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
| 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. |
- 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
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
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 |
| 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 Behaviour
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