Business Central Connector by Unitech is a comprehensive business management solution designed for small and midsize organizations. It streamlines key processes, making it easier to manage your financials, operations, and customer relations. With a single, end-to-end solution, Business Central Connector by Unitech provides efficient business insights, fosters improved communication and helps companies achieve their business goals.
How to connect to Business Central
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Download the App
You can go to the extension marketplace from Business Central and search the Rydoo App. It will give you the option to download. Once it's done, you can click on ‘Get It’ and it will start a straightforward download into the Business Center:
After downloading it you can simply search Rydoo Expenses, but to be able to use it, make sure that the permissions are enabled. -
Configure the permissions
Go to the ‘Extension Management’ because it doesn't automatically allow you to download API in the production. You have to allow the HTTP connection:
In Rydoo, you need to have API enabled and create credentials to use the Business Central connector.
Login to your Rydoo Admin account and navigate to Admin → API credentials → Create Credentials.Important: Save the credentials as they won't be displayed again
Note: Always contact connect@rydoo.com to confirm your BC (Business Central) export is active and functioning. This step helps prevent data synchronization issues and ensures a smooth integration process.The scopes required to use the connector are ‘Full Access’:
For the expenses to be transferred to Business Central, they must first contain the ‘Reported’ status in Rydoo.
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Set up permissions in Business Central
Access the ‘Setup’ page to configure the credentials created in Rydoo (Client ID and Client Secret). Select the toggle if you're using the Rydoo Sandbox environment for testing.
In the Setup, you will also need to define the General Settings. Keep in mind that the Email addresses of your users needs to be the same in Rydoo and Business Central.
You can see the app expiration date, which is valid for a free trial of two weeks. After the license is purchased, it's valid for a year.
Mapping in Business Central
To be defined on the ‘Setup page’ in Business Central
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Download Account Information
After configuring the credentials, it's possible to download the account information via Lists on the top. It’s possible to ‘Download All Lists’ or only the ones you need.
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- Branches
- Categories:
Important: all categories in Business Central and expenses reported in Rydoo must have a G/L Account linked, otherwise it won't work. - Projects
- Groups
- Custom Fields
- List Items
- Users
- VAT (Tax rates)
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Dimensions in Business Central
Dimensions are a unique feature that allows you to logically "slice and dice" company data. It's similar to organizing and categorizing with a virtual tag. Dimension values can be fully customized and are, in essence, the particular conditions of each dimension. It's an additional layer that can aid with posting entry organization and classification. Dimension values are subcategories under a dimension in a hierarchical system.
Business Central contains six dimensions and they appear throughout the Lists.
Make sure that the dimensions do not overlap between lists. If they do, the system will select only the first list and disregard the remaining ones.However, you can have six dimensions: one from projects, one from the group, one from the category, and one from the branch. This allows for flexible setups. Additionally, you can download the custom field for this item from the list again.
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General Batch Name
Selecting the batch you wish to work with a G/L Account is possible if you are using one.
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Posting Date
You can also select the posting date -
Branch Filter
A branch filter is available. It's possible to filter on several entities. -
Ignore Posted Entries
The system will allow you to ignore expense content that has previously been posted. If you download something and post it but don't read it, you can download it again because you are allowed an unlimited number of downloads. -
Combine Vendor Invoice
This is especially useful if an employee or vendor has several expenses in a given time frame and you would prefer to publish a single invoice rather than one invoice for each expense, you may use it together with the ‘ignore already posted entries’ too. -
VAT posting
It's possible to also post a VAT, and it will be accepted. It won't recalculate the VAT or perform any VAT differentiation; all it will do is use the same ‘VAT Setup’ that it's currently configured and ensure that the code matches your Rydoo setup. After that, it will bring in the posting groups under the VAT code and stamp them with the associated expense. -
Download Attachments
Additionally, there's the option to download the receipts and attach them with the purchase advice or the G/L expense. -
Types of Expenses: Reimbursable and Non-Reimbursable
’Reimbursable’ and ‘Non-reimbursable’ are two types of expenses that can be placed in the same or different G/L accounts according to the preference.
If you would prefer not to issue an invoice, you can use a vendor or an employee. For example, if you use an employee, the employee expense will be posted as an employee GL instead of a purchase order. Similarly, if you use a vendor, you can post as a GL as a vendor.
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Posting Description
It's possible to choose as it is quite flexible on how you want the posting groups
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Last verification
Two things need to be checked:
a) the categories must be there
b) while creating an email invoice or tracking spending based on a vendor or employee, it's a must to ensure that the email address matches the vendor's email address.
Download Rydoo Expenses into Business Central
Access the ‘Rydoo Expenses’ page
Important: Only expenses on status ‘Reported’ can be downloaded.
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Download by Date Range
It's necessary to select a date range. If you select "Date From” and “Date To” you can download it as many times as you'd like. After selecting the date range, click on “Download Expenses”. This process can take a couple of minutes to be completed.Note:only the reported expenses will be downloaded. You can download it multiple times.
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List of expenses
The expenses will be imported line by line in the same way it's displayed in Rydoo. If an expense has already been posted, it will be displayed in red.
Scrolling to the right, the receipt details are available (XPD Reference and ImageLink)
It's possible to download the expense report; you will then receive a link. After that, on the transfer page, it has already been posted and checked both 'reimbursable' and 'non-reimbursable', and can be displayed according to the setup done in Business Central.
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Create General Journal
Navigate to businesscentral.dynamics.com
Type “Journal Template” > Click “Show All”
Click “General Journal Templates”
Click “New” > Choose a new
Click on the empty line and add the “description”
Back on the main page, and after downloading the expenses you can select “Create General Journal”, now it's possible to review them and post them if you leave them open for general use. You can get the expense ID after you have the document number.
Additionally, a VAT will be applied if you have a VAT setup. If you do not have VAT setup, it will arrive as standard. You can see that some comments and dimensions are also being sent, and there is another flag labeled "reimbursable" or "non-reimbursable"; you can review and post the information after that. The expense will be ignored if it is already posted and not brought.
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Create Purchase Invoices
After downloading all expenses, you can apply filters to the database, for example, sort per user:In this case, the mapping is marked as a combined invoice, it will bring all of the employee's expenses into one, allowing to have an overview of all the employees. The description is also crucial in this case, as each line will have a single expense accompanied by its expense ID.
Check the following:
1. if you are processing employee expenses, make sure that there is the employee ID;
2. if you have a vendor card or employee, the email address is mandatory to match with the vendor card.
3. the private email field on 'Employee' needs to contain the company email, meaning the same as it's used in Rydoo.
Would you like to view the connector in action? You can find the demo below:
In case further assistance or suggestions for improvement on Business Central Connector, don't hesitate to reach out to Unitech on the following support channels: