Zetadocs Expenses Extension with Connector

Use the Zetadocs Expenses Extension with Connector to connect Zetadocs Expenses to Microsoft Dynamics 365 Business Central when deployed on premises. Download the latest version of the Zetadocs Connector for Business Central and NAV from the Equisys website and then follow the steps below:

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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.

 

 

Publishing the Extension app file

1.Ensure you locate the correct version of the [Zetadocs Expenses Extension] .app file for your version of Business Central from your product download.

2.Use the below script in Business Central Administration Shell (update the values in bold below to match your server instance and the Zetadocs Expenses Extension for your version of Business Central).

Publish-NavApp -serverInstance BC140 -path 'Equisys_Zetadocs Expenses_1.2.20319.14000_runtime.app' -skipVerification -packageType Extension

 

Installing the Extension

1.Go to the Extension Management page in the Business Central web client.

2.Select “Zetadocs Expenses” and click on Install.

3.Click Next and select the relevant language.

4.Accept the terms and conditions and click on Install.

 

Run the Zetadocs Expenses Assisted Setup

1.Go to Assisted Setup in the Business Central web client.

2.Follow the "Set up Zetadocs Expenses connection" Assisted Setup to publish the web service.

3.Take a note of the web service URL.

 

Configuring your Zetadocs Expenses account for ERP integration

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;-

3.Choose Save

 

Configure your Connector and the Zetadocs Expenses Service

The Zetadocs Expenses service communicates with Business Central using the Zetadocs Expenses Connector, a Windows application which you install on a server computer.

The Zetadocs Connector needs to be setup and running to enable a connection between your Business Central system and the Zetadocs Expenses service. The Zetadocs Connector service can be configured to run as its own user on your network and in Business Central, or the Zetadocs Connecter service can be configured to run as a local service and connect to the Web Service using the Web Service Access Key of a Business Central user.

Zetadocs Expenses supports Windows Authentication or Web Service Access Key Authentication. Choose the authentication method that matches your Business Central setup:

 

Starting the Connector Service

Now that you have configured each of the individual elements of the Zetadocs Expenses Connector configuration file you are ready to start the service.

1.Run View Local Services.

2.Locate Zetadocs Expenses Connector.

3.Start the service.

The connector should now be operational, if you have problems starting your connector please review each topic above.

 

Configuring the Zetadocs Expense Export Codes

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)

 

oSales Tax > Add New Rate button > Zero Rate

 

You have now completed the base configuration required to test the Business Central integration.

 

 

Testing the Export to Business Central

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