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1 Continia Online Demo Portal

Demo Script

Continia Expense Management

Step-by-step description of how to make a complete demo of the standard features in Continia

Expense Management.

To make your demonstration run fast and smoothly please remember to warm up the environment

by opening the pages and programs, that is to be part of the program walkthrough, before starting

the presentation for the customer.

http://www.continia.com/

mailto:[email protected]



Contents E-mail and Password ........................................................................................................................................................... 3

Install Expense app and switch to Demo Mode ....................................................................................................... 4

Create Expense in Expense app ...................................................................................................................................... 7

Expenses in NAV ................................................................................................................................................................. 10

Create Mileage in Expense app ..................................................................................................................................... 22

Mileages in NAV ................................................................................................................................................................. 24

Expense Portal ..................................................................................................................................................................... 30





E-mail and Password

1. At first when requesting a Demo machine for Expense Management at our Continia Demo

portal you will receive an e-mail, when the machine is ready access. Notice this e-mail is sent to

the account used when logging into PartnerZone at continia.com.

Note! If you are using somebody else’s account or no have longer access to e-mail account,

STOP NOW and create your own Continia Partner account.

2. If this is the first time you setup an Expense Management machine, select Click here to specify

and activate your account in the Welcome e-mail. If you previously have setup an Expense

Management machine with this e-mail address, it is not required to create new password, this

will be remembered at Continia Online, and the Welcome e-mail is then just a notification that

the Expense Management image is now ready to access. If you have forgotten your password,

you can of course select Click here to specify and activate your account in the Welcome e-

mail and create new password.





3. Now you know both your e-mail and password for Expense Management

Install Expense app and switch to Demo Mode

1. Now pick up your Smartphone and install Continia Expense Management if not already

installed:

• Windows Phone (Versions supported: Windows Phone 8.0 and up)

• Android (Versions supported: Android 4.1 and up)

• iPhone (Versions supported: iPhone 4s and up)

2. Enable Demo Mode on your phone by selecting “Settings” and “About Expense Management”

3. Then tap the Expense Management logo 7 times. After 7 taps you will have the possibility to

switch to Demo Mode, Select “Yes” to continue



http://www.windowsphone.com/s?appid=d025eec9-93d5-425e-8703-7ee287ee50ba

http://play.google.com/store/apps/details?id=continiaexpensemanagement.droid

https://itunes.apple.com/app/id983970143



4. Login to Expense app using your e-mail and password. Notice title is Login (Demo).

Note! If Demo is not shown, you are not in Demo mode and your e-mail and password will not

work.





Create Expense in Expense app

1. Create new Cash Expense and take a picture of a receipt.





2. Upload Expense





Expenses in NAV

1. Navigate to Continia Demo System and Start NAV 2017 – Windows Client as Richard Lum.

2. In this demo environment Richard Lum will be both the Controller and the Approver.

The Expense user is Bart Duncan, and in this setup Bart Duncan has your e-mail address, so

basically you are Bart Duncan when using the Expense app and Expense portal.

3. On the Role Center, select Synchronize with Continia Online. This will download the Expense

you just uploaded in the Expense app. Also, you will get a warning There are one or more

entries in the Bank Transactions Inbox. These transactions are created on purpose, so you

can demo how Bank or Credit card transactions can come into Expense Management.

Note: Synchronization can of course be scheduled in a Job Queue, this is explained in the

Expense Management Setup Guide.





4. Select Unhandled Bank Transaction Inbox cue

5. Select Assign card to User. The Card No. is coming from the Bank and not know to Expense

Management. Assigning the Card No. to Bart Duncan, Expense Management will match

expenses to these transactions. In this setup, no expenses will match, unless of course you

created them.





6. After assigning to Bart Duncan select Reprocess. Future transactions with Bart Duncan Card

No. will now automatically be assigned to him.

7. Navigate to Expense Page, you now have 5 expenses. First time it can take a few seconds for

this page to load. The expense you created on the phone and the 4 expense which was created

by Expense Management since no expense was matching the 4 transactions we just processed,

so Bart Duncan (You) are missing to deliver 4 receipts. The Expense you created on the phone

has status Pending Approval while the 4 new expense have status Pending Expense User





8. Go to your Smartphone, and open Expense app, if already open select the Refresh action in the

Home page. 4 new documents have been downloaded, and need to be handled.





9. Select one of these and attach a receipt and upload





10. Navigate back NAV and select Synchronize





11. You have now 2 Expense Pending Approval, select Start Web Approval, as Richard Lum

12. Web Approval opens at the Expense Page, and you can see the 2 expenses which need

approval





13. Approve the 2 expenses

14. Navigate back to NAV and refresh Expense Page. The 2 expenses are now ready to be posted.





15. Select Post for each of them or select Post Batch… to post all released expenses.

16. Navigate to Posted Documents / Posted Expenses

17. Select Navigate





18. To see G/L Entries created, select Show Related Entries

19. To see the Expenses from Chart Accounts, navigate to Chart of Accounts, go to Account 8252,

the Food & Beverages account.





20. Select Navigate / Ledger Entries

21. Select Navigate

22. Select Expense and Show Related Entries





23. Why did the Food Expense Type post to the 8252 account? Navigate to Expense Types page.

This is page the customer setup all their Expense Types, and selecting Setup action defines

where expenses should be posted. For Food Expense Type, we use account 8252 in this setup.





Create Mileage in Expense app

1. Create new Mileage





2. Select route and make modifications to route if route suggested by Google Maps is not correct.

3. Upload mileage, select Send or if you want to create return trip select Send and create return.





Mileages in NAV

1. Navigate to Continia Demo System and Start NAV 2017 – Windows Client as Richard Lum.

2. Navigate to Mileage Page, and select Synchronize, you now have 1 mileage or 2 if you

selected to create a return trip. The Mileage you created on the phone has status Pending

Approval





3. We will now approve Bart Duncan’s mileage. Select Start Web Approval, as Richard Lum

4. Select Mileage from the Expense Management menu.

Note: Continia Expense Management and Continia Document Capture share the same

Approval Portal, so clicking the Purchase, would open approvals for Document Capture, if this

was configured in the system.

5. Select Bart Duncan mileage an approve





6. Navigate back to Mileage Page in NAV, and select Refresh.

7. Bart Duncan’s mileage is now ready for posting, select Post.





8. Navigate to Posted Documents / Posted Mileage

9. Select Navigate





10. Select G/L Entry row and Show Related Entries

11. As with Expenses, you can of course also navigate from the Chart Accounts back to the

mileage.

12. Why did the Bart Duncan’s mileage post to the 8270 account? Navigate to Departments /

Administration / Application Setup / Expense Management / Mileage / Vehicles.

This is the page the customer setup all their Vehicles types and selecting Setup action defines





where mileages should be posted. For Food Expense Type we use account 8252 in this setup.

Note: With Continia Expense Management it is also possible to integrate Mileages with External

Payroll systems and with Expense Management 2.60, LESSOR and Bluegarden is supported. We

can of course also integrate to other payroll system, which we do per request.



https://www.lessor.dk/

https://www.bluegarden.dk/



Expense Portal

Expense users can also use the Expense portal to do Expenses and Mileages

1. Select Start Expense Web Portal

2. Login with your e-mail address and password, explained in the E-mail and Password section

3. You should have 3 expense left which Bart Duncan still need attach a document.





4. Select Foodtravels expense and attach a receipt. Note: You can find a few demo receipts in

this folder in the system: C:\DemoData

5. Attach reciept1





6. Select SEND to upload expense and navigate back to Expense page in NAV and synchronize.

Also, this expense is now also ready for approval.

7. Navigate back to Expense portal and select the Mileage menu





8. Select NEW MILEAGE, and create a mileage and select SEND or if you want to create return

trip select Send and create return.





9. Navigate back to Mileage page in NAV and synchronize. Also, this mileage is now also ready

for approval.

