Setting up your Users to access the Expense module

A key part of setting up your system to use the Expense module is to ensure that the relevant users have the correct access for the areas they need.

In this article, we will show you how to set up access for general users who will be submitting their expenses, and administrator users who need access to more areas of the module to view and approve expenses.

General User set up

To set up a general user who will be submitting expenses, there are two areas we need to ensure that the user has the appropriate settings.

Security Role

Only one Security Role is required to allow users to enter an expense. This is the EXPUSER role.

Access Persona

An Access Persona is required only where you would like the user to be able to search other users' expenses. Generally, this isn’t required, in which case, no Access Persona is needed.

If an Access Persona is required, please see the video below.

Admin User set up

To set up a user who will have administrator access for the Expense module, and who will be able to process and batch expenses, the following are required:

Security Role

The Security Role required to grant access to an admin user is EXPADMIN.

Access Persona

Where the administrator should be able to search other users' expenses, an Access Persona allowing the field for Search expenses should be added to the user. This needs to be set for all relevant companies or branches.

This field for Search expenses can be ticked on an existing Access Persona for the administrator user/s, or a new Access Persona can be created for them.

Expense Approval access

To allow a user to approve expenses, a Security Role can be created and then applied to both the approving user, and also to the card of the user whose expenses are to be approved.

Having the Security Role set up for both the approver and the card allows the system to know who should be approving whose expenses for those cards. You could have one person approving all expenses, in which case, one Security Role would be added to the relevant approver, and also to all cards, thus creating the link.

For more detailed information on this set up, please refer to Establish Authority to approve Expense Claims.

Last updated: 19 October 2023