Posting Expenses

  • 12/07/2021
  • 3 minutes to read

An expense that's been approved can be posted so that the relevant accounts are updated in Business Central, and ultimately the user is reimbursed. Once an expense has been posted, it can't be edited or otherwise changed.

Expenses can be posted individually or as a batch, and below you'll find a description of both posting methods.

Posting an expense

To post a single expense, follow these steps:

  1. Choose the search icon, enter Expenses, and then choose the related link.
  2. Select the approved expense you want to post.
  3. On the action bar, select Process > Post.
  4. The document will now be posted and moved to Posted Expenses.

Note

When an expense is posted, further checks are carried out automatically. If there are any warnings, a dialogue with the issue will be displayed. If the issue can be bypassed, the purpose of the dialogue is to inform you about potential issues. On the other hand, when there are errors, an error message will be displayed, and these errors have to be corrected before the document can be posted.

Posting multiple expenses in a batch

You can also post multiple expenses as a batch. To do this, follow these steps:

  1. Choose the search icon, enter Expenses, and then choose the related link.
  2. On the action bar, select Process > Post batch.
  3. A dialogue will be displayed where further details need to be specified.
  4. If you want to group expenses into an expense report, you can do so by selecting Group by expense report. All expenses will be added to a new expense report, and the expense report will be posted, posting all the expenses together.
  5. When you post multiple expenses, it's possible to change the posting date. You do this by enabling Replace posting date and then choosing the method of replacement.
  6. On the Filter: Expense section, you can specify filters on which expenses should be posted.
  7. SelectOK, and the expenses will be posted and moved to Posted Expenses.

Note

When posting expenses in a batch, expenses with a warning or error comment will be skipped as the admin must remedy all issues before they can be posted. The admin will get feedback about the related issues and has to process the expenses in question individually.