Expenses FAQ

  • 14/01/2025
  • 5 minutes to read

In this section, you can find answers to some of the most frequently asked questions about the processing of expenses in Expense Management. The answers provide information on subjects such as setting a default currency and restricting selectable field values.

Can I set a default currency for an expense user?

This action is currently not supported – unless the currency is locked (and can't be changed by the expense user).

However, the Continia Expense App uses location data to show the currency for the country in which the expense user is. If the expense user chooses another currency, the Continia Expense App remembers it for the next expense and retains that value. If the Continia Expense App is closed, it reverts to using the currency derived from location data. To assign a specific currency via lookup value access use the following workaround. This will mean the selected expense user or group (or both) can only access a specific currency, which will also be selected by default when they create a new expense.

To assign a specific currency to an expense user or group:

  1. Select the Search icon, enter Configured Fields, then select the related link.
  2. In the table, under Field Code, select Currency.
  3. On the Fields on Header action bar, select Field Type.
  4. On the Field Type Card action bar, select Field Type > Lookup Value Access.
  5. In the Value Code column of the table, select a currency. Value Description is automatically filled in with the currency that you selected.
  6. Optional: In Type, select a type. The default is User.
  7. In Code, select a specific user or a group.
  8. To update these changes you must force a synchronization with Continia Online. On the Field Type Card action bar, select Continia Online > Force Synchronize with Continia Online.

Can I restrict which field values expense users can select in the Continia Expense App?

The way to restrict the field values that are available to expense users in Business Central is to only allow access to certain field values. This thereby limits the expense user's access to only the field values specified. The following example shows how a company can restrict which expense types are visible to their expense users.

To allow an expense user access to certain fields:

  1. Select the Search icon, enter Configured Fields, then select the related link.
  2. In the table under Field Code, select Expense Type.
  3. On the Fields on Header action bar, select Field Type.
  4. On the Field Type Card action bar, select Field Type > Lookup Value Access.
  5. In the Value Code column of the table, select the expense type you want to allow access to. Value Description is automatically filled in with the currency that you selected.

    Note, you must create an entry for each expense type that you want to allow access to. If you only create one entry, then the user/user group you define in Type will only have access to that one expense type.

  6. In Type, select a user type. You can select either User or User Group. For a company, it makes sense to select User Group so you don't have to apply the settings to each individual expense user.
  7. In Code, select a particular user or a user group.
  8. To update these changes you must force a synchronization with Continia Online. On the Field Type Card action bar, select Continia Online > Force Synchronize with Continia Online.

You can use the same method for any field type, for example, Job, Department, Payment Type.