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Understand expense business-unit ownership

The Add Expense dialog has no owning-unit selector. Creation derives the stored business unit from the selected User's active unit access: primary first, otherwise an active non-denied assignment. The preparer must be authorised for that resolved unit.

Preparation procedure​

  1. Verify the selected User who incurred the expense.
  2. Review their approved primary/allowed unit setup in Administration.
  3. Confirm the preparer may work in the intended unit.
  4. Save the expense and have the owning-unit result verified where needed.
  5. Keep the captured ownership when the User later moves units.

The fallback is not a user-controlled branch choice. For predictable new ownership, maintain the approved primary unit rather than relying on unspecified ordering of several allowed units.

Examples​

Amira has North primary and South allowed. A new expense resolves North even if she is physically working at South that day. Correct the approved access/setup before creation if the actual intended ownership differs; there is no draft unit reassignment field here.

After Amira moves her User primary to South, an existing North expense stays North. Changing User grants does not move historical expenses or their journals. Normal posting also checks the selected User still has some allowed unit access; the stored expense unit is not recomputed from today's primary.

Known payment-unit difference​

The current reimbursement dialog submits businessUnitId: 1. The employee reimbursement service replaces several request fields with expense facts but does not replace that field. A payment can therefore fail unit access or, if permitted, be created under a unit different from the expense's stored ownership. Do not claim every reimbursement automatically inherits the expense unit.

Finance/support must review this observed limitation before using branch workflows. Do not broaden unit 1 access solely to make the form succeed or relocate expense ownership to match it. Company-paid creation supplies the stored expense unit through its own path.

Historical expenses whose migration could not resolve a unit remain hidden/refused in normal scoped reads. An invisible record is not permission to recreate financial activity; request an authorised data assessment.