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Employee Setup​

This section explains how to set up employees to use ExFlow Travel & Expense (TEM). ExFlow Travel & Expense is built on Business Central Employee cards, and each TEM user must have a corresponding Business Central Employee card.

This section covers the following scenarios:

Enable Travel & Expense for Users Without an Employee Card​

ExFlow Travel & Expense is built on Business Central Employee cards. If a user is not already set up as an employee in Business Central, you must first create an Employee card. During this process, you can also enable the employee for Travel & Expense.

  1. From the Travel & Expense Setup – Overview page, select Employees.
  2. Select + New to create a new Employee card.
  3. Enter in all the necessary information to set up the employee (standard Business Central setup).
  4. From the page header, select the ExFlow Travel & Expense menu.
  5. Select Configure for TEM to launch the Travel & Expense setup wizard.
  6. In the setup wizard:
    • Select Next to begin. A screenshot of a computer Description automatically generated
    • On the next page of the setup wizard:
      • Employee Posting Group: Select the employee posting group to assign to the employee.
      • Employee Profile: Select the employee profile to assign to the employee.
      • Select Next A screenshot of a computer Description automatically generated
    • On the next page of the setup wizard:
      • AppsForDynamics365 Login:
        • If an AppsForDynamics365 login exists (created manually or by initial TEM setup wizard) with the same email address as the Employee card, it will default automatically.
        • If an AppsForDynamics365 login exists but does not default, select it from the lookup.
        • If no AppsForDynamics365 login exists, select the users you wish to create a log for and click + New to create a AppsForDynamics365 login. See AppsForDynamics365 login section for more information.
        • Select Next A screenshot of a computer Description automatically generated
    • On the next page of the setup wizard:
      • Portal Login For Approver: Select the approver who will review and approve this employee’s expense transactions.
      • Select Next. A screenshot of a computer Description automatically generated
    • On the last page of the setup wizard:
      • Send Welcome Email: Enable this option to send a welcome email to the employee with Travel & Expense access details. A screenshot of a computer Description automatically generated
  7. Go to Additional Employee Setup section to complete the user setup.

Enable Travel & Expense for Users with an Existing Employee Card​

ExFlow Travel & Expense is built on Business Central Employee cards. Follow the steps below to enable Travel & Expense for employees who already have Business Central Employee records.

  1. From the Travel & Expense Setup – Overview page, select Employees.
  2. From the ExFlow Travel & Expense menu in the page header, select Add Multiple.
  3. The Select Users to Add to TEM window opens.
  4. For each employee you want to enable for Travel & Expense, review or configure the following fields:
    • Email: Defaults to the email address on the Business Central Employee card when it matches the employee’s Business Central user account.
    • AppsForDynamics365 login:
      • If an AppsForDynamics365 login already exists (created by the setup wizard or manually) and the login email matches the employee’s email, the login is automatically selected.
      • If an AppsForDynamics365 login exists but the email does not match the employee’s email, select the correct login using the lookup (three dots).
      • If no AppsForDynamics365 login exists for the employee, select the employee record and choose Create AppsForDynamics365 Login from the action menu.
    • Approver: Assign an approver for the employee's expense reports.
    • Selected: Select the checkbox for the employees you want to enable for TEM.
    • Click Add TEM to Selected in the action bar.
    • When prompted, select Yes to confirm adding the users.
  5. Go to Additional Employee Setup to complete the user setup.

Additional Employee Setup​

After an employee has been enabled for Travel & Expense (TEM), additional setup steps are required to complete their configuration. Ensuring the correct reimbursement-related fields are set is especially important to avoid payment issues.

Completing these fields ensures the employee can submit expenses and be reimbursed correctly according to your organization’s Travel & Expense setup.

  1. From the Travel & Expense Setup – Overview page, select Employees.
  2. Select an employee from the list and choose Edit.
  3. Scroll to the ExFlow Travel & Expense section and configure the following fields as applicable::

    • Employee Profile: Assign an Employee Profile that has been previously configured. Employee Profiles control expense policies and system behavior for groups of employees. See the Employee Profiles section for more information.

    • Alt. No. For File Export: Optional when the reimbursement method is set to File Export. Enter an alternate employee identifier if required for reimbursement or payroll file exports.

      When reimbursements are processed through a payroll export, the employee number in the payroll system often differs from the employee number in Business Central. If an alternate number is specified, it will be used in the export file instead of the Business Central employee number.

    • Vendor No. For Reimbursement: Required when the reimbursement method is set to Vendor. Assign the vendor number that represents the employee for reimbursement payments.

      If this field is not populated while using the Vendor reimbursement method, reimbursements cannot be processed.

    • Portal Login: Displays the employee’s AppsForDynamics365 portal login used to access Travel & Expense.

    • Approver: DDisplays the approver assigned to review and approve the employee’s expense reports.