Expense Management for Microsoft Dynamics NAV Setup Quick Guide version 2.60 Page 1 of 33
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 Page 2 of 33
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 mail@continia.com 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 Page 3 of 33
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 Page 4 of 33
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/ Page 5 of 33
2. Select Setup Wizard 3. Select Import Configuration This will import the standard configuration for Expense Management Page 6 of 33
4. In File Name navigate to the Setup Guide Data.xml file found in the Setup folder for Expense Management and click Next Page 7 of 33
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 Page 8 of 33
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 Page 9 of 33
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 Page 10 of 33
If Database, Archive File Path cannot be specified Select Next Page 11 of 33
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. Page 12 of 33
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. Page 13 of 33
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 Page 14 of 33
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 Page 15 of 33
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) Page 16 of 33
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 Page 17 of 33
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: Demo: https://cem.continiaonline.com/account/newpassword 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. Page 18 of 33
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 Page 19 of 33
4. Create or Modify the Language and Translation Configured Fields 5. Navigate back to Expense Management in Administration/Application: i.e. CRONUS International Ltd./Departments/Administration/Application Setup/Expense Management 6. Select Configured Fields. Fields listed here were also created during the Setup Guide Page 20 of 33
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: i.e. CRONUS International Ltd./Departments/Administration/Application Setup/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. Page 21 of 33
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: i.e. CRONUS International Ltd./Departments/Administration/Application Setup/Expense 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. Page 22 of 33
3. Select Setup to define Posting setup for i.e. PERSONAL CAR. Page 23 of 33
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 Page 24 of 33
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: Demo: http://cem.continiaonline.com http://democem.continiaonline.com Page 25 of 33
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: expense@cem.continiaonline.com Demo: expense@democem.continiaonline.com 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. Page 26 of 33
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. Page 27 of 33
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. Page 28 of 33
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. Page 29 of 33
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. 1. Navigate to Expense Management in Department: i.e. CRONUS International Ltd./Departments/Expense Management 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. Page 30 of 33
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. 1. Navigate to Expense Management in Department: i.e. CRONUS International Ltd./Departments/Expense Management 2. Select Settlements Page 31 of 33
3. Select settlement Page 32 of 33
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 Page 33 of 33