Daily Operations

This section covers the day-to-day work the finance team does in Business Central: posting approved expenses, handling company card transactions, reimbursing employees, and reviewing posted records.

Business Central is not used for submitting expenses. Employees and approvers work in the mobile app or web portal. Finance picks up each expense once it has been approved.

Where you work

The Expense Management, Business Manager and Accountant role centers show card cues for items waiting to be handled. Only cues with more than zero items are shown.

The workflow

Approved (by approver)
   → Ready for posting        → you post it to the GL
   → Posted                   → you reimburse the employee
   → Reimbursed               → you review / report

Tasks

Process and post

• Post approved items - post expenses, mileage, and per diems to the general ledger
• Review and edit before posting - adjust GL accounts, dimensions, and tax; split an expense between employees; set a reimbursement cap

Company cards

• Manage company card transactions - create or import transactions, mark as handled, reconcile against the statement
• Process a private card expense - handle a transaction marked as private and recover the amount

Reimburse

• Process reimbursements - pay employees via payment journal, vendor, or file export
• Export to payroll - generate a payroll file for your provider

Review and report

• Review posted expenses and reporting - posted lists, analysis mode, archives, and audit exports

Good to know

• SmartExtract review banner - when AI has extracted data or split a receipt into lines, a blue advisory banner appears on the expense card asking you to verify before posting. It does not block posting. See SmartExtract.
• Duplicate detection - TEM checks for duplicate receipts using receipt number, date, and amount. Possible duplicates are flagged to the approver before they reach you.
• Force approval - finance can enforce approval regardless of other conditions from the expense card. A comment is required. See Post approved items.

Related

• Concept: Expense lifecycle
• Concept: Posting and GL
• Concept: Company card flow

Using Multi-Entity Management (MEM)? The Pending Reimbursement page shows all entities regardless of MEM filtering - filtering applies after entries are transferred to the payment journal. See Multi-Entity Management.