5. Expense Management
This functionality was introduced to enable correct postings and payments of all expense types that employees might submit in Project Operations.
Depending on the required payment method for each expense type, and setups in Business Central, each expense submission in Project Operations will automatically create a correct document type for seamless postings.
5.1 New Setups in Business Central
Two new setup tables have been introduced in Business Central:
1. Expense Payment Methods
This setup defines the available payment methods and how expenses will be processed in Business Central.
| Field | Description |
|---|---|
| Description | Indicates the payment method |
| Expense Payment Action | Defines the action triggered per payment method |
| Journal Template Name | Specifies the GL Journal template used |
| Journal Batch Name | Specifies the GL Journal batch used |
2. Expense Payment Method Categories
This setup enables correct postings for each expense category and payment method combination.
| Field | Description |
|---|---|
| Expense Category Name | Defined in Project Operations |
| Expense Payment Method Description | Payment method description |
| Expense Payment Method Action | Action setup for payment method |
| Account Type | Defined for the combination |
| Account No. | Account number for posting |
| Balance Account Type | Defined balance account type |
| Balance Account No. | Defined balance account number |
5.2 Submitting Expenses in Project Operations
A new field “Expense Payment Method” has been added to the expense submission form in Project Operations.
Payment methods created in Business Central are now integrated and users must manually select one for each expense.
The Actuals table is now expanded with:
Expense CategoryExpense Payment Method
5.3 Integration with Business Central
evergreen BC Expense Staging
A new form called SAG BC Expense Transactions has been introduced.
Navigation: Project Operations > Sales > evergreen > SAG BC Expense Transactions
When expense transactions are posted in Project Operations, they are grouped by:
- Date
- Project
- Transaction Category
- Billing Type
- Payment Method
- Expense Category
Grouped values show the total Quantity and Amount.
Integration in Business Central
A new table “Dataverse Expense Entries” has been introduced to streamline integration.
- Manual or automatic updates supported
- Users can trigger “Create in Business Central” to generate general journal lines
- Coupled field = Yes after successful creation
Navigation: Transactions > Time entries > Dataverse Time entries or Dataverse Expense Entries
Fields and Descriptions
| Field | Description |
|---|---|
| Coupled | Indicates whether the data has been created in BC |
| Document Date | Creation date of the document |
| BC Actual Id | Unique BC identifier |
| BC Posted Actual Id | GL Entry ID of posted transactions |
| Transaction Category | Transaction category |
| Billing Type | Billing type |
| Project Id | ID of the project |
| Quantity | Quantity |
| Amount | Amount |
Once created in Business Central, these transactions generate lines in a journal type as defined in the setup.
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