MESuite Setup Guide

• METime Implementation Guide
• Resources
• MEVendor Implementation Guide
• ME Expense Implementation Guide

METime Implementation Guide

Resources

To create a new Resource:

1. Search for Resources.
2. Select Resources from the search results.
3. Select New.
4. Complete the required fields on the Resource Card.
5. Save the Resource.

Complete the General Fast Tab

The General Fast Tab stores the Resource's core information and uniquely identifies the employee within the system.

Complete the following fields as required:

Field	Description
No.	Specifies the unique identifier assigned to the Resource
Name	Specifies the employee's full name.
Search Name	An alternative name used when searching for the Resource
Resource Type	Classifies the Resource for reporting and planning purposes
Default Work Type Code	Automatically populates new timesheet entries with a predefined Work Type

Default Work Type Code

Purpose

The Default Work Type Code automatically assigns a Work Type whenever the employee creates a new timesheet entry.

This reduces repetitive data entry and helps ensure consistent reporting across the organization.

Example

A software developer may spend most of their time on development activities. By assigning Development as the default Work Type, new timesheet lines will automatically populate this value.

The user can still select a different Work Type if the work performed differs from their default activity.

Best Practice

Only configure a default Work Type when the majority of an employee's time is allocated to the same activity.

Resource Type

Purpose

The Resource Type identifies the category of Resource being created.

Typical Resource Types include:

• Employee
• Contractor
• Consultant
• Temporary Resource

Resource Types are commonly used for filtering, reporting, planning, and capacity management.

Personal Data

Complete the Personal Data Fast Tab to ensure the employee can participate fully in MESuite workflows.

Email Address

The email address is used for:

• Workflow notifications.
• Timesheet approval requests.
• Reminder notifications.
• System communications.

Verify the employee's address before enabling Timesheets. An incorrect email address may prevent workflow notifications from being delivered.

Time Sheets Fast Tab

The Time Sheets Fast Tab contains posting information used when approved timesheets are transferred into Microsoft Dynamics 365 Business Central.

Configure the following fields:

Field	Description
Res. Journal Template Name	Specifies the Resource Journal Template used when posting approved timesheets.
Res. Journal Batch Name	Specifies the Resource Journal Batch that receives approved timesheet entries.

These settings ensure that approved time transactions are transferred to the correct journals for further processing.

• If use MEP timesheets is ticked (TRUE)
• THEN
• No need to setup these two fields on the Resource card.
• If use MEP timesheets is un-ticked (FALSE)
• THEN
• You have to setup these two fields on the Resource card.

Validation

After completing the Resource configuration, verify that:

• The Resource appears in the Resource List.
• The employee's name is displayed correctly.
• The email address has been entered.
• The appropriate Resource Type has been assigned.
• The Default Work Type has been configured (if required).
• Resource Journal settings have been completed.

Best Practices

• Create one Resource record for each employee who captures time.
• Maintain accurate employee information.
• Assign a default Work Type only when appropriate.
• Review Resource information regularly to ensure it remains current.
• Verify posting information before enabling users to submit timesheets.

Troubleshooting

Issue	Possible Cause	Resolution
User cannot access Timesheets.	No Resource has been created.	Create a Resource and complete the required configuration.
Workflow emails are not received.	Email address is missing or incorrect.	Update the email address on the Resource Card.
Default Work Type is not populated.	No Default Work Type has been assigned.	Configure a Default Work Type on the Resource Card.
Approved timesheets cannot be posted.	Journal Template or Batch has not been configured.	Configure the Resource Journal Template and Batch before posting.

Result

Once the Resource has been configured successfully:

• The employee is recognized within MESuite Timesheets.
• Time can be recorded against projects and work activities.
• Workflow notifications can be delivered.
• Approved timesheets can be transferred to Business Central.
• Resource information is available for planning, costing, billing, and management reporting.

Work Types

Purpose

Work Types define the categories of work that employees can record on their timesheets. They provide a standardized method of classifying time entries, allowing organizations to distinguish between different activities for operational reporting, project costing, resource planning, and customer billing.

Every timesheet entry is associated with a Work Type, ensuring that recorded time is categorized consistently across the organization.

Properly configured Work Types improve reporting accuracy, simplify timesheet completion, and provide management with greater visibility into how employee time is being utilized.

How Work Types Work

When an employee creates a timesheet entry, MESuite prompts them to select a Work Type. This selection identifies the activity performed and becomes part of the timesheet record.

Depending on the organization’s implementation, Work Types can be used to:

• Categorize productive and non-productive work.
• Differentiate billable and non-billable activities.
• Measure employee utilization.
• Support project costing.
• Analyse labor distribution.
• Produce operational and financial reports.

Work Types may also be assigned as the default value on a Resource Card, allowing the system to automatically populate new timesheet entries.

Before You Begin

Before creating Work Types, ensure that:

• The organization has defined its time reporting requirements.
• Standard work categories have been agreed upon.
• Project managers and finance teams have approved the Work Type structure.
• Duplicate or overlapping Work Types have been eliminated.

Create a Work Type

To create a new Work Type:

1. Search for Work Types.
2. Select Work Types from the search results.
3. Select New.
4. Enter the required information.
5. Save the record.

Complete the Work Type Card

Each Work Type should clearly describe the activity being performed.

Complete the following fields.

Field	Description
Code	A unique identifier for the Work Type.
Description	A descriptive name deployed to users during timesheet entry
Blocked	Prevents the work type from being selected while retaining historical records.

Use short, meaningful codes that are easy to identify and maintain

Examples of Work Types

The following examples illustrate common Work Types used by organizations.

Work Type	Typical Use
Administration	General administrative duties.
Development	Software development and coding activities.
Testing	Software testing and quality assurance.
Support	Customer support and issue resolution.
Consulting	Client consulting and advisory services.
Training	Internal or external training activities.
Meetings	Team meetings, client meetings, and workshops.
Leave	Annual leave, sick leave, or other authorised absences (if recorded through Timesheets).
Travel	Business travel where travel time is recorded.

The Work Types configured should reflect the organization’s operational requirements.

Separate billable and non-billable activities

Where customer billing is required, distinguish between work that can be invoiced and internal activities.

Examples include:

Billable

• Consulting
• Development
• Testing
• Project Management

Non-Billable

• Administration
• Internal Meetings
• Training
• Leave

Best Practices

• Use meaningful Work Type descriptions.
• Review Work Types periodically to ensure they remain relevant.
• Block obsolete Work Types instead of deleting them to preserve historical data.
• Avoid creating duplicate Work Types with similar meanings.
• Standardize naming conventions across all departments.

Validation

After configuring Work Types, verify that:

• New Work Types appear in the Work Type list.
• Users can select the appropriate Work Types during timesheet entry.
• Default Work Types populate correctly where configured.
• Blocked Work Types no longer appear for selection.

Troubleshooting

Issue	Possible Cause	Resolution
Work Type does not appear during timesheet entry.	The Work Type has been blocked.	Review the Work Type and ensure it is active.
Users select incorrect Work Types.	Too many similar Work Types exist.	Simplify the Work Type structure and use clear descriptions.
Default Work Type is not populated.	No Default Work Type has been assigned to the Resource.	Update the Resource Card with the appropriate Default Work Type.
Reporting contains inconsistent activity names	Naming conventions have not been standardized.	Review and standardize all work types descriptions

Result

After Work Types have been configured successfully:

• Employees can categorize their time consistently.
• Timesheet completion becomes faster and more intuitive.
• Management gains improved visibility into employee activities.
• Reports accurately reflect how time is spent across projects, departments, and business functions.
• Project costing and customer billing are supported by reliable and structured time data.

Implementation Example

A software development company may configure the following Work Types:

Code	Description	Billable
DEV	Development	Yes
QA	Quality Assurance	Yes
PM	Project Management	Yes
SUP	Customer Support	Yes
ADM	Administration	No
TRN	Internal Training	No
MTG	Meetings	No
TRV	Business Travel	No

This structure provides meaningful reporting while remaining simple for employees to understand and use.

Base Calendars

Purpose

A Base Calendar defines the standard working schedule used by an organization. It specifies working days, weekends, public holidays, and other non-working days that are used when validating timesheets, calculating resource availability, and managing capacity.

In MEsuite Timesheets, Base Calendars ensure that employees record time against valid working days and provide the foundation for accurate scheduling, planning, and reporting.

Each Resource can be assigned a Base Calendar to reflect their normal working pattern.

How Base Calendars Work

A Base Calendar establishes the default working schedule for Resources within Microsoft Dynamics 365 Business Central.

When a Base Calendar is assigned to a Resource, MESuite uses the calendar to:

• Determine standard working days.
• Identify weekends and non-working days.
• Recognize public holidays.
• Validate timesheet entries.
• Calculate resource capacity.
• Support planning and scheduling activities.

This configuration ensures that recorded working time aligns with the organization’s operational calendar.

 

Before You Begin

Before creating a Base Calendar, ensure that:

• The organization’s standard working week has been defined.
• Public holidays have been confirmed.
• Any regional or branch-specific calendars have been identified.
• Working hours and leave policies have been agreed upon.

 

Create a Base Calendar

To create a new Base Calendar:

1. Search for Base Calendars.
2. Select Base Calendars from the search results.
3. Select New.
4. Enter a unique calendar code.
5. Enter a meaningful description.
6. Save the calendar.

Configure Working Days

Once the calendar has been created, configure the standard working week.

Typical working days include:

• Monday
• Tuesday
• Wednesday
• Thursday
• Friday

Typical non-working days include:

• Saturday
• Sunday

Your organization’s working week may differ depending on operational requirements.

Configure Non-Working Days

After defining the working week, add all known non-working days.

Examples include:

• Public holidays
• Company shutdown periods
• Annual office closures
• Regional holidays
• Special business closure dates

These dates are recognized by MESuite when validating timesheet entries and calculating employee availability.

Update the base calendar annually to include newly published public holidays and planned company closure periods.

Assign the Base Calendar to Resources

Once the Base Calendar has been configured, assign it to the appropriate Resources.

Each Resource should be linked to the calendar that reflects their normal working schedule.

Different Base Calendars may be required for:

• Different countries
• Different regions
• Shift workers
• Part-time employees
• Alternative working schedules

Field Descriptions

Field	Description
Code	A unique identifier for the Base Calendar.
Description	A descriptive name for the calendar.
Base Calendar Changes	Displays working day exceptions, including weekends, holidays, and special non-working dates.

Business Example

An organization operating in South Africa may configure a Base Calendar with:

Day	Working Day
Monday	Yes
Tuesday	Yes
Wednesday	Yes
Thursday	Yes
Friday	Yes
Saturday	No
Sunday	No

Public holidays such as Human Rights Day, Freedom Day, Heritage Day, and Day of Reconciliation can then be added as non-working days to ensure employees are not expected to record standard working hours on those dates.

Best Practices

• Create separate calendars where different working schedules exist.
• Review Base Calendars at the beginning of each year.
• Add public holidays before the start of the calendar year.
• Use meaningful calendar descriptions.
• Avoid making unnecessary changes once employees have started capturing timesheets.

Validation

After configuring a Base Calendar, verify that:

• The calendar appears in the Base Calendar list.
• Working days have been configured correctly.
• Weekends are marked as non-working days.
• Public holidays have been added.
• Resources have been assigned to the correct calendar.

Troubleshooting

Issue	Possible Cause	Resolution
Employees can capture time on public holidays unexpectedly.	Public holidays have not been added to the Base Calendar.	Update the Base Calendar changes to include all applicable public holidays.
Resource capacity is calculated incorrectly.	The incorrect Base Calendar has been assigned to the Resource.	Verify that the Resource is linked to the appropriate Base Calendar.
Working days are incorrect.	The standard working week has not been configured correctly.	Review and update the Base Calendar settings.
Employees follow different work schedules.	A single calendar is being used for all Resources.	Create separate Base Calendars for each working pattern or location.

Result

After the Base Calendar has been configured successfully:

• Working and non-working days are clearly defined.
• Public holidays are recognized during timesheet validation.
• Resource availability is calculated accurately.
• Capacity planning reflects the organization’s actual working schedule.
• Timesheet data supports reliable planning, costing, and reporting.

Related Configuration

The Base Calendar works together with:

• Resource Capacity – Uses the Base Calendar to calculate available working hours.
• Resource Setup – Assigns the appropriate calendar to each employee.
• Timesheet Validation – Ensures time entries align with configured working days.
• Approval Workflows – Supports accurate review of submitted timesheets based on expected working schedules.

Resource Capacity

Overview

Resource Capacity defines the number of hours a resource is expected to work over a specified period. This setup is used by MESuite Timesheets to determine the standard hours available for time capture and plays an important role in resource planning, capacity management, timesheet validation, and reporting.

Setting the correct resource capacity ensures that employees are allocated the appropriate working hours and prevents discrepancies when comparing planned hours against captured timesheets.

Resource Capacity should be configured after creating the Resource and Base Calendar. The Base Calendar determines the working days, while Resource Capacity defines the number of hours available on those working days.

Purpose of Resource Capacity

Resource Capacity is used to:

• Define the standard daily working hours for each resource.
• Support capacity planning and resource scheduling.
• Validate expected hours against submitted timesheets.
• Improve reporting accuracy.
• Ensure consistency between employee availability and project planning.

Setting Resource Capacity

To configure the capacity for a resource:

1. Open the Resource Capacity page.
2. Select the resource whose capacity you want to configure.
3. From the action ribbon, select Planning.
4. Select Set Capacity.

The Set Capacity page opens, allowing you to define the employee's working hours for a specific period.

Configuring Capacity	Complete the following fields before updating the resource capacity.
Start Date	Specify the first date from which the capacity should apply.
Example	01 January 2027
End Date	Specify the last date for which the capacity should remain active.
Example	31 December 2027

Daily Capacity

Enter the number of hours the resource is expected to work on each working day.

This value is normally based on the employee's employment contract or company policy.

Common examples include:

Working Arrangement	Daily Capacity
Full-time employee	8 Hours
Reduced working hours	7.5 Hours
Part-time employee	4 Hours

Updating Capacity

After entering the required information:

1. Verify the Start Date and End Date.
2. Confirm the daily working hours.
3. Select Update Capacity.

The system calculates the resource's available working hours for the selected period using the assigned Base Calendar together with the configured daily capacity.

How Resource Capacity is Used

Once configured, Resource Capacity is referenced throughout MESuite Timesheets for:

• Expected working hours.
• Timesheet validation.
• Capacity planning.
• Resource utilization reporting.
• Project scheduling.
• Forecasting available employee hours.

If a Base Calendar contains public holidays or other non-working days, those dates are excluded from the available capacity calculation.

Best Practices

• Configure Resource Capacity immediately after creating a new Resource.
• Ensure the daily capacity matches the employee's contractual working hours.
• Review capacities whenever an employee changes working hours.
• Update capacity for employees moving between full-time and part-time schedules.
• Ensure Base Calendars are configured before updating Resource Capacity.
• Periodically review capacities to ensure they remain accurate.

Resource Capacity determines the number of hours available for time capture but does not automatically generate timesheet entries. Employees are still required to complete and submit their own timesheets.

Example Scenario

A consultant works Monday to Friday for 8 hours per day.

Their setup consists of:

• Base Calendar: South Africa Standard Calendar
• Working Days: Monday to Friday
• Non-Working Days: Saturdays, Sundays, and Public Holidays
• Daily Capacity: 8 Hours

During a normal working week, the consultant has 40 available working hours for timesheet entry. If a public holiday falls within the week, the available capacity is automatically reduced based on the Base Calendar configuration

Resource Setup

Overview

The Resource Setup page contains system-wide configuration settings that apply to all resources using MESuite Timesheets. These settings control how timesheets are displayed, define the period during which users are allowed to capture time, and configure numbering series for resource records.

Proper configuration of the Resource Setup page ensures a consistent timesheet experience across the organization while reducing the amount of setup required on individual resource cards.

The settings configured on the Resource Setup page apply globally. However, certain settings can be overridden on an individual Resource Card if different requirements exist for a specific employee.

Opening Resource Setup

To access the Resource Setup page:

1. Search for Resource Setup.
2. Select Resource Setup from the search results.

The Resource Setup page opens, displaying the global configuration options for all resources.

Time Sheet First Weekday

Purpose

The Time Sheet First Weekday field determines which day appears as the first day of the week on the Timesheet worksheet.

This setting provides consistency for all users when entering their weekly timesheets.

Common Options:

Option	Description
Monday	The timesheet week begins on Monday (most commonly used).
Sunday	The timesheet week begins on Sunday.
Other Day	Depending on organizational requirements, another day may be selected if supported.

Best Practice

Configure the first weekday to align with your organization’s payroll period or standard working week.

Numbering Fast Tab

Resources No. Series

The Resources No. Series field determines how new Resource numbers are generated within Microsoft Dynamics 365 Business Central.

Rather than manually entering Resource Numbers, the system can automatically assign the next available number from the configured numbering sequence.

Benefits of Automatic Numbering

• Ensures unique Resource Numbers.
• Eliminates duplicate records.
• Standardizes numbering across the organization.
• Simplifies the creation of new Resources.

Example

A numbering series may generate Resource Numbers such as:

• RES0001
• RES0002
• RES0003

Each newly created Resource automatically receives the next available number in the sequence.

Relationship Between Resource Setup and Resource Cards

Although the Resource Setup page defines the default configuration for all resources, individual Resource Cards can override certain settings when required.

For example, an employee may require a different Time Capture period from the rest of the organization.

In this case, the dates configured on the Resource Card take precedence over the global Resource Setup values.

Values entered on an individual Resource Card override the corresponding settings configured in Resource Setup. This allows exceptions to be managed without affecting all other users.

Best Practices

• Configure the Time Sheet First Weekday before users begin capturing timesheets.
• Align the Time Capture period with your organization’s payroll or financial reporting cycle.
• Review the Time Capture dates regularly to ensure they remain current.
• Use automatic numbering to maintain consistent Resource records.
• Only override global settings on individual Resource Cards when a genuine business requirement exists.
• Test the configuration using a standard user account after making changes.

Review the time capture to date at the start of each financial year. Extending this date before it expires ensures users can continue capturing timesheets without interruption.

MESuite Configurations – Timesheet User Security

Overview

Before users can access MESuite Timesheets, they must be configured within the MESuite User Security module. User Security controls which companies’ users can access, the modules available to them, the actions they are permitted to perform, and the approval hierarchy for timesheet processing.

Correctly configuring User Security ensures that users only have access to the information and functionality required for their role while maintaining data security and compliance with organizational policies.

Accessing User Security

To configure a user's MESuite access:

1. Navigate to MESuite.
2. Select System.
3. Select Users.
4. Select an existing user or create a new user.
5. From the action ribbon, select Update User Security.

The User Security page opens, allowing you to configure company access, module permissions, approval hierarchies, and system functionality.

Company Security

Purpose

Company Security determines which Microsoft Dynamics 365 Business Central companies a user is authorised to access.

If multiple companies exist within the same Business Central environment, users will only be able to view and work within the companies assigned to them.

This helps:

• Protect confidential company information.
• Prevent accidental posting to the wrong company.
• Maintain organizational security.

After configuring Company Security, select Manage MESuite Access to assign module permissions.

Customer and Vendor Access Types

Depending on your organization’s security requirements, users can be granted either Inclusive or Exclusive access.

Inclusive Access

Inclusive access grants users access only to the Customers or Vendors specifically assigned to them.

This option is commonly used where users should work with a defined list of customers or suppliers.

Example

A Project Manager responsible for only five customers will only be able to view those five customers within MESuite

 

Exclusive Access

Exclusive access works in the opposite manner.

Users can access all Customers or Vendors except those that have specifically been excluded.

This option is generally used for administrators or senior users who require broad access across the organization.

Best Practice

Inclusive access is recommended wherever possible, as it follows the principle of least privilege and provides greater security.

Managing MESuite Access

After Company Security has been configured:

1. Select the three-dot (More Options) menu.
2. Select Manage MESuite Access.
3. Select New (+) to create a new security record.

Complete the required security fields for the user.

Module Type

Purpose

The Module Type determines which MESuite module the security record applies to.

For Timesheet users, select the Timesheet module.

Without a Module Type, the user will not have access to the corresponding MESuite functionality.

 

User Has Access

Purpose

The User Has Access option grants the user permission to access and use the selected MESuite module.

When enabled, users can:

• Open MESuite Timesheets.
• Capture timesheet entries.
• Save timesheets.
• Submit timesheets for approval.

If this option is not enabled, the Timesheet module will not be available to the user, even if other security settings have been configured. 

Manager

Purpose

The Manager field identifies the person responsible for approving the user's submitted timesheets.

Managers typically:

• Review submitted timesheets.
• Approve or reject timesheets.
• Ensure captured hours are accurate.
• Monitor employee utilization.

Each user should normally have one designated Manager.

Supervisor

Purpose

The Supervisor provides an additional level of approval where required by organizational policy.

Depending on the configured approval workflow, a supervisor may:

• Review timesheets before Manager approval.
• Perform secondary approval.
• Monitor departmental time capture.

Some organizations use both a Supervisor and Manager, while others use only one approval level.

Delegate

Purpose

A Delegate is another user who is authorised to perform timesheet-related activities on behalf of the primary user.

Delegates are commonly used when:

• A Manager is on leave.
• A Supervisor is unavailable.
• Business continuity requires another approver.

Delegates may be able to:

• Review timesheets.
• Approve or reject submissions.
• Perform workflow actions normally completed by the assigned approver.

Delegates ensure that approval processes continue without unnecessary delays. 

Activating the Timesheet Module

Once all user permissions have been configured:

1. Save the security changes.
2. Perform a hard refresh by pressing Ctrl + F5.

The MESuite Timesheet module will then appear in the navigation menu for authorised users.

Important

If the module does not appear after refreshing the browser, verify that:

• The correct Module Type has been assigned.
• User Has Access is enabled.
• Company Security has been configured correctly.
• The user is signed into the correct Business Central company.

Configuring Timesheet Behavior

The User Security page also allows administrators to customize the Timesheet interface and enforce company-specific capture rules.

Select Update Security, then open the Timesheet tab. From here, administrators can:

• Make fields mandatory during timesheet capture.
• Hide fields that are not applicable.
• Configure company-specific capture requirements.
• Standardize timesheet data entry across all users. 

Mandatory Fields

Mandatory fields require users to complete specific information before a timesheet can be submitted.

Typical mandatory fields include:

• Work Type
• Job Number
• Task
• Description
• Dimension Codes

Requiring mandatory information improves reporting accuracy and reduces incomplete submissions.

Best Practices

• Assign users only the permissions required for their role.
• Use Inclusive Customer and Vendor access wherever possible.
• Configure approval hierarchies before allowing users to submit timesheets.
• Review security permissions regularly.
• Test user access using a standard user account before deployment.
• Document any custom security configurations implemented for your organization.

After making changes to User Security, always ask the user to sign out and back into Business Central if a simple browser refresh does

MESuite Timesheet Reporting

User Overview

The MESuite Timesheet Reporting User permission grants a user access to Timesheet reporting functionality across the organization. Users with this permission can generate and view timesheet reports for multiple resources, regardless of whether they personally capture timesheets.

This permission is typically assigned to managers, department heads, project managers, finance teams, payroll administrators, and system administrators who require visibility into timesheet data for monitoring, reporting, or auditing purposes.

The Timesheet Reporting User permission provides reporting capabilities only. It does not automatically grant approval rights or administrative access to modify timesheets.

Purpose of the Reporting User Permission

The Reporting User permission enables authorised users to:

• View timesheet information across multiple resources.
• Generate operational and management reports.
• Analyse employee utilization.
• Review project time allocations.
• Support payroll verification.
• Assist with financial reporting and audits.

Without this permission, users can generally report only on information available through their own assigned security permissions.

Enabling the Reporting User Permission

To configure a Reporting User:

1. Navigate to MESuite.
2. Select System.
3. Open Users.
4. Select the required user.
5. Select Update User Security.
6. Locate the MESuite Timesheet Reporting User option.
7. Enable the permission.
8. Save the changes.

After saving, perform a browser refresh (Ctrl + F5) or have the user sign out and back in if required.

Reporting Capabilities

Depending on the organization’s configuration, Reporting Users may be able to access information such as:

• Submitted timesheets.
• Approved and rejected timesheets.
• Outstanding timesheets awaiting approval.
• Resource utilization.
• Hours worked by employee.
• Hours worked by project.
• Work Type analysis.
• Customer and Job reporting.
• Historical timesheet information.

The available reports may vary depending on your MESuite configuration and user security settings.

 

Summary

The MESuite Timesheet Reporting User permission provides authorised users with access to comprehensive reporting capabilities across the MESuite Timesheet module. When combined with appropriate Company Security and User Security settings, it ensures that reporting requirements are met while maintaining secure access to organizational data.

MEVendor Implementation Guide

Module Overview

What is MEVendor?

MEVendor is a MESuite module that enables organizations to manage vendor onboarding, vendor information, and approval processes through an integrated portal within Microsoft Dynamics 365 Business Central.

The module allows vendors to submit and maintain information through configurable portal forms while enabling administrators to control user access, approval hierarchies, and security.

By integrating directly with Business Central, MEVendor provides a centralized solution for managing vendor-related activities while ensuring that company approval policies are enforced.

Implementation Overview

A standard MEVendor implementation consists of three primary configuration stages:

 

Stage	Description
MESuite User Setup	Configures user permissions, company access, delegates, and module security.
Vendor Portal Forms	Configures the forms displayed to vendors on the portal, including layout and required fields.
MEVendor Authorisation Setup	Defines the users responsible for approving vendor-related requests.

 

Each stage should be completed in sequence to ensure that users have the necessary permissions and that vendor workflows function correctly.

Before beginning the MEVendor setup, ensure that:

• Microsoft Dynamics 365 Business Central has been installed.
• The MESuite extension has been deployed successfully.
• The required Business Central users have been created.
• Appropriate Permission Sets have been assigned.
• Company Security has been configured where applicable.
• The implementation consultant has sufficient administrative permissions to configure MESuite.

MEVendor relies on MEsuite User Security. users cannot access the module until the appropriate security configuration has been completed

 

MESuite User Setup – MEPlan

Overview

Before users can access the MEVendor module, they must be configured within the MESuite User Security module. User Security controls which companies a user can access, the MESuite modules available to them, and the approval hierarchy that applies to vendor-related transactions.

Properly configuring user security ensures that only authorised users can access the MEVendor module and perform the actions appropriate to their role. The original guide outlines this process by navigating to MEPlan > System > User, updating Company Security, and then managing MESuite access.

Users will not be able to access the MEVendor module until both Company Security and MESuite Access have been configured

 

Accessing User Security

To configure a user's MEVendor access:

1. Open MEPlan.
2. Navigate to System > User.
3. Select an existing user or create a new user if one does not already exist.
4. From the action ribbon, select Update User Security.

The User Security page opens, allowing you to configure company permissions and module access.

Company Security

Purpose

Company Security determines which Business Central companies a user is authorised to access within the MESuite environment.

This is particularly important for organizations operating multiple legal entities or companies, as it prevents users from accessing data outside of their assigned company.

After selecting Update User Security, configure the appropriate Company Security settings before proceeding with module access. 

Benefits of Company Security

• Restricts access to authorised companies only.
• Protects confidential business information.
• Reduces the risk of users working in the incorrect company.
• Supports compliance with organizational security policies.

Best Practice

Assign users access only to the companies required for their role. This follows the principle of least privilege and helps maintain data security.

Managing MESuite Access

Once Company Security has been configured:

1. Select the More Options (...) menu.
2. Select Manage MESuite Access.
3. Select New (+) to create a new access record for the user.

The Manage MESuite Access page is where module permissions and approval relationships are configured.

Module Type

Purpose

The Module Type identifies which MESuite application the access record applies to.

For this guide, select:

MEVendor

This grants the user access to the MEVendor module once all required permissions have been configured.

User Has Access

Purpose

The User Has Access option enables the selected user to use the assigned MESuite module.

When enabled, the user can access the MEVendor functionality available to their assigned security role.

If this option is not enabled, the user will not be able to open the MEVendor module, even if all other security settings have been completed.

Manager

Purpose

The Manager field identifies the person responsible for overseeing and approving vendor-related activities where approval workflows require managerial authorisation.

Depending on the organization’s configuration, the Manager may:

• Review vendor submissions.
• Approve or reject requests.
• Monitor vendor onboarding activities.
• Escalate approval requests when required.

 

Supervisor

Purpose

The Supervisor field provides an additional level of oversight where organizations require multi-level approval.

A Supervisor may:

• Review requests before Manager approval.
• Perform secondary approvals.
• Monitor departmental vendor activity.

Not all organizations require a supervisor. This field should be completed only where an additional approval level forms part of the organization’s business process.

Applying the Configuration

After completing the required fields:

1. Save the security configuration.
2. Perform a hard refresh by pressing Ctrl + F5.

   Once the browser has refreshed, the MEVendor module becomes available to authorised users from the MESuite navigation menu.

    

    

   Validation Checklist

   Before proceeding to the next section, confirm that:

   ✔ The user has been created successfully.

   ✔ Company Security has been configured.

   ✔ An MEVendor access record has been created.

   ✔ The correct Module Type has been selected.

   ✔ User Has Access is enabled.

   ✔ Manager and Supervisor details have been configured where required.

   ✔ The browser has been refreshed and the MEVendor module is visible.

Common Issues

 

Issue	Possible Cause	Resolution
MEVendor module is not visible	Browser cache has not refreshed	Press Ctrl + F5 or sign out and back in.
User cannot access MEVendor	User Has Access is not enabled
User cannot see company data	Company Security has not been configured
Approval workflow does not function correctly	Manager or Supervisor has not been assigned

 

Vendor Portal Forms

Overview

The Vendor Portal Forms page allows administrators to configure the layout and content of the forms displayed to vendors within the MEVendor Portal. These forms are used during vendor registration and when vendors update their information.

Administrators can customize the company branding, control the order in which fields appear, determine which information is captured from vendors, and standardize the user experience across the organization. The original guide describes accessing the Forms page through Settings > Layouts > Forms, where company information, placement, and visible fields can be configured or copied.

 

Any changes made to vendor Portal Forms will affect the information displayed to vendors using the portal. It is recommended that changes be tested before being deployed to a production environment.

 

Accessing Vendor Portal Forms

To configure Vendor Portal Forms:

1. Open the MEVendor Portal.
2. Navigate to Settings.
3. Select Layouts.
4. Select Forms.

The Forms page displays all available portal forms that can be customized for your organization.

Company Information

Purpose

The company information displayed on the Vendor Portal helps vendors identify the organization they are interacting with.

Depending on your implementation, this information may include:

• Company Name
• Company Logo
• Contact Information
• Registration Details
• Corporate Branding

Maintaining accurate company information creates a professional user experience and helps vendors verify that they are submitting information to the correct organization.

Form Layout

Purpose

The form layout determines how information is presented to vendors.

Administrators can configure:

• The sequence of fields.
• Field grouping.
• Section headings.
• Overall form structure.

A well-designed layout makes the registration process easier to complete and improves data quality by guiding vendors through the required information.

Best Practice

Arrange fields in a logical order that follows the natural flow of vendor registration, grouping related information together.

Field Configuration

Purpose

Field configuration determines which information vendors are required to provide when completing the portal form.

Examples of commonly configured fields include:

• Vendor Name
• Trading Name
• Company Registration Number
• VAT Registration Number
• Tax Number
• Contact Person
• Email Address
• Telephone Number
• Banking Details
• Physical Address
• Postal Address

The fields available for configuration may vary depending on your organization’s implementation.

Field Placement

Field placement controls where individual fields appear on the portal form.

Proper placement improves readability and helps vendors complete forms more efficiently.

When configuring field placement, consider:

• Grouping similar information together.
• Displaying mandatory fields prominently.
• Avoiding unnecessary scrolling.
• Keeping the form as simple as possible.

Copying Existing Forms

Rather than creating a new form from scratch, administrators can copy an existing layout and modify it to meet specific business requirements.

Validating the Form

After completing the configuration:

1. Save the form.
2. Open the Vendor Portal.
3. Navigate to the updated form.
4. Verify that:

• Company information is displayed correctly.
• All required fields appear.
• The field order is correct.
• Branding has been applied consistently.
• The form is easy to navigate.

Testing the form before making it available to vendors helps identify layout or configuration issues early.

Common Issues

Issue	Possible Cause	Resolution
Company name is incorrect	Company information has not been updated	Review the Company Information settings.
Required fields are missing	Field configuration has not been updated	Verify that the required fields have been added to the form.
Form layout appears inconsistent	Fields have been placed incorrectly	Review the field sequence and grouping.
Branding is not displayed	Branding assets have not been configured	Confirm that the correct company branding has been applied.

 

Best Practices

• Keep forms simple and easy to complete.
• Request only information that is necessary for vendor onboarding.
• Group related fields together to improve readability.
• Maintain consistent branding across all portal forms.
• Test all changes in a non-production environment before deployment.
• Review forms periodically to ensure they continue to meet business and regulatory requirements.

 

Changes to Vendor Portal Forms directly affect the vendor onboarding experience. Always validate form changes before publishing them to production to ensure vendors can successfully complete and submit their information.

 

MEVendor Authorization Setup

Overview

The MEVendor Authorization Setup page is used to configure the users responsible for reviewing and approving vendor-related requests submitted through the MEVendor Portal.

An authorisation hierarchy ensures that vendor registrations, amendments, and other vendor-related requests are reviewed by the appropriate personnel before they are processed. This helps organizations maintain data accuracy, enforce internal controls, and comply with procurement and governance policies.

The original setup guide describes accessing the authorisation page by navigating to System Configuration and replacing General with MESuite in the page URL, which opens the Authorization Setup page where authorizers can be maintained.

 

The MEVendor approval workflow cannot function correctly unless at least one authorised approver has been configured.

 

Purpose of Authorisation Setup

The Authorisation Setup allows administrators to:

• Configure vendor approvers.
• Define approval responsibilities.
• Control who can approve vendor requests.
• Maintain approval hierarchies.
• Support segregation of duties.
• Ensure compliance with company approval policies.

Proper authorisation configuration reduces the risk of unauthorized vendor creation or changes.

Accessing the Authorisation Setup

To access the MEVendor Authorisation Setup:

1. Navigate to System Configuration.
2. Open the configuration page.
3. In the browser address bar (URL), replace General with MESuite.
4. Press Enter

The system opens the Authorization Setup page, where company authorizers can be configured and maintained.

 

Depending on your MESuite version, the navigation path may differ slightly. Ensure that you have administrative permissions before attempting to access the configuration page.

 

Adding a New Authorizer

To add a new authorizer:

1. Select New (+).
2. Create a new authorisation record.
3. Complete the required fields.
4. Save the record.

The original guide notes that the plus (+) button is used to create and maintain MEVendor authorizers.

Authorisation Fields

The fields available may vary depending on your implementation, but typically include the following:

User

Select the Business Central user who will act as the authorizer.

This user will receive vendor requests requiring approval.

Company

Specify the company to which the authorisation applies.

This ensures that users approve requests only for companies they are responsible for.

Approval Role

Identify the role performed by the authorizer.

Examples include:

• Vendor Administrator
• Procurement Manager
• Finance Manager
• System Administrator

 

Active Status

Enable or disable the authorizer.

Only active authorizers participate in the approval workflow.

If an employee leaves the organization or changes roles, disable the authorisation record rather than deleting it where possible to preserve historical audit information.

Approval Workflow

Once configured, the authorisation workflow typically follows this process:

1. A vendor submits or updates information through the Vendor Portal.
2. The request enters the approval workflow.
3. The designated authorizer reviews the submitted information.
4. The authorizer approves or rejects the request.
5. The vendor record is updated based on the approval outcome.

This process helps ensure that vendor information is reviewed before becoming available within Microsoft Dynamics 365 Business Central.

 

Summary

The MEVendor Authorization Setup page is a key component of the MEVendor module, enabling organizations to implement secure and controlled approval processes for vendor-related requests. By assigning the correct authorizers and maintaining the approval hierarchy, organizations can improve governance, strengthen internal controls, and ensure that vendor information is reviewed before being accepted into the system.

ME Expense Implementation Guide

Module Overview

This guide explains the configuration required to enable and manage the MESuite Expense Claims module within Microsoft Dynamics 365 Business Central.

The Expense Claims module provides employees with a controlled method of capturing, submitting, approving, and reimbursing business expenses. Once configured, the module integrates with Business Central to create Purchase Orders or Purchase Invoices, allocate expenses to the appropriate General Ledger accounts, apply financial dimensions, and route claims through the configured approval workflow.

This guide covers the Business Central configuration required before users can begin submitting expense claims through MESuite.

Configuration Overview

Expense Claims rely on several Business Central records working together. The recommended configuration order is shown below.

Completing the setup in this order ensures that each configuration is available for subsequent steps and reduces the likelihood of configuration errors.

1. API User Setup

Overview

The API User is responsible for creating Purchase Orders or Purchase Invoices in Business Central when approved expense claims are submitted from MESuite.

Before the Expense Claims module can be used, the API User must be configured with the required permissions and default purchasing values. Incorrect configuration will prevent expense claims from synchronizing successfully between MESuite and Business Central.

Configuring the API User

1. Navigate to API Users.
2. Open the API User used by MESuite.
3. Verify that the following fields have been configured:

Field	Description
Authorize Exp. Purch. Orders	Enables the API User to create authorised Expense Purchase Orders in Business Central.
Sundry Order	Specifies the default Sundry Purchase Order used during expense processing.

4. Save the changes.

Both fields must be configured before Expense Claims can be successfully submitted. If either field is missing or incorrectly configured , MESuite will be unable to create the Purchase Order and an error will be returned during submission.

How the API User is Used

When an employee submits an approved Expense Claim, MESuite communicates with Business Central using the configured API User.

The API User performs the following functions:

• Creates the Expense Purchase Order.
• Applies Vendor information.
• Applies the configured G/L Account Allocations.
• Creates the financial transaction.
• Returns the Purchase Order Number to MESuite.

Because every submitted expense claim passes through the API User, it is recommended that this account be dedicated exclusively to MESuite integrations and not used for daily operational activities.

Best Practice

Use a dedicated API User account for MESuite integrations rather than assigning these permissions to an individual employee account. This simplifies auditing, improves security, and prevents integration failures if employee accounts are disabled or modified.

Resource Configuration

Overview

Resources represent employees within Microsoft Dynamics 365 Business Central and form the foundation of the MESuite Expense Claims module.

Every employee who submits expense claims must have an associated Resource record. The Resource stores employee information used throughout the Expense Claims process, including workflow notifications, vendor linking, approval routing, and financial processing.

Before an employee can submit an Expense Claim, the following must be configured:

• A Resource record
• A Staff Vendor
• A linked Vendor Number
• User security within MESuite

Without a Resource record, the employee cannot be recognized by the Expense Claims module.

Creating a Resource

Create a Resource for each employee who will submit Expense Claims.

To create a Resource

1. Navigate to Resources.
2. Select New.
3. Complete the required fields on the Resource Card.
4. Save the Resource.

Personal Data

Under the Personal Data Fast Tab, populate the employee's email address.

Field	Description
Email Address	Stores the employee's email address used for workflow notifications and system communications.

The email address is used by MESuite when sending:

• Expense Claim submission confirmations
• Approval notifications
• Rejection notifications
• Workflow updates
• Other automated system communications

Employees without a valid email address may not receive workflow notifications generated by MESuite. It is recommended that every Resource has a unique business email address.

Resource Behaviors

Once created, the Resource becomes the primary employee record used by MESuite.

During Expense Claim processing, MESuite retrieves information from the Resource to:

• Identify the submitting employee
• Determine the linked Staff Vendor
• Route approvals
• Apply user permissions
• Generate reimbursement transactions

The Resource itself does not receive payments.

Instead, it provides the link between the employee and the Staff Vendor that will ultimately receive the reimbursement.

Relationship Between Resources and Staff Vendors

Each Resource should be linked to a single Staff Vendor.

The relationship is illustrated below.

Employee Card

Resource Card

Vendor No.

Staff Vendor

Purchase Orders

Vendor Ledger Entry

This relationship allows approved Expense Claims to be posted against the correct Vendor while still identifying the employee who incurred the expense.

Best Practice

Create Resources using your organization’s standard naming convention.

For example:

Resource No	Employee
EMP00015	Naledi Mofokeng
EMP00016	Tenille Leukis

Common Mistakes

The following issues commonly prevent employees from submitting Expense Claims.

Issue	Result
No Resource created	Employee cannot access Expense Claims
Email Address missing	Workflow notifications are not delivered
Resource not linked to a Staff Vendor	Purchase Orders cannot be created
Resource inactive	Employee cannot submit claims

Creating a Resource does not automatically enable the employee to use MESuite.

Additional configuration is required, including:

• Creating a Staff Vendor
• Linking the Vendor to the Resource
• Assigning Vendor G/L Account Allocations
• Configuring Company Security
• Granting MESuite module access

These configurations are covered in the following sections.

Creating a Staff Vendor

Overview

Every employee who submits Expense Claims must also have a corresponding Staff Vendor within Business Central.

The Staff Vendor represents the employee as a payable Vendor and is used during reimbursement. When an Expense Claim is approved, MESuite creates the financial transaction against the linked Staff Vendor, allowing the employee to be reimbursed through the standard Business Central purchasing process.

A Staff Vendor is not used for procurement or supplier purchasing. Instead, it exists solely to support employee reimbursements generated from approved Expense Claims.

Before You Begin

Before creating a Staff Vendor, ensure that:

• A Resource has already been created for the employee.
• General Posting Groups have been configured.
• Vendor Posting Groups have been configured.
• G/L Account Allocations have been created (recommended).
• The employee exists as a Resource in Business Central.

Creating a Staff Vendor

To create a Staff Vendor

1. Navigate to Vendors.
2. Select New from the ribbon.
3. Choose the appropriate Vendor Template (if applicable).
4. Complete the required fields on the Vendor Card.
5. Save the Vendor.

Completing the Vendor Card

The Vendor Card stores the financial information required to reimburse employees.

The following Fast Tabs should be completed before linking the Vendor to a Resource.

General Fast Tab

Complete the employee's general information.

Typical fields include:

Field	Purpose
Vendor No.	Unique Vendor identifier
Name	Employee name
Search Name	Used during searches
Address	Employee or company address (if required)
Phone Number	Contact information
Email	Vendor correspondence

Your organization’s standard Vendor creation procedures should be followed when completing these fields.

Invoicing Fast Tab

The Invoicing Fast Tab determines how Expense Claims are posted to the General Ledger.

Populate the following fields:

	Description
Gen. Bus. Posting Group	Determines the General Business Posting Group used during posting.
VAT Bus. Posting Group	Determines how VAT is treated when the expense transaction is posted
Vendor Posting Group	Determines the Vendor Ledger account used when creating payable entries.

These fields are mandatory and should align with your organization’s financial configuration.

Understanding the Posting Groups

General Business Posting Group

The General Business Posting Group identifies the business relationship between the organization and the Vendor.

During Expense Claim posting, Business Central combines the General Business Posting Group with the General Product Posting Group configured on the G/L Allocation to determine which General Ledger accounts will be used.

Incorrect configuration may result in posting errors or transactions being allocated to the wrong accounts.

VAT Business Posting Group

The VAT Business Posting Group determines how VAT is calculated during posting.

For Staff Vendors, this configuration depends on your organization’s financial policies and local tax legislation.

Best Practice

Where employees are being reimbursed for out-of-pocket expenses rather than supplying taxable goods or services, many organizations configure Staff Vendors as VAT Exempt.

This is because:

• Employees are not VAT vendors.
• The reimbursement represents repayment of business expenses rather than payment for taxable supplies.
• VAT recovery is generally determined by the original supplier's tax invoice rather than the employee.

VAT treatment should always be configured in accordance with your organizations accounting policies and applicable tax legislation.

Vendor Posting Group

The Vendor Posting Group determines which Vendor Ledger Account is used when Expense Claims create payable transactions.

Once an Expense Claim has been approved, Business Central uses the Vendor Posting Group to create the Vendor Ledger Entry that will later be paid through the standard payment process.

Staff Vendor Behavior

Once the Staff Vendor has been created, it becomes the employee's financial record for reimbursements.

During processing, MESuite performs the following sequence:

Expense Claim Submitted

Approval Workflow

API User

Linked Staff Vendor

Purchase Order

Vendor Ledger Entry

Employee Reimbursement

The employee never selects the Vendor directly.

Instead, MESuite automatically retrieves the Vendor linked to the employee's Resource.

A staff vendor should not be shared between multiple employees.

Each employee should have:

• One Resource
• One Staff Vendor

This ensures:

• Accurate reimbursements
• Correct audit trails
• Proper financial reporting
• Correct approval history

Common Configuration Issues

Issue	Result
Vendor not linked to Resource	Expense Claims cannot create Purchase Orders
Posting Groups missing	Posting errors occur during synchronization
Incorrect Vendor Posting Group	Vendor Ledger Entries are posted incorrectly
Duplicate Staff Vendors	Incorrect reimbursement history
Missing Vendor Email	Remittance notifications may fail

What's Next?

Creating the Staff Vendor is only the first part of the reimbursement setup.

The next step is to configure G/L Account Allocations, which determine how different expense types (such as Travel, Accommodation, Meals, and Fuel) are posted to the General Ledger.

These allocations also control which Expense Types are available to employees when capturing Expense Claims in MESuite.

Configuring G/L Account Allocations

Overview

G/L Account Allocations determine how Expense Claim transactions are posted to the General Ledger within Microsoft Dynamics 365 Business Central.

Each allocation represents an Expense Type that employees can select when capturing an Expense Claim in MESuite. During posting, the selected allocation identifies the General Ledger account, posting setup, and validation rules that should be applied to the transaction.

For example, organizations may configure separate allocations for:

• Travel
• Accommodation
• Fuel
• Meals
• Parking
• Entertainment
• Telephone
• Office Supplies

Using G/L Account Allocations ensures that expenses are categorized correctly for financial reporting and reduces the need for manual coding during processing.

Before You Begin

Before creating G/L Account Allocations, ensure that:

• The required General Ledger Accounts have been created.
• Posting Groups have been configured.
• Expense categories have been defined by the finance department.
• Staff Vendors have been created.

Creating a G/L Account Allocation

To create a new allocation:

1. Navigate to G/L Account Allocations.
2. Select New.
3. Complete the required fields.
4. Save the allocation.

 

Understanding the G/L Allocation Fields

Each field contributes to how Expense Claims are processed and posted.

Allocation Code

The Allocation Code uniquely identifies the Expense Type within MESuite.

Employees do not see the underlying General Ledger Account. Instead, they select an Expense Type that references the Allocation Code.

Examples include:

Allocation Code	Expense Type
TRAVEL	Business Travel
ACCOM	Accommodation

When an employee selects an Expense Type, MESuite retrieves the corresponding Allocation Code and uses it to determine the posting configuration.

Best Practice

Use short, meaningful Allocation Codes that clearly identify the expense category.

Avoid generic codes such as:

• EXP001
• CODE01
• TEST

Descriptive codes make troubleshooting and reporting significantly easier.

Description

The Description provides a user-friendly explanation of the Allocation Code.

Unlike the Allocation Code, the Description is intended to be meaningful to both administrators and end users.

For example:

Allocation Code	Description
FUEL	Fuel Expenses
TRAVEL	Business Travel
HOTEL	Accommodation

Descriptions should accurately describe the type of expense being claimed.

Best Practice

Use consistent naming conventions across all Expense Types.

For example:

• Business Travel
• Business Accommodation
• Business Meals
• Business Parking

Rather than mixing terminology such as:

• Travel
• Hotel
• Meals
• Parking Fees

Consistency improves reporting and the employee experience.

G/L Account Name

The G/L Account determines where the expense will be posted within the General Ledger.

When the Expense Claim is approved and synchronized to Business Central, the selected allocation identifies the corresponding G/L Account.

Examples include:

Expense Type	Example G/L Account
Fuel	Motor Vehicle Expenses
Accommodation	Accommodation Expenses
Air Travel	Travel Expenses
Meals	Staff Subsistence
Telephone	Communication Expenses

The selected account forms part of the accounting entry created during posting.

General Posting Type

The General Posting Type controls how the transaction is posted when the Purchase Order or Purchase Invoice is created.

When configured on the G/L Allocation, these values override the default posting setup defined on the General Ledger Account.

This provides greater flexibility by allowing different posting behavior for different Expense Types without modifying the underlying G/L Account configuration.

If the Posting Type is left blank, Business Central uses the default posting configuration from the selected G/L Account.

Important

Incorrect Posting Type configuration may result in:

• Posting errors
• Incorrect VAT calculations
• Incorrect General Ledger postings
• Financial reporting inconsistencies

Posting Types should therefore be reviewed by the finance team during implementation.

Requires Attachment

The Requires Attachment option determines whether supporting documentation must be uploaded before an Expense Claim can be submitted.

When enabled, employees cannot submit the claim until a supporting document has been attached.

Typical supporting documents include:

• Fuel receipts
• Hotel invoices
• Flight confirmations
• Parking receipts
• Toll slips

This validation helps organizations enforce their Expense Claim policies.

Best Practice

Enable Requires Attachment for all reimbursable expenses unless there is a valid business reason not to.

Doing so improves compliance, simplifies auditing, and reduces the likelihood of unsupported claims being approved.

How G/L Account Allocations are Used

The following diagram illustrates how allocations are applied during the Expense Claims process.

Employee

Select Expense Type

G/L Allocation

General Ledger

Purchase Order

Financial Posting

The employee only selects an Expense Type.

MESuite performs the remaining allocation automatically using the configured G/L Account Allocation.

Expense Type Behavior

Every Expense Type displayed in MESuite is driven by a G/L Account Allocation.

For example:

Employee Selects	MESuite Uses
Fuel	Fuel Allocation
Meals	Meals Allocation
Accommodation	Accommodation Allocation

Employees never select a General Ledger Account directly.

This protects the integrity of the financial system while simplifying the claim submission process.

Auto Dimension Setup

Purpose

Auto Dimension Setup automatically assigns financial dimensions to expense transactions when they are created in MESuite Expenses. This ensures that expense claims are consistently allocated to the correct departments, cost centers, projects, business units, or other reporting dimensions without requiring users to manually select them.

By automating dimension assignment, organizations can improve data accuracy, reduce user input errors, and ensure expenses are posted correctly for financial reporting.

How it works

Dimensions are used in Microsoft Dynamics 365 Business Central to categorize financial transactions for reporting and analysis.

When an employee submits an expense claim, MESuite evaluates the configured Auto Dimension Setup and applies the appropriate dimension values to the expense transaction before it is transferred to Business Central.

The assigned dimensions are then carried through to the Expense Purchase Order and the resulting General Ledger entries, ensuring that all expense-related transactions are reported against the correct financial categories

Before you begin

Before configuring Auto Dimension Setup, ensure that:

• The required dimensions have been created in Business Central.
• All required dimension values exist.
• The organization's financial reporting structure has been agreed upon.
• Resources and Staff Vendors have been configured.

Open Auto Dimension Setup

To configure automatic dimension assignment:

1.  Search for Auto Dimension Setup.
2. Select Auto Dimension Setup from the search results.
3. Create a new setup line or edit an existing configuration.
4. Specify the dimension rules that should be applied during expense processing.
5. Save your changes.

Understanding the fields

Same Code

The Same Code option restricts the dimension to a specific value.

When enabled, the expense transaction must use the configured dimension value. The user cannot select an alternative value during expense capture.

Use this option when all expenses of a particular type should always be posted against the same dimension.

Example

If all fuel expenses must always be allocated to the Fleet cost center, configure the dimension using Same Code so that every fuel expense is automatically assigned to that cost center.

 

Mandatory

The Mandatory option determines whether users are required to provide a value for the configured dimension.

When enabled:

• The dimension becomes compulsory.
• Users cannot submit an expense claim without selecting a valid dimension value.
• Validation occurs before the expense claim can be processed.

If this option is not enabled, the dimension may be left blank unless it is automatically populated by another configuration.

Configuration examples:

Business Requirement	Recommended Configuration
Every expense must be allocated to a Cost Centre.	Configure the Cost Centre dimension as Mandatory.
All travel expenses should be charged to the Travel department.	Configure the Travel dimension using Same Code.
Employees may select the project they worked on.	Leave Same Code disabled and make the Project dimension Mandatory, if required.

Best Practices

• Configure only the dimensions required for financial reporting.
• Use Same Code when a dimension should never vary.
• Use Mandatory when users must choose from multiple valid dimension values.
• Review dimension configurations whenever new departments, projects, or cost centers are introduced.
• Test the configuration by creating a sample expense claim before deploying it to production.

Result

After Auto Dimension Setup has been configured:

• Dimensions are automatically assigned to expense transactions where applicable.
• Users spend less time entering financial information.
• Expense claims are posted consistently.
• Financial reporting becomes more accurate and reliable.
• The risk of missing or incorrect dimensions is significantly reduced.

Troubleshooting

Issue	Possible cause	Resolution
Dimension is not applied automatically.	No Auto Dimension Setup exists for the transaction.	Verify that the appropriate Auto Dimension Setup record has been created.
Users cannot submit an expense claim.	A mandatory dimension has not been populated.	Ensure a valid dimension value has been assigned or selected before submitting the claim.
Incorrect dimension is applied.	The Same Code configuration is pointing to the wrong dimension value.	Review and update the Auto Dimension Setup configuration.
Dimension values are unavailable.	The required dimension values do not exist or are inactive in Business Central.	Create or activate the required dimension values before processing expense claims.

MESuite Configuration – MEPlan

Purpose

After the Business Central configuration has been completed, users must be configured within MEPlan to access the MESuite Expenses module. This includes assigning company security, defining customer and vendor access, granting module permissions, and configuring approval hierarchies.

Correct user configuration ensures that employees can submit expense claims, managers can approve them, and administrators can manage the expense process securely.

Create or Select a User

Purpose
Before access can be granted, a user account must exist in MEPlan. Existing users can be updated, while new employees must first be created.
Procedure
1.    Open MEPlan. 
2.    Navigate to System > Users. 
3.    Locate the required user or create a new user. 
4.    Open the user's profile.

Result

The user profile is available for security and access configuration.

Configure Company Security

Purpose

Company Security determines which Business Central companies a user can access and defines the level of access available within each company.

Users cannot work within a company unless they have been granted the appropriate company permissions.

Configure Company Security

1. Open the required user.
2. Select Update User Security.
3. Select Update Company Security.
4. Add the required company.
5. Configure the appropriate security settings.
6. Save your changes.

Field descriptions

Field	Description
Company	Specifies the Business Central company the user is permitted to access.
Customer Access Type	Determines whether the user can access all customers or only  selected customers.
Vendor Access Type	Determines whether the user can access all vendors or only selected vendors.

Understanding Access Types

Inclusive

Selecting Inclusive grants, the user access to all available records for the selected access type.

For example:

• Customer Access Type = Inclusive allows access to all customers.
• Vendor Access Type = Inclusive allows access to all vendors.

This option is typically used for administrators or users who require unrestricted access.

Exclusive

Selecting Exclusive limits, the user to only the customers or vendors that have been explicitly assigned.

Any customer or vendor that has not been assigned will not appear to the user.

This option is recommended when users should only work with a defined group of customers or vendors.

Best practice

Use Exclusive access whenever possible to reduce unnecessary visibility of customer and vendor information.

Apply Inclusive access only where a business requirement exists.

Result

After Company Security has been configured, the user can access only the companies, customers, and vendors permitted by their assigned security settings.

Manage MESuite Access

Purpose

After Company Security has been configured, the user must be granted access to the MESuite Expenses module.

The Manage MESuite Access page controls which MESuite modules a user can access, the permissions assigned to those modules, and the approval hierarchy used during the expense claim process.

This configuration determines whether a user can submit expense claims, approve claims, administer the module, or act on behalf of another employee.

Before you begin

Ensure that:

• The user has been created in MEPlan.
• Company Security has been configured.
• The appropriate Business Central setup has been completed.
• The user has been assigned the required Resource and Staff Vendor (if they will submit expense claims).

Open Manage MESuite Access

To configure MESuite permissions:

1. Open MEPlan.
2. Navigate to System > Users.
3. Select the required user.
4. Select the More options (...) menu.
5. Select Manage MESuite Access.
6. Select New (+) to create a new access record.

 

Configure MESuite Access

Complete the required fields before saving the record.

• Module Type

Purpose

The Module Type field determines which MESuite module the access record applies to.

This is a mandatory field.

For expense users, select the Expenses module.

Without a Module Type, the system cannot determine which permissions should be applied.

 

• User Has Access

Purpose

This option grants the user access to the selected MESuite module.

When enabled, the user can open and use the module according to the permissions assigned.

If this option is not selected, the user cannot access the module even if all other configuration has been completed.

A user must have User Has Access enabled before they can submit or approve expense claims.

 

• User Has Super Access

Purpose

User Has Super Access grants elevated permissions within the selected MESuite module.

Super Users are typically responsible for administration, configuration, troubleshooting, and supporting other users.

Depending on the organization's implementation, a Super User may be able to:

• View all expense claims.
• Override standard restrictions.
• Perform administrative functions.
• Assist users with expense processing.

In some environments. User Has Access and User Has Super Access may provide similar functionality. Review your organizations security design before assigning Super Access.

 

• Manager

Purpose

The Manager field identifies the Level 1 approver for the expense workflow.

When an employee submits an expense claim, the Manager receives the first approval request.

The Manager can:

• Review submitted expenses.
• Approve or reject claims.
• Return claims for correction.

 

• Supervisor

Purpose

The Supervisor field identifies the Level 2 approver.

If a second approval is required, the Supervisor receives the approval request after the Manager has approved the claim.

This allows organizations to implement multi-level approval processes.

 

Approval workflow example

Approval Level	User
Employee	Creates and submits the expense claim.
Manager	Performs the first approval.
Supervisor	Performs the final approval before processing.

If the same user is assigned as both Manager and Supervisor, only one approval notification is sent to that individual, preventing duplicate approval requests.

• Delegate

Purpose

A Delegate is a user who is authorized to capture and manage expense claims on behalf of another employee.

Delegates are commonly used when an employee is:

• On annual leave.
• Travelling.
• Temporarily unavailable.
• Supported by an administrator or personal assistant.

The delegate can create, edit, and submit expense claims for the assigned employee, subject to the organization's security policies.

How delegation works

When acting as a delegate:

• The expense claim is created for the original employee.
• The delegate performs the data entry.
• The approval workflow continues as normal.
• The employee remains the owner of the expense claim.

The system maintains an audit trail of delegate activity for reporting and auditing purposes.

Best Practices

• Grant Super Access only to system administrators or designated support personnel.
• Assign Managers and Supervisors according to the organization's approval policy.
• Review delegate assignments regularly and remove them when they are no longer required.
• Apply the principle of least privilege by granting users only the permissions they require.

Result

After the MESuite Access configuration has been completed:

• The user can access the MESuite Expenses module.
• Permissions are applied according to the assigned access level.
• Approval requests follow the configured Manager and Supervisor hierarchy.
• Delegates can submit expense claims on behalf of authorized employees.
• The user's permissions take effect after refreshing the application.

After saving the configuration, perform a hard browser refresh (Ctrl +F5) to reload the users permissions. Once the refresh is complete, the MESuite Expense module will appear in MESuite navigation menu, provided the user has been granted access.

Appendix A: Glossary of Terms

Term	Definition
G/L Account	A General Ledger account used to record financial transactions.
G/L Account Allocation	The configuration that links Expense Types to General Ledger accounts for financial posting.
Manager	The first-level approver responsible for reviewing and approving an employee's expense claims.
Mandatory Field	The first-level approver responsible for reviewing and approving an employee's expense claims.
MEPlan	The MESuite web application used by employees, managers, and administrators to access MESuite modules
Posting Group	A Business Central configuration that determines how financial transactions are posted to the General Ledger.
Resource	The Business Central record that represents an employee within MESuite.
Staff Vendor	The vendor record linked to a Resource that is used to reimburse employee expenses through Business Central.

Term	Definition
Allocation Code	A predefined code that determines which General Ledger (G/L) account an expense will be posted to. Allocation Codes are used when employees select an expense type during expense capture.
Approval Workflow	The process through which an expense claim is reviewed and approved before it can be reimbursed.
Business Central (BC)	Microsoft Dynamics 365 Business Central, the Enterprise Resource Planning (ERP) system used by MESuite for financial processing.
Cost Centre	A financial dimension used to allocate expenses to a department, business unit, or operational area.
Delegate	A user who is authorised to create and submit expense claims on behalf of another employee.
Dimension	A value used to classify financial transactions for reporting purposes, such as Cost Centre, Department, Project, or Branch.
Expense Claim	A request submitted by an employee for reimbursement of business-related expenses.
Expense Purchase Order (Expense PO)	The purchasing document automatically created in Business Central after an expense claim has been approved and transferred from MESuite
Expense Type	The category selected by an employee when capturing an expense (for example, Travel, Accommodation, Fuel, or Meals). Each Expense Type is linked to an Allocation Code.