Implementation Guide

Ingrid Flesche Låtun 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

AdTrvExpenseAttachmentEntity

AdTrvExpenseDataEntity

AdTrvExpenseLineEntity

AdTrvExpenseTableEntity

AdTrvParametersEntity

AdTrvProjectNameActivityNameEntity

AdTrvProjValEmplProjSetupEntity

AdTrvWorkerEntity

CurrencyEntity

EssWorkerEntity

ExpenseJournalLineEntity

HcmEmployeeV2Entity

HcmWorkerEntity

ProjResourceEntity

ProjValEmplProjSetupEntity

TrvExpenseCategoryEntity

TrvExpensePurposeEntity

TrvPerDiemLocationsEntity

TrvPerDiemsEntity

TrvTravelLocationEntity

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'':

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).

It is recommended to set up the batch processing with a minimum of 3 minute delay to ensure that attachments are uploaded completely before processing the expense.

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:

We recommend using an Admin user for this purpose.

Expense Category Setup

Night allowance

The below screenshot explains which explain the fields that are relevant for a Night Allowance setup.

  1. Category Name is the label that the users will see from the Expense App.

IMPORTANT: Category ID and Category Name must be identical

  1. Expense type must be Mileage in order to register rates:

NOTE: For Night allowance rates, the Vehicle type must be set to "Night" as shown below:

  1. Night Allowance toggle switch must be activated
  2. Show in expense app toggle switch must be deactivated. This button must only be enabled for Expense categories that are to be used the Outlay app screen.

How did we do?

Security roles

Release notes Expense Power App

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