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Expense Management 4.2

Release date: March 2026 - Minor Release

Key Highlights​

  • SmartExtract company requirement for guests to support compliant client entertainment
  • Improved SmartExtract merchant identification
  • Vendor Mapping based on SmartExtract merchant data for vendor spend analysis
  • Support for statutory reporting to the Finnish Tax Authority (KATRE)
  • Force approval option to enforce approval regardless of other conditions
  • Enhanced duplicate expense detection with date offsets and receipt number matching
  • Company Card surcharge percentage on card agreements to improve expense matching
  • Setup copy between companies with detailed import logging
  • Employee source information included on G/L entries from company card balance postings

SmartExtract​

SmartExtract now extracts merchant and receipt number information from expense attachments, supporting features such as vendor mapping and improved duplicate detection.

Additional Fields​

Additional Fields now include a "Show on all" option.

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When enabled, the field is automatically available on all expense types and categories. This reduces the need to configure field visibility individually and ensuring consistent data capture across expenses.

Vendor Mapping​

A new Vendor Mapping feature allows the finance team to map merchants identified by SmartExtract on expense attachments to vendors.

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This makes it possible to monitor and analyze spend per vendor, even when costs are incurred and settled through employee expense claims. When expenses are posted, the amounts are reflected on the vendor as purchases, enabling vendor statistics and reporting to include expense based spend.

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Category configuration​

You can now require that guests include a company name when applicable, helping ensure compliance with client entertainment scenarios. This requires the SmartExtract "Extract name/company from Guest" feature to be enabled in Setup.

For Posting Setup, Employee Profile is now included as a parameter in the posting selection logic.

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Reporting to Finnish Tax Authority (KATRE)​

Support has been added for reporting data for Per Diem and Mileage to the Finnish Tax Authority (KATRE), ensuring compliance with local statutory reporting requirements.

Reimbursement Payroll Export​

A "Generic Excel export" option has been added for Reimbursement, making it easier to integrate with external payroll or financial systems that require a flexible file format.

Role Center Improvements​

Usability and stability improvements have been made to the Role Center experience.

Issues where Business Central users without TEM permissions experienced Role Center errors have been fixed.

A Shortcut action has been added to extended Role Centers for faster navigation.

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Localizations​

An issue affecting posting of expenses in the Spanish localization has been fixed, ensuring correct posting behavior in ES environments.

Approval​

  • A "Force approval" option has been added to Business Central to enforce approval regardless of other conditions.
  • Approval warnings for allowed amounts now take the number of employees into consideration.
  • Rejected expenses and unsubmitted expense reports are excluded from duplicate checks.
  • Duplicate detection enhancements:
    • Date offset support to detect duplicates across different expense dates
    • Receipt number-based matching using merchant information extracted from receipts

Company Cards​

  • Card transactions can now be imported from file with support for separate debit and credit columns. You can also define text that should be stripped from transaction descriptions during import. A pre-check ensures that all cards in the file have an agreement specified, which is especially useful when importing the same transaction file into multiple agreements.
  • Expense matching has been improved for transaction feeds that contain only local currency amounts. Card agreements now include an option to specify a company card surcharge percentage, improving matching accuracy when surcharges are not shown on receipts.
  • The overall card flow on Card Agreements has been refined.
  • AirPlus company card setup now includes a downloadable PDF form for submission to AirPlus (Nordic).

Copy setup between companies​

A new feature allows setup and configuration to be copied from one company to another. If errors occur during the import, a detailed import log is displayed to support validation and troubleshooting.

Usability improvements​

Tooltips have been added across the solution to support easier onboarding.

Employee source information is now included on G/L entries created from company card balance postings.

Bug Fixes​

  • The upgrade process now resolves expenses that were previously stuck in AI Processing.
  • Automatic approval of Expense Reports that have already been part of an approval flow has been fixed.