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Navigation: Zetadocs Expenses System Settings Help

Integration

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Integration

Relevant to the hmtoggle_arrow0Expenses Administrators role.

Accessed via: main_menu1 > System Settings

note_image Note: This help is applicable for all editions of Zetadocs expenses. Where features are only available they are marked according to the table below.

1 - This option is only available in the Essentials and Plus editions.

2 - This option is only available in the Plus edition.

 

The Manage Intgration screen in the system settings control the export and integration of Zetadocs Expenses with your ERP system.

 

ERP Connection

Setting

Details

ERP Integration

Enabled - Enable integration with the selected ERP system. This enables exporting of expense data into the ERP system.

Disabled1 - So not enable options to export Zetadocs Expense data into an external ERP system.

ERP System Type

Your chosen ERP system to export Zetadocs Expenses data into;-

oDynamics 365 Business Central

oAll other options1

 

Export Settings Only shown when {ERP Integration} is Enabled

Setting

Details

Report Export

Manual - causes Zetadocs Expenses to move the expense reports to the Approved expense reports awaiting export list when the processor approves it.  A processor (the same or different person) then exports it to Business Central using the Status screen in a batch operation. This option is likely to be best for companies who wish to control when expenses are exported to Business Central, or to comply with Business Central licensing requirements where not all of the processors have a Business Central user account.

Automatic1 - causes Zetadocs Expenses to export the expense report immediately it is approved by the processor.  This option is likely to be best for most companies since it removes the need for a separate export step.

Export Description Format

note_image Note: {Automatic} is currently Format 2

The table below outlines what information is exported to Business Central for each of the formats;-

 

Zetadocs Payment Method Setting

 

 

Reimbursable to User

Export Type

Business Central line description field is populated with:

Format 11

Yes | No

oVendor with Purchase Invoice

The Zetadocs expense description - exactly as it was entered by the submitter.

No

oVendor with Journal

oGL account

oBank Account

“<ZetadocsExpenseID> - <ZetadocsPaymentMethod_Name> - <ZetadocsExpenseType_DisplayName>”

E.g.         “ZD496 - Credit Card_Katie Paskin – Hotel”

Format 2

Yes | No

oVendor with Purchase Invoice

“<ZetadocsExpenseID> - <ZetadocsUserID> - <ZetadocsExpenseType_ExportDescription>”

E.g.         “ZD497 - Susan Smith - Personal Car Mileage”

No

oVendor with Journal

oGL account

oBank Account

“<ZetadocsExpenseID> - <ZetadocsPaymentMethod_Name> - <ZetadocsExpenseType_ExportDescription>”

E.g.         “ZD498 - Credit Card_Katie Paskin - Hotel”

 

 

Data Synchronization Only shown when {ERP Integration} is Enabled

Setting

Details

Update Values

Updates all Custom Property values from your ERP system.

Scheduled Update

Enabled - Custom property values will be automatically updated at a specified time each day.

Disabled - Custom property values will only be updated manually when requested from the Manage Custom Property settings screen.

Scheduled Update Time

Specifies when then the system will update custom property values, so you can avoid times when your ERP is unavailable.

Only shown when {Scheduled Update} is Enabled

 

User Authentication

Setting

Details

Single Sign-On

Determines how users sign into their Zetadocs Expenses account.

Disabled - Users can only sign in using their Zetadocs Expenses user account.

Enabled - users can sign in with any of the following options;-

•Microsoft Work or School Account - The user has to sign in using their Microsoft Account.

•Zetadocs Account (User Account and Password) - The user can only sign in using their Zetadocs account credentials i.e. their {User Account}.

•Microsoft or Zetadocs Account - The user can sign in using either of the above methods.

note_image Note: These user options are configured for each user on the Users page.

 

User Provisioning

Setting

Details

User Sync Type

Please refer to the Users help topic for more details how to create users with each of these options.

•Microsoft User Import - You will create new Zetadocs Expenses accounts by selecting from a list of Microsoft users. You must sign in with a Microsoft account to use this option.

•External (SCIM) - Zetadocs Expenses users will be added and removed (disabled) automatically by Microsoft Entra or your user management system, using the Zetadocs Expenses SCIM connector.

•File Import - You will create new Zetadocs Expenses accounts by importing a list of users as a standard format CSV file then selecting from the list.

•(none) - You will create all new Zetadocs Expenses users individually.

SCIM Endpoint URL

This URL is needed by the Zetadocs Expenses Provisioning Connector to broker a connection between your SCIM provider and Zetadocs Expenses.

Only shown when {User Sync Type} is set to External (SCIM)

Authorisation Token

This security token is needed by the Zetadocs Expenses Provisioning Connector to broker a connection between your SCIM provider and Zetadocs Expenses.

Only shown when {User Sync Type} is set to External (SCIM)

Update Token

This will create a new {Authorisation Token}

Only shown when {User Sync Type} is set to External (SCIM)