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.

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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'':

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.
  2. Expense type must be Mileage in order to register rates (this is defined on the Shared category):
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 in the Outlay app screen. There is another app screen dedicated specifically for Night allowance registration.

Per diem

The Per diem Expense category must be linked to a Shared category with Expense type = 'Per diem':

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'.

NOTE: 'Show in expense app' toggle switch is used for Outlay categories. Enabling this toggle switch will make the selected category available from the Outlay-screen in the app (there is one app screen made specifically for Per diems).

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: setting up locations to be included

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:

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: setting up location NOT to be included

To exclude the locations entered in the list, the 'Expense' toggle switch must be enabled:

With this setup, the end user will be able to select all locations registered in F&O except the 'Norway' location.

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:

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 enabled to 'Show in expense app' to make the category available from the app:

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:

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:

How did we do?

Security roles

Release notes Expense Power App

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