What's new in Expense Agent: Project Handling

0:06 Welcome to Business Central Launch Edition 2026 Wave 2 and welcome to Expense Agent Project Handling Session. So, we will try to explain you what is new in Expense Agent related with a project postings and project operations. So, in general, one small improvement, but really important. If you remember in first release, we already enabled to use projects into expense reports. So, once when you post expense report, we will get created project ledger entries as well.

0:37 But now, we did much more because you asked you sent a feedback that you wanted to use projects in a web app. So, we enabled this option. So, what you need to do in a setup guide, you needed to enable project tracking. But when you enable project tracking, you have two options. You can choose all projects or assigned projects. By all projects means you will see all your users will see all projects in a web app. But in a case that you want only specific projects, you need to choose assigned projects. Why you need it? Because it can happen that you have hundreds of projects and it will not be easy to find the right one you want to use in a web app.

1:18 Or on other side, it can be top secret some of projects, so you want to show to your users only projects where they are assigned for. So, this is a first place in a setup you need to decide if you want to enable if this is assigned or all projects. If you do not enable, you will not see project option in your web app at all. So, once when you do it, we need to if you want to show, you we need to have some additional configuration how to configure assignments. Because all projects, you will see all, but by assigned, what does it mean? You You can go to projects. So, now this is new functionality of project card and you will find assigned resources.

1:56 In assigned resources, you can select resources you want to uh assign to these projects and all of these resources will see this project in the web app. You can do it per project. So, if you do it for projects, uh these users will see uh all projects and all tasks related to these projects. But, if you want to assign uh users only to specific tasks, you can go to lines and choose project task lines and resources to the specific task and then your users can choose only task where they are assigned. To make it, we have two prerequisites and uh what does it mean?

2:34 First, you need to create a resource for your uh employees. They need to have created resource. A second, you need to assign the source to employee in employee card. You can see on a page where you need to do it, administration. You just need to select resource number on employee card and system will recognize easily when you're working with expense management. So, let's switch to the expense agent to show you how it works in the practice. So, before I start, I first want to show what I enabled. So, if you look in expense agent setup, I can move

3:09 to show you projects. And now you can see here project tracking. So, first you need to enable project tracking, so this field will be visible in a web app. A second one, project visibility, which one you want to use. As I said, assign projects or all projects. So, I decide to use all projects. And then now I'm in a web app. I already have created uh expense, one expense based on my receipt. I didn't want to upload uh in a live because we don't want to uh wait uh until uh receipt is processed.

3:42 So, I already have created. We can just review. So, this is how you will get when you upload receipt. Receipt is created. I have merchant, I have receipt number, amount, all details, even description, hotel bank you want purchase, pay by card, categorization, hotels, but I have projects is empty. So, now I want to edit, I want to assign project. If I click to edit, then I can select projects and you will see I have only one project selected.

4:12 So, why is that? Because I'm assigned only to one project. So, I can choose this one and I will show you in uh Business Central what I did. End of project task, I have all project task enabled. By all project task, I mean you can see only project task for posting, not beginning and end of totals. So, only uh task for posting. And uh by projects, even you assign, you can see only active projects. So, only active projects and only uh project tasks where you uh enabled to post.

4:46 So, I will choose for example delivering. And what I need to do is to click save. And all good, I have created and I have added project >> [snorts] >> to this expense. Now, I can move to Business Central. And I will show you first this expense report. >> [snorts] >> So, I have this one expense report. So, you can see all these details here. In a show billable information, you can find project I assign and project task. So, everything is here. I will not post, I will just make a look in a preview posting.

5:27 So, you can see that I have project ledger entry here. So, everything is added automatically. So, this is what you will get when you post. But, let's go back and let's check a project. I have projects. And if you look this one, you will see that assign resources, I added myself here. I didn't add two lines and this is the reason why I can see all tasks. But in a case that you want to select, this is where you need to go assign resources. So this is now empty, but that means you you are not selected only for one because system will inherit your setup from project card.

6:09 If I look into another one, why we do not see other projects, you will see that in the next project I am not assigned, but if I add myself now here and if I go back to expense agent, I will see this additional project as well in the list. So this is everything about enablement projects in a web app and how to assign because previously we didn't have the the best assign a model. So now you have dedicated resources assigned to projects. This is up to you how you want to assign or to use all projects. Thank you for watching this video.

6:46 >> [music]