Certify
Index

Reimbursements and Company-Paid

This page explains how the app handles the difference between money owed back to the employee (reimbursable) and charges the company already paid (company-paid), and how reimbursement lines are generated.

Two Kinds of Expense

Type Meaning Effect in the journal
Reimbursable Paid personally by the employee. Creates a reimbursement line crediting the employee/vendor.
Company-paid Paid by the company, usually on a corporate card. Balances to the card's clearing/bank account; no reimbursement line.

The app keeps these separate so company-paid charges are never reimbursed to the employee — a common and costly integration mistake.

The Expense Line

Every expense line posts to its mapped G/L account (the debit side). Its balancing side depends on the payment method:

The Reimbursement Line

When an expense line has a reimbursable amount, the app adds a reimbursement line:

  • Account type: Employee or Vendor, per the Certify Employee Type setting. See Employee or Vendor Posting.
  • Account No.: the Certify EmployeeID.
  • Amount: the negative of the reimbursable amount (converted to local currency if needed), so it credits the payee.
  • Balancing account: the Reimburse Balance Account from setup.
  • Dimensions: the same GLD and department dimensions as the expense line.

This represents the amount the company owes the employee, ready to be paid through Business Central.

Per-Line vs. Aggregated Reimbursement

The Aggregate employee payment setting controls how reimbursement lines are created:

Aggregate disabled (default)

A separate reimbursement line is created for each reimbursable expense line. This gives line-level detail of what is owed.

Aggregate enabled

The app sums all reimbursable amounts across the report and creates a single reimbursement line at the end of the report, for the combined total. This produces one consolidated payable to the employee/vendor per report, which is cleaner when you only care about the total owed.

The aggregate line uses the same employee/vendor account type, the report's currency conversion, the reimburse balance account, and the report's dimensions.

Worked Example

A report with two reimbursable lines (Meals 25.00, Taxi 15.00) and one company-paid card line (Hotel 200.00):

Aggregate disabled:

  • Meals expense 25.00 → Meals G/L, balanced to Expense Balance Account
  • Reimbursement 25.00 → Employee/Vendor, balanced to Reimburse Balance Account
  • Taxi expense 15.00 → Taxi G/L, balanced to Expense Balance Account
  • Reimbursement 15.00 → Employee/Vendor, balanced to Reimburse Balance Account
  • Hotel expense 200.00 → Hotel G/L, balanced to the card's account (company-paid, no reimbursement)

Aggregate enabled: the two reimbursement lines become a single 40.00 reimbursement line at the end.

Tips and Best Practices

  • Decide up front whether finance wants line-level or aggregated reimbursements.
  • Always map corporate cards so company-paid charges don't accidentally become reimbursements.
  • Confirm the Certify EmployeeID matches your Business Central employee/vendor numbers.