Setting up expense reminder codes

  • 06/11/2025
  • 5 minutter at læse

You can easily configure Continia Expense Management to send out reminders to any expense user who needs to carry out a task for a document. This could, for example, be a credit card transaction that needs to be finalized or an expense that has been rejected by an approver and therefore must be dealt with by the expense user.

Bemærk

This functionality is only for expense users, not for approvers. It's very commonly – but not exclusively – used in connection with expenses that are created automatically from company credit card transactions and need to be completed by the relevant expense users.

The actual activity of sending reminder emails is executed by the codeunit 6086314 CEM Reminder Email. For more information, see Setting up Job Queues.

To set up expense reminder codes, follow these steps:

  1. Search Search for and select Continia User Setup.
  2. In the list of users, in the Continia User ID column, select the user that you want to set up expense reminder codes for. The Continia User Setup Card opens.
  3. On the Expense Management FastTab, go to Expense Reminder Code and select the three dots on the right side of the field to open the Reminder Codes page.
  4. Do one of the following:
    • In the list of codes, select one of the existing ones (select the line of the code, not the code itself).
    • Create a new code: In the action bar, select New, enter a name for the new code, and then select Enter or exit the field. In the Max No. of Reminders column, specify the maximum number of reminders you want to be sent out for this code.
  5. In the action bar, select the tree dots, and then select Levels to open the Reminder Levels page.
  6. In the No. column, specify the level of the reminder by entering an integer. As the No. column determines the order in which reminder emails are sent out, the first level is typically labeled 1, and any subsequent levels are then labeled with consecutive numbers (2, 3, etc.).
  7. In the Grace Period column, enter the amount of time that should pass before a reminder email is sent out at this level.

    Tip

    Your entry must be a date formula. As regards the start date of each grace period, see Grace period start dates below.

  8. In the Reminder Text column, enter a text that can be used internally to identify the level.
  9. Repeat steps 6-8 for any additional reminder levels you want to add, and then close the page to return to the Reminder Codes page.
  10. Make sure that the code you've created or customized is selected in the list, and then select OK to close the page.

The selected reminder code is now added to the Expense Reminder Code field on the Continia User Setup Card, and the user you selected in step 2 of the guide will receive reminder emails according to your setup.

Grace period start dates

In the table on the Reminder Levels page, the date formula you enter in the Grace Period column for a certain level specifies the amount of time that should pass before a reminder email is sent out at this level. For the first level, this is calculated from a start date that's derived from one of the following fields:

  • Date Created
  • Document Date/Registration Date/Departure Date (for expenses, per diems, and mileages)

If one of these fields is empty, the other one is used. If both fields have a date value, the earlier date is used. And if both fields are empty, TODAY (the current date) is used.

The above applies only to the first level in the table. For subsequent levels, the amount of time that should pass before a reminder email is sent out is calculated from the time when the previous reminder was sent.