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Cepheo Expense Extension
Cepheo Expense Power App
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Base.2022.11.2.21
Base.2022.8.2.19
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What is Human Resources Extension
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Cepheo Shipment Booking
Shipment booking setup
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Transform addresses, senders and recipients to address quick ID's
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Release overview Shipment booking
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- All Categories
- Cepheo Expense Power App
- Implementation Guide
Implementation Guide
Updated
by Ingrid Flesche Låtun
Virtual entities from D365FO
The below virtual entities from D365FO must be activated in the Power Platform environment.
# | Virtual Entity Name |
1 | AdTrvExpenseAttachmentEntity |
2 | AdTrvExpenseLineEntity |
3 | AdTrvProjValEmplProjSetupEntity |
4 | AdTrvPerDiemsAbroadEntity |
5 | AdTrvWorkerEntity |
6 | AdTrvExpenseDataEntity |
7 | AdTrvParametersEntity |
8 | AdTrvProjectNameActivityNameEntity |
9 | AdTrvExpenseTableEntity |
10 | AdTrvExpenseTypeEntity |
11 | CurrencyEntity |
12 | TrvExpenseCategoryEntity |
13 | TrvPayMethodEntity |
14 | TrvPerDiemLocationsEntity |
15 | AdTrvProjectNameEntity |
16 | AdTrvLocationsEntity |
17 | TrvExpensePurposeEntity |
18 | HcmWorkerEntity |
19 | ExpenseJournalLineEntity |
20 | HcmEmployeeV2Entity |
D365FO Setup
Below is an explanation of necessary setup and definitions in D365FO.
Batch job setup
When the expense report is submitted from the app, the expense lines with Approval status ''Draft'' will be set to ''Ready'':
![](https://files.helpdocs.io/w392hbneb4/articles/9wq4pugsrr/1710232405681/image.png)
To automatically create the expense report in D365FO, the Cepheo Auto Expense batch job must be run (see Auto create expenses on top row in above screenshot).
To avoid setting up one specific user as delegate for all users, it is important to set up the batch job to be run by the same user as defined in Expense parameters:
![](https://files.helpdocs.io/w392hbneb4/articles/9wq4pugsrr/1710232566451/image.png)
Expense Category Setup
If you attempt to activate and register an expense line with invalid expense type, the line will fail in D365 FO
Night allowance
The below screenshot explains which explain the fields that are relevant for a Night Allowance setup.
![](https://files.helpdocs.io/w392hbneb4/articles/9wq4pugsrr/1719924548249/image.png)
- Category Name is the label that the users will see from the Expense App.
- Expense type must be Mileage in order to register rates (this is defined on the Shared category):
![](https://files.helpdocs.io/w392hbneb4/articles/9wq4pugsrr/1714461661720/image.png)
- 'Night Allowance' toggle switch must be activated
- 'Show in expense app' toggle switch must be activated
Per diem
The Per diem Expense category must be linked to a Shared category with Expense type = 'Per diem':
![](https://files.helpdocs.io/w392hbneb4/articles/9wq4pugsrr/1719923670193/image.png)
To allow users to registrer expenses towards the Per diem category, the 'Hidden in category lookup' toggle switch must be turned off (as the screenshot above explains). If the Per diem category is to be hidden, activate the toggle switch ''Hidden in category lookup'.
Per diem Locations
Cepheo Expense Location Filter is used to setup a connection between a Per diem expense category and locations.
It is possible to register either locations to be included OR location to not be included (excluded) for the selected Per diem location.
Example 1: Include locations
To include the locations added to the list of locations on the selected Per diem category, one must not enable the 'Exclude' toggle switch, as explained in screenshot below:
![](https://files.helpdocs.io/w392hbneb4/articles/9wq4pugsrr/1718608587365/image.png)
With this setup, the end user will only be able to select Location = 'Norway' when the 'Per Diem - Hotel domestic' category is selected.
Example 2: Exclude locations
To exclude the locations entered in the list, the 'Expense' toggle switch must be enabled:
![](https://files.helpdocs.io/w392hbneb4/articles/9wq4pugsrr/1718608709192/image.png)
With this setup, the end user will be able to select all locations registered in F&O except the 'Norway' location.
After defining locations included/excluded
When the setup explained above is finished it is important to go to Expense parameters and select '+ Add all' to add the setup into a table list that is retrieved by the app:
![](https://files.helpdocs.io/w392hbneb4/articles/9wq4pugsrr/1719924296067/image.png)
One may also select '+ Add' to add the dependencies from Expense parameters.
Mileage
To allow registration of Mileage, the expense category must be setup with Expense type = 'Mileage'. Additionally, the 'Show in expense app' toggle switch must be enabled:
![](https://files.helpdocs.io/w392hbneb4/articles/9wq4pugsrr/1718609852690/image.png)
Outlay
From the Outlay app screen the end users can register outlay with receipts by uploading a file or directly by taking a picture of the receipt with their mobile phone.
Outlay expense categories must be setup with Expense type = Miscellaneous and be enabled to 'Show in expense app' to make the category available from the app:
![](https://files.helpdocs.io/w392hbneb4/articles/9wq4pugsrr/1718608244614/image.png)
Hotel
It is possible to setup an expense category for Hotel that allows registration of itemization from the app. This expense category will be available from the Outlay app screen.
The Expense category must be set up with Expense type = 'Hotel' for itemization to be activated for this category. Expense type is defined on the Shared category:
![](https://files.helpdocs.io/w392hbneb4/articles/9wq4pugsrr/1718605286884/image.png)
The expense category for Hotel must be linked to the Shared category with Expense type = 'Hotel' and be activated to be available from the app:
![](https://files.helpdocs.io/w392hbneb4/articles/9wq4pugsrr/1718605163951/image.png)