User Account

Each user signs in to Zetadocs Expenses with a “Zetadocs Expenses Account” name.  This must be unique for each user, and is typically their corporate email address.

First Name

The users first name.

Last Name

The users last name.

User ID

This is optional and can be used to uniquely identify employees e.g. who have the same first and last name.

This is commonly populated with the employee's payroll number and, if populated, is used as part of the ERP export.

Email Address

The email address where they system will send notifications i.e. Welcome email, password reset, and expense approval / processing updates.

Use their corporate email account or the email address they’ll normally use for business.

You can use the same email address for multiple accounts.  This simplifies use by Business Central partners and IT service providers who wish to have a sign-in account for multiple clients.  

For example, suppose a partner “Acme” has two clients – “Company1” and “Company2”.  They would create a sign-in account on each system using that company’s email domain (e.g. “acme@company1.com”, “acme@company2.com”), using their corporate email address (e.g. “support@acme.com”) for each account.

Sharing email addresses also helps customers who wish to create a test account for testing the software or training their users, removing the need to create temporary email addresses to do so.

Authentication Method

(Only available if {Single Sign-On} is enabled on System Settings)

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.

Zetadocs Expenses Roles

Starting Mileage1

This is the opening mileage of the user's own vehicle and is used by the system to determine business mileage incurred when the user records odometer readings via vehicle expense reports.

Starting Mileage Date1

This is referenced by the system to determine mileage used within the current year to determine mileage thresholds.

Default Approver

The default approver to appear against the user's submitted expenses.

Setting the user’s default approver and processor significantly simplifies their expense report process. They can be overwritten by the user and approvers extended to retain flexibility per expense report.

Default Processor

The default processor to appear against the user's submitted expenses.

Setting the user’s default approver and processor significantly simplifies their expense report process. They can be overwritten by the user and approvers extended to retain flexibility per expense report.

Use Same Settings for All Companies

Yes - the user has the same export code i.e. Vendor ID in Business Central for all companies.

No - Define individual export codes for each company.

Export Type

Specify how approved reimbursable expenses are exported to Business Central:

Vendor with Purchase Invoice – Export to a purchase invoice (associated with a Vendor account)

Vendor with Journal - Export to a journal (with “balance account type” = “Vendor”)

Employee -  Export to a journal (with “balance account type” = “Employee”)

Vendor Number / Employee No

Specify the users Vendor Number OR Employee Number (as per Business Central), depending on the above {Export Type} setting that has been selected.

This is required when exporting approved expenses as a new purchase invoice or a journal line entry in Business Central.

Send Welcome Email

Placing a tick in this section will send a Welcome Email to the user's email address inviting them to start using the Zetadocs Expenses system.

The registration email contains a link to Zetadocs Expenses with clear steps set their account password and complete user account registration.

Edit Group List button

This provides a mechanism to assign the user to a defined group i.e. for Approvals. Refer to Manage Groups for more details.

Edit User List button

Select user(s) or group(s) to give delegate permissions to, that will allow them to act on behalf of this user (i.e. submit, approve, and/or process expenses, depending on the roles assigned).

Refer to the Configuring Delegate Users section for more information.

Approver Role

Approver for all users - the user can approve all submitted expenses.

Approver for listed users1 - the user can only approve expenses by the defined list of submitters.

Processor Role

Processor for all users - the user can approve all submitted expenses.

Processor for listed users1 - the user can only process expenses by the defined list of submitters.