Bristol SU implement new Student Expense app with Business Central

Having used the original Expense365 solution for a number of years, Bristol SU had already planned to migrate to the new Student Expenses app in the 2025 student year.

Alongside these plans, Bristol received notification from Advanced Exchequer that their on-premise accounting system was to be made EOL status. Knowing this meant they will need to change finance system in the future - the team opted to do this at the same time.

After reviewing a number of cloud accounting solutions, Bristol decided upon Microsoft Business Central - as the organisation was already using CRM and SharePoint. At the decision point, Student Expenses did not have a finance link with Business Central and so the Konnekt365 team added a new finance API link as part of the project.

The team at Konnekt365 worked alongside Bristol SU and the Dynamics Business Central implementation team to ensure that the new app integration was seamless - resulting in more functionality than the original Exchequer link it replaced.

The expenses API link handles all interactions with the Business Central API pre, and post, transaction creation in the finance system.

Entering claims

Linking with Union Cloud, the Konnekt365 solution lets students register within the apps, picking up their registered groups. Students can then select one of their groups and add claims. When all complete, a submitted entry routes to the Union Cloud group approvers, president or treasurer - before finally being created within Business Central (complete with receipts, attachments and edit history).

Entering supplier invoices

Bristol opted to use the optional supplier invoice entry within the apps, so that students can get documents lodged, and approved, by group management - before reaching finance. To aid entry, students can lookup suppliers, as well as registering a new one.

Fully integrated with Business Central

Providing a fully automated solution, staff resource and supplier accounts are now created on the fly - with no need for admin to pre-create any student users manually. Students also look after their chosen bank details in the app, with these automatically updated in the finance system when changed on the app.

Live income & expenditure reporting

As well as handling the expenditure, Student Expenses also allows live reporting of group Income and Expenditure. Allowing management to keep a close eye on club finances, the reports detail funds, orders and invoices, as well as draft expenditure awaiting approval. Live reporting is available on any device, at any time; including at point of approval.

How did the implementation go for Bristol?

The changing of both systems at the same time was an ambitious target - but all parties rose to the occasion. The migration took place, mid student year, and went live in Mar 25.

Ian Randle, MD of Konnekt365 said

".. the switch from Expense365 to Student Expenses was a smooth process, with minimal disruption to the Bristol students .."

For students and finance teams.

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