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Basic Setup​

The Basic Setup (Setup (TEM)) page allows you to configure the core settings for Expense Management. Some of these settings may already be preconfigured based on the responses provided during the Setup Wizard.

  • General

    • If Posting Date is in Closed Period: This setting determines how the system handles expenses transactions with a posting date that falls within a closed accounting period. It allows you to specify whether such entries should give an error when posting for manual correction or auto update the posting date to the work date..

    • Default Employee Profile: Select a default employee profile to use.

    • Default Approval Policy: Select a default approval policy to use.

    • Duplicate check date offset (days): Defines the date tolerance for duplicate receipt detection. When an expense is submitted, TEM checks for existing expenses with the same amount and a receipt date within this number of days. Set to 0 to require an exact date match.

  • Number Series

    • (Configured by Setup Wizard): Select the number series to use for each record type. Number series control which modules are active - a module is enabled by assigning a number series and disabled by clearing it. For example, Expense Reports are only available to employees when a number series is set here; removing it disables the module entirely. You can select from existing number series defined in Business Central or create a new one.

  • Journal for Posting

    • Gen. Jnl. Template Name: Select the General Journal Template Name (standard Business Central functionality).
    • Gen. Jnl. Batch Name: Select the General Journal Batch Name (standard Business Central functionality).

  • Expense

    • Report Unhandled Card Transactions Older Than (days): This field specifies the number of days after which imported company card transactions that have not been processed or matched to an expense will be included in a report. Transactions older than the specified number of days will be flagged for review, helping ensure timely reconciliation and follow-up.

    • Allowed Deviation (days) When Matching Transactions: This field defines the maximum number of days that an imported company card or bank transaction can differ from the date of the corresponding expense when automatically matching transactions.

    • Allowed Exchange Rate Deviation (%): This field applies to personal company card transactions incurred in a foreign currency. It defines the maximum percentage deviation allowed between the system-calculated exchange rate and the converted amount entered by the employee.

      Employees may enter the exact converted amount shown on their card statement, provided the difference from the calculated amount does not exceed the allowed exchange rate deviation specified here.

    • Language for AI Descriptions: This field specifies the language that will be used by the system when generating AI-powered descriptions for expenses.

    • G/L Account for Vendor Posting Rounding: Specifies the GL account used to absorb minor rounding differences that arise when posting expenses via the vendor payment flow. Required when Vendor Export is used as the reimbursement method.

    • Store Receipts in Business Central: Normally, receipt images and PDFs are stored in the AppsForDynamics365 cloud to reduce storage usage in Business Central. If you also want to store receipts directly in Business Central, two options are now available.

      From the Expense Management Setup page, you can enable automatic downloading of receipts to the ledger entries whenever an expense is posted.

  • SmartExtract

    • Process Tax on Domestic Expenses: This setting applies to North America (USA and Canada) and determines whether SmartExtract should attempt to identify tax areas, taxable amounts, and non-taxable amounts, and update the expense accordingly. This function only applies to domestic expenses.

    • Extract name/company from Guests: This setting converts the content of the Guest field on expenses into a list of individual “Full name / Company” entries instead of keeping the input as a single text field. Users can enter names one by one, or SmartExtract can automatically separate multiple names written on the same line into individual entries.

  • Projects

    • Use Projects: Enable this feature if your organization uses Business Central Projects and you want expenses to be tracked and posted against projects. When enabled, users can assign projects to their expense transactions.

    • Make Expense Billable: When this option is enabled, any expense that is associated with a project will be marked as billable by default.

    • Make Mileage Billable: When this option is enabled, mileage expenses that are associated with a project will be marked as billable by default.

  • Daily Summary Email: (Configured by Setup Wizard)

    • Configure the frequency of daily summary and reminder emails. Reminder emails serve three main purposes:
      • Notify users of expenses that have been started but not yet submitted.
      • Alert card holders when imported company card transactions are missing receipts.
      • Notify approvers of expenses or reports that are pending review.