Select Users, managers and supplier vendors
The Expenses form uses existing identity references. It does not create an employee master, login, Party, Supplier or Partner automatically.
Current selectors
| Field | Actual source and behaviour |
|---|---|
| Employee | Login Users; options display usernames and role hints |
| Manager | Login Users, narrowed to role codes containing MANAGER when available; falls back to users if none match |
| Vendor | Supplier lookup with Party display name and supplier code |
| Account | Accounting accounts, browser-filtered to EXPENSE |
User lookups normally request the preparer's accessible units. If unit lookup fails or produces no IDs, the lookup code can fall back to a broader tenant User list. Offered users are not a complete proof of create eligibility; the service still resolves the selected User's unit and validates the preparer's access.
Select deliberately
Type a distinctive name/username, choose the actual option, and verify it before save. Typed text alone is not a verified reference. The create/update service validates referenced users, suppliers and accounts against their owning services.
The Employee reference cannot change after expense creation. If the wrong User was selected, do not expect HR linkage or a number match to fix it. Review the draft correction/deletion procedure before financial effects.
Vendor differences
New expense vendor searches return active Supplier choices, bounded to 20 results. Supplier module and view permission are required. Search more specifically when the desired record is not in the initial result set.
Historical register filtering can include inactive suppliers. During editing, an existing vendor name/ID can be retained even when lookup is unavailable or the user types unselected replacement text. Reopen and verify the saved vendor rather than assuming free text changed it.
Company-paid expenses require a vendor in the backend. The form labels Vendor optional, so rely on the Paid By rule, not that generic label. Employee-paid expenses do not require a vendor for reimbursement.
Example: Amira's User #301 and HR Employee #201 are different. Select #301 through this module's picker. North Office Supplies is selected by Supplier identity; do not paste its Party ID or old Partner ID into a Supplier field.