Vendor invoice recording (Part 6)

06 Tuesday Jun 2017

Posted by Ludwig Reinhard in Accounts Payable

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Tags

invoice, invoice recording, project expense invoice, signing limits, workflow

This post extends the previous one in a way that a project related expense invoice is recorded, which requires an explicit review of the project manager. To realize this, an additional project manager review step (PM review) is included in the invoice workflow. For details, please see the next illustration.

Please note that the expenditure reviewer group ‘approver’ has been assigned to the PM review step…

… which refers to the project manager as the one that has to review the invoice.

To ensure that the workflow can also handle ordinary vendor invoices, the PM review workflow step is setup with an automatic action that completes the PM review step if no project number is provided. In other words, the PM review step is skipped for ordinary invoices.

For the illustration of the next example, it is important to note that Susan Burk has been assigned as project manager for the project that is addressed in the vendor invoice.

With the project number specified in the invoice, the workflow is consequently assigned to the project manager (Susan Burk) after the orderer (Nicole holiday) has reviewed the invoice in a first step.

If a project number is not specified, the additional review step is skipped and identical to what has been shown in the previous post.

This post ends the section on manually entered expense invoices that need to be reviewed and approved by two or more people.

At this point it can preliminary summarized that the standard Dynamics AX/365 for Operations workflow functionalities appear able to handle a wide variety of expense invoice scenarios. From the author’s perspective, the only thing missing is an overview form that provides more information about the status, the current assignee, etc. of a workflow. That is mainly because the standard workflow history form does – from a finance and accounting perspective – not provide users with sufficient information that can be accessed at a glance.

The next posts will continue this series by showing how to integrate purchase requisitions for expense related invoices, which is also a common scenario in many companies. Till then.

Vendor invoice recording (Part 3)

17 Wednesday May 2017

Posted by Ludwig Reinhard in Accounts Payable

≈ 1 Comment

Tags

invoice, invoice recording, project expense invoice, workflow

This post extends the previous one in a way that this time a project related expense invoice is recorded and posted. The major difference to the example shown in the previous post is related to the expenditure reviewer setup that needs to be made in a separate project distribution tab, which is illustrated in the next screen print.

Please note that the setup of the ‘orderer’ expenditure reviewer group is made in the same way that has been shown for ordinary expense related invoices in the organization distributions tab.

The setup of the ‘approver’ expenditure group differs from what has been shown in the previous post because the project manager is now defined as the responsible person for approving the vendor invoice. For details, please see the following screen print.

Please note that the sample invoice recorded below is for project no. 000188, which has Kevin Cook assigned as the project manager.

Also note that Kevin Cook is not a line level manager of Nicole Holiday who once again ordered the goods. This can be identified from the next organizational chart.

Against the background of all this information, another expense invoice for advertising materials is recorded in the pending vendor invoice form.

This time, with a project is specified in the project invoice line details tab.

The financial dimensions invoice line tab is filled with the same financial dimension values that have been used in the prior post. That is, Nicole Holiday – the worker who ordered the goods – is recorded in the financial worker dimension field and cost center 008 – that has Benjamin Martin assigned as the cost center owner – is recorded in the financial cost center dimension field.

Because of the project relationship, the respective project manager (Kevin Cook) and not the cost center owner is identified as the one who has to approve the vendor invoice before it can be posted. The next screen print illustrates this.