Expense User Setup for Expense Management

In order to start expense work flows, you need to set up expense users. This is done on the Continia User Setup page, where you also define a number of settings for the expense user, such as expense user group and document visibility.


The Continia User Setup is also relevant for Continia Document Capture. For more information, see Continia User Setup for Approvals.

Setting up expense users

To create an expense user for Expense Management, follow these steps:

  1. Choose the Search icon, enter Continia User Setup, and choose the related link.
  2. On the action bar, select New, and fill in the fields as described in the following table.
NameExpense users who are not also approvers don't need at Business Central license. The system checks if the user is a Business Central user, and if not, asks if you want to add this user regardless.
EmailEnter the email address for the expense user if it's not filled out automatically.
Expense UserWhen this is enabled, users can create expenses and other documents defined in the Expense Management setup.
Limit Document VisibilityWhen enabled, this user can only see the user's own documents.
Vendor No.Here you set up a vendor for expense users. You can choose the vendor you have created for the employee by using the lookup button. The vendor number is used for posting, and when the user is reimbursed, the balance can be seen on this vendor.
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.
Expense User GroupIn this field, you define the expense user group the user belong to.
Expense Reminder CodeThis is used when sending out reminders to expense users.
Approver NameChoose the approver for the expense user.

Exporting users

The final step of setting up expense users is to export them: On the action bar, select Export Users. This will generate and send 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 App and the Expense Portal.


You also have the option of signing in with your Microsoft 365 credentials, so creating a password isn't necessary.

See also

Setting up the Continia Users Default Setup