Travel and Expense Management in Microsoft Dynamics AX 2012

Transcription

1 Course 80429A: Travel and Expense Management in Microsoft Dynamics AX 2012 Length: Delivery Method: 2 Days Instructor-led (classroom) About this Course This two-day instructor-led course provides students with an overview of Travel and Expense management features and functionality in Microsoft Dynamics AX 2012.This course covers the major functions and describes how Travel and Expense is integrated with the Enterprise Portal. The participants for this course should have basic knowledge of the earlier versions of Microsoft Dynamics AX. Audience Profile This course is intended for partners, customers, and Microsoft team members who implement the Travel and Expense Module, who submit or approve Expense Reports, or work with other Travel and Expense module functionality. A moderate knowledge of workflow in Microsoft Dynamics AX 2012 is recommended. At Course Completion After completing this course, students will be able to: Describe the purpose and benefits of using the Travel and Expense Management module in Microsoft Dynamics AX Describe the workflow for creating and approving expense reports. Set up basic data required to use the Expense Management module. Define offset accounts for payment methods. Define the types of payment methods. Reimburse employees through the Accounts Payable module. Import credit card transactions to an expense report. Create an expense report. Select expense categories for expense line items. Itemize expenses. Distribute expenses. Mark expenses as personal

2 Add guests to expense reports. Attach receipts to an expense report. Submit expense reports. Post expense reports. Create a travel requisition. Define workflow terminology. Define workflow participants. Create workflows by using workflow types. Create a travel and expense policy. Enter and submit an expense report by using an expense policy. Create an audit policy. Create an expense to be charged to a project. Set up base data required for per diem calculations. Set up time and expense parameters for per diems. Enter per diem transactions in an expense report. Set up cash advance parameters. Request and approve a cash advance. Apply cash advances to expenses incurred. Return a cash advance. Prerequisites Before attending this course, students should have knowledge and experience of the following: Attended Finance 1 in Microsoft Dynamics AX 2012 Knowledge of Workflow in Microsoft Dynamics AX 2012 A working knowledge of Policies in Microsoft Dynamics AX 2012 Course Outline Module 1: Expense Report Overview and Basic Setup Travel and Expense Management uses the Enterprise Portal and the Microsoft Dynamics AX client. Most administration and configuration is performed in the Microsoft Dynamics AX client while most users will access the Expense Management functionality from the Enterprise Portal to enter expense reports and cash advance requests.

3 Introduction to Travel and Expense Management Travel and Expense Management Process Flow Report Header Setup Report Lines Setup General Setup Lab : Create an Expense Category Lab : Set Up Delegates Describe the purpose and benefits of using the Travel and Expense Management module in Dynamics AX Describe the workflow for creating and approving expense reports. Set up basic data required to use the Expense Management module. Module 2: Payment Methods Travel and Expense Management provides you multiple payment methods when you enter expenses. You can set up different payment methods. In addition, you should also know how each payment method affects the reimbursement process. Defining Payment Methods Setting Up Reimbursements Importing Credit Cards Credit Card Dispute Management Lab : Credit Card Import Define offset accounts for payment methods. Define the types of payment methods. Reimburse employees through the Accounts Payable module. Import credit card transactions to an expense report. Module 3: Working with Expense Reports When you work with Expense Reports, you can view the descriptions of the travel and expense business process components. Expense Reports also lists the forms associated with each business

4 process component, and describes the tasks associated with each business process component. Optional Practices Create Expense Reports Posting Expense Reports Budgetary Control Lab : Creating a Travel Requisition Lab : Create and Submit an Expense Report Create an expense report. Select expense categories for expense line items. Itemize expenses. Distribute expenses. Mark expenses as personal. Add guests to expense reports. Attach receipts to an expense report. Submit expense reports. Post expense reports. Create a travel requisition. Module 4: Workflow Management The Travel and Expense Management module lets you create workflows that automate the review and approval of travel and expense reports. You can use an expense workflow type to create an organizational workflow. Workflow Overview Workflow Terminology Travel and Expense Workflow Types Working with Travel and Expense Workflows Lab : Creating an Expense Report Workflow

5 Lab : Submitting an Expense Report by Using Workflow Define workflow terminology. Define workflow participants. Create workflows by using workflow types. Module 5: Expense Policies In Travel and Expense management, you can define policies that your workers must follow when entering and submitting expense reports and travel requisitions. Implementing travel and expense policies can help you manage expenses effectively. Travel and Expense Policies Audit Policies Project Expenses Lab : Create an Expense Policy Lab : Create an Audit Policy Create a travel and expense policy. Enter and submit an expense report by using an expense policy. Create an audit policy. Create an expense to be charged to a project. Module 6: Per Diems A per diem is an allowance that is paid to a worker who is traveling for work. In Travel and Expense, you can define per diem rates for different traveling situations. Per diem rates are based on the travel location, and optionally, on the dates of travel. You can specify that a percentage of the per diem amount will be withheld if a worker receives complimentary meals or services. You can also define rate tiers that limit the per diem amount, based on the travel hours on the first and last day of travel.

6 Set Up Per Diems Request Per Diems on an Expense Report Lab : Create Per Diems Rules and Enter in an Expense Report Set up base data required for per diem calculations. Set up time and expense parameters for per diems. Enter per diem transactions in an expense report. Module 7: Cash Advances The cash advance functionality is an optional step in the Travel and Expense Management business process and it can be integrated to an organization s overall process flow. For example, you might request a cash advance for monthly parking fees or meals on a business trip. Cash advance requests are entered in the Employee Services Portal. Setup Cash Advances Create a Cash Advance Request Approve a Cash Advance Request Post a Cash Advance Request Apply a Cash Advance to an Expense Report Lab : Create a Cash Advance Request Lab : Return Unused Cash Advance Set up cash advance parameters. Request and approve a cash advance. Apply cash advances to expenses incurred. Return a cash advance. Module 8: Appendix A: Prerequisite For Sample Credit Card Import Use the Prerequisite for Sample Credit Card Import to set up your training environment to import a sample credit card transaction. This prerequisite must be completed before you start Lab 2.1: Credit Card Import.

7 use the Prerequisite for Sample Credit Card Import to set up your training environment to import a sample credit card transaction.