Reimbursing expenses

  • 08/05/2026
  • 10 minutes to read

If you’re using an external payroll system for your company to reimburse expense users for example, it's good practice to create a view in the payroll system where you can see how much each expense user is owed. Then, transfer the data to the payroll system, adding information about the users who’ve been reimbursed.

You can filter reimbursement views by date intervals, and have the total shown in terms that make sense, for example: amount, or quantity. All expense types show as columns on the Expense Reimbursement page. The total expenses are provided for each expense type. The amount for each expense type (if used) will also show for each individual expense user.

If your company doesn’t use an external payroll system, these views are not relevant, and the expense will be marked as Reimbursed immediately after posting.

For each document, the Reimbursement Method decides if an external payroll system will be used or not. For more information, see Setting up reimbursement methods.

Understand the Expense Reimbursement page fields

FieldDescription
Date filterAllows you to filter data by a date interval. For example, when you want to see the reimbursable amounts for only the current month.
View asVisualize the total as amounts or quantity.
View byYou can view different filter options based on the state of the expense: Awaiting posting, Ready to reimburse, Posted and reimbursed, Everything.
UserThe ID of the expense user.
NameThe name of the expense user.
BalanceThe balance of the current user. This is a total for the specified period for all expenses, independent of their state. The balance presents the amount as it was reported, it does not calculate how much should be refunded to the user. For example, an expense of 100 EUR, that was paid for with a company credit, card will require no refund to the user (since it was paid for by a company credit card). In such a case, the Balance will be 100.
Refundable amountThe refundable balance for the current user. This is the amount that will be reimbursed to the expense user. For example, an expense of 100 EUR that was paid with a company credit card will not be refunded to the user (as it was paid for by a company credit card). In such a scenario, the Refundable amount will be 0.
Expense TypesThe total amount or total number of related expenses ready to be reimbursed for a specific user. You can create specific expense types to be in alignment with your company policies. For example, expenses for hotels, motels, and Bed & Breakfasts, can all be grouped by the expense type Accommodation.

Reimburse a user's expenses

In the following example, you can reimburse expenses for an expense user or an expense user group.

To reimburse a user's expenses:

  1. Search Search for and select Expense Reimbursement.
  2. Set a Date Filter for the period you want to have an overview of. For example, set filters for the previous month.
  3. Ensure View by is set to Ready to Reimburse.
  4. Ensure View as is set to Amount.
  5. In the Expense Reimbursement section, check that you agree with the amounts shown.
  6. At this stage you can transfer the reimbursable amounts to an external payroll system, either manually or automatically:
    1. You can do this manually by typing in the external system.
    2. You can automate this on the action bar by selecting Export to Excel. You can send the Excel file that's generated to the relevant recipients.
  7. When you receive confirmation that the expense user has been reimbursed in the external payroll system, mark the expenses in the current view as Reimbursed: On the action bar, select Reimburse. This avoids accidentally reimbursing them again the next time.

Reimburse in a different currency from the LCY

You can reimburse an expense user (employee or vendor) in a currency that differs from the local currency (LCY) on the Continia User Setup card. First you must set up posting in the currency the expense was incurred, then you can reimburse the vendor or the employee accordingly.

Post in the expense currency

You can post all expenses in the original currency so that no local currency conversion occurs. To reimburse a user's expenses in the currency where the expense was incurred:

  1. Search Search for and select Expense Management Setup.
  2. On the action bar, click Home.
  3. Under Expense, toggle Post in Expense Currency to on.

Reimburse the vendor

If an expense user prefers to be reimbursed in a specific currency, you can set a currency code for the vendor on the Continia User Setup card. In doing so means all documents posted for that vendor will be converted to the specified currency.

  1. Search Search for and select Vendors.
  2. On the Vendors card, choose the vendor you want to reimburse to open their Vendor card.
  3. Under Invoicing > Foreign Trade, choose a currency code from the dropdown menu in the Currency Code field.
  4. On the action bar, click Vendor > Ledger Entries.
  5. On the Vendor Ledger Entries card, you can check the currencies associated with that vendor.

Check the currencies associated with a vendor and post

You can verify the currencies associated with specific vendors in the Payment Journal.

To check which currencies are associated with a vendor:

  1. Search Search for and select Payment Journals.
  2. On the Payment Journals card, in the Account Type column, choose Vendor from the dropdown menu.
  3. In the Account No. column, choose the vendor.
  4. In the Currency Code column, verify the currency chosen for the vendor.
  5. On the action bar, click Apply Entries to see the list of all the open postings for that vendor.
  6. Select the relevant lines, then in the table of the Apply Vendor Entries card, click Applies-to ID.
  7. On the action bar, click Set Applies-to ID.
  8. At the bottom of the card verify that the information is correct then click OK.
  9. On the Payment Journals card, in the Payment Method Code column, choose Bank from the dropdown menu.
  10. On the action bar, click Post, then click Yes > OK.

Reimburse the employee

If an expense user prefers to be reimbursed in a specific currency, you can set a currency code for the Employee on the Continia User Setup card. All documents posted for that employee will be converted to the specified currency.

  1. Search Search for and select Employees.
  2. On the Employees card, choose the employee you want to reimburse to open their Employee card.
  3. Under Payments, choose a currency code from the dropdown menu in the Currency Code field.
  4. On the action bar, click Employee > Ledger Entries.
  5. On the Employee Ledger Entries card, you can check the currencies associated with that employee.

Check the currencies associated with an employee and post

You can verify the currencies associated with specific vendors in the Payment Journal.

To check which currencies are associated with a vendor:

  1. Search Search for and select Payment Journals.
  2. On the Payment Journals card, in the Account Type column, choose Employee from the dropdown menu.
  3. In the Account No. column, choose the employee.
  4. In the Currency Code column, verify the currency chosen for the employee.
  5. On the action bar, click Apply Entries to see the list of all the open postings for that employee.
  6. Select the relevant lines, then, in the table of the Apply Employee Entries card, click Applies-to ID.
  7. On the action bar, click Set Applies-to ID.
  8. At the bottom of the card verify that the information is correct then click OK.
  9. On the Payment Journals card, in the Payment Method Code column, choose Bank from the dropdown menu.
  10. On the action bar, click Post, then click Yes > OK.

Overview of expenses
Reimbursing per diem expenses
Reimbursing mileage expenses