Expense Management#

The Expense Management Bridge App extends KUMAVISION project365 with additional features in connection with Continia’s Expense Management App. This functionality helps the implementation of project-related processes and thus optimize travel expense management within the project.

Setup#

Continia Expense Management has a setup wizard that helps you through the basic settings for travel expense setup. You can open the wizard via Expense Management Setup under Assisted Setup on the ribbon.

The following article describes the basic setup for expense management in connection with KUMAVISION project365.

Work package reference#

For the recording of project-related expenses, it is necessary to post to the correct WBS line. You can specify the relevant work package for assigning expenses in two ways:

Expense Types

The work package for receipts is assigned on the Expense Types page. For this, two fields are available:

Expense Management Setup

The assignment of the work package for mileage as well as Expense (Per Diem / Meals) is carried out in the Expense Management Setup.

Service resource#

In some companies, other individuals such as assistants are allowed to create expenses for employees when the expenses are charged to the company credit card. If expenses are to be assigned directly to the traveling employee as a service resource during posting, the following approach is recommended:

Create a Field Type on the page with the same name with the following properties:

After you have created the field, you need to add it to the Configured Fields page in the Expense Report view.

Additionally, in the Expense Management Setup, the field type must be entered in the Custom Fields FastTab in the Expense Report section.

Now, employees can select the field directly in the app. If the field is empty, the resource assigned to the user who entered the expense will automatically be entered during the first synchronization with Microsoft Dynamics 365 Business Central¹.

Create data in HR-Cockpit#

Certain details needed for expenses may be entered directly in the HR cockpit. The next section provides a description of each field.

Via Vehicle Assignment on the ribbon of HR Cockpit Card, you can assign different types of vehicles from the Vehicle List to an employee.

For example, employees without a company car can be assigned to the private vehicle option. Users can only select those vehicles assigned to them when entering travel expenses.

The values from the vehicle assignment are stored in the Configured Fields for the defined field type (see HR Cockpit Setup – field Field Type Code Vehicle) as Lookup Value Access.

HR Cockpit Setup#

Special fields in the HR Cockpit Setup let you specify default values for specific information in the HR Cockpit.

Team Filter#

Project team filters used within projects also generally apply to the recording of travel expenses. This requires that the Team Filter on Time Posting toggle has been enabled in the project setup.

If the Check Team at Time Posting toggle is turned on in the project, a lookup for Project No. is created for each team member with the "Time Posting" checkbox activated. This allows employees to select the project via the mobile app or the web portal.

There is also a codeunit (CodeUnit 72616) that should be executed via Job Queue Entries, for example at night. This is especially important if the Check Team at Time Posting toggle was turned on retroactively for projects. The codeunit ensures that the lookup value accesses are updated accordingly afterward.

In addition, this codeunit manages access rights for all projects where the Check Team at Time Posting toggle is deactivated. For these projects, lookup value accesses are assigned for the defined expenses user group.

Travel expense flatrate#

If travel expenses are not billed to the customer based on actual costs, but instead a flat rate is agreed, this is represented by the travel expense flatrate.

A separate work package and a separate WBS line are created for the travel expense flat rate. All components covered by the travel expense flat rate are set to the billing type No Billing. The work package for the travel expense flat rate is assigned to the billing type TE Flat Rate.

Example:

Expenses, travel time, and mileage entries are billed at a flat rate; only individual receipts are billed based on actual costs.

In this case, all WBS lines for travel expense billing are set to No Billing, except for the WBS line for individual receipts, which is set to Package Billing. The line for the flat rate is configured as TE Flat Rate.

When recording travel expenses, each entry line is checked to determine which billing type is assigned to the corresponding work breakdown structure line. If a work breakdown structure line has the billing type No Billing, the project entry is set to Not billable.

If a work breakdown structure line with the setting TE Flat Rate exists, a special project entry for the travel expense flat rate is generated during travel expense posting, without a unit cost. This entry contains the specified sales amount for future billing.

Sales prices for location-based expense flatrate#

The travel expense flatrate is maintained in the project via Travel Expense Flat Rates.

Project Billing#

Change Work Package#

Travel expenses are, by default, always posted according to the setup to the appropriate project work breakdown structure line whose status is either open or in progress. If a travel expense work package defined in the document types or expense management setup appears more than once in the project with the statuses, the posting will use the first project work breakdown structure line found.

The work package can be manually selected in the travel expense report if required.

Billing in project#

When posting travel expense settlements, the travel costs are recorded to the corresponding general ledger accounts, since Continia Expense Management uses project-integrated financial accounting by default. The resulting project expense entries are also assigned to the relevant general ledger accounts for travel expenses.

When creating a Suggestion template, the appropriate billing resource is determined using the work package in the project work breakdown structure line and used for billing. This ensures that the revenue from the sales posting is not mistakenly posted to the expense account for travel costs.

• The project entry of the type Consumption remains an entry of the type G/L Account.
• The project entry of the type Sales is an entry of the type Resource.