Expense Management for Microsoft Dynamics NAV -...

Continia Expense Management Setup Quick Guide Ver. 2.60

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Expense Management for Microsoft Dynamics NAV

Setup Quick Guide – version 2.60


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Table of contents Introduction ....................................................................................................................................................... 2

About the Setup Quick Guide for Continia Expense Management ............................................................... 3

Bank integration ............................................................................................................................................ 3

Installation Prerequisites ............................................................................................................................... 3

Installation Requirements ............................................................................................................................. 3

Prerequisites for Microsoft Dynamics NAV ................................................................................................... 4

Setup .................................................................................................................................................................. 5

Installing components ................................................................................................................................... 5

Importing objects .......................................................................................................................................... 5

Setup in Microsoft Dynamics NAV ................................................................................................................. 5

Setup guide ................................................................................................................................................ 5

Field configuration ........................................................................................................................................... 19

Field configuration in Microsoft Dynamics NAV .......................................................................................... 19

Field Types ............................................................................................................................................... 19

Configured Fields ..................................................................................................................................... 20

Expense Types ......................................................................................................................................... 21

Mileage Rates .......................................................................................................................................... 22

Expense Management App.............................................................................................................................. 24

Installing the Expense Management App .................................................................................................... 24

Windows Phone ....................................................................................................................................... 24

Android .................................................................................................................................................... 24

iPhone ...................................................................................................................................................... 24

Enable Demo Mode ..................................................................................................................................... 24

Expenses Management Portal ......................................................................................................................... 25

Connect to Portal ......................................................................................................................................... 25

Expenses in NAV .............................................................................................................................................. 28

Job Queue .................................................................................................................................................... 30

Mileage ............................................................................................................................................................ 30

Settlement ....................................................................................................................................................... 31

Approval / Workflows ...................................................................................................................................... 33

Introduction


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About the Setup Quick Guide for Continia Expense Management The purpose of this Setup Quick Guide is to give the reseller and consultants an understanding of the

architecture, installation and configuration of Continia Expense Management.

Bank integration With Continia Expense Management 2.50, Expense Management supports 3 ways to integrate Bank

Transactions with Continia Expense Management:

1. Automatically: Transactions are downloaded automatically to Continia Expense Management.

2. Manual: Transactions can also be imported manually.

3. OCR: Transactions can also be imported with Document Capture

Read more about the Bank integration in the Continia Expense Management - Credit Card Transactions

document.

Installation Prerequisites Before installing and configuring Continia Expense Management, you will need to have the following in

place:

Agreement with Continia that Continia Expense Management will be installed:

o Continia will forward Client ID and Client Password needed to connect to Continia Online

Client ID and Password, used for Production environment

Client ID and Password, used for Test and Demo and to become familiar with

Continia Expense Management before going in production

Note: Test and Demo Client ID is currently given out to partners on request. Please

write e-mail to [email protected] with subject “Test and Demo Client ID” to

request Test and Demo Client ID.

Updated NAV license after February 24, 2017.

If you just want to see Continia Expense Management in action, go to http://continia.com/ and

login with your partner login, and select Demo Portal. Here you will find all the released demo

versions of our Products including Continia Expense Management, Continia Document Capture,

Continia Document Output etc.

Installation Requirements To use Continia Expense Management, the customer must be using one of these versions of Microsoft

Dynamics™ NAV

mailto:[email protected]

http://continia.com/


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Microsoft Dynamics™ NAV 2009 R2, Classic client or Windows client

Microsoft Dynamics™ NAV 2013, Windows client

Microsoft Dynamics™ NAV 2013 R2, Windows client

Microsoft Dynamics™ NAV 2015, Windows client

Microsoft Dynamics™ NAV 2016, Windows client or Web client

Microsoft Dynamics™ NAV 2017, Windows client or Web client

Prerequisites for Microsoft Dynamics NAV The Continia Expense Management v. 2.50 is included in the objects for Document Capture v. 4.07. for the

following country versions for Document Capture v. 4.07:

AU

BE

DE

DK

ES

FR

GB

NA

NL

NO

NZ

SE

W1


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Setup

Installing components It is required to install Continia Document Capture v. 4.07 Components and import Continia Document

Capture v. 4.07 explained in the Setup Quick Guide for Continia Document Capture It is not required that

the customer purchases Continia Document Capture when purchasing Continia Expense Management, but

of course is welcome to do so. Follow the Setup Quick Guide for Continia Document Capture for installation

and setup.

Importing objects 1. Import and merge Continia Document Capture objects appropriate for your setup, if you have not

done this already.

2. Make sure that you can compile all Continia Document Capture and Continia Expense Management

objects and have resolved any errors before proceeding with this Setup Quick Guide.

Setup in Microsoft Dynamics NAV

Setup guide

1. Open Microsoft Dynamics NAV and navigate to Expense Management in

Administration/Application:

i.e. CRONUS International Ltd./Departments/Administration/Application Setup/Expense

Management/


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2. Select ”Setup Wizard”

3. Select “Import Configuration” This will import the standard configuration for Expense Management


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4. In File Name navigate to the Setup Guide Data.xml file found in the Setup folder for Expense

Management and click Next


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5. Select next to import the standard configuration. Note: You can change all these configurations in

NAV later and then export your configuration. Making it easy to move from Test environment to

Production environment.

6. All standard configurations have now been imported. Select “Next”


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7. Now we will setup key Expense Management configuration. Select “Next”

8. Fill in the specific Client ID and Client Password received from Continia Software when you ordered

Continia Expense Management and select Next


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9. If you have check marked “Test Connection” you will receive this message if the credentials are

correct.

10. Now type a Company Code.

11. Select Document Storage Type

If File System, then specify Archive File Path


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If Database, Archive File Path cannot be specified

Select “Next”


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12. Accept the “Continia License Terms” and select next and you will receive this message:

Note: Wait a couple of seconds for this message to appear because this connects to Continia

Online.


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13. If the customer has purchased Web Approval you can now also configure Web Approval from the

Setup Wizard.

14. Now specify the “Bank Code”. In this Setup Guide we will just select TEST, but you can select from

the drop down and get all the supported banks listed. Naturally this list becomes longer and longer

the more Banks we support. Type the Bank Agreement ID received from the Bank. Again in this

Setup Guide we will use a test Agreement ID “1111111111”, but really Bank Agreement ID is only

used for Automatically download of transactions. And Bank Agreement ID is usually delivered by

the Bank and not Continia.


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15. Check mark “Setup demo data” and “Open screen to configure Continia Users” and select “Next”

Note: Selecting “Setup Demo data” will create demo data for G/L Account, Vendor, Bank Account,

and Expense Posting Setup. When running this Setup Guide in a production environment “Setup

demo data” is not available.

16. Demo Data created is displayed. We create the following demo data:

Table Name Code Description

G/L Account 8250 Accommodation

G/L Account 8251 Fee

G/L Account 8252 Food & Beverages

G/L Account 8253 Food & Beverages with Guests

G/L Account 8254 Hardware

G/L Account 8255 Personal Expense

G/L Account 8256 Software

G/L Account 8257 Transportation

G/L Account 5430 Employees

G/L Account 5431 Internal Employees

G/L Account 5432 Ext. People and Contractor

G/L Account 5439 Total Employees

G/L Account 2490 Intermediate Expense Account

Vendor Posting Group EMPLOYEES 5431

Vendor RL Richard Lum

Vendor BD Bart Duncan

Vendor AH Annette Hill

G/L Account 2950 Master Card


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Bank Account Posting Group MASTERCARD 2950

Bank Account MASTERCARD MASTERCARD

Posting setup for Expense/Mileage ACCOMMODATION 8250

Posting setup for Expense/Mileage FEE 8251

Posting setup for Expense/Mileage FOOD 8252

Posting setup for Expense/Mileage FOOD W. GUESTS 8253

Posting setup for Expense/Mileage HARDWARE 8254

Posting setup for Expense/Mileage PERSONAL 8255

Posting setup for Expense/Mileage SOFTWARE 8256

Posting setup for Expense/Mileage TRANSPORT 8257

Gen. Journal Batch GENERAL Expense Management

Source Code EXPENSE Expense Source Code

Source Code BANKTRANS Bank Trans Source Code

Source Code BANKREVERS Bank Reversal Source Code

Source Code MILEAGE Mileage Source Code

Source Code SETTLEMENT Settlement Source Code

G/L Account 8270 Mileage

Mileage Rate PERSONAL CAR High Rate (01/01/15..)

Mileage Rate PERSONAL CAR High Rate (01/01/16..)

Posting setup for Expense/Mileage PERSONAL CAR 8270


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1. Before creating the users please setup SMTP in Expense Management Setup page with the SMTP

setup for the company.

2. It is now time to create the Expense users who will use the Expense Management App or Expense

Management Web portal to create Expenses.

In this scenario, I created 3 users.

Annette Hill = Expense User

Bart Duncan = Expense User

Claus Lundstrøm = Expense User/NAV User

3. If users are expected to pay cash for any expense or have mileage expense not pay in Payroll

system, setup a vendor for each of these users.

4. For mileage create 1 or more groups and define which Mileage Reimbursement should be used. I

have created 2 groups:

a. Full Time Employees, External System (i.e. Payroll system)

b. Part Time Employees, Vendor (on User)


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5. Define Approver levels. I have set Claus Lundstrøm to be the approver for both Bart Duncan and

Annette Hill. And given Claus Lundstrøm Unlimited Expense Approval.

Note: There must always be one with “Unlimited Expense Approval” in the system.

Note: If you set “Unlimited Expense Approval” on your own user, all the Expenses and Mileage you

are approver for will be automatically approved when you send them for approval.

6. After the users, have been created select Export Users


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7. Users have now received a Welcome e-mail to Expense Management App and Expense

Management Web Portal. Including links to the app for your phone and a link to the Expense

Management Web Portal.

To access the portal, use the following URL’s. Depending on whether you are in Production or

Demo you need to select the appropriate URL. If the ClientID starts with “DEMO- “, you are in

Demo. Notice the Web Portal URL in the e-mail, if this points to demo you are in DEMO.

Production: https://cem.continiaonline.com/Account/NewPassword

Demo: https://democem.continiaonline.com/Account/NewPassword

Note: E-mail might end up in the Junk folder.

After the Expense user have created a password, the Expense users can now login and start using

Expense Management.

8. If Create Expense Management Role Center was selected during the Setup Wizard, restart the

Windows client.

https://cem.continiaonline.com/Account/NewPassword

https://democem.continiaonline.com/Account/NewPassword


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Field configuration

Field configuration in Microsoft Dynamics NAV In the Expense Management App and Web Portal the user will see specific fields which the user is required

to fill out when completing an Expense. All fields visible to the Expense users are configured from inside

NAV, and the NAV user responsible for Expense Management in NAV has full control of which fields are

shown to the Expense Management users. During the Setup Guide we imported several fields.

Field Types 1. Navigate back to Expense Management in Administration/Application:

i.e. “CRONUS International Ltd./Departments/Administration/Application Setup/Expense

Management”:

2. Select “Field Types”.

If any other fields are required to be shown to the Expense User add these to the Field Types list.

Note: Make sure to select “Update Lookup Values” if modifications are made to this page.

3. If you need to create or modify the translation for each field, select “Translations”


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4. Create or Modify the Language and Translation

Configured Fields

5. Navigate back to Expense Management in Administration/Application:


Management

6. Select “Configured Fields”. Fields listed here were also created during the Setup Guide


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Note: If required you can add any fields here which were created in the Field Types page.

DOCUMENT DATE, CURRENCY, AMOUNT, COUNTRY/REGION and EXPENSE TYPE fields are

mandatory and cannot be removed, but can be placed where the customer requires it to be. Also if

you worked with a previous version of Expense Management 2.50, it is now super easy to place the

fields exactly where you want them now, using the up and down arrows actions. Expense Types

1. Navigate back to Expense Management in Administration/Application and select Expense:


Management/:

2. Select Expense Types. Again, the Fields listed here were created when we went through the Setup

Guide

3. Make changes to Expense types, if any.

4. Select Setup to setup Posting groups. I.e. for ACCOMMODATIONS we have G/L Account 8250

defined in the demo setup.


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Note: G/L Accounts used for our Expense Types were all created during the Setup Guide, while

selecting Setup Demo Data

5. When we have completed any changes to the Expense Types, we can now Select Synchronize on

the Expense Page and all changes done in the pages Field Types, Configured Fields and Expense

Types are synchronized with Continia Online and when the Expense User opens the Expense

Management App on the user’s smartphone or log in to the Expense Management Web Portal, the

user will see the modifications.

Mileage Rates 1. Navigate back to Expense Management in Administration/Application and select Mileage:


Management/:

2. Select Rates. Again, the Fields listed here were created when we went through the Setup Guide:

Note: Depending of language version of Expense Management, the below rates can look different.

Continia only provides these rates in the Demo when setting up a demo, when setting Expense

Management in a Production environment these values must be entered manually and updated by

the customer manually.


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3. Select Setup to define Posting setup for i.e. PERSONAL CAR.


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Expense Management App The Expense Management App and the Expense Management Portal will be where the Expense users send

Expenses to Dynamics NAV. In this section, we will explain how to install, login and send expenses from the

Expense Management App

Installing the Expense Management App Expense Management App is supported on Windows Phone, Android and iPhone

Windows Phone Versions supported: Windows Phone 8.1 and up Installation link: http://www.windowsphone.com/s?appid=d025eec9-93d5-425e-8703-7ee287ee50ba

Android Versions supported: Android 4.1 (KitKat) and up Installation link: http://play.google.com/store/apps/details?id=continiaexpensemanagement.droid

iPhone Versions supported: iPhone 4s and up Installation link: https://itunes.apple.com/app/id983970143

Enable Demo Mode The first time you install Expense Management you will likely want to see Expense Management in action

before you implement it in production. If you are using the Client ID, received from Continia, starting with

DEMO-, your environment is considered a Demo Environment. End users of the Expense Management app

are not meant to run the App in Demo mode. For this reason, Demo Mode is hidden, so end user does not

accidentally change to demo mode.

1. To enable Demo Mode, open the Expense Management App on your phone and select Settings

http://www.windowsphone.com/s?appid=d025eec9-93d5-425e-8703-7ee287ee50ba

http://play.google.com/store/apps/details?id=continiaexpensemanagement.droid

https://itunes.apple.com/app/id983970143


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2. Select “About Expense Management”

3. Tap the Expense Management logo 7 times. After 7 taps, you will have the possibility to switch to

Demo Mode

4. Select “Yes” to continue. You are now in Demo Mode and connect using your e-mail and password.

Remember if your ClientID starts with Demo- your setup is connected to Demo.

Note: Switching between Production Mode and Demo Mode, does not delete any of the Expense

included images stored on the device. You can safely switch from Production Mode to Demo Mode

and vice versa.

Expenses Management Portal The Expense Management Portal and the Expense Management App will be the place where Expense users

send Expenses to Dynamics NAV. In this section, we will explain how to login and send expenses from the

Expense Management Portal

Connect to Portal Depending on whether you are in Demo Mode or Production mode please select the appropriate link:

Production: http://cem.continiaonline.com

Demo: http://democem.continiaonline.com

http://cem.continiaonline.com/

http://democem.continiaonline.com/


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Doing Expense/Mileages in the App or in the Portal is completely the same, and show the same

fields, in App and in Portal, configured in Expense Management. With Expense Management 2.50

users can work on their Expenses in App and finish in Portal or vice versa, since

Expenses/Mileages/Settlement are synched between the App and Portal.

E-mail Expense Management

What is also possible with the Expense Management, is to send an expense via an e-mail to the

following e-mails depending whether you are in Demo or Production mode.

Production: [email protected]

Demo: [email protected]

Any attachments to the e-mail including the e-mail will be attached to the Expense.

After the Expense User, have sent the e-mail, the user will receive a link to the portal where the

Expense can be completed.




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The Expense Management Portal can be accessed from all computers with internet access.

Note: If the user is active in several Companies, the user will need to decide, both in the Portal and

in the App, in which company this e-mail expense belongs to.


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Expenses in NAV

The Expense user has now uploaded Expenses Mileages to Continia Online. We will now download these to

Dynamics NAV.

1. Navigate to Expense Management in Department:

i.e. CRONUS International Ltd./Departments/Expense Management

Select “Expenses”, since we have not received any expense from the Expense user or imported any

Bank transaction this Expense List page is empty.


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2. To download the Expense the Expense User has uploaded to Continia Online select the

“Synchronize” action.

Note: “Synchronize” will communicate with Continia Online and do the following:

Upload latest Field Configuration

Download Expenses created by the Expense User either in the Expense Management app

or the Web Portal

Download Bank Transaction, if Bank integration has been configured

Download Mileage registrations created by the Expense User either in the Expense

Management app or the Web Portal

After selecting the “Synchronize” action, the NAV Expense User will i.e. get this message:

3. The Expense just uploaded to Continia Online has now been downloaded to NAV and the NAV

Expense user can no see all the information filled in by the Expense user including the image of the

receipt.


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Note: The Expense will be deleted in Continia Online when downloaded to Dynamics NAV. Continia

Online will only store Expenses not synchronized.

Job Queue It is advised to set up Job Queues to automatically run “Synchronize” 1-2 times a day.

Expense Management does not have this configured out of the box.

These Codeunits will synchronize with Continia Online, and send Approval and Reminder e-mails. And for

Expense Management 2.50 we have also an Expense Status Report which can be sent to Expense users so

they have an overview of the status for submitted and open expenses.

6086305 EM Online Mgt

6086313 Expense Approval E-Mail

6086314 Reminder E-Mail

6086353 Send Expense Status Report

Mileage

With Expense Management, it is also possible for the Expense Users to record Mileage.



2. Select “Mileage”

3. The Mileage registrations seen here is created on the Expense app but could also have been

created in the Expense portal, since Google integration is both places. When download to Expense

Management in NAV, the NAV Expense user can no see all the information filled in by the Expense

user including the image of the route.


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Settlement With Continia Expense Management 2.50, Settlements was introduced. Settlements gives the Expense

users the possibility to report all expense and mileages related to a specific trip. And easy for the approvers

to see the overall cost for the Settlement when approving. Settlements can also be created in NAV and

pushed to the Expense user, so the Expense user knows where the expense should be placed in the

Expense app or Expense portal.



2. Select Settlements


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3. Select settlement


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Approval / Workflows

With Expense Management 2.50 Workflows are created automatically with the Setup Guide.

If required to modify these go-to Departments > Application Setup > Workflow > Workflows

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