Expenses setup checklist
Prepare the identity, unit and accounting facts before creating an expense. Draft acceptance is not a complete posting or settlement readiness check.
| Item | Confirm |
|---|---|
| Tenant/access | Correct tenant, ACCOUNTING and task permissions |
| Employee reference | Correct existing login User who incurred the expense |
| Unit ownership | Selected User's intended primary/allowed unit and preparer's access to it |
| Manager reference | Optional correct User; decision authority is separate |
| Paid By | EMPLOYEE for reimbursement or COMPANY for supplier-associated spending |
| Vendor | Existing supplier required for company-paid flow |
| Expense account | Approved tenant EXPENSE account selected from the list |
| Payable setup | Current code expects 2020 for employee reimbursement payable and 2010 for company accounts payable |
| Currency/dates | Approved facts; current generated posting uses GBP base and rate 1 |
| Evidence | Receipt/invoice and actual settlement evidence handled through approved procedures |
The account codes above describe the current service's hardcoded lookups. They are not a universal chart-of-accounts recommendation. Verify eligible accounts and the tenant's actual setup; do not rename unrelated accounts to force posting.
Additional finance review
Before using financial actions, review Known limits: non-GBP processing does not have an FX conversion input; balances change at payment creation; cancellations/resets do not automatically rebuild expense balances; and the current reimbursement dialog submits business unit ID 1.
For a live rollout, validate those behaviours against an approved test tenant and the responsible finance process. This guide does not silently repair them or certify end-to-end settlement accounting.
Example preparation
Amira's GBP 120 employee-paid travel expense should belong to North. Check her User primary unit is North, Farah can operate there, the travel EXPENSE account is selected, and account 2020 exists as the configured reimbursement liability. A legitimate supplier may be recorded for context, but company-paid expenses require one.
There is no receipt upload control, automatic OCR, mileage calculation, per-diem engine or bank initiation in the current form. Keep supporting evidence in the approved external process and avoid placing private payment credentials in Description.