Step 04 - Balance types

Purpose

Balance Types define the balancing side of the journal entry when an expense is posted. The debit side is the expense GL account (from the Posting Group); the credit side is the Balance Type account - typically an employee payable account for reimbursements, or a Company Card liability account for company card expenses.

→ Concept: Posting and GL

Before you start

• Step 03 complete (or running in parallel)
• The balancing GL accounts must exist in Business Central

Steps

The Setup Wizard automatically creates a default EMPLOYEE Balance Type for employee reimbursements. Review it to confirm the account is correct.

To add Balance Types for Company Cards:

1. From Truvio Expense Management - Overview, select Balance Types
2. Select New
3. Enter:
   • Code - e.g. CC-VISA, CC-AMEX
   • Description - plain-language description
   • Bal. Account Type - select the account type (standard Business Central)
   • Bal. Account No. - select the balancing GL account

Decisions that matter here

One Balance Type per card agreement, or shared? - create a separate Balance Type per company card bank if you want separate GL liability accounts per bank (better for reconciliation). Group them under one Balance Type if you post all company card liabilities to a single account.

Company cards require at least one Balance Type - if you are setting up Company Cards (step 12), you must create at least one Balance Type for them before configuring agreements.

Validate

After posting a test expense, confirm the credit entry appears on the expected balance account in Business Central.

Next

→ Step 05 - Expense categories
→ Step 09 - Reimbursement (Balance Types are used there)

Field detail

→ Reference: Balance types