Post expense reports

[This article is prerelease documentation and is subject to change.]

After an expense report is approved, you post it to the general ledger. Posting creates ledger entries for each expense line and processes reimbursement. This article explains how to post expense reports and review the results in Business Central.

Important

This is a production-ready preview feature.
Production-ready previews are subject to supplemental terms of use.

Preview posting

Before you post, you can review what entries Business Central creates.

Open the Expense Report card for the approved report.
Choose Preview Posting, or press Ctrl+Alt+F9.

The preview shows the general ledger entries, employee ledger entries, and other entries in the report. If expenses link to projects, the preview also shows project ledger entries. Close the preview when you're done reviewing.

Post an expense report

Open the Expense Report card for an approved report.
Choose Post, or press F9.
Confirm the posting.

After you post a report, it moves to the Posted Expense Reports list and is no longer editable. To learn more about the entries and documents that posting creates, go to What posting creates.

Tip

To post and immediately open a new blank expense report, choose Post and New instead, or press Alt+F9.

View posted expense reports

Select Search (Alt+Q) in the upper-right corner, enter Posted Expense Reports, and then choose the related link.
Select a posted report to view its details.

The posted report shows all the expense lines, amounts, and dimensions that were recorded at the time of posting. You can also access attached documents and statistics.

View expense ledger entries

Posted expense reports create expense ledger entries that you can use for analysis and reconciliation.

Select Search (Alt+Q) in the upper-right corner, enter Expense Ledger Entries, and then choose the related link.

The list shows all posted expense entries with details like the expense user, category, amount, posting date, and document number.

What posting creates

When you post an expense report, Business Central creates the following entries:

Entry	Description
Expense ledger entries	One entry per expense line, recording the category, amount, and expense user.
Employee ledger entries	Records the reimbursable amounts owed to employees who paid out of pocket.
Detailed employee ledger entries	Records the reimbursable amounts underlying breakdown.
G/L entries	Posts expense amounts to the appropriate general ledger accounts based on the posting groups.
Project ledger entries	Created only for expense lines that have a Project No. and Project Task No. assigned.
Sales invoices	Created automatically for expense lines marked as Billable to a customer.