Expense user setup for Expense Management
To add expense users and to initiate expense workflows in Expense Management, you must configure them in Continia User Setup. This page allows you to specify key settings for each expense user, such as their expense user group and document visibility.
Note
The Continia User Setup is also relevant for Continia Document Capture. For more information, see Continia User Setup for Approvals.
To create an expense user for Expense Management:
Search
for and select Continia User Setup.On the Continia User Setup page, on the action bar, click + New.
Under General, fill in the following fields:
Field Description Continia User ID Click the three dot menu (...) to select the user. All approvers must be Business Central users. You can access a list of them using the lookup button in this field. Name Expense users who are not approvers do not need to log in to Business Central. If the user is not already a Business Central user, the system will prompt you to confirm adding them. Email Enter the email address for the expense user if it's not filled out automatically. Approval Administrator This toggle indicates whether the user is an approval administrator responsible for managing approval processes. Under Expense Management, fill in the following fields:
Field Description Expense User When this toggle is enabled, users can create expenses and related documents as defined in the Expense Management setup. Expense Management Login Type Defines how the user signs in. Choose either Continia Online or Microsoft 365. If you select Microsoft 365, users will be required to log in using their Microsoft 365 credentials, and new users will receive a welcome email with instructions on how to sign in. Can Edit Approved Documents This toggle determines if the user can edit documents that are pending approval or have already been released. Limit Document Visibility When this toggle is enabled, it restricts the user to viewing only their own documents. Vendor No. Under Posting, here you set up a vendor for expense users. Choose the vendor you have created for the employee from the dropdown list. The vendor number is used for posting, and when the user is reimbursed, the balance can be seen on this vendor. Vendor Name This field updates automatically. Employee No. The employee number is used for posting. If both Employee No. and Vendor No. have been filled in, Employee No. will be used. Choose the employee number from the dropdown list. Employee Name This field updates automatically. Post in expense currency Toggle this field on if you want to post in the currency that the expense was incurred. Expense User Group Click the three dot menu (...) to define the group that the expense user belongs to. Expense Reminder Code Click the three dot menu (...) to specify the code used for sending reminders to expense users. Approver Name Click the three dot menu (...) to assign a designated person to be the approver for the expense user's expenses. Unlimited Expense Approval Under Approval Limit. If you toggle this on, this will indicate that the approver has no set limit to the expense amount that they're approving. Expense Amount Approval Defines the maximum amount for an expense that an approver can approve for the expense user. Under Web Approval, in the Approval Client field, choose either Web Client or Continia Web Approval portal. This specifies which client to approve documents for the user. The client specified here is used when sending out an approval status e-mail with documents to approve. The email includes a hyperlink to access the documents for approval in the selected client. Only users with the approval client set to Continia Web Approval are able to access the Web Approval Portal.
After you've finished entering the user's details, go back to Continia User Setup, and on the action bar, click Export Users. This generates and sends welcome emails to newly created expense users. These emails contain a link to activating their role and creating a password as well as links to downloading the Expense Mobile App and the Expense Portal.