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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.


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

Installing Zetadocs Expenses Extension

1.Sign into Business Central and install the Zetadocs Expenses extension from the AppSource library.

2.The installation will now proceed – you can check the status in Manage > Deployment Status.

3.Once installed, go to Assisted Setup (Command Bar > Setup & Extension > Assisted Setup) and run the Set up Zetadocs Expenses connection.

4.Follow the instructions presented during the assisted setup and keep a note of the Zetadocs Expenses web service URL as you’ll need that in a moment.

5.Triple-click the URL displayed at the end of the installation wizard and paste it into a Notepad window (the URL will end in “/ZetadocsExpenses”). This is the Web Service URL.

6.Select a user with the SUPER or ZETADOCS permission set and navigate to the Web Service Access > Web Service Access Key option.

7.Set the key to Never Expire, then choose OK.

8.Triple-click the full key and paste this too into a Notepad window (the key will end in “=”).  This is the Web Service Access Key.

 

Testing the Zetadocs Expenses Web Service

1.Paste the Web Service URL you captured previously into a new browser window then press the Enter key.

2.Enter the following information:-

Field

Value

Username:

the Business Central user you used in the previous section

Password:

the Web Service Access Key you captured previously

3.Choose the OK button – you will then be shown a page of XML data prefixed with the following message;- “This XML file does not appear to have any style information associated with it. The document tree is shown below…..

If you don’t receive this message, please return to the Installing Zetadocs Expenses Extension section above.

note_image Note: Only move to the next section once you have successfully tested the Zetadocs Expenses Web Service.

 

Configuring your Zetadocs Expenses account

Sign in to the Zetadocs Expenses website using your Zetadocs account details.

Configure for 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 to use the published Web Service

1.Choose the Companies option (top headings).

2.Manage Companies via the manage_icon icon located to the right of the list.

3.Configure the Connection section as follows;-

Field

Value

System Type

Business Central Online.

Database Type

Set to geographical location.

Web Service URL

You will have recorded this in Notepad from the previous section.

Web Service User Name

The Business Central user you used in the previous section.

Web Service Access Key

You will have recorded this in Notepad from the previous section.

Custom Export Extensions

Plus Edition only – Controls the export customizations installed on your system.

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 (home1 Home page > new_expense1 New Expense tile) using the ‘Airfare’ Expense Type you modified earlier.

3.Create a new report (home1 Home page > new_report1 New Report) and attach the expense you have created by choosing new_item1.

4.Submit the Expense Report, setting the Approver and Processor to the Administrator user account.

5.Choose the tasks1 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 status1 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_menu1 action menu, then choose Export.

10.Wait until the status of the Expense Report changes to Done, or click the action_menu1 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