Set up Expense Reports in Chase Production and Business Central

In order for your employees to record expenses, you need to ensure the Chase Production and Business Central integration is functional (contact Chase support for details). The Expense Report functionality also requires setup across both systems, for example Employees, VAT and Expense Posting Groups, Work Types, and Access Rights.

Below are steps to show you how: 

• Set up Users
• Set up Posting Groups and Work Types
• Set up Chase Access Rights
  
  

Set up Users

1. Go to Business Central, search for Employees, and select the relevant link.

   
   
   
   

2. Choose the employee to open their Employee Card, and ensure all the relevant fields are entered. Copy the employee No for use in the steps below.
   
   

   If the employee has never been setup in Business Central, follow the steps in the Creating a new employee in Dynamics 365 Business Central.

   Ensure you have entered any required fields, as per your BC setup (for example, Employee User ID).

   
   
   
   

3. Go to Chase Production, click on Settings, choose Resources, and select Users. On the Users list, find the corresponding employee and click the Advanced Edit icon. 
   
   
   
   

4. The User Details dialog appears. Enter the Employee No from Business Central into the Alt. Ref. No field.

   Please note that this step needs to be completed before the Employee Payment Type Mapping (detailed from step 6 below) is done in Business Central.

   

5. Choose the employee's Manager, and optionally select a Timesheet/Expense Capturer, then click OK to save.

   Workflows will be sent to the employee's Manager by default (this assumes the Respondent in the Expense Report Workflow setup is set to [Document Issuer's Manager]). The Expense Capturer may view and capture expense reports on behalf of the employee.

   
   
   

6. Go back to Business Central, search for Employee Payment Type Mapping, and select the relevant link.
   
   
   
   
7. The Employee Payment Type Mapping list appears. Click the +New action.
   
   
   
   
8. On the new row, select the Employee No of the employee you set up in the steps above.
   
   

9. Select the Payment Type, Account Type, Account No, and optionally enter/update the Description.
   
   

   Expenses can be paid from the employee's own pocket (in which case they need to be reimbursed), from a company credit card, or pre-paid to the employee prior to a purchase.

   • Credit Card - used for a company bank card, where expenses need to be reconciled to transactions on a bank statement
   • Reimbursable - used where an employee spends their own money and needs to be reimbursed
   • Prepayment - used where the company pre-pays the employee, so that they have funds available for the business expense

   

Set up Posting Groups and Work Types

1. Go to Business Central, search for Expense Claim Setup and choose the relevant link. 
   
   
   
   

2. The Expense Claim Setup page appears. Ensure that the Source Code, Journal details and the Gen. Bus. Posting Groups have been selected.

   

3. Search for VAT Posting Setup and add or edit a VAT Posting line. This will pull through to Chase Production as a VAT Type.

   Any changes to VAT Bus Posting Group or VAT Prod Posting Group will result in a new entry being created in the VAT Setup section of Chase Production, however changing Description, VAT % and Blocked will update existing entries in Chase.

   
   
   

4. Search for Expense Claim Posting Groups and choose the relevant link.

   
   

5. The Expense Claim Posting Groups list appears. Click the +New action then select the Gen. Prod. Posting Group and specify a default Non-Job Expense G/L Account No.

   This posting setup is unique to Expense claims. It will override the normal posting setup used for Sales and Purchase Invoices, in that the Supplier invoice will post directly to the Income Statement. The G/L Account No will be used, unless otherwise specified on the Work Type in Chase Production. 

   
   
   

   
   

6.  Go to Chase, click Settings and select Worktypes. Ensure that all expense work types have been enabled for use on Expense Reports by clicking the checkbox in the Expense column.
   
   

   If you want to create a new work type, click here. 

   
   

   
   

Set up Chase Access Rights

1. Go to Chase Production, click Settings, expand the Access Rights section and select Buttons.
   
   
2. In the Menu Buttons screen, set the applicable "button" access rights for Expenses, and Save.
   
   
   
   

3. In the same Access Rights section, select Forms and ensure the "form" access rights have been set up correctly for Expense Report.
   
   

   
   Now that the setup has been completed, the configured employees can start adding Expense Reports.