Zetadocs Expenses Extension for Business Central Online
Use the Zetadocs Expenses Extension for Business Central to connect Zetadocs Expenses to Microsoft Dynamics 365 Business Central when deployed in the cloud.
This section covers;- ▪Installing the Zetadocs Expenses Extension for Business Central |
Registering your Account
When you request a Zetadocs Expenses account for your company you will be sent an Account Registration email from the Zetadocs Expenses team. This email contains a Complete Registration link; it is used to activate your Account and allow you to access the system and complete the remaining setup steps.
This email will be sent from approvals@noreply.mail.zetadocs.com. Should you not receive your registration email as expected, please check your spam filter settings before raising a support request. This email address will also be used to send approval request notifications and reminders, as such it should be added to your list of safe or trusted senders to ensure that users throughout your organization receive Zetadocs Expenses emails.
Completing the registration requires the selection of some key account settings which cannot be changed later. If you are unsure of any of these settings then it is advised that you wait for the Zetadocs team member to assist you in this setup step.
1.Open the email and select the COMPLETE REGISTRATION button.
2.You will be taken to the Zetadocs Expenses site where you need to enter details about your account as well as your First and Last Names and chosen password. It is important to check the Account Name and email address fields before clicking REGISTER.
3.This will complete your account registration and display a confirmation screen which contains the Secure Connection Credentials for your Account. These should be copied to a safe location as they will be required to establish the connection between Zetadocs Expenses and your internal systems.
Installing the Zetadocs Expenses Extension for Business Central online
1.Sign into Business Central and go to the Extension Marketplace to install the Zetadocs Expenses extension.
2.Once the installation commences, you can check the status by going to Extension Management > Manage > Deployment Status.
3.Once installed, go to Assisted Setup and run the Set up Zetadocs Expenses connection.
4.Follow the on-screen instructions shown during the Assisted Setup.
▪During the Assisted Setup, your Azure Active Directory (AAD) administrator will need to grant consent for Zetadocs Expenses to access Business Central using a new Azure Active Directory Application. To do this, the AAD administrator will need to paste the URL shown during the Assisted Setup into a separate browser window to review and accept the permissions requested. By accepting these permissions, a new Azure Active Directory application will be created called “Zetadocs Expenses Extension for Business Central”. ▪At the final stage of the Assisted Setup, triple-click the URL displayed and paste it into a Notepad window (the URL will end in “/ZetadocsExpenses”). This is the Web Service URL that will be needed in the Configure Web Service section below.. |
5.You should now follow the steps detailed in the Configuring your Zetadocs Expenses account section below.
Configuring your Zetadocs Expenses account
Sign in to the Zetadocs Expenses website using your Zetadocs account details.
Configure ERP integration
1.Choose the Integration option (top headings)
2.Set the following values;-
Field |
Value |
|---|---|
ERP Integration |
Enabled |
ERP System Type |
Dynamics 365 Business Central / NAV |
Report Export |
Automatic |
Export Description Format |
Automatic |
3.Choose Save
Configure Web Service
1.Choose the Companies option (top headings).
2.Manage Companies via the 
icon located to the right of the list.
3.Configure the Connection section as follows;-
Field |
Value |
|---|---|
System Type |
Business Central Online. |
Database Type |
Select appropriate Business Central database. |
Web Service URL |
You will have recorded this in Notepad from the previous section. |
Authentication Method |
Service-to-Service Authentication - This setting is mandatory for Business Central Online systems. Service-to-Service (S2S) is a modern authentication method that uses your organization's Azure Active Directory, which is configured when running the ‘Set up Zetadocs Extension’ Assisted Setup. |
Custom Export Extensions |
This setting applies to Zetadocs Expenses Plus Edition only. It determines whether any extensions installed on your Business Central system, to customize the import or export of data to/from Zetadocs Expenses, are run or not. Enabled – Extensions installed on your Business Central system will run as normal. Disabled – Extensions installed on your Business Central system will not run. You should only select this option if instructed to do so by the support team to help investigate an issue. |
4.Choose Save
Configure the Export Codes
1.Set up export codes for one of each of the below Zetadocs Expenses Settings tabs. Entry of additional export codes can be done after the testing has been completed.
oUsers > Manage (right pointing arrow to the far right) > Export Settings > Export Code (matching a Business Central Vendor number for the user account)
oExpense Types > Airfare > Manage >
▪Details > Export Description
▪Export Settings > Export Code (matching a relevant Business Central G/L account)
oSales Tax > Add New Rate button > Standard Rate (matching Business Central Sales Tax setup)
Field |
Value |
|---|---|
TAX Business Posting Group UK |
e.g. DOMESTIC |
TAX Product Posting Group UK |
e.g. STANDARD and ZERO |
TAX Group Code US/CA |
e.g. NONTAXABLE |
TAX Area Code US/CA |
e.g. ATLANTA, GA/AB |
oSales Tax > Add New Rate button > Zero Rate
Field |
Value |
Zero Rate VAT Business Posting Group |
e.g. DOMESTIC |
Zero Rate VAT Product Posting Group |
e.g. ZERO |
You have now completed the base configuration required to test the Business Central integration.
Testing the Business Central integration
Creating test data in Zetadocs Expenses
1.Sign in to Zetadocs Expenses https://expenses.zetadocs.com using the Administrator user account.
2.Create a new expense (
Home page > 
New Expense tile) using the ‘Airfare’ Expense Type you modified earlier.
3.Create a new report ( Home page > 
New Report) and attach the expense you have created by choosing 
.
4.Submit the Expense Report, setting the Approver and Processor to the Administrator user account.
5.Choose the 
Tasks button and change Tasks to do to All of my tasks.
6.Open the expense report and approve it. You may need to refresh the page to see the new task.
7.Wait until the status of the Expense Report changes to Submitted then re-open it and click the Approve button again to finalize the Approval / Processed stage. Again, refreshing the page will speed up the testing.
8.Choose the 
Status button then click the ‘Tap here to retrieve submitted Reports’.
9.Place a tick to the left of the approved report, choose the 
action menu, then choose Export.
10.Wait until the status of the Expense Report changes to Done, or click the action menu and select Refresh.
11.The report status should show as ‘Done’. If not, any export errors will be logged in the History section of the View Export Report page and will highlight the nature of the export error.
12.Sign in to Business Central to verify a Purchase Invoice has been created matching your Zetadocs Expenses data.
You can now return to System Settings https://expenses.zetadocs.com/Settings to configure the rest of your Zetadocs Expenses Export Codes.
Quick start training materials for Zetadocs Expenses users can be found here: https://www.equisys.com/help/zetadocs/zetadocs-expenses/videos
