Travel and Expense Workflow

You can use the workflow system within Microsoft Dynamics AX to set up an
expense report approval and notifications workflow in the Expense management
module. Workflow approvals can be created for expense report submission,
approval, and return. The following process is an example of an expense
management workflow process for an expense report.

1. Create and save an expense report document.

2. Submit the expense report for approval.

a. An approver is found through the defined workflow rules.

b. Approver receives notification of expense report ready for approval.

c. Approver verifies that no policies are violated or verifies business justification for any policy violations or exceptions.

d. Approver verifies electronic receipts.

3. Approve expense report.

a. Status of expense report is changed.

b. Expense report is assigned to the Accounts payable coordinator for posting.

4. Post the expense report.

a. If automatic posting is configured, then the process moves to the next to last step in this section. If automatic posting is not configured, the next three processes will need to be completed.

b. Verify all original receipts are submitted.

c. Match receipts to the expense report.

d. Verify tax codes entered on the expense report are correct.

e. Process the expense report for payment.

f. Status of expense report is changed.

5. Authorize payment for the expense report.

a. Status of expense report is changed.


The following workflow types are available for Travel and expense. You must
create at least one workflow configuration for each type you want to use
workflow approvals for.

Type	Use this type to:
Cash advance request	Create a configuration for cash advance requests.
Dispute management	Create a configuration for dispute managements. This workflow type contains tasks for accepting or rejecting a dispute and another for changing the status of a dispute to a provider acknowledged.
Expense report auto posting	Create a configuration for expense report auto posting. This workflow type contains an automated task for posting expense reports.
Expense report	Create a configuration for export report workflows. This workflow type contains a line-item workflow for expense line items. In addition, there is a task for adding the workflow to a queue.
Expense line item auto posting	Create a configuration for expense line item auto posting. This workflow type contains an automated task for posting expense report lines.
Expense line item	Create a configuration for expense line item workflows.
Travel requisition	Create a configuration for travel requisitions.
VAT tax recovery	Create a configuration for Value Added Tax (VAT) tax recovery workflows.

To create Travel and expense workflows, follow these steps:

1. Open Travel and expense > Setup > Travel and expense workflows.

2. On the Action Pane, click New.

3. Select the type of workflow you want to create, and then click Create workflow. The workflow editor is displayed. Design the workflow by dragging workflow elements onto the canvas.

4. Configure each element of the workflow.

5. Repeat steps 2 through 4 to create additional workflows for Travel and expense.

Regards,
Hossein Karimi