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Posting and GL

In short​

When an approved expense is posted in Business Central, TEM creates a standard general journal entry. The debit account comes from the Posting Group linked to the expense's category and criteria. The credit account comes from the Balance Type - either an employee payable account (for reimbursements) or a Company Card liability account (for company cards).

Why it matters​

If this mapping is misconfigured, expenses post to the wrong GL accounts and require manual correction in Business Central. Getting posting groups, expense categories, and balance types right before employees start submitting prevents a wave of reclassifications later.

How it works​

The debit side: Posting Groups and Expense Categories​

An Expense Category is what the employee selects ("Meals", "Travel", "Hotel"). Each category has one or more Posting Setup lines. Each Posting Setup line points to a Posting Group, which holds the actual GL account.

Employee selects category "MEALS"
    → Category has two Posting Setup lines:
        Domestic = true  → Posting Group FOOD-DOM → G/L 6110 (Domestic meals)
        (default)        → Posting Group FOOD-INT → G/L 6120 (International meals)
    → TEM evaluates the expense (is it domestic?) and picks the matching line
    → Journal debit: G/L 6110 or 6120

Criteria that can select a Posting Setup line:

  • Domestic - expense incurred in the employee's home country
  • Region Codes - expense incurred in a defined group of countries
  • Has Project - expense linked to a Business Central project
  • With Guests - guest names are recorded on the expense

If no criteria match, the line marked Use as Default is used.

The credit side: Balance Types​

A Balance Type defines the credit account for the journal entry.

  • EMPLOYEE - credits an employee payable account; used for personal reimbursements
  • CC-VISA (example) - credits a Company Card liability account; used for company card expenses

The Balance Type is resolved from the expense's Payment Method (Employee or Company Card). Each Company Card Agreement is linked to a Balance Type in its setup.

Tax fields​

Posting Groups also carry tax fields (VAT Bus./Prod. Posting Group, Gen. Bus./Prod. Posting Group, Tax Group) that Business Central uses for tax calculation during posting. These must match your Business Central tax configuration for correct VAT/GST handling.

Worked example​

FieldValue
EmployeeJane Smith
CategoryMEALS
Amount£85
CountryUK (domestic)
PaymentEmployee (personal card)

Posting Group selected: FOOD-DOM → G/L 6110
Balance Type: EMPLOYEE → G/L 2150 (Employee payables)

Journal entry:

Dr  6110  Domestic meals        £85
    Cr  2150  Employee payables      £85