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Step 03 - Posting groups

Purpose​

Posting Groups tell TEM which GL account (and tax posting groups) to use when posting each type of expense. Every Expense Category must link to at least one Posting Group - if this mapping is missing, expenses cannot be posted.

→ Concept: Posting and GL

Before you start​

  • Step 02 complete
  • The GL accounts you want to post to must already exist in Business Central
  • Tax posting groups (VAT Bus., VAT Prod., Gen. Bus., Gen. Prod.) should be defined in Business Central

Steps​

  1. In Business Central, open Truvio Expense Management - Overview
  2. Select Posting Groups
  3. Select + New for each posting group you need

For each posting group, enter:

  • Code - short identifier, e.g. FOOD-DOM, FLIGHT, HOTEL, MILEAGE
  • Description - plain-language description (SmartExtract uses this for AI classification, so use clear natural-language terms - e.g. "Food and beverage", not "Meals, Personnel")
  • G/L Account No. - the GL account for this expense type
  • Tax fields - populate Gen. Bus. Posting Group, Gen. Prod. Posting Group, VAT Bus. Posting Group, VAT Prod. Posting Group, Tax Liable, Tax Group Code as required by your Business Central localization
  • Project G/L Account No. - the GL account to use when an expense is linked to a Business Central project (if you use projects)

The Setup Wizard automatically creates a MILEAGE posting group - review it to confirm the GL account is correct.

Decisions that matter here​

Granularity - create one posting group per GL account you want to post to. If domestic and international meals post to different accounts, you need two posting groups (e.g. FOOD-DOM and FOOD-INT). If they share an account, one is enough.

SmartExtract descriptions - if you plan to use SmartExtract Classify (AI auto-categorisation), the Description field feeds the classification model. Clear, natural-language descriptions produce better results. See Designing expense categories.

Validate​

Post a test expense manually in Business Central to confirm it lands in the expected GL account, or create an Expense Category using this posting group and submit a test expense through the portal.

Next​

→ Step 04 - Balance types
→ Step 05 - Expense categories (can be done in parallel with step 04)

Field detail​

→ Reference: Posting groups