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Step 07 - 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.

Before you start​

  • Step 04 complete - the reimbursement journal uses balance accounts
  • Step 06 complete - if using Vendor Export, each employee must have a linked vendor record (the employee is reimbursed through a vendor that represents them), set as Vendor No. on the employee card

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 organization, 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 - summarizing 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.

→ Your first expense

Optional features - mileage, per diem, and company cards - are set up from the Configuration section: Set up mileage, Set up per diem (Pro), Set up company cards (Pro).

Field detail​