Posting Expenses and Mileage

Approved expenses and mileage claims don't post themselves — like timesheet hours, they need to be pulled into a journal and posted from Business Central. Expenses use the standard Project G/L Journal, reachable from Expense Setup → Project G/L Journals.

Post approved expenses

1. Go to the Project G/L Journal.
2. Under the Expenses action group, choose Suggest Expense Lines. This fills the journal with lines pulled from approved expense claims.
3. Review the suggested lines — use the added Comment field if a line needs posting-entry context beyond the standard description.
4. Post the journal.

Post approved mileage

1. Go to the Project G/L Journal.
2. Under the Expenses action group, choose Suggest Mileage Lines. This fills the journal with lines pulled from approved mileage claims, calculated from each vehicle's rate schedule.
3. The read-only Mileage Distance column shows the distance behind each suggested line, so you can sanity-check amounts against distance before posting.
4. Post the journal.

VAT posting groups

The standard VAT Prod. Posting Group / VAT Bus. Posting Group columns are automatically hidden on this journal for companies using Sales Tax instead of VAT — if you don't see them, that's expected for your localization, not a missing feature. See Expense Categories: Category Postings for where the VAT-vs-Tax fields actually get configured.