users need to approve in the meantime. This can also be used as a group principle in an example where documents are sent to a user called IT and approval sharings have been created from the user IT to all users in the IT department. The approval sharing is located on: Departments Administration Application Setup Expense Management Approval Sharing. Expense Management - Tables and Fields Documentation - Version 2.50 Page 64 / 67