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Process reimbursements

Goal​

Pay employees for posted expenses through Business Central using your configured reimbursement method.

Before you start​

  • Expenses must be posted - only posted expenses appear in Pending Reimbursement
  • The reimbursement method must be configured in Reimbursement Setup
  • Required fields must be set on each employee card depending on the method used:
    • File Export - requires Alt. No. For File Export if your payroll system uses a different employee identifier
    • Vendor Export - requires Vendor No. For Reimbursement on each employee card

Reimbursement setup

Steps​

  1. In Business Central, go to Pending Reimbursement

    Pending reimbursement

  2. Optionally filter by date interval to limit the run to a specific payroll period

  3. Click Reimbursement - one or more options appear depending on your setup:

    Reimbursement options

Payment Journal (direct to employee)

  • Click Create Payment Lines
  • Business Central opens the payment journal with entries using Account Type = Employee
  • Review the lines, then post the journal to generate the bank payment

File Export (payroll)

  • Click Export and Post (or Export Without Posting if you want to review first)
  • The file downloads to your downloads folder
  • See Export to payroll for the full payroll flow

Vendor Export (accounts payable)

  • Click Vendor Export
  • Business Central reverses the Employee Ledger Entry and creates a Vendor Ledger Entry linked to the vendor on the employee card
  • Process payment through your standard vendor payment flow in Business Central

What to check​

CheckWhat it means if wrong
All expected employees appear in Pending ReimbursementAn employee may be missing Vendor No. or Alt. No. on their employee card
File export contains all employeesCheck that Alt. No. For File Export is set correctly
Payment journal amounts match posted expensesConfirm Summarize vs One Each Line setting in Reimbursement Setup