Posting Expenses

Approved expense entries are ready to be posted, updating the relevant accounts in Business Central and facilitating user reimbursements. However, it's important to note that once an expense has been posted, it becomes uneditable and cannot be changed.

You have two options to post Expenses entries: individual posting or batch posting.

To post an expense

To post a single expense:

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


Once an expense is posted, automatic checks are carried out to detect warnings or errors. If any warnings appear, you'll be informed via a dialog, allowing you to bypass potential issues. However, an error message will be displayed for errors, and you must address them before successfully posting the document.

To post multiple expenses in a batch

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

  1. Select the search icon, enter Expenses, and then select the related link.
  2. On the action bar, select Process > Post batch.
  3. A dialog appears, where you can provide additional details::
    • Group by Expense Report - select this option to group expenses into a new expense report that will be posted together.
    • Replace Posting Date - enable this option to change the posting date for multiple expenses and select the preferred replacement method.
    • Filter: Expense - in this section, you can set filters on which expenses should be posted.
  4. Select OK to post the expenses, and move them to Posted Expenses.


Any entries with warnings or errors will be skipped when posting expenses in a batch until the admin addresses the issues. The admin will receive feedback about the related issues and must process these entries individually before they can be successfully posted.

To export expense attachments

You can export the expense attachments of posted expenses. For example, this can be convenient when obtaining a Value Added Tax (VAT) refund. In many jurisdictions, businesses can claim a refund on the VAT paid on certain expenses incurred during business operations. Tax authorities often require supporting documentation, such as receipts, invoices, and other expense-related attachments, to support these claims.

To export expense attachments:

  1. Select the search icon, enter Posted Expenses, and then select the related link.
  2. On the action bar, select Related > Expenses > Download expense attachments.