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Multi-Entity Management (MEM)

In short​

Binary Stream Multi-Entity Management (MEM) is a Business Central add-on that partitions a single Business Central environment into multiple entities - each with its own data access rules. When MEM is active, Expense Management automatically inherits those access rules: employees only see the dimensions, projects, and expense data belonging to their entity.

This integration works through a single link: the Business Central User field on each portal login. Expense Management reads the MEM User Security Setup assigned to that Business Central user and applies it to everything the employee sees in the portal and mobile app.

Why it matters​

Without the Business Central User link configured, MEM security does not flow through to the portal or mobile app. The employee would see dimensions and projects from all entities - or none at all - rather than just their own. This is the most common MEM misconfiguration and the first thing to check if employees report missing dimensions or incorrect project lists.

The other consequence is the Entity Dimension. In a MEM environment this dimension is mandatory on every expense - it identifies which entity the cost belongs to. If it is not enabled in Additional Fields and assigned to Expense Categories, employees cannot assign the correct entity and expenses may post to the wrong entity's accounts.

How it works​

MEM affects Expense Management in four specific places:

1. Business Central cues and list pages (finance and admin)​

All Expense Management list pages in Business Central - expenses, mileages, per diems, expense reports - are automatically filtered to show only records belonging to the entities the logged-in Business Central user has access to under their MEM User Security Setup. No extra configuration is needed here; it is automatic once MEM is installed.

2. Portal and mobile app - dimensions and projects​

When an employee logs in to the portal or mobile app, the dimensions and Business Central projects visible to them are filtered by the MEM User Security Setup of the Business Central user linked to their portal login. If no Business Central user is linked, MEM filtering cannot apply.

This means the Business Central User field on the AppsForDynamics365 Login card is not optional in a MEM environment - it is required for correct behaviour.

3. Entity Dimension on expenses (mandatory field)​

In a MEM environment, the Entity Dimension must appear on every expense submission so the posting engine can direct the cost to the correct entity's GL accounts. The admin must:

  • Enable Entity Dimension as mandatory in Additional Fields Setup
  • Enable it on each Expense Category under Additional Fields

4. Reimbursement page - the exception​

The Pending Reimbursement page in Business Central shows entries from all entities, regardless of MEM filtering. This is by design - the finance user processing reimbursements needs a complete view. MEM filtering re-applies automatically once entries are transferred from the reimbursement page to the payment journal.