Implementation Guide

Ingrid Flesche Låtun Updated by Ingrid Flesche Låtun

Import Solutions

Cepheo Expense Extension must be installed and activated in your F&O environment.

1.0 Cepheo Expense App Solution Import

When importing the Cepheo Expense App solution, the following environment variables must be defined:

  1. Test Environment: select 'Yes' to set a text visible on the app main/start screen stating "TEST ENVIRONMENT".
  2. Primary color: provide a primary app color for the app (hex format)
  3. D365 FinOps URL: enter the URL for your F&O environment (remember to remove https:// and any characters at the ending - look at screenshot as example).

After the solution file is imported and environment variables defined, the company logo and translations must be added to the Dataverse tables. This is explained below in 1.1 and 1.2.

1.1 Add company logo to app

In order to add your own company logo to the app's main screen, the logo must be uploaded to the Expense App Logo table (Table name: cepheo_expense_app_logo).

  1. Open all tables and search for Expense App Logo (or cepheo_expense_app_logo) and open the table:
  2. Edit the table:
  3. Add New row using form:
  4. Write 'Default App Logo' into the Name column and press save.
    IMPORTANT: the Name must be written identical as in the screenshot below with capital letters
  1. After saving, it should be possible to upload a file to the App Logo column.
    Choose a file and Save&Close
  2. The Expense App Logo table should now contain only one(!) row with the company logo:

1.2 Add translations to app

Translations must be imported into the environment for labels to show in app

The app supports the following languages: English, Norwegian, Danish and Swedish.

Cepheo provides default translations for all the supported languages, and these must be imported from a csv file to the Translation table (table name: cepheo_translation) in Dataverse

The translation text may be changed in the specific environment, however, note that labels and text boxes have a fixed size. It is recommended that any changes to the translations text must be tested in a TEST or DEV environment before adding new translations to PROD.

How to import translations:

  1. Open All tables and select Import data:
  2. Upload as Text/CSV file and sign in to continue:
  3. You will now be prompted to a preview of the data. Check that everything looks ok and press Next.
  4. Power query opens and you may make changes to the data if necessary. Press Next.
  5. Choose destination settings
    1. Load settings: Load to existing table
    2. Import method: Append (there should be no duplicates as the table is empty)
    3. Check Column mapping
  6. Refresh manually and publish the data to the table.

2.0 D365FO Setup

Below is an explanation of necessary setup and definitions in D365FO.

2.1 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.

2.2 Expense Category Setup

Only the following expense types are enabled for expense lines in D365 FO: Mileage, Miscellaneous, Night allowance and Hotel.

If you attempt to activate and register an expense line with invalid expense type, the line will fail in D365 FO
2.2.1 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 activated

2.2.2 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'.

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.

This setup must be completed for the app to retrieve the correct locations for the selected Per diem category

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:

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:

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:

One may also select '+ Add' to add the dependencies from Expense parameters.

2.2.3 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:

2.2.4 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:

2.2.5 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

Expense parameters in D365 FO

Contact