Loading Expense Reports
Before you can post anything, you need expense reports and their lines in Business Central. This page explains how to retrieve them from Certify.
The Expense Reports List
Search for Certify Expense Reports to open the list. Each row is one expense report from Certify, showing:
| Field | Description |
|---|---|
| Report Name | The expense report name. |
| Report Status | Internal status — Waiting (not yet turned into a journal) or Settled (already generated). |
| Document No. | The general journal document number, once a journal has been generated. |
| Department | The employee's department. |
| Name | The employee's first and last name. |
| Start Date / End Date | The report's date range. |
| Total | The report total. |
Getting Reports
Choose Get Expense Reports to download reports from Certify. The app pages through the Certify results, retrieving reports until there are no more. If a CutOffDate is set in setup, only reports on or after that date are retrieved. See API Connection Setup.
The app retrieves reports based on the cut-off date only; it does not automatically filter by Certify approval or processing status. You decide which reports to turn into journals. Generate journals only for reports that are approved/processed and ready for accounting.
Run this action whenever you want to pull in newly available reports.
Loading the Lines of a Report
A report's individual expense lines are loaded on demand:
- Show Lines action, or
- Drill down on the report name, or
- Generating a journal (the app loads lines automatically if none are present).
Loading lines opens the Expenses on report page, which lists each expense line: date, category, vendor, location, amount, currency, billable and reimbursable flags, reimbursement amount, and — if enabled — converted amounts.
Report Status: Waiting vs. Settled
The Report Status tracks whether a report has been turned into journal entries:
- Waiting — not yet generated. These are the reports you process.
- Settled — a journal has already been generated (and the Document No. is filled).
When you generate journals for multiple selected reports at once, the app processes only those still in Waiting status, which helps avoid double-posting. See Generating the Journal.
Viewing the Generated Journal
Once a report is settled, drill down on its Document No. to open the general journal filtered to that document, so you can review or post the entries.
Tips and Best Practices
- Set a cut-off date so you don't pull in historical reports.
- Only export reports that are approved/processed in Certify; this app is designed to bring accounting-ready data into Business Central.
- Use the Waiting/Settled status to track what still needs posting.