Step 09 - Reimbursement

Purpose

Configures how approved expenses, mileage, and per diems are paid out to employees after posting. TEM supports three methods: direct payment via Business Central payment journal, file export to a payroll provider, or payment via a Business Central vendor record assigned to the employee.

→ Concept: Expense lifecycle

Before you start

• Step 04 complete - the reimbursement journal uses balance accounts
• Step 08 complete - vendor numbers must be set on employee cards if using Vendor reimbursement

Steps

1. From Truvio Expense Management - Overview, select Reimbursement (under the Posting Setup section)

General

• Gen. Jnl. Template Name / Batch Name - select the journal template and batch to use for reimbursements (standard Business Central)
• Default Payment Method Code - the payment method applied by default
• Summarize Per Expense Report - when enabled, all expenses on a report are collapsed into one reimbursement line per report

File Export (if using file export method)

• Select a File Format - Generic XML is the default; click the ellipsis to see other formats (e.g. payroll-specific)
• Configure File Export - map expense types to payroll codes used by your payroll provider

For each transaction type (Expense, Mileage, Per Diem) configure separately:

• Reimburse Via

  • Payment Journal - reimbursement handled inside Business Central (most common)
  • File Export - export a file for a third-party payroll provider
  • Vendor Export - creates a vendor payment entry for the employee's linked vendor record

• Detail Level

  • Summarize - one payment per employee per run
  • One Each Line - one payment per individual expense line

Decisions that matter here

Payment Journal vs File Export vs Vendor - if payroll and expense reimbursement are separate in your organisation, File Export avoids double-entry. If reimbursement is via payroll only, Vendor Export links into Business Central's vendor payment flow. Payment Journal is the simplest if reimbursements are handled directly in Business Central. See Reimbursement method selection.

Summarize vs One Each Line - summarising produces fewer payment entries (easier for the employee to reconcile their bank statement) but less granular detail in the journal. One Each Line gives full traceability but more payment entries.

Per-type configuration - you can use different methods for Expenses vs Mileage vs Per Diem. This is useful when mileage is handled through payroll but regular expenses are paid via the payment journal.

Validate

Process a test reimbursement run after posting a test expense. Confirm the journal entry appears with the correct amount and account.

Next

Core setup is complete. Optional steps:

→ Step 10 - Mileage (if mileage is used)
→ Step 11 - Per diem (Pro Edition)
→ Step 12 - Company cards (Pro Edition)
→ Your first expense

Field detail

→ Reference: Reimbursement