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Reimbursement Setup

Reimbursement Setup defines how approved expenses, mileage, and per diems are paid out and posted in Business Central. It is configured once for the payment-journal defaults and the export format, then separately for each transaction type - so you can pay expenses one way and mileage another.

Reimbursement via vendor

With the Vendor Export method it is always the employee who is reimbursed - not the vendor. The employee is set up as a vendor in Business Central purely so the reimbursement can be paid through the standard vendor (accounts payable) payment flow. Each affected employee is linked to their representing vendor via Vendor No. on the Employee Card. This is used mainly to integrate the payout with existing vendor payment processes.

General​

The Payment Journal fields set the standard Business Central journal used for reimbursements - Gen. Jnl. Template Name (Payments templates only), Gen. Jnl. Batch Name (batches of that template), and Default Payment Method Code. Summarize per Expense Report collapses all expenses on a report into a single reimbursement.

Export File Format (used by the File Export method) is read-only - set it from the picker (the ellipsis), which lists only the formats valid for your company's Country/Region (from Company Information). Generic XML is the default. Once a format is chosen, Configure File Export appears (for formats that support it) to map payroll codes to expense types.

Available export formats:

FormatCountriesFile type
Generic XMLAnyXML
Generic ExcelAnyXLSX
365LønDenmarkCSV
DanlønDenmarkCSV
ZenegyDenmarkCSV (separate file per document type)
Visma Lön 600 TLUSwedenXML (TLU)
AgdaSwedenCSV

Per transaction type​

Expense, Mileage, and Per Diem are each configured independently with the same three settings:

FieldDescription
Reimburse viaHow this type is paid: Payment Journal (handled in Business Central), File Export (a file handed to a third-party payroll provider), or Vendor Export (paid through the employee's linked vendor record - see the note above; requires Vendor No. on the employee).
Detail levelSummarize - one payment per employee per run; or One line each - a separate payment per expense line.
Balance AccountThe GL balancing account for the payout. Shown only when Reimburse via is File Export or Vendor Export.

Per Diem appears only with the Pro Edition per diem feature.

KATRE Expense Posting Group (Finland only) sets the posting group that qualifies an expense reimbursement for inclusion in the KATRE income register report (transaction code 303).