Module 1: EXPENSE REPORT OVERVIEW AND BASIC SETUP

Transcription

1 Table of Contents Introduction Microsoft Dynamics Courseware Overview Student Objectives.0-3 Module 1: EXPENSE REPORT OVERVIEW AND BASIC SETUP Lesson 1: Introduction to Travel and Expense Management Lesson 2: Travel and Expense Management Process Flow Lesson 3: Report Header Setup Lesson 4: Report Lines Setup Lab 1.1: Create an Expense Category Lesson 5: General Setup Lab 1.2: Set Up Delegates Lesson 6: Module Review Module 2: PAYMENT METHODS Lesson 1: Defining Payment Methods Lesson 2: Setting Up Reimbursements Lesson 3: Importing Credit Cards Lab 2.1: Credit Card Import Lesson 4: Credit Card Dispute Management Lesson 5: Module Review

2 Travel and Expense Management in Microsoft Dynamics AX 2012 Module 3: WORKING WITH EXPENSE REPORTS Lesson 1: Optional Practices Lab 3.1: Creating a Travel Requisition Lesson 2: Create Expense Reports Lesson 3: Posting Expense Reports Lab 3.2: Create and Submit an Expense Report Lesson 4: Budgetary Control Lesson 5: Module Review Module 4: WORKFLOW MANAGEMENT Lesson 1: Workflow Overview Lesson 2: Workflow Terminology Lesson 3: Travel and Expense Workflow Types Lesson 4: Working with Travel and Expense Workflows Lab 4.1: Creating an Expense Report Workflow Lab 4.2: Submitting an Expense Reports by Using Workflow Lesson 5: Module Review

3 Table of Contents Module 5: EXPENSE POLICIES Lesson 1: Travel and Expense Policies Lab 5.1: Create an Expense Policy Lesson 2: Audit Policies Lab 5.2: Create an Audit Policy Lesson 3: Project Expenses Lesson 4: Module Review Module 6: PER DIEMS Lesson 1: Set up Per Diems Lesson 2: Request Per Diems on an Expense Report Lab 6.1: Create Per Diems Rules and Enter in an Expense Report Lesson 3: Module Review Module 7: CASH ADVANCES Lesson 1: Cash Advances Process Flow Lesson 2: Set up Cash Advances Lesson 3: Create a Cash Advance Request Lab 7.1: Create a Cash Advance Request

4 Travel and Expense Management in Microsoft Dynamics AX 2012 Lesson 4: Approve a Cash Advance Request Lesson 5: Post a Cash Advance Request Lesson 6: Apply a Cash Advance to a Expense Report Lab 7.2: Return Unused Cash Advance Lesson 7: Module Review Appendix A: PREREQUISITE FOR SAMPLE CREDIT CARD IMPORT Lesson 1: Introduction... A-1 Lesson 2: Configuring Dynamics AX 2012 for Credit Card Import... A-1 Lesson 3: Sample Code... A-2 Lesson 4: Summary... A-3 4

5 MODULE 1: EXPENSE REPORT OVERVIEW AND BASIC SETUP Module Overview 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 Travel and Expense Management functionality from the Enterprise Portal to enter expense reports and cash advance requests. This chapter covers the overview and basic setup of Travel and Expense Management in Microsoft Dynamics AX Objectives The objectives are: Describe the purpose and benefits of using Travel and Expense Management module in Dynamics AX 2012 Describe the workflow for creating and approving expense reports Setup basic data required to use the Travel and Expense Management module 1-1

6 Travel and Expense Management in Microsoft Dynamics AX 2012 Introduction to Travel and Expense Management Use Travel and Expense Management to create an integrated workflow where you can store payment method information, import credit card transactions, and track the money that employees are spending when they incur expenses for your business. You can also define expense policies and automate the reimbursement of travel expenses. Purpose and Integration In Microsoft Dynamics AX 2012, the Travel and Expense Management module with integrated workflow capabilities helps manage, track, and reimburse travel and entertainment expenses. Travel and Expense Management has a strong value proposition for organizations with discretionary spending. Travel and entertainment expenses are a significant part of a company's controllable expense. To help curb these costs, Travel Expense Management provides a mechanism to define and apply expense policies, in addition to flagging and reporting on abusers of the policies. Additionally, automating the entry and reimbursement of travel and entertainment expenses reduces processing costs versus manual entry. Travel and Expense Management has tight integration with other Microsoft Dynamics AX modules of Accounts payable, General ledger and Project accounting. 1-2

7 Module 1: Expense Report Overview and Basic Setup Travel and Expense Management Process Flow In this lesson, Travel and expense process flows are explained. The process flow described is an overview and details of specific processes and workflows will be discussed later in this course. Use this diagram to follow Travel and Expense process flows. FIGURE 1.1: TRAVEL AND EXPENSE PROCESS FLOW Credit Card Import Prior to creating an expense report, it is possible to for the employee to import credit card transactions from a bank statement into AX. These transactions are then available in the expense report to be classified and added to an expense report. This makes entering expense reports easier for users by reducing data entry. This is typically used where an employee has a company credit card. Note: For more information on credit card importing, refer to Appendix C of this training content. 1-3

8 Travel and Expense Management in Microsoft Dynamics AX 2012 Cash Advances You can use the Cash Advance Request page to request a cash advance from your employer. You might request a cash advance for several reasons, such as to pay for parking at a sales meeting or if you plan to have lunch with a customer. Value Added Tax (VAT) on purchases that are made with a cash advance is not eligible for recovery. Cash Advance Requests are entered in Enterprise Portal. Travel Requisitions Before you travel for business and incur expenses that you charge to your organization, you may be required to create and submit a travel requisition. The travel requisition contains information about the projected costs of your travel. The expense costs that you enter in a travel requisition do not have to be exact. You only have to enter an estimate of the expense costs that you may incur. Travel Requisitions are entered in Enterprise Portal. Expense Entry Flow Expense reports are entered through the Enterprise Portal. They cannot be entered through the rich client. The expense report is in a typical header and lines format. The expense report header contains basic information about the report such as the employee, the location and the date. The lines contain the detail of the expense transactions. Submit Expenses After you have entered all of the information in your expense report that is required by your organization and attached any required expense receipts, the next step is to submit the expense report for approval. Expense reports are submitted through the Enterprise Portal. Workflow Approvals The Dynamics AX workflow module routes the expense reports for approval. Approval actions can be completed in the enterprise portal or in the rich client. Specific workflow for Expense reports are addressed later in this course. 1-4

9 Module 1: Expense Report Overview and Basic Setup Reimbursements and Payments The approved expense report is posted through a ledger journal. This is posted by an administration person in the rich client. The employee can be associated with a vendor or ledger account. Any reimbursements, per diems or cash advances owing to the employee will automatically be allocated as a transaction on the associated vendor or ledger account. A payment journal can then be used to pay the employee. Credit Card Disputes Report Header Setup There may be times when you incur a credit card expense, and the transaction that appears on the credit card statement is incorrect. If this scenario occurs, first contact the merchant where the expense was incurred. However, if you cannot resolve the issue by contacting the merchant, you can create a credit card expense dispute. This dispute is then sent to the credit card institution. You can assign another worker as a delegate to submit a credit card expense dispute on your behalf. Adding delegates are discussed later in this course. Credit card disputes are entered in Enterprise Portal. Before entering data on an expense report in Enterprise Portal, you can setup header information that may be used on the expense report. Travel Locations Use the Travel Locations form to enter standard locations of travel. This field can be entered on the expense report header and is optional. This field is used to specify where the travel occurred. It can also be used as a condition in the workflow configuration and/or expense policy rules. To set up the travel locations, follow these steps: 1. Click Travel and expense > Setup > Optional setup > Travel locations. 2. Click New to create a new location. 3. Type an identifier in the Location field. 1-5

10 Travel and Expense Management in Microsoft Dynamics AX Type an appropriate name in the Description field. FIGURE 1.2: TRAVEL LOCATIONS FORM Dispute Reason Codes If an employee discovers an erroneous transaction on their expense report, they can file a transaction dispute. Because a transaction dispute can occur for different reasons, you can create reason codes that include information and instructions specific to a type of dispute. To create dispute reason codes, follow these steps: 1. Click Travel and expense > Setup > Disputes > Dispute reason codes. 2. Click New to create a new location. 3. Select the Credit card type and Dispute type for the code. 1-6

11 Module 1: Expense Report Overview and Basic Setup 4. Enter a name for the dispute code and a reason for the dispute that explains the dispute type that you selected in step 3. FIGURE 1.3: DISPUTE REASON CODES FORM Expense Purpose Use the Expense purpose form to create a standard list of expense purposes, such as trade show, conference, or training. The expense purpose is optional and can be entered on the expense header. Users can enter any description on the expense header; they are not limited to these options. Entering common purposes in this form will make data entry easier for user. This information can be used for reporting and analysis To create a expense purpose, follow these steps: 1. Click Travel and expense > Setup > Optional setup > Expense purposes. 2. Click New to create a new purpose. 1-7

12 Travel and Expense Management in Microsoft Dynamics AX Enter an Expense report name for the purpose. Report Lines Setup FIGURE 1.4: EXPENSE PURPOSES FORM Report lines setup describes the forms used to set up line items when entering information on travel and expense reports. Payment Methods Use the Payment Methods form to set up different forms of payment for travel and entertainment expenses. Users must indicate the method of payment which they used for each expense line on the report. 1-8

13 Module 1: Expense Report Overview and Basic Setup To open the Payment methods form click Travel and expense > Setup > Travel and expense entry > Payment methods. The Payment method form uses the following fields to define each payment method used in Travel and Expense Management. Field Payment Method and Description Expense Owner Credit Card Employee Example Offset Account Type and Offset Account Bank Account, 1103 Note: For more information on Payment method setup and accounts, refer to the Payment Methods chapter of this course. FIGURE 1.5: PAYMENT METHODS FORM 1-9

14 Travel and Expense Management in Microsoft Dynamics AX 2012 Expense Categories Use the Expense categories form to setup the type of expense transactions that the company would like to track. There are various standard expense types which affect what type of information can be recorded about the expense. To set up expense categories follow these steps: 1. Click Travel and expense > Setup > Travel and expense entry > Expense categories. 2. Click New to create a new expense category and then type in the Category ID. 3. Select the Use in Project check box if the expense category will be used to track expenses in the Project module. If you select this check box, the Project, Cost accounts, and Revenue accounts Fasttabs become available in this form. FIGURE 1.6: EXPENSE CATEGORIES FORM Click on one of the following Fasttabs to enter appropriate information for the expense category: 1-10

15 Module 1: Expense Report Overview and Basic Setup Note: For a complete list of fields associated with the Fasttabs use the Help files in Microsoft Dynamics AX Project FastTab Description View project category information. This FastTab is available only if you select the Use in Project check box. The following fields are available if the expense category is linked to a project: Select a Category Group associated with the expense. Use the Items sales Tax to select the item sales tax group for the expense category. Use the Worker to select whether the employee identification should be displayed on the expense transactions. Use the Estimate and Subscription check boxes to identify if the expense category can be used in estimates and subscriptions. Use the Active in Journals check box if this expense category is available for posting in journals. Use the Default to select the Default line property that the expense transaction is attached to. Cost accounts Revenue accounts View or select a cost price account to apply the expense category to. This FastTab is available only if you select the Use in Project check box. View or select sales price account to apply the expense category to. This FastTab is available only if you select the Use in Project check box. 1-11

16 Travel and Expense Management in Microsoft Dynamics AX 2012 Expense FastTab Description View or edit information about the selected expense category. Expense Type: The expense type contains a predefined list of transaction types. Each type has different fields available during data entry. For example, if the user enters an expense category which is expense type of Meals, then they may enter a list of guests. Default payment method: This is the payment method most commonly used for the expense category. It will default on the expense report to make data entry easier for the users. Main account: This is the ledger account that the expense will be posted to. When the expense report is posted through a ledger journal, the debit entry will be to this account and the credit entry will be dependent on the expense line method of payment. Sales tax group: This is a default item sales tax group for this expense category. This will default on the expense line to make data entry easier for users. Statistics group: This is used for grouping expense categories for reporting purposes 1-12

17 Module 1: Expense Report Overview and Basic Setup FastTab Allowed payment methods Description View the payment methods that are enabled for the selected expense category. To add new payment method, click the Add button. To remove a payment method from the expense category, highlight the payment method and click the Remove button. You can set a default payment method by selecting the Is Default check box. Subcategories Create subcategories for the selected expense category. When you add subcategories, employees are required to enter more detailed information about expense reports. Enter the name of the expense subcategory. This name should correlate with the expense category that it is attached to. For example, if the main category is Car rental, the subcategory name could be Fuel charge. Depending on how your organization uses expense categories, there are many options to further define expense categories. Use the buttons on the top of the Expense Category form to further define how the categories are used. The following table describes the available buttons. Transactions Button Description View the transactions that are related to the selected category. Note: This button is available only if the expense category is linked to a project. 1-13

18 Travel and Expense Management in Microsoft Dynamics AX 2012 Setup Button Description After clicking the Setup button the following submenu items are available: Note: This button is available only if the expense category is linked to a project. Workers: Maintain a list of employees who are authorized to use the category. Projects: Maintain a list of projects that are available for the category. Cost price - hour, Cost price expense: Set up a cost price for hour and expense categories. Sales price - hour, Sales price - expenses, Sales price - fee, Sales price subscription: Set up a sales price for hour, expense, fee, and subscription categories. Service subscriptions: Set up subscriptions that are attached to the selected subscription category. Line property setup: Set up a line property for the category. Note: You cannot attach a line property to a subscription category because line properties are not used for subscription transactions. Ledger posting: Set up ledger posting by category. 1-14

19 Module 1: Expense Report Overview and Basic Setup Function Button Description After clicking the Function button the following submenu items are available: Note: This button is available only if the expense category is linked to a project. Create subscription fee: Create subscription transactions for the selected subscription category. Index subscription: Update the index/base price for subscriptions that have the selected fee category attached to them. Accrue subscription: Accrue revenue for subscription transactions that are attached to the selected expense category. Committed costs Opens the Committed cost form. Note: This button is available only if the expense category is linked to a project. Forecast Select all rows in a forecast that include the specified category and copy or delete those rows, or transfer them to the general ledger. Note: This button is available only if you select the Use in Project check box 1-15

20 Travel and Expense Management in Microsoft Dynamics AX 2012 Project control Button Description View the project control forms to gather and export data to a Microsoft Excel worksheet. Note: This button is available only if the expense category is linked to a project Mileage rate tiers Opens the Mileage rate tiers form. Note: This button is available only when the selected category has a mileage expense type. Shared Categories Shared expense categories that can be used across all of the legal entities in your organization. For example, if you create a shared expense category for Meal expenses, the Meals category name and description will be used by all of your legal entities. To set up the shared categories, follow these steps: 1. Click Travel and expense > Setup > Travel and expense entry > Shared categories. 2. Click New to create a shared category. 3. Type an identifier in the Category ID field and a Category name. 4. Select the Can be used in Expense check box to allow this category to be used in Travel and Expense Management. 1-16

21 Module 1: Expense Report Overview and Basic Setup 5. Select an Expense type. 6. Add any Subcategories your organization may need for further clarification. FIGURE 1.7: SHARED CATEGORIES FORM 1-17

22 Travel and Expense Management in Microsoft Dynamics AX 2012 Merchants Merchants are specified for various expense categories. Common merchants can be setup to make data entry easier for users. Users must select from this list during expense entry if they want to indicate the merchant Use the Merchant form to create a list of merchants that workers can select from when entering line item expenses in an expense report. To create a merchant follow these steps: 1. Click Travel and expense > Setup > Optional setup > Merchants. 2. Click New and enter the name of the Merchant or organization. 3. Select the Expense type that this merchant might be associated with. 4. Select the Preferred check box if the merchant is preferred by your organization. For example, a merchant might be preferred if it is a hotel that offers a 5% discount to employees of your organization. FIGURE 1.8: MERCHANTS FORM 1-18

23 Module 1: Expense Report Overview and Basic Setup Lab 1.1: Create an Expense Category Scenario Contoso has decided to track Expenses for internet and phone use. To do this they have decided to create a category called Internet and Phone and will be tracked as a miscellaneous expense type with a default method of payment of Company Credit Card. These expenses should be posted to the account , Travel expenses. This Expense is a shared category and can be used in Project and Expense. High Level Steps 1. Create a shared expense category called Internet and Phone and assign Miscellaneous as the expense type. 2. Select Gen Exp as the Project category for this expense category and set up this category to post to the Main account Detailed Steps 1. Create a shared expense category called Internet and Phone and assign Miscellaneous as the expense type. a. Click Travel and expense > Setup > Travel and expense entry > shared categories. b. Click New to create a new expense category and then type Internet and Phone as the Category ID and Category name. c. Select the Can be used in Project and Can be used in Expense check boxes. d. Select Miscellaneous as the Expense Type and click Close. e. Click Expense categories on the left hand navigation pane. f. Click New and then select Internet and Phone as the Category ID. 1-19

24 Travel and Expense Management in Microsoft Dynamics AX Select Gen Exp as the Project category for this expense category and set up this category to post to the Main account a. On the Project FastTab, select Gen Exp as the Project Category group. b. On the Expense FastTab, select COMPANYCC as the Default payment method. c. Type in the Main account field. 1-20

25 Module 1: Expense Report Overview and Basic Setup General Setup This lesson provides general setup needed to streamline processes and improve productivity when using travel and expense procedures. This includes the following: Delegates Setting up delegates Specify display field Create statistic groups Define expense policies Define general parameters Use the Delegate setup form to define one or more users who can enter, update, delete or view expense reports on another's behalf for a specified date range. The Delegate is the user who can see or enter expense reports for the Employee. To define delegates follow these steps: 1. Click Travel and expense > Setup > Travel and expense entry > Delegates. 2. Click New and then select a Worker. 3. Select a Delegate. 4. Enter the Start date for the period that the delegate will be active. 5. Enter the ending date for the period that the delegate will be active. Note: It is also possible for the employee to set up Delegates for themselves in Employee Self-Service Portal (EES). If a user accesses this from the portal, they can only enter delegates who can enter report on behalf of themselves. Note: Delegates can also enter travel requisitions and manage credit card disputes. 1-21

26 Travel and Expense Management in Microsoft Dynamics AX 2012 Display Fields Use the Display fields form to specify which fields should be visible on the enterprise portal. This allows you to customize the fields shown on the enterprise portal without needing to access the development environment. These changes will affect all workers entering expense reports. This is a global setting and any changes to this table will be applied to all companies running the application. All available fields on the expense report header are listed on the Header fields tab. All fields in the expandable section on the expense report lines are listed on the Transaction fields. The Visibility options are Display, Do not display or Readonly. To specify display field follow these steps: 1. Click Travel and expense > Setup > Travel and expense entry > Display fields. 2. Select the Labels you would like to edit and then select the appropriate Visibility option for that Label. 1-22

27 Module 1: Expense Report Overview and Basic Setup 3. Use the Copy settings button to apply the selections that you make in this form to other legal entities. FIGURE 1.9: DISPLAY FIELDS FORM 1-23

28 Travel and Expense Management in Microsoft Dynamics AX 2012 Statistic Groups Use the Statistics Groups form to setup expense reporting groups. The expense categories can be placed into a statistics group on the Expense categories form. These groups are used in the Statistics on cost groups report (Travel and expense > Reports > Statistics > Statistics on cost groups). To define statistic groups click Travel and expense > Setup > Statistics > Statistic groups, then click New, and enter a Statistics group name and Description. FIGURE 1.10: STATISTICS GROUP FORM Policies Organizations have different ways to exercise control over any travel and expense costs. Travel and Expense policy is usually formulated on an enterprise basis, with some provision for adaption at the legal entity level, operational unit level, or even a more granular level to accommodate various conditions. The policy violations framework allows you to setup rules that workers must follow when entering, submitting, or approving expense reports. Implementing expense policies can help manage expenses effectively. 1-24

29 Module 1: Expense Report Overview and Basic Setup Scenario: Expense Policy Setup April, the Accounts Payable Administrator, is responsible for setting up expense policies for Contoso. This process involves several steps: 1. Plan how the policies should be organized 2. Create expense policies 3. Create travel policies 4. Begin the travel and expense reporting process Procedure: Policies Scenario: Expense Policy Setup April, the Accounts Payable Administrator, is responsible for setting up expense policies for Contoso. This process involves several steps: 1. Plan how the policies should be organized 2. Create expense policies 3. Create travel policies 4. Begin the travel and expense reporting process Procedure: Setup Expense Policies To setup an expense policy, follow these steps: 1. Open Travel and Expense > Setup > Policies > Expense. 2. Click Policy in the New group of the Action pane. 3. Enter a Name for the policy, and optionally enter a detailed Description. 4. In the Policy organization tab, choose the Select Organization hierarchy. 5. Select the desired organization entity from the Available organizations node, and then click Add >>; the entity will move to the Selected organizations node. 6. Click Create policy rule in the Policy rules tab. 1-25

30 Travel and Expense Management in Microsoft Dynamics AX Use the Condition editor to create the rule. 8. Select an action in the Do the following field. Available options are: o Allow users to submit and approve but display a warning message o o o o Do not allow users to submit or approve and display a warning message Do not allow users to submit until they enter a justification Do not allow users to approve until they enter a justification Do not allow user to submit or approve until they enter a justification FIGURE 1.11: EXPENSE MEALS RULE DETAILS 1-26

31 Module 1: Expense Report Overview and Basic Setup Travel and Expense Parameters The Travel and expense parameters form is used this to set up default information, rates, and calculations for Travel and expense. To open this form click Travel and expense >Setup > Travel and expense parameters. This form is divided into the following Links: General Financial Link Description Set parameters for mileage rates, personal expenses, travel requisitions, distributions, expense policies, and project drillback. You can also configure display options. Set parameters for ledgers, ledger journals, and taxes. You can also select default parameters for encumbrances, and for travel requisitions and expense reports that are over budget. Corporate Card Per diem Fax Cover pages Set the default account for credit card disputes. You can also add links to your organization's process for handling credit card disputes and links to related information Set parameters for per diem expenses If receipts that are related to expense reports are sent by fax, enter the instructions and default information that are included on the cover pages of the faxes. 1-27

32 Travel and Expense Management in Microsoft Dynamics AX 2012 General Parameters To open the General parameter link click Travel and expense >Setup > Travel and expense parameters > General link. Use the following fields to define general parameters throughout the Travel and Expense module. Field Standard rate of mileage Description Enter the company standard rate paid for mileage. This is expressed in the company currency and will be applied to the number of miles entered on the expense report for Mileage type expense categories. Note: Mileage rate tiers can be set on the expense category however if a value exists in this parameter it will override the values in the rate tiers Personal expenses paid by Display entire expense report on drillback This field determines whether personal expenses are Paid by the employee or whether the company will pay the expense (Paid by company) and then post as a transaction on the employee account. If this is set to employee then when the expense report is posted and a journal is created, personal expense lines will not appear in the journal. If this is set to company then personal expenses will be posted against the employee account as an amount owing to the company. Select this check box to display a whole expense report that contains projectrelated expense lines. If this check box is cleared, only the expense lines that are related to the project document are displayed. 1-28

33 Module 1: Expense Report Overview and Basic Setup Field Pre-authorization of travel is mandatory Allow editing of distributions before posting Evaluate travel and expense policies Intermediate page when creating expense report Description Select this check box to require that a travel request be submitted and approved before a worker can submit an expense report. Select this check box to allow the distributions on an expense report to be changed before the expense report is posted. Select when the system evaluates expenses to determine whether an expense policy has been violated. The system can check for violations when one of following events occurs: An expense entry is entered and saved. The expense report is submitted. Select when a list of the unreconciled expenses that are assigned to a worker is displayed when the worker creates a new expense report: Always show: The page is displayed even if the worker has no unreconciled expenses. Only show when unreconciled transactions exist: The page is displayed only when unreconciled transactions are assigned to the worker. Never show: The page is never displayed. 1-29

34 Travel and Expense Management in Microsoft Dynamics AX 2012 Financial Parameters To open the Financial parameter link click Travel and expense >Setup > Travel and expense parameters > Financial link. Use the following fields to define financial parameters throughout the Travel and Expense module. Field Ledger daily journal name Enable tax recovery from expenses Post cash advances immediately Tax included Release encumbrances on closing travel requisitions Allow travel requisition submit on budget over run for general ledger budget and project budget Allow expense report submit on budget over run for general ledger budget and project budget Allow expense report approval on budget over run for general ledger budget only Description Enter the journal name that should be used when creating the journal to post the expense report. Select this check box to recover taxes for eligible expenses. Select this check box to immediately post an expense report to the general ledger. If this check box cleared, a journal is created but not posted. Select this check box to indicate that sales tax is included in the worker's expense amount by default. Select this check box to release encumbered funds when an approved travel requisition is closed. Select this check box to allow workers to submit travel requisitions that exceed either the allowed budget that is set in the general ledger or the allowed budget for a project. Select this check box to allow workers to submit expense reports that exceed either the allowed budget that is set in the general ledger or the allowed budget for a project. Select this check box to allow managers to approve expense reports that exceed only the allowed budget that is set in the general ledger. 1-30

35 Module 1: Expense Report Overview and Basic Setup Corporate Card Parameters To open the Corporate card parameter link click Travel and expense >Setup > Travel and expense parameters > Corporate card link. Use the following fields to define Corporate card parameters throughout the Travel and Expense module. Field Dispute default account Link to dispute process Link to dispute-related FAQs Description Select the default account for disputes about credit card transactions. Enter the link to information about your organization's process for handling disputes about credit card transactions. Enter the link to frequently asked questions (FAQs) or related information about disputes about credit card transactions. Per Diem Parameters To open the Per Diem parameter link click Travel and expense >Setup > Travel and expense parameters > Per Diem link. Use the following fields to define Per Diem parameters throughout the Travel and Expense module. Field Minimum hours for per diem Meal percent Hotel percent Description Enter the minimum number of hours that a worker must work in a day to be eligible to receive a per diem. Enter the default percentage of the per diem for meals that is used on the first and last days. The work day on the first and last days may be shorter than a standard work day. Therefore, the amount of the per diem on these days may differ from the standard amount. Enter the default percentage of the per diem for hotel expenses that is used on the first and last days. The work day on the first and last days may be shorter than a standard work day. Therefore, the amount of the per diem on these days may differ from the standard amount. 1-31

36 Travel and Expense Management in Microsoft Dynamics AX 2012 Other percent Field Meal reduction fields (breakfast, lunch, dinner) Description Enter the default percentage of the per diem for miscellaneous expenses that is used on the first and last days. The work day on the first and last days may be shorter than a standard work day. Therefore, the amount of the per diem on these days may differ from the standard amount. Enter the amount that the per diem is reduced for breakfast, lunch and dinner. For example, if a worker receives a complimentary breakfast, you may want to reduce the amount of the per diem by 10 percent. Per diem rounding Base per diem calculation on Select the type of rounding that is used for per diems. If you select normal rounding, any expense that has an amount of 0.5 is rounded up to 1.00, and any expense that has an amount that is less than 0.5 is rounded down to 0.0. Select whether a per diem is based on a calendar day or a 24-hour period. Fax Cover Pages Parameters To open the Fax cover pages parameter link click Travel and expense > Setup > Travel and expense parameters > Fax cover pages link. Use the following fields to define Fax cover pages parameters throughout the Travel and Expense module. Instructions Field Description Enter the instructions that workers must follow when they create a cover page for a fax that is used to send receipts that are related to an expense report. Click Translations to select the language that is used for the instructions. Expense report overview Select this check box to include an overview of the expense report on the cover page of the fax. 1-32

37 Module 1: Expense Report Overview and Basic Setup User ID Bar code Field Description Select this check box to store a worker's unique Microsoft Dynamics AX identifier in the bar code that is used on the cover page of the fax. Select the bar code that is used on the cover page of the fax. 1-33

38 Travel and Expense Management in Microsoft Dynamics AX 2012 Lab 1.2: Set Up Delegates Scenario Julia Funderburk, worker code , will be entering expense reports on behalf of Charlie Carson, worker code Setup Julia as a delegate for Charlie Carson. High Level Steps 1. Use the Delegate form to assign Julia Funderburk as a delegate. Detailed Steps 1. Use the Delegate form to assign Julia Funderburk as a delegate. a. Click Travel and expense > Setup > Travel and expense entry > Delegates. b. Click New to create a new delegate. c. Select Charlie Carson as the Worker and click Select. d. Select Julia Funderburk as the Delegate and click Select. e. Click Close. 1-34

39 Module 1: Expense Report Overview and Basic Setup Module Review This lesson provides an overview of the Travel and Expense functionality and describes how setting up parameters can enhance the functionality as well speed up data entry in Enterprise Portal. Test Your Knowledge Test your knowledge with the following questions. 1. What is the purpose of the Travel and Expense functionality? Sequencing Activity 2. Put the following steps in order for an Expense policy procedure by numbering each to indicate the correct order. Steps Plan how the policies should be organized. Create travel and expense policies. Begin the travel expense reporting process. Setup travel and expense policy parameters. 3. Is it possible to enter delegates through the Employee Self-Service Portal? ( ) True ( ) False 1-35

40 Travel and Expense Management in Microsoft Dynamics AX Are reimbursements, per diems or cash advances owed to the employee automatically allocated as a transaction on the associated vendor or ledger account. ( ) True ( ) False 1-36

41 Module 1: Expense Report Overview and Basic Setup Test Your Knowledge Solutions Module Review and Takeaways 1. What is the purpose of the Travel and Expense functionality? MODEL ANSWER: In Microsoft Dynamics AX 2012, the Travel and Expense Management module with integrated workflow capabilities helps manage, track, and reimburse travel and entertainment expenses. Travel and Expense Management has a strong value proposition for organizations with discretionary spending. Travel and entertainment expenses are a significant part of a company's controllable expense. To help curb these costs, Travel Expense Management provides a mechanism to define and apply expense policies, in addition to flagging and reporting on abusers of the policies. Additionally, automating the entry and reimbursement of travel and entertainment expenses reduces processing costs versus manual entry. Travel and Expense Management has tight integration with other Microsoft Dynamics AX modules of Accounts payable, General ledger and Project accounting. Sequencing Activity 2. Put the following steps in order for an Expense policy procedure by numbering each to indicate the correct order. Steps 1 Plan how the policies should be organized. 3 Create travel and expense policies. 4 Begin the travel expense reporting process. 2 Setup travel and expense policy parameters. 3. Is it possible to enter delegates through the Employee Self-Service Portal? ( ) True ( ) False 1-37

42 Travel and Expense Management in Microsoft Dynamics AX Are reimbursements, per diems or cash advances owed to the employee automatically allocated as a transaction on the associated vendor or ledger account. ( ) True ( ) False 1-38

43 MODULE 2: PAYMENT METHODS Module Overview Travel and Expense Management allows you to use multiple payment methods when you enter expenses. You can set up different payment methods. In addition, you should know how each payment method affects the reimbursement process. Objectives The objectives are: 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. 2-1

44 Travel and Expense Management in Microsoft Dynamics AX 2012 Defining Payment Methods You can define different payment methods. In addition, you can set up offset accounts and define the reimbursement process of the expenses. When an employee enters data in an expense report, he or she specifies the method by which they paid for an expense. Consider the following two scenarios that describe how an organization might use payment methods for travel and expense. Scenario 1: The organization does not use corporate credit cards, per diems, or cash advances. All expenses are prepaid by the employee. The organization chooses to set up one payment method for all travel expenses. Scenario 2: The organization issues a corporate credit card to its employees for travel expenses. Employees can use the corporate credit card for personal expenses (within company policy). However, they must itemize the expenses when they create the expense report. Employees also have the option to pay out-of-pocket. The organization has a need for three payment methods: one for the out-ofpocket expenses, one for the corporate card expenses, and one for the personal expenses incurred on the corporate card. Payment Methods Setup Use the Payment Methods form to set up different forms of payment for travel and entertainment expenses. Users must indicate the method of payment that they used for each expense line on the report. To set up payment methods, perform the following steps: 1. Click Travel and expense > Setup > Travel and expense entry > Payment methods. 2. Click New to create a new payment method. 3. In Payment method, type the payment method, such as cash or credit card, and in the Description, enter a brief description of the payment method. 4. In Expense owner, enter the name of the expense owner, that is, the employee or the organization who paid for the expense. 2-2

45 Module 2: Payment Methods 5. Select the Offset account type, Offset account, and Offset account name for the transaction. 6. Select the Import only check box to indicate that the payment method type is used only with imported transactions. Note: The Expense owner field is used to define the person or organization whose money is used to pay for the expense, and not necessarily the same person or organization who pays the expense. Note: The Expense owner is displayed on the Expense report detail form. FIGURE 2.1: PAYMENT METHODS FORM 2-3

46 Travel and Expense Management in Microsoft Dynamics AX 2012 Accounts Setup When the expense report is completed, it is posted through a ledger journal. The Offset account type and Offset account fields specified for the payment method in the Payment methods form are used as the offset in the final journal posting. The following table describes the possible offset account types. Offset Account Type None Worker Ledger Bank Description If the offset type is set to None, the offset account must be manually specified in the journal before posting. This puts the responsibility on the finance team to decide which account to use for the credit side or offset account of the journal. If the offset type is set to Worker, the offset account will be the account specified on the Worker form. This is used if the worker paid for the expense and he or she needs to be reimbursed. It is also used for cash advances, mileage, and per diems. The reimbursement feature will be covered in more detail later in this course. If the offset type is set to Ledger, you must specify the ledger account that you want to use as the offset. If the offset type is set to Bank, you must specify the bank account that you want to use as the offset. This is typically used for company credit cards that are paid by the company, and not by the employee. Purpose Used if a user is required to enter the offset manually, before posting the journal. Used if a worker is to be reimbursed for the expense. This may be used if the expense is paid by company credit card. However, the account is not set up as a vendor or bank account. Used if the expenses are paid on a company credit card that is set up as a bank account. 2-4

47 Offset Account Type Description Module 2: Payment Methods Purpose Vendor If the offset type is set to Vendor, you must specify the vendor account that you want to use as the offset. This is typically used if a third-party such as a customer or contract employee needs to be reimbursed for expenses. It can also be used if the company credit card is set up as a vendor account. Used if the expense is to be reimbursed to a thirdparty such as a customer, contract employee, or vendor. This can also be used for company credit cards if they are to be set up as a vendor, instead of as a bank account. Note: If you are using the vendor account type for a customer, the customer must be set up as a vendor to pay them by using the accounts payable functionality. Note: The offset account type on the expense method of payment determines the credit side of the entry when the expense report is posted. Setting Up Reimbursements Part of the payment methods setup involves setting up workers for reimbursement payments. If the employee is to be paid by check, you must set up the employee with an account to pay against. Generally, the employee is set up as a vendor and an Accounts Payable check is drawn, or a direct deposit is made for the employee. Note: You can also set up the employee as a ledger account and make the payment in another format, such as through integration to payroll. 2-5

48 Travel and Expense Management in Microsoft Dynamics AX 2012 Note: Workers and employees are set up in the Human Resource module. There are two worker types: Contractors and Employees. Reimbursements by Using Vendor Accounts You can reimburse an employee for an expense report by using the Vendor details form in Procurement and sourcing. However, before you can reimburse an employee, you must create a vendor group for employees and a vendor record for the employee whom you want to reimburse. To set up employee reimbursements by using vendor accounts, perform the following steps: 1. Set up an employee vendor group. 2. Create a vendor account for an employee. 3. Map a vendor account to an employee. Set Up an Employee Vendor Group To set up an employee as a vendor group, perform the following steps: 1. Click Accounts payable > Setup > Vendors > Vendor groups. 2. In the Vendor group field, enter a unique identifier for the vendor group. 3. Optional: In the Description field, enter a short description of the vendor group. 4. Optional: In the Terms of payment field, select the terms of payment that apply to the employees who are assigned to the vendor group. Although this field is not mandatory, terms of payment is part of managing all vendor accounts and is strongly recommended. 5. Optional: In the Settle period field, select the standard interval between the due date for payments to the employees in the vendor group, which is defined by the Terms of payment, and the date on which the payments are drawn from your bank account. Although this field is not mandatory, it is important for liquidity calculations that are based on the cash-flow forecast. 2-6

49 Module 2: Payment Methods 6. Select a tax group for the employee vendor group. FIGURE 2.2: VENDOR GROUPS FORM Create a Vendor Account for an Employee To create a vendor account for an employee, perform the following steps: 1. Click Accounts payable > Common > Vendors > All vendors. 2. Click Vendor in the New group to create a new vendor record. 3. In the Record type field, select Person. 4. In the Name field, select the name of the employee. Do not enter a new name. 5. In the Group field, select the vendor group that applies to the vendor. 6. Enter values in the other fields as appropriate. 7. If you will pay the employee by using checks, you can click Setup > Address and set up an alternative address that has an address type of Remit-to. 2-7

50 Travel and Expense Management in Microsoft Dynamics AX 2012 Note: Use the existing Party record that was created when the Employee record was created, rather than creating a new Party record. FIGURE 2.3: VENDORS FORM Map a Vendor Account to an Employee To map a vendor account to an employee, perform the following steps: 1. Click Human resources > Common > Workers > Employees. 2. Select the employee whom you want to add to a vendor account, and then, on the Travel and Expense management tab, click Map worker to vendor. 3. In the Account type field, select a Vendor account type. In the Account field, the vendor account number that you have created for the employee will appear automatically, by default. 2-8

51 Module 2: Payment Methods 4. Enter a Per diem amount for the employee if your company uses per diems. This is an optional field. Importing Credit Cards Map a Ledger Account to an Employee You can also map the employee to a ledger account and make the payment in another format, such as through integration to payroll. To map the employee to a ledger account, perform the following steps: 1. Click Human resources > Common > Workers > Employees. 2. Select the employee whom you want to map to a ledger account, and then, on the Travel and Expense management tab, click Map worker to vendor. 3. In the Account type field, select the Ledger account type, and then, in the Account field, select the ledger account number to which you want to post expenses reimbursable to employees. Imported credit card transactions are displayed in a separate list for a user to add them to an expense report. This makes data entry easier and ensures that data entered in the expense report is correct. Note: Importing credit card statements is optional. You can ask your employees to manually enter expenses incurred on a corporate credit card. Statement Import Importing a credit card statement requires that the format of the file is in alignment with the schema for credit card transactions. The process of taking a credit card file from a credit card institution and putting it into the correct format requires development skills and the use of transformations. This is covered in the AIF training course. 2-9

52 Travel and Expense Management in Microsoft Dynamics AX 2012 For the purposes of this course, a sample file already in the correct format is provided. This is also provided in text in Appendix A. If the sample file is not available, please copy the text from Appendix A and save it as an XML file to complete the following procedure. Importing credit card transactions requires the credit card number to be set up for the employee. This can be set up under Worker > Credit cards. The file from the credit card provider contains the credit card number. Dynamics AX uses it to associate the expense to the correct employee. Credit card import files can be imported one at a time. This can be done in Travel and Expense management > Periodic > Credit cards > Credit card import from folder. Under File, select file to import and under Format, select the port that you configured. When the service is completed, you will get an infolog informing you of either success or failure. If the operation was successful, you will see the newly imported credit card transactions under Travel and Expense management > Periodic > Credit Cards > Credit card transactions. If the import service failed, you can get detailed information under System administration > Periodic > Services and Application Integration Framework > Exceptions. Credit card import files can also be placed in a folder to be imported. This is set up in Travel and Expense management > Periodic > Credit cards > Import a specific credit card file. This provides more advanced functionality because it allows bulk import of many files and moves the files to a new processed folder to indicate that the files were imported correctly. To set up recurring automatic import of credit card transactions, perform the following steps: 1. Click Travel and Expense management > Periodic > Credit Cards > Credit card import from folder. 2. Click the Folder icon to locate the folder that contains the credit card transactions that you want to import. 3. Click the Format drop-down arrow to select the format for the import. 4. Click OK to start the import process. 2-10

53 Module 2: Payment Methods Credit Card Transactions Inquiry The Credit card transactions form shows all imported transactions. This form opens or shows all transactions that have not yet been added to an expense report. If the Show transferred box is selected, the form will show all transactions that have been added to an expense report. To view the Credit card transactions form, click Travel and Expense Management > Periodic > Credit Cards > Credit card transactions. Use the General tab to view details about the credit card that was used for a selected credit card transaction. Use the Posting tab to view the posting status of a selected credit card transaction. FIGURE 2.5: CREDIT CARD TRANSACTIONS FORM 2-11

54 Travel and Expense Management in Microsoft Dynamics AX 2012 Credit Card Mapping Imported credit card transactions can be automatically classified to an expense category if the imported credit card statement contains categories. To view the credit card category from the imported statement on the Credit card transactions form, click Travel and Expense management > Periodic > Credit Cards > Credit card transactions > General tab. FIGURE 2.6: CREDIT CARD TRANSACTIONS - GENERAL The Category 01 and Description AIRLINE is in the import file. This category can be mapped to the expense category, Flights, so that the expense category is automatically entered for employees in the expense report. Employees will still need to add the expense to their report. Note: To set up credit card category codes and map them to the correct expense categories, click Travel and Expense management > Setup > Credit Cards > Credit card category codes. 2-12

55 Module 2: Payment Methods Selecting Unreconciled Expenses You can select the unreconciled imported credit card expenses that you want to add to an expense report, in the Employee Services Portal. FIGURE 2.7: NEW EXPENSE REPORT Notifications Use the Open credit card transactions form to send messages to workers who have open credit card transactions that must be entered in an expense report. To send notifications about open credit card transactions, perform the following steps: 1. Click Travel and expense > Periodic > Notifications > Open credit card transactions. 2. In the Subject field, type the subject, and in the Text, type the text of the

56 Travel and Expense Management in Microsoft Dynamics AX In Transactions older than (days), enter the number of days that a transaction can be open before a notification is sent to the worker. 4. Use Select to select the worker (Name field) to whom you want to send the notification, the type of credit card (Card type field), or both. Note: Using the notification functionality requires setting up an SMTP server and parameters in System administration > Setup > System > Parameters. Note: You can also send notifications for disputed credit card transactions. 2-14

57 Module 2: Payment Methods Lab 2.1: Credit Card Import Scenario Julia Funderburk has just returned from a business trip and she wants to add a 200 USD expense for a plane ticket to an expense report. She used her VISA credit card to pay for the ticket. She has created and.xml file with all her credit card transaction information in it called L1Data Julia.xml in a folder called Labfiles. Import the 200 USD expense into the system and verify all the information in the file is correct. Note: The Credit Card Import Lab is optional. Before starting the Credit Card Import Lab, you must complete the APPENDIX A: SAMPLE CREDIT CARD IMPORT PRE-REQUISITE associated with this training course. Objectives This lab provides practice for importing credit card transactions. High Level Steps 1. Import Julia s credit card transaction. 2. Verify the credit card transaction was imported correctly with the correct information. Detailed Steps 1. Import Julia s credit card transaction. a. Click Travel and Expense > Periodic > Credit cards > Import a specific credit card file. b. Click the Folder icon to locate the credit card file. c. Double-click Allfiles, double-click Labfiles and then double-click L1data. Julia.xml. d. Click the Format drop-down arrow and then click VISA. e. Click OK. f. Close the infolog. 2-15

58 Travel and Expense Management in Microsoft Dynamics AX Verify the credit card transaction was imported correctly with the correct information. a. Click Travel and Expense management > Periodic > Credit cards > Credit card transactions. b. Highlight the line item that corresponds to the information in the scenario and then click the General and Posting tabs to view all the information that was imported. c. Close the form. 2-16

59 Module 2: Payment Methods Credit Card Dispute Management Disputes and chargebacks are an inevitable part of credit card processing. Managing the whole dispute process to completion has traditionally been a manual process that could end up being a complicated, laborious and paperintensive task. This usually results in high processing costs in terms of human resources spent and could also result in losses to the enterprises if they do not keep an audit trail of potential transactions that could be disputed and ensure chargeback occurred for the ones that were actually disputed, as applicable. Credit card dispute management provides a framework that will help enterprises automate their credit card transaction dispute process independent of the card provider for dispute management. Scenario: Credit Card Transaction Dispute Nancy, an employee at Contoso, just returned from a sales event where she used her corporate credit card for all her expenses. She is now in the process of filing her expenses when she identifies an anomaly in the credit card transactions. Nancy identifies one transaction with an incorrect amount. It should have been U.S. dollars (USD) but it was USD instead. After posting the expense report, Nancy must dispute the anomaly on her credit card. Procedure: Submit a Dispute To submit a dispute on a corporate credit card transaction related to an expense report, follow these steps: 1. Open the Employee services web page in your Internet browser. 2. Click the Credit card disputes link under the Manage Expense section. 3. Click New > Submit a dispute to start a new dispute. 4. The Credit card transaction dispute wizard will launch; click Next to begin the dispute. 5. Select or verify the Employee, Credit card number, and Transaction dates, and then click Next. 2-17

60 Travel and Expense Management in Microsoft Dynamics AX A list of available transactions will be displayed. Select the transactions that will be disputed and then click Next. 7. Select the Dispute reason. 8. Enter the Expected amount and Expected amount currency. 9. Use the Attach document button to attach any evidence or proof for the dispute. 10. Click Next and verify the information on the Dispute summary screen. 11. Click Submit to finalize the dispute. 12. The system displays the Dispute submitted successfully page. Use the Print button to print a copy of a dispute letter, and then click Finish to close the wizard. 2-18

61 Module 2: Payment Methods Module Review The Travel and Expense functionality is an important part in managing expenses. In addition, you can use this functionality to set up parameters that can speed up data entry in the Employee Services Portal. Test Your Knowledge Test your knowledge with the following questions. 1. Which of the following payment methods account types is typically used for an expense that is reimbursed to a third-party, such as a customer, contract employee, or vendor? ( ) Customer ( ) Employee ( ) Vendor ( ) Ledger 2. Which of the following payment methods account types requires the user to enter the offset account manually, prior to posting in the journal? ( ) Manual ( ) Ledger ( ) Worker ( ) None 3. What is the primary purpose of the Expense owner field? ( ) To define who entered the expense ( ) To define who is responsible for entering the expense ( ) To define the person or organization whose money is used to pay for the expense 2-19

62 Travel and Expense Management in Microsoft Dynamics AX There are two worker types Contractor and Employee, and they are set up in the Human Resources module. ( ) True ( ) False Sequencing Activity 5. Put the following steps in order by numbering each to indicate the correct order. Steps Set up an employee vendor group. Map a vendor account to an employee. Create a vendor account for an employee. 6. Importing a credit card statement is a mandatory process when you are using company credit cards. ( ) True ( ) False 2-20

63 Module 2: Payment Methods Test Your Knowledge Solutions Module Review and Takeaways 1. Which of the following payment methods account types is typically used for an expense that is reimbursed to a third-party, such as a customer, contract employee, or vendor? ( ) Customer ( ) Employee ( ) Vendor ( ) Ledger 2. Which of the following payment methods account types requires the user to enter the offset account manually, prior to posting in the journal? ( ) Manual ( ) Ledger ( ) Worker ( ) None 3. What is the primary purpose of the Expense owner field? ( ) To define who entered the expense ( ) To define who is responsible for entering the expense ( ) To define the person or organization whose money is used to pay for the expense 4. There are two worker types Contractor and Employee, and they are set up in the Human Resources module. ( ) True ( ) False 2-21

64 Travel and Expense Management in Microsoft Dynamics AX 2012 Sequencing Activity 5. Put the following steps in order by numbering each to indicate the correct order. Steps 1 Set up an employee vendor group. 3 Map a vendor account to an employee. 2 Create a vendor account for an employee. 6. Importing a credit card statement is a mandatory process when you are using company credit cards. ( ) True ( ) False 2-22

65 MODULE 3: WORKING WITH EXPENSE REPORTS Module Overview 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 process component, and describes the tasks associated with each business process component. Objectives The objectives are: 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. 3-1

66 Travel and Expense Management in Microsoft Dynamics AX 2012 Optional Practices You can use the following optional practices to start your travel and expense business process. Travel Requisitions Cash Advances Credit Card Import FIGURE 3.1: PROCESS FLOW DIAGRAM Travel Requisitions A travel requisition is a source document that contains details of expenses that will be incurred in the future. A travel requisition is submitted for review and is used to obtain authorization of future expenses. When the expense report for those expenses is created, the travel requisition can be referenced to record the authorization of the expenses. 3-2

67 Module 3: Working with Expense Reports Your organization may require that a travel requisition be submitted before an employee incurs an expense that is charged to the organization. This applies whether the employee is charging expenses to a corporate credit card, spending cash received from a cash advance, or incurring out-of-pocket expenses that will be reimbursed by the organization. Travel requisitions and policies also help with budget control. For example, if your organization is working on a fixed-price project, the expenses of the project team members must fit within the budget of the project. Requiring that travel expenses be approved before they are incurred can help ensure that the project stays within budget. You can set up policies for travel requisitions from the Travel requisition list page. FIGURE 3.2: TRAVEL REQUISITION LIST PAGE 3-3

68 Travel and Expense Management in Microsoft Dynamics AX 2012 Creating a Travel Requisition To create a travel requisition, perform the following steps: 1. Click Expenses on the top link bar, and then, on the Quick Launch, click Travel requisitions. 2. On the Action Pane, on the Travel requisition tab, in the New group, click Travel requisition. 3. Select or enter the business purpose, and select the destination and financial dimensions that are being charged for the requested travel. 4. On the Estimated expenses tab, click Add new expense. 5. Select the expense category and the project ID, if the expense line is related to a project. 6. Select the estimated date of the expense, enter the estimated cost of the expense, and select the currency that you are using for the expense. 7. If necessary, edit the currency exchange rate, and then click Insert. Note: If an exchange rate is set up, it will default. If an exchange rate is not set up, the user receives an error message that the exchange rate is not defined. In both cases, the user can manually enter an applicable exchange rate. 8. Click Distribute to distribute the expense line among more than one department, group, company, or organization. Note: The Distribute functionality can be used in the following two scenarios: 1. When you want to charge a legal entity, main account, or financial dimension other than the default. 2. When you want to distribute charges between multiple legal entities, main accounts, or financial dimensions. For examples, refer to the "Distribute Expenses" lesson in this chapter. 9. On the Expense line details tab, enter more detailed information about the expense line. 3-4

69 Module 3: Working with Expense Reports 10. Repeat steps 4 through 9 to enter all your expected expenses. 11. When you have finished, click Save and close. FIGURE 3.3: NEW TRAVEL REQUISITION FORM Note: To modify a travel requisition, click the travel requisition that you want to modify. On the Action Pane, on the Travel requisition tab, in the Maintain group, click Edit. Modify the travel requisition's header or the expense lines, and then click Save and close. Submitting a Travel Requisition After you have entered the necessary information for the travel requisition's header and the expense lines, you can submit your travel requisition for approval. To do this, open the travel requisition, and then click Submit. bar. Note: The Submit button is located at the right end of the workflow action 3-5

70 Travel and Expense Management in Microsoft Dynamics AX 2012 Viewing Travel Requisitions To view travel requisitions that have already been created, open the Travel requisitions page and click the travel requisition that you want to view. On the Action pane, on the Travel requisitions tab, in the Maintain group, click View. If you want to make a copy of a travel requisition, perform the following steps: 1. On the Travel requisitions page, in the Travel requisition number column, click the travel requisition that you want to copy. 2. On the Action Pane, on the Travel requisition tab, in the New group, click Create a copy. 3. The new travel requisition appears in the list of travel requisitions. The status of the new travel requisition is set to Draft, and any estimated dates on the travel requisition lines that would fall into the past are set to the current date. Cash Advances Cash Advances are used when a company agrees to pay an employee in advance to cover future travel and entertainment expenses. Note: Cash Advances are covered in detail in the "Cash Advances" chapter of this course. Credit Card Import Credit card transactions can be imported into expense reports if your company downloads credit card transactions from the card provider. Importing credit card information is optional and it is discussed in detail in the "Payment Methods" chapter of this course. 3-6

71 Module 3: Working with Expense Reports Lab 3.1: Creating a Travel Requisition Scenario You are an employee with Contoso, Ltd., and are planning an upcoming business trip to San Francisco, CA, in two weeks. According to the Contoso policy, you must submit a travel requisition for approval, before you travel to San Francisco. Use the information provided in the following table to create the travel requisition for the trip to San Francisco. Line Category Amount Currency 1 Flight 350 USD 2 Hotel 450 USD 3 Meals 200 USD Objectives This lab provides practice for creating a travel requisition. High Level Steps 1. Set up the San Francisco travel location. 2. Create a new travel requisition using the scenario provided. 3. Add the Flight, Hotel, and Meals information to the new requisition and then save the expense requisition. Detailed Steps 1. Set up the San Francisco travel location. a. Click Travel and expense > Setup > Optional setup > Travel locations. b. Click New to create a new location. c. Type San Francisco in the Location field. d. Type San Francisco customer office in the Description field. e. Click Close. 2. Create a new travel requisition using the scenario provided. a. Click Internet Explorer to open the Internet browser. b. Click the Welcome to Employee services tab webpage. c. Click the Travel requisitions link under the Expenses section. 3-7

72 Travel and Expense Management in Microsoft Dynamics AX 2012 d. Click Travel requisition in the New group on the Action Pane to create a new record. e. In the Business purpose field, select "Customer Visit". f. In the Destination field, select San Francisco. g. In the Travel description field, enter a brief description for the requisition, such as "Quarterly Client Site Visit". 3. Add the Flight, Hotel, and Meals information to the new requisition and then save the expense requisition. a. On the Estimated expenses FastTab, click Add new expense. b. In the Expense category field, select "Flight", and then click OK. c. Enter the Estimated date (two weeks from today). d. In the Estimated amount field, enter "350.00". e. Click Add new expense. f. In the Expense category field, select "Hotel", and then click OK. g. Enter the Estimated date (two weeks from today). h. In the Estimated amount field, enter "450.00". i. Click Add new expense. j. In the Expense category field, select "Meal", and then click OK. k. Enter the Estimated date (two weeks from today). l. In the Estimated amount field, enter "200.00". m. Click Save and close. 3-8

73 Module 3: Working with Expense Reports Create Expense Reports When you travel or incur other expenses on behalf of your company, you create an expense report to justify company money that you spent and to trigger reimbursement by the company to the creditors. If you used a company credit card, most likely your company will reimburse the credit card company directly, after your expense report has been approved. If you paid for expenses by using your own money, your company will reimburse you directly. Any cash advances you received will be offset against the money owed to you. An expense report describes, in detail, how and where the expenses were incurred. Depending on the type of information that you must enter, creating an expense report can include multiple steps that you must complete when you create expense reports. 3-9

74 Travel and Expense Management in Microsoft Dynamics AX 2012 Creating an Expense Report Expense reports must be created in the Employee Services Portal. The Expense reports list page is where users view and create their expense reports. To open the Expense reports list page, click Expenses on the upper link bar, and then click Expense reports on the Quick Launch. FIGURE 3.4: EXPENSE REPORTS LIST PAGE The main area shows a list of all expense reports and their Document status. To view the details of an existing expense report, click the Expense report number in the first column of the list. This will open the expense report in Edit mode or View mode, depending on the document status. To create a new expense report, perform the following steps: 1. Click Expenses on the upper link bar, and then click Expense reports on the Quick Launch. 2. On the Expense report page, on the Action Pane, on the Expense report tab, in the New group, click Expense report. 3-10

75 Module 3: Working with Expense Reports 3. If it is configured for your environment, a list of all unreconciled expenses will be shown. Select any unreconciled expenses that must be added to the expense report, and then click Continue. If no unreconciled expenses must be added, clear the Select all transactions by default check box, and then click Continue. FIGURE 3.5: NEW EXPENSE REPORT FORM Note: You can add unreconciled expenses to an expense report, either when you first create the report, or after you have created and saved the report. Unreconciled expenses consist of credit card expenses downloaded by your company for your convenience, and expenses uploaded by you from your mobile phone. Not all companies choose to enable these advanced features. Entering Header Information The header information in the expense report lists basic information about the expense report name, employee expense purpose, and location. You can select the Expense purpose from the drop-down list or enter text into the field, and then enter the expense Location. 3-11

76 Travel and Expense Management in Microsoft Dynamics AX 2012 Select Show more fields/show fewer fields to see more header fields, which are primarily used for defaulting values onto expense lines. Note: You can determine the fields that will be shown on the expense header and lines. To do this, click Travel and expense > Setup > Travel and expense entry > Display fields. If you select Display all fields, then all fields will be visible on the expense report. Note: To map the expense report to a travel requisition, click Show more fields and then select the Travel requisition from the drop-down list. The travel requisition amount will be automatically populated. Entering Line Details To add line details in the New expense report form, click New expense line, and then select the category of expense that you want to add. FIGURE 3.6: NEW EXPENSE LINE ITEM 3-12

77 Module 3: Working with Expense Reports The fields available on the transactions vary, depending on the selected Expense category (actually, depending on the Expense type set on the category). FIGURE 3.7: CAR RENTAL EXPENSE The following table lists the fields and the description of each field. Field Expense category Transaction Date Payment method Transaction amount Currency Description Classifies what the money was spent on (for example, Meals, Hotel, Car rental, Airfare, and so on); used for budget tracking, cost accounting, and spend analysis. The date the expense was incurred. The method of payment for the expense. The amount of the expense in the transaction currency. That is the amount the vendor charged you and the amount you see on the receipt, if you have one. The transaction currency. This is the currency in which the vendor charged you and the currency you see on the receipt, if you have one. 3-13

78 Travel and Expense Management in Microsoft Dynamics AX 2012 Field Exchange rate Amount Project ID Line property Activity number Internal note Merchant Location Additional information Mileage Rate per mile Description The exchange rate between the transaction currency and your company s accounting currency. This defaults to the current exchange rate from the exchange rates table, if one is set up. The amount calculated in the company s accounting currency. If the expense category is set up to be available for use in projects, the project ID can be specified in this field. If the expense was incurred for a project, a line property identifier must be entered. It usually defaults, based on the selected expense category. The line property is used to indicate whether an expense is chargeable. If the expense was incurred for a project, the activity number of the project can be specified in this field. Additional information about the expense for internal use. This information will not flow through to the customer invoice. The merchant where the expense was incurred. The location where the expense was incurred. This field can help with tax calculation, if so configured. A longer description of the expense. Number of miles or kilometers travelled. The rate per mile or kilometer for reimbursement of mileage expenses. Note: This is populated from either the rate set in parameters or the rate set in the expense category. The rate in the expense category will override the one set in the parameters

79 Module 3: Working with Expense Reports Field Location of entertainment Per diem from date Per diem to date Description The location where the entertainment occurred. Select the date from which the per diem is based. This is based on a calendar day or a 24-hour period. Select the date to which the per diem is based. This is based on a calendar day or a 24-hour period. Itemizing Expenses For certain expenses, you can break the expense into individual charges that add up to the total amount. For example, you can break down a hotel charge into a daily room rate, room service charge, and laundry charge. To itemize a hotel expense, perform the following procedure by using the Hotel itemization wizard: Note: There is a similar itemization process for car rental. For other itemizable expenses that occur on a single day, for example, airfare, the itemized lines have to be added one line at a time. 1. On the New expense report page, select the expense that you want to itemize, and then click Itemize. 2. On the Itemize FastTab, enter the check-in date for the expense, and select the category for the itemized lines. 3. Enter the number of nights and the rate per night, and then click Add. This will add a number of itemized lines of the selected category to your expense. 4. Repeat steps 1 through 3 for each remaining category that you want to itemize, until you have accounted for the entire expense amount. When you have finished, click Save and close. 3-15

80 Travel and Expense Management in Microsoft Dynamics AX 2012 FIGURE 3.8: ITEMIZED EXPENSE Note: The Category you select when you add a new expense line determines what Subcategories are available to select if you decide to itemize line items. For example, a Hotel expense using the Hotel Category would typically have a Daily room rate category and a Room tax charge category available to select for itemization. To set up or view Subcategories associated with each category, click the Subcategories FastTab in the Expense categories form. 3-16

81 Module 3: Working with Expense Reports Distribute Expenses You may want to charge an expense to a different department than the one that you work for, or split the financial responsibility of the expense among several departments. The expense amount can then be distributed among any number of legal entities, main accounts, financial dimensions, and projects. The Distribute functionality can be used in the following two scenarios: 1. When you want to charge a legal entity, main account, or financial dimension other than the default. Example: The Sales and Marketing Departments want to split the cost for a customer trip. 2. When you want to distribute charges between multiple legal entities, main accounts, or financial dimensions. Example: You travel to Germany for 10 working days. You spend six days working for legal entity, "A", and four days working for the legal entity, "B". When you distribute the expense amount, legal entity A is responsible for 60 percent, and legal entity B is responsible for the remaining 40 percent. Note: When you are distributing expenses for a project, the list of projects you can select from on a distribution line depends on the legal entity selected on the distribution line. It does not matter what legal entity you are logged on to. To distribute expenses, perform the following steps: 1. On the New expense report page, select the expense that you want to distribute, click Other, and then click Distribute amounts. 2. On the Distribute amounts page, select whether you want to distribute the expense as a Percent or Amount. 3. Select the Legal entity or Main account or Financial dimension value you want to distribute one part of the expense to. 4. Enter the Percent or Amount that you want to distribute, and then click the check mark icon to save your entry. 5. Click Split to add another line. Repeat steps 3 and 4 until you have distributed the total amount of the expense. 3-17

82 Travel and Expense Management in Microsoft Dynamics AX 2012 Note: To distribute the expense amount equally among the different cost components, click Distribute equally. To delete a specific line record, highlight the line and then click Delete. To reset the expense distributions to the original state, click Reset. The distributions must add up to the expense amount. Note that only the net amount (without the taxes) is distributed. FIGURE 3.9: ACCOUNTING DISTRIBUTIONS Note: If you have multiple distribution lines, you can use the Main account, Department cost center, and Expense purpose to differentiate between the distribution lines. For example, you can create two distribution lines where the Main account and Expense purpose are the same, but one distribution line has Department cost center set to Sales and the other one has Department cost center set to Marketing. If you itemize line items on an expense report using expense Subcategories, you can assign each subcategory to a different account from the parent category. To view or set up subcategory accounts, click the Subcategories FastTab in the Expense categories form. 3-18

83 Module 3: Working with Expense Reports Entering Personal Expenses Part of an expense transaction that you charge to your corporate credit card may consist of a personal expense. For example, the total expense for a meal is EUR 65, but your spouse/partner joined you for the meal. Because your spouse/partner meal is not covered by your organization, you have to mark this part of the expense as personal. The cost of your spouse/partner's meal is then listed as a personal expense that your company will not pay for. Depending on your organization s business process, you must pay the credit card company directly for that amount. Alternatively, your organization will pay the credit card company for your personal expenses and you will, in turn, reimburse your organization. To enter a personal expense, perform the following steps: 1. On the New expense report page, on the Expense lines tab, select the transaction that you want to split, and then click Split to personal. 2. In the Personal line, enter the part of the expense amount that was personal, and then click Update. 3. The system will insert a line charging the remaining amount to the selected expense category. 4. Click Save and close. Note: To enter an itemized personal expense, itemize the expense and then click the Add remaining to personal button, which will add an itemized line with the remaining amount and the Category Personal. 3-19

84 Travel and Expense Management in Microsoft Dynamics AX 2012 Note: You can split a credit card transaction to include a personal expense only if the credit card transaction has been imported into Microsoft Dynamics AX You cannot manually enter a transaction and then split it. FIGURE 3.10: SPLIT EXPENSE TO PERSONAL PAGE Adding Guests When you enter entertainment or meal expenses in an expense report, the company business process or local laws may require that you account for the guests that you entertained. For example, you may take a potential client to dinner. To add guests to an expense report, perform the following steps: 1. On the New expense report page, select the expense to which you want to add guests, and then click Other > Guests. 2. To add guests not in the list of co-workers, click Add. 3. Enter the guest details in the Name, Company, and Title fields. 4. Repeat steps 1 through 3 for each guest that you want to add to the expense line. 3-20

85 Module 3: Working with Expense Reports Note: You can add co-workers who were your guests by clicking My coworkers and selecting them from the company s global address book. Note: You can also add guests that you previously entertained, by selecting them from the My previous guests and gift recipients list 5. Click Save and close. Note: Guests can only be added to entertainment-type expense categories. FIGURE 3.11: GUEST PAGE The following options are available on the Action Pane of the Guests page. To add guests from a list of coworkers, click My coworkers on the Action pane. To select from a list of previous guests and gift recipients, select My previous guests and gift recipients on the Action pane. To remove a guest line item, click Remove on the Action pane. 3-21

86 Travel and Expense Management in Microsoft Dynamics AX 2012 Attaching Receipts You can attach electronic receipts for expenses to an expense report at any time. You can also view receipts that are already attached. To attach a receipt to an expense report, perform the following steps: 1. On the New expense report page, on the Action Pane, on the Expense report tab, in the Attach group, click Receipts. 2. On the Attachments page, click one of the following to attach a receipt to your expense report: o Attach receipt file: Browse in your computer to locate and attach a copy of the expense receipt. o o Attach captured: receipts: Attach a receipt that was submitted by using a mobile phone, fax, or other device. Add URL: Add the URL for the location of the expense receipt. 3. When you have finished attaching receipts to the expense report, click Close. 3-22

87 Module 3: Working with Expense Reports FIGURE 3.12: RECEIPTS ATTACHMENTS PAGE 3-23

88 Travel and Expense Management in Microsoft Dynamics AX 2012 Submitting an Expense Report When you have entered all the information that is required by your organization and attached all expense receipts, if expense receipts are required, click Submit on the Edit expense report page. Note: When the expense report is complete, it can be submitted for approval by using the workflow functionality. Workflow approval is discussed in the "Workflow" chapter of this course. Printing a Barcode Cover Page If you need to submit an expense report and receipts by fax, you can print a barcode cover page that links your expense report and receipts. To print a barcode cover page for an expense report, open the expense report, click the Expense report tab on the Action pane, and then click Expense report cover page. Note: You can also print an Employee cover page before you create expense reports. To print an Employee cover page, open the Expense reports list page, and then click Employee cover page on the Action Pane. This cover page is not report specific and can be used to scan receipts that will be visible as Captured receipts when you attach receipts to the expense. Posting Expense Reports After an expense report has been approved, the report can be posted to the general ledger. A workflow can be set up so that posting happens automatically. The alternative is to post expense reports manually. When you post an expense report, if you have enabled tax recovery and set up a workflow for Value Added Tax (VAT) recovery, any expenses that are eligible for VAT recovery are identified. The task of verifying and recovering VAT payments is assigned to the employee who is responsible for that task. If an expense report contains expenses that are charged to a company other than the company that the employee is employed by, you must verify which company the expense is owed to and which company the expense is owed from. For example, if the employee who submitted the expense report works for company DAT, but charged an expense to company DIR, the due to company is DAT and the due from company is DIR. After you have verified these journal lines, you can post the expense lines to the general ledger. 3-24

89 Module 3: Working with Expense Reports Posting Expenses The final step that completes an expense report involves posting the transaction to the general ledger. The process of posting an expense can vary depending on the settings in the Travel and expense parameters form. To open the Travel and expense parameters form, click Travel and expense > Setup > Travel and expense parameters > Financial. The following table lists the fields that can affect the posting process. Field Ledger daily journal name Description Select the ledger journal that is used for cash advances. Note: This field is NOT used for posting expense reports as it had been in previous versions. (Expense reports are posted through the source document framework.) Post cash advances immediately Enable tax recovery from expenses Tax included Select this check box to immediately post an expense report to the general ledger. If this check box is cleared, a journal is created, but not posted. Select this check box to recover taxes for eligible expenses. Select this check box to indicate that sales tax is included in the transaction amount, by default. Note: This selection affects the expense entry process and calculation. If Tax included is selected, the user will enter the gross amount as the tax amount. If Tax included is not selected, the user enters the net amount as the tax amount. 3-25

90 Travel and Expense Management in Microsoft Dynamics AX 2012 To post an expense report, perform the following steps: 1. Click Travel and expense > Common > Expense reports > All expense reports. 2. Highlight the expense report in the All expense report list page. 3. Click Post, and then on the Action Pane, click Selected. 3-26

91 Module 3: Working with Expense Reports Lab 3.2: Create and Submit an Expense Report Scenario You are an employee with Contoso, and have returned from a business trip to Los Angeles, CA, yesterday. You must create an expense report for the amounts incurred. Use the information provided in the following table to create the expense report for the trip to Los Angeles. Line Category Amount Currency 1 Flight USD 2 Hotel USD 3 Meals USD Objectives This lab provides practice for creating an expense report. High Level Steps 1. Set up the Los Angeles, CA travel location. 2. Create a new expense report based on the scenario. 3. Add the Flight, Hotel, and Meals information to the new expense report. 4. Save and submit the expense report. Detailed Steps 1. Set up the Los Angeles, CA travel location. a. Click Travel and expense > Setup > Optional setup > Travel locations. b. Click New to create a new location. c. Type Los Angeles, CA in the Location field. d. Type Los Angeles customer office in the Description field. e. Click Close. 3-27

92 Travel and Expense Management in Microsoft Dynamics AX Create a new expense report based on the scenario. a. Click Internet Explorer to open the Internet browser. b. Click the Welcome to Employee services tab webpage. c. Click the New expense report link under the Expenses section. d. Clear all the unreconciled expenses, and then click Continue. e. In the Expense purpose field, select "Customer Visit". f. In the Location field, select Los Angeles, CA". 3. Add the Flight, Hotel, and Meals information to the new expense report. a. Click New expense line > Flight on the Action Pane to create a new line. b. Enter the Transaction date (yesterday). c. In the Transaction amount field, type "424.87". d. Click Save and new > Hotel on the Action Pane to create a new line. e. Enter the Transaction date (yesterday). f. In the Transaction amount field, type "467.34". g. Click Save and new > Meal on the Action Pane to create a new line. h. Enter the Transaction date (yesterday). i. In the Transaction amount field, type "189.78". 4. Save and submit the expense report. a. Click Save and close. b. Click Submit. c. In the Comment box, type Los Angeles trip expenses, and then click Submit. 3-28

93 Module 3: Working with Expense Reports Budgetary Control Budgetary control allows organizations to monitor actual spending and create policies to enforce it. Budgetary Control Setup Budgetary control is an optional feature that can be turned on or off based on your business requirements. There are options to check budget settings at the header and line level of travel and expense transactions. Use the parameters on the Budget parameters form to enable or disable the feature. Individual budget transactions are entered on the Budget transactions form. Budgets can be defined for individual ledger accounts, dimensions, or combinations of the two. For more information about setting up budgets, please refer to the Budgets help files in the client. Scenario: Travel Requisition with Budgetary Control Contoso requires that all employees must submit a travel requisition, and it must be approved prior to any business travel. They have also enabled budgetary control on travel requisitions and expense reports. Nancy, an employee with Contoso, is planning an upcoming business trip to Chicago and is in the process of submitting a travel requisition. From the Enterprise Portal, Nancy creates the travel requisition and fills in the required fields. Nancy creates several lines on the requisition for airline, hotel, and meal expenses, entering the estimated amounts for each. Since budget control is enabled on the lines, the system validates each line as they are entered and saved. The amounts entered for the airline and meals passed the budget check; however, the hotel amount entered exceeds the budget. Nancy receives a warning message and is still allowed to submit the requisition. Since approval is required, the requisition is assigned to Kevin, Nancy's manager, to review and approve or deny. Scenario: Travel Requisition Approval Kevin is currently logged in to the Enterprise Portal reviewing travel requisitions. He notices that a requisition from Nancy has a budgetary control warning, indicating that one of the lines is over budget. Kevin understands the need for Nancy's business trip. Kevin is authorized to overrun budgets; however, he decides to make an adjustment prior to approving. 3-29

94 Travel and Expense Management in Microsoft Dynamics AX 2012 Kevin navigates to the budget transactions and completes a budget transfer to suffice the budget overrun. When Kevin is finished he returns to the travel requisition form and clicks Check budget to refresh the budget control check. The check is now successful and he approves the requisition. 3-30

95 Module Review Module 3: Working with Expense Reports You can create travel requisitions and expense reports in the Employee Services Portal. You should know which practices are optional and which mandatory when you create expense reports. An expense report provides flexibility on how you categorize and enter expenses incurred, including the following: Itemizing transactions Splitting personal expenses Adding guests Attaching receipts After you enter all the information in an expense report, you can print a barcode cover page before you post the expense report. Test Your Knowledge Test your knowledge with the following questions. 1. Which of the following is a mandatory task when you create an expense report? ( ) Import credit card transactions. ( ) Enter an expense category. ( ) Create a travel requisition. ( ) Create a cash advance request. 2. To map the expense report to a travel requisition, you must click Show more fields in the expense report header. ( ) True ( ) False 3. To distribute the expense amount equally across legal entities, you must manually enter the percentages across each line item. ( ) True ( ) False 3-31

96 Travel and Expense Management in Microsoft Dynamics AX It is possible to select the ledger journal that approved expense reports are posted to. ( ) True ( ) False 3-32

97 Module 3: Working with Expense Reports Test Your Knowledge Solutions Module Review and Takeaways 1. Which of the following is a mandatory task when you create an expense report? ( ) Import credit card transactions. ( ) Enter an expense category. ( ) Create a travel requisition. ( ) Create a cash advance request. 2. To map the expense report to a travel requisition, you must click Show more fields in the expense report header. ( ) True ( ) False 3. To distribute the expense amount equally across legal entities, you must manually enter the percentages across each line item. ( ) True ( ) False 4. It is possible to select the ledger journal that approved expense reports are posted to. ( ) True ( ) False 3-33

98 Travel and Expense Management in Microsoft Dynamics AX

99 MODULE 4: WORKFLOW MANAGEMENT Module Overview 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. Note: You must define at least one workflow for expense reports. If you do not, the expense report will remain in draft status. Objectives The objectives are: Define workflow terminology. Define workflow participants. Create workflows by using workflow types. 4-1

100 Travel and Expense Management in Microsoft Dynamics AX 2012 Workflow Overview A workflow can be defined in two ways: as a system and as a way of automating a business process. Workflow as a system A workflow is a system that is installed with Microsoft Dynamics AX and it runs on the Application Object Server (AOS). You can use the workflow system functionality to create individual workflows. Workflow as an automation process A workflow can be used to automate a business process (either partially or completely). It defines how a document flows, or moves, through the system. It shows who must complete a task, make a decision, or approve a document. 4-2

101 Module 4: Workflow Management Workflow Expense Scenario The following flowchart represents a typical workflow scenario for submitting expense reports. FIGURE 4.1: EXPENSE WORKFLOW SCENARIO 4-3

102 Travel and Expense Management in Microsoft Dynamics AX 2012 To better understand this workflow, suppose that Sam submits an expense report for $7,000 U.S. dollars (USD). In this scenario, Ivan must review the receipts that Sam routes to him. Then, Frank and Sue must approve the expense report. Now, suppose that Sam submits an expense report for $11,000 USD. In this scenario, Ivan must review the receipts, and Frank, Sue, and Ann must approve the expense report. Benefits of the Workflow System There are several benefits of using the workflow system in your organization: Consistent processes: You can define how specific documents, such as purchase requisitions and expense reports, are processed. Using the workflow system, you ensure that documents are processed and approved in a consistent and efficient manner. Process visibility: You can track the status, history, and performance metrics of workflow instances. This helps you determine whether changes should be made to the workflow to improve efficiency. Centralized work list: Users can view a centralized work list that displays the workflow tasks and approvals that are assigned to them. This work list is available from the Role Center pages in the Microsoft Dynamics AX client and Enterprise Portal for Microsoft Dynamics AX. Role of the Originator The originator starts a workflow instance by submitting a document for processing. For example, for Sam to submit his expense report, he must click Submit on the Expense report form. Role of the Assignee A task can be assigned to multiple people or to a queue that is monitored by several people. However, only one person can complete a task. Using the Expense Workflow Scenario figure, assume that Sam has submitted an expense report and has routed his receipts to his organization's Expense Reports department for review. The members of the Adventure Works Expense Reports department monitor the queue. Suppose that Julie, a member of the department, has accepted the task of reviewing Sam's expense report and receipts. She can complete, reject, delegate, request a change, reassign, or release Sam's expense report and receipts. 4-4

103 Module 4: Workflow Management Note: The actions available vary, depending on how the software developer designed the task. The following table describes the workflow actions available. Workflow Action Complete Reject Description When a user completes a task, the document that was submitted for processing is assigned to the next user, if there is one. If no additional processing is required, the workflow process ends. When a user rejects a document, the workflow goes back to the originator/submitter who can then resubmit it. Example (based on the Expense Workflow Scenario) Julie has accepted the task of reviewing Sam s expense report and receipts. After Julie completes the task, the system automatically assigns the expense report to John. Julie has accepted the task of reviewing Sam s expense report and receipts. If Julie rejects the document, it goes back to the originator/submitter who can then resubmit it. Sam can resubmit the expense report, with or without changes. If Sam resubmits the expense report, the workflow resumes at the beginning of the stage in which the rejection occurred. 4-5

104 Travel and Expense Management in Microsoft Dynamics AX 2012 Workflow Action Delegate Description When a user delegates a task, the task is assigned to another user. Example (based on the Expense Workflow Scenario) Julie has accepted the task of reviewing Sam's expense report and receipts. Julie delegates this task to Tim, her assistant. Request change Reassign When a user requests a change to a document that was submitted, the document can be sent back to the originator or to another user in the system. The user who invokes the Request change action can select any user in the system. Then, a work item is created for that user. When that user has completed the necessary action, the workflow resumes at the step from which the Request change was triggered, and that step is rerun. The members of a work item queue can reassign documents that are in the queue to another queue. Tim then acts on behalf of Julie. This means that when Tim completes the task, the expense report is assigned to John, just as if Julie had completed the task. Julie has accepted the task of reviewing Sam's expense report and receipts. Julie notices some errors in the expense report and requests changes to the report. The expense report is returned to Sam. Sam can resubmit the expense report, with or without changes. If Sam resubmits the expense report, a member of the queue must review the report and the receipts again. Julie is monitoring the queue. To help balance the workload, she can reassign the expense report, and the receipts included with it, to another queue. 4-6

105 Module 4: Workflow Management Workflow Action Release Description If a member of a work item queue has accepted a task, but decides that he or she cannot complete the task, that member can release the document back to the work item queue. Example (based on the Expense Workflow Scenario) Julie has accepted the task of reviewing Sam's expense report and receipts. If Julie decides that she is unable to complete the task, she can release the document. The expense report is returned to the queue so that other members of the Adventure Works Expense Reports department can complete the task. 4-7

106 Travel and Expense Management in Microsoft Dynamics AX 2012 Role of the Decision Maker When a document is assigned to a decision maker, it is typically because a question must be answered by the decision maker. The answer to the question is typically Yes or No, or True or False. If the decision maker does not select one of those choices, the decision maker can delegate the decision. Note: The answer that the decision maker selects determines the workflow branch that is used to process the document. Scenario Using the Workflow Expense Scenario, assume that Sam's expense report is assigned to John. John must decide whether the information in the expense report requires a call to the employee's manager. If John decides that a call is required, the expense report is assigned to Aretha, who must call the employee's manager. If John decides that a call is not required, the expense report is assigned to Frank for approval. A decision maker can also delegate a decision. If the decision maker delegates a document or an action, it is assigned to another user who must make the decision. For example, assume that Sam's expense report is assigned to John. John delegates the decision to Maria, his assistant. Maria then acts on behalf of John. If Maria decides that a call is required, the expense report is assigned to Aretha, who must call the employee's manager. If Maria decides that a call is not required, the expense report is assigned to Frank for approval. 4-8

107 Module 4: Workflow Management Role of the Approver When a document is assigned to an approver, the approver can take one of the following actions: approve, reject, delegate, or request a change. Workflow Action Description Example (based on the Expense Workflow Scenario) Approve Reject When a user approves a document, the workflow moves forward to the next workflow task and is assigned to a user. When a user rejects a document, the workflow goes back to the originator/submitter who can then resubmit it. Sam has submitted an expense report for $12,000 USD. The expense report is assigned to Frank who is responsible for approving all expense reports. If Frank approves the expense report, the report moves forward to the next task in the workflow. Sam has submitted an expense report for $12,000. The expense report is assigned to Sue. If Sue rejects the expense report, the report goes back to the originator/submitter who can then resubmit it. Sam can resubmit the expense report, with or without changes. If Sam resubmits the expense report, the workflow process starts at the approval process. 4-9

108 Travel and Expense Management in Microsoft Dynamics AX 2012 Workflow Action Description Example (based on the Expense Workflow Scenario) Delegate When an approver delegates a document, the document is assigned to another user for approval. Assume that Sam has submitted an expense report for $12,000. The expense report is assigned to Frank, and Frank delegates the expense report to Ann. Request Change When a user requests a change to a document that was submitted, the document can be sent back to the originator of the document, or to another user in the system. Ann then acts on behalf of Frank. This means that when Ann approves the document, the document is assigned to Sue for approval, just as if Frank had approved it. After Sue approves the document, it is sent to Ann for approval. Assume that Sam has submitted an expense report for $12,000. The expense report is assigned to Sue. If Sue requests a change, the expense report is returned to Sam. Sam can resubmit the expense report, with or without changes. If Sam resubmits the expense report, it is sent to Frank for approval because Frank is the first approver in the approval process. 4-10

109 Module 4: Workflow Management Workflow Terminology To effectively use the workflow functionality in Travel and Expense Management, you should be familiar with the general workflow terms. Terms The following table describes various terms used in the workflow processes in Travel and Expense Management. Term Workflow Type Workflow Workflow Instance Work Item Description The type defines where a workflow is activated, the approval actions available, and the outcome of those actions. There are eight workflow templates for Travel and Expense that have already been created in Microsoft Dynamics AX The workflow defines the assignment rules for tasks and approvals, such as who should approve the document, and notifications and escalation options. The workflow instance is a workflow process for an individual document. The work item is an individual to-do action in a workflow instance assigned to one specific user, or to a queue. Travel and Expense Workflow Types There are eight workflow types for Travel and Expense. The following table describes each the eight workflow types. Type Description Association Cash advance request Dispute management Expense report auto posting Approve requests for cash advances. Review credit card disputes. Automatically post expense reports. Company Company Organization-wide 4-11

110 Travel and Expense Management in Microsoft Dynamics AX 2012 Type Description Association Expense report Expense line item auto posting Expense line item Travel requisition VAT tax recovery Approve expense reports. Automatically post expense report lines. Approve expense report lines. Approve travel requisitions. Approve the recovery of VAT. Organization-wide Organization-wide Organization-wide Organization-wide Organization-wide Creating a Workflow To create a workflow, you must first select the type of workflow that you want to create. The Create workflow form is used to set up the workflow. To create a workflow for Travel and Expense, perform the following steps: 1. Click Travel and expense > Setup > Travel and expense workflows. 2. On the Action Pane, click New. The Create workflow form is displayed. 3. Select the type of workflow to create, and then click Create workflow. 4-12

111 Module 4: Workflow Management Note: The first time that you click Create workflow, the system may take some extra time to open the Expense report workflow editor. FIGURE 4.2: CREATE WORKFLOW FORM 4. The Workflow elements area of the workflow editor contains the elements that you can add to your workflow. Drag the elements that you want to use on to the canvas. 5. To connect one workflow element to another, hold the pointer over an element until connection points appear. Click a connection point and drag it to another element. Ensure that you connect all the elements. 6. Click the canvas to ensure that no workflow element is selected. 7. Click Properties to open the Properties form for the workflow. 8. To configure the workflow, use the procedures that are listed in the Configure the properties of a workflow Application user Help files. To configure each element that you dragged onto the canvas, see Configure workflow elements in the Application user Help files. 9. Resolve the issues in the Errors and warnings pane. This pane displays messages that have been generated for the workflow. To locate the element where an error or warning occurs, double-click the error or warning message. 4-13

112 Travel and Expense Management in Microsoft Dynamics AX 2012 Note: All errors and warnings must be resolved before you can make the workflow active. 10. Click Save and close to close the workflow editor and to open the Save workflow form. 11. Enter comments about the changes that you have made to the workflow. 12. Click OK. FIGURE 4.3: EXPENSE REPORT WORKFLOW EDITOR Note: For detailed information about how to create and modify workflows, refer to the "Installation and Configuration in Microsoft Dynamics AX 2012" training course. 4-14

113 Module 4: Workflow Management Working with Travel and Expense Workflows Travel and expense workflows can be viewed from the Travel and expense workflows list page. Each workflow has a version number. Each workflow version may have multiple instances associated with it. This is valuable to show you which version of the workflow is the currently active one (only one version can be active at any given point in time) and the number of currently running workflow instances (workflow instances can be running for a version that is no longer active). Every time a change is made to a workflow, a new version is created. Viewing an Existing Workflow To view the details of a Travel and expense workflow, you must first select the workflow. The Travel and expense workflows list page displays the current workflows. To view details of a workflow, perform the following steps: 1. Click Travel and expense > Setup > Travel and expense workflows. 2. Use the scroll to view information about the workflow. Note: The Instances column shows the number of running instances of the workflow. Note: The Active version column shows the current version of the workflow. A new version is created every time a change is made. To view all the versions of a workflow, click Versions in the Manage group on the Action Pane. You must activate any new workflow versions, but only one version of a specific workflow may be active at the same time. 3. Highlight the workflow on the list page, and then click Workflow in the View group on the Action Pane. 4. The Workflow form opens as a Read only form. 5. Use the Action Pane buttons to view how the workflow is set up. Note: Using the View functionality allows users to see how a workflow is configured, without the security risk that the user might inappropriately change any settings. 4-15

114 Travel and Expense Management in Microsoft Dynamics AX 2012 Workflow Statuses and Actions To view the status of a workflow, open the All expense reports list page by clicking Travel and expense > Common > Expense reports > All expense reports. You can view the Approval status on the list page or double-click the expense report to open the Expense report form, to view the Document status. You can also view the status of a workflow document in the Employee Services Portal. The Expense reports list page displays the Document status. Note: You should see a yellow Workflow Bar on the Expense report form signifying that an active workflow has been defined. If you do not see the Workflow Bar, verify that a workflow has been defined and is activated on the Travel and expense workflows list page. Click Actions on the Workflow Bar to complete the next step in the workflow. The following table describes the status and actions that may be taken for a workflow. Document Status User Role Actions Draft Worker/Delegate Create, Edit, Delete, and Submit. Reviewer/Approver Accounts Payable Clerk N/A N/A In review Worker/Delegate View, Recall. Reviewer/Approver Accounts Payable Clerk Approve, Reject, Delegate, and View distributed amounts, and Attach receipts. View expense reports in client. Rejected Worker/Delegate Edit header, Edit existing expense line, Itemize existing expense line, Attach receipts, Edit distributions, Resubmit, and Recall. Reviewer/Approver Accounts Payable Clerk N/A N/A 4-16

115 Module 4: Workflow Management Document Status User Role Actions Approved Worker/Delegate View expense details, View distributed amounts, and View history. Reviewer/Approver Accounts Payable Clerk View expense reports in client. Edit distributions, if Allow editing of distributions before posting is selected in Travel and expense parameters. Processed for payment Worker/Delegate Reviewer/Approver Accounts Payable Clerk Post expense reports, Attach receipts. View expense details, View distributed amounts, and View history. View expense reports in client. View details, View distributed amounts, and Attach receipts. 4-17

116 Travel and Expense Management in Microsoft Dynamics AX 2012 FIGURE 4.4: EXPENSE REPORT FORM Note: If a workflow appears to be stuck in a status, verify that the workflow batch job is configured correctly. Modifying an Existing Workflow To change a workflow, highlight the Travel and expense workflow on the Travel and expense workflows list page, and then click Edit. 4-18

117 Module 4: Workflow Management Basic Settings: Click Basic Settings on the Action Pane to modify general information about the workflow, including the Name, the Owner who is responsible for the workflow, and the Submission instructions. FIGURE 4.5: BASIC PROPERTIES 4-19

118 Travel and Expense Management in Microsoft Dynamics AX 2012 Activation: Click Activation on the Action Pane to modify when the workflow should be used. Click Set the conditions for running this workflow to add conditions. Click Add condition to add new parameters about when the workflow should be used. FIGURE 4.6: ACTIVATION PROPERTIES 4-20

119 Module 4: Workflow Management Notifications: Click Notifications on the Action Pane to modify when the workflow alerts should be sent. Setting this parameter notifies the users of changes in the workflow. Click an Event and then click the Recipient tab to assign users to the notification. After selecting from the list, click the Notification text tab to type the notification text. FIGURE 4.7: NOTIFICATION PROPERTIES 4-21

120 Travel and Expense Management in Microsoft Dynamics AX 2012 Notes: Click Notes on the Action Pane to add or modify comments associated with the workflow. Type text in the Enter comments about the workflow field, and then click Add to attach the note to the workflow. FIGURE 4.8: NOTES PROPERTIES Note: For detailed information about how to create and modify workflows, refer to the "Installation and Configuration in Microsoft Dynamics AX 2012" training course. 4-22

121 Module 4: Workflow Management Lab 4.1: Creating an Expense Report Workflow Scenario You are an employee with Contoso and are in charge of the travel and expense process. The company has decided to set up document-level approval to be used whenever an expense report is submitted within Microsoft Dynamics AX. As part of the Contoso business process, employees are required to submit an expense report for approval after entering their expenses. All expense reports are assigned to the employee s manager for approval. Use the following actions to automate the business process by creating an expense report workflow: Use the Expense report type to create the new workflow. Use Approve expense report as the Approvals element. Assign the workflow to the employee s manager. Attach the following message to the workflow: Enter Expense report approval for the subject of the message, and Please approve this expense as instructions for the message. Attach the following submission instructions: You must submit this expense report for approval. Add the comment Created to the workflow. Activate the workflow and set it as the default for this workflow type. High Level Steps 1. Create a workflow approval by using the information provided in the scenario. 2. Resolve all the errors and warnings by using the information provided in the scenario. 3. Activate the workflow and set the workflow as the default. 4-23

122 Travel and Expense Management in Microsoft Dynamics AX 2012 Detailed Steps 1. Create a workflow approval by using the information provided in the scenario. a. Click Travel and expense > Setup > Travel and expense workflows. b. Click New to create a new travel and expense workflow. c. Select the Expense report type on the Create workflow form, and then click Create workflow. d. In the toolbox on the left of the page, select Approve expense report in the Approvals section and drag it to the canvas on the right. e. Put your mouse pointer over the Start element on the canvas. You will see small gray boxes on each side of the Start element. f. Place your mouse pointer on the lower part of the Start element, click and hold, and drag your mouse pointer down to the Approve expense report task element that you dragged onto the canvas. g. Place your mouse pointer on the lower part of the Approve expense report task, click and hold, and drag your mouse pointer to the End element. (You may need to scroll down to see the End element). 2. Resolve all the errors and warnings by using the information provided in the scenario. a. To resolve errors, double-click the error in the toolbox. Doubleclick the error message, Selected assignment type None is not supported. b. In the Assign users or role to workflow elements box, verify that the Assignment type tab is selected. c. Click User. d. Select the User option and then click the User tab. e. In the list of Available users, select Admin, and then click the > button to move Admin to the list of Selected users. f. Close the Properties form. g. Double-click the next error message: You must enter a message text for language en-us. h. In the Work item subject field, type Expense report approval. 4-24

123 Module 4: Workflow Management i. In the Work item instructions field, type Please approve this expense report. j. Close the form. k. Double-click the next error message: You must define submission instructions for workflow Expense report... l. In the In the Submission instructions field, type You must submit this expense report for approval. m. Click Save and close in the lower-right corner of the main window. A dialog box will appear for you to enter version notes. In the Version notes field, type Created, and then click OK. 3. Activate the workflow and set the workflow as the default. a. In the Activate workflow dialog form, select Activate the new version, and then click OK. b. In the Travel and expense workflows list, select the Expense report workflow that you created, and then click Set as default on the Action Pane. 4-25

124 Travel and Expense Management in Microsoft Dynamics AX 2012 Lab 4.2: Submitting an Expense Report by Using Workflow You are an employee with Contoso and have returned from a customer visit. You have paid most of the expenses with your corporate credit card. Those expenses are downloaded automatically and you must add them to an expense report. You also have to add a meal as an out-of-pocket expense before you submit the expense report for approval. The company has a workflow process that must be followed when submitting travel expenses. Use the following information to submit your expenses for approval: Select the unreconciled Hotel transactions and create a new expense report. Add a new line item expense for your meal for $55.00 USD by using yesterday as the transaction date. Submit the expense report. Log on as the manager and approve the expense report. Note: You must successfully complete the Creating an Expense Report Workflow lab before you start this lab. High Level Steps 1. Add a new expense line for the personal meal and submit and approve the expense report. Detailed Steps 1. Add a new expense line for the personal meal and submit and approve the expense report. a. Click Internet Explorer to open the Internet browser. b. Click the Welcome to Employee services tab webpage. c. Click the New expense report link under the Expenses section. d. Clear all the unreconciled expenses, except the Hotel transaction, and then click Continue. e. In the Expense purpose field, select Customer Visit, and then click OK. f. Leave the Location field blank. g. Click New expense line, select Meal, and then click OK to create a new line. h. Enter the Transaction date (yesterday). 4-26

125 Module 4: Workflow Management i. In the Transaction amount field, type "55.00". j. Click Save and close. k. Click Submit. l. In the Comment box, type Customer Visit, and then click Submit. m. Click the Approvals link. n. Highlight the Expense document Work Item, and then click Actions > Open Expense report. o. Click Actions > Approve. p. In the Dialog form, in the Comments field, type Approved. q. Click Approve. 4-27

126 Travel and Expense Management in Microsoft Dynamics AX 2012 Module Review Travel and expense workflows can be defined in two ways: as a system and as an automation process. There are eight workflow types that are provided for Travel and Expense Management in Microsoft Dynamics AX You can use these types to create workflows for your organization. You can view, modify, and set up default versions of the workflows that you create. Using Travel and Expense workflows give you the following benefits: Consistent processes Process visibility Centralized work list Test Your Knowledge Test your knowledge with the following questions. 1. Which of the following workflow roles starts a workflow instance by submitting a document for processing? ( ) Assignee ( ) Approver ( ) Decision Maker ( ) Originator 2. How many Travel and expense workflow types are provided by Travel and Expense Management in Microsoft Dynamics AX 2012? ( ) 4 ( ) 6 ( ) 8 ( )

127 Module 4: Workflow Management 3. Travel and expense workflow types are used on a company (legal entity) basis. ( ) True ( ) False 4. You cannot modify a workflow by using the Workflow view functionality. ( ) True ( ) False 5. You must resolve all the errors before you activate a workflow, but you do not have to resolve the warning messages associated with the workflow. ( ) True ( ) False 4-29

128 Travel and Expense Management in Microsoft Dynamics AX 2012 Test Your Knowledge Solutions Module Review and Takeaways 1. Which of the following workflow roles starts a workflow instance by submitting a document for processing? ( ) Assignee ( ) Approver ( ) Decision Maker ( ) Originator 2. How many Travel and expense workflow types are provided by Travel and Expense Management in Microsoft Dynamics AX 2012? ( ) 4 ( ) 6 ( ) 8 ( ) Travel and expense workflow types are used on a company (legal entity) basis. ( ) True ( ) False 4. You cannot modify a workflow by using the Workflow view functionality. ( ) True ( ) False 5. You must resolve all the errors before you activate a workflow, but you do not have to resolve the warning messages associated with the workflow. ( ) True ( ) False 4-30

129 MODULE 5: EXPENSE POLICIES Module Overview 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. When policies are active, if an employee creates an expense report that violates a policy, the employee automatically receives a message. The message explains which policy has been violated and what action to take. Depending on how you set up your policies, the employee might still be able to submit the report, but the problematic transactions will be marked for the expense report approver to review. If the policy states that the report cannot be submitted, the employee must change the transactions that violate the policies and then submit the expense report Objectives The objectives are: 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. 5-1

130 Travel and Expense Management in Microsoft Dynamics AX 2012 Travel and Expense Policies A travel and expense policy may be created on an enterprise-wide basis, legal entity level, or operational unit level. You can create the policy by setting rules that employees must follow when they enter, submit, or approve expense reports. Scenario Your organization has decided that no employee can spend more than $ U.S. dollars (USD) on a hotel expense (per night) at the upcoming conference in New York City. If an employee enters an expense or a travel requisition in which the room rate exceeds the allowed amount, the system will notify the employee that the expense amount has been exceeded. You can configure the message that the employee will receive when you define the policy. You can define three types of policy violations: Warning: Allows the employee to submit an expense report or travel requisition. However, the expense will be marked for all approvers and for reporting, later. Error: Requires the employee to revise the expense to comply with the policy before submitting the expense report or travel requisition. Justification: Requires the employee or a manager to enter a justification for exceeding the policy amount before submitting the expense report or travel requisition. You can also set up a date range for which expense policy rules are in effect. For example, airline fares for flights between Denmark and New York City can be expensive during the peak holiday travel season. You can define a flight expense rule that restricts the cost of flights to New York City to a limit of DKK 5,000 and you can specify that this rule be in effect between March 15 and September 15. Assigning Parameters After policies have been created in Travel and expense, use the Policy parameters form to define the order of precedence when you have multiple policies. To define the policy parameters for a travel and expense policy, perform the following steps: 1. Open Travel and Expense > Setup > Policies > Expense Report. 2. On the Expense report list page, double-click an expense policy. 5-2

131 Module 5: Expense Policies 3. In the Set up group of the Action Pane, click Parameters. FIGURE 5.1: POLICY PARAMETERS FORM- POLICY RULE TYPE PARAMETERS The following tables define the order of precedence that you should use for the policy parameters. Tab Policy rule parameters Policy rule type parameters Description Define the types of organizations to which an expense policy can be associated, and define the order in which policies should be resolved during the expense report process. Define the order in which each policy rule type should be resolved. This order enables you to override the default order of precedence defined for all policy rules. 5-3

132 Travel and Expense Management in Microsoft Dynamics AX 2012 Field Organization types Order of precedence Policy rule type Order of precedence Description The types of organizations to which a policy can be associated. Organizations can have multiple layers. You might have legal entities, cost centers, regions, departments, and other organizational units. These must first be defined before they can be displayed as an organization type in the Organization types: field. For more information, see Organization hierarchies (form) in the Help files. Define the order in which policy rules should be resolved. Policy rules are applied in sequential order during the transaction process, starting with the first organization hierarchy listed in the Order of precedence: field. For example, if your order of precedence is defined as Cost Center, then Department, and Company, the rules for Cost Center are applied before rules that are defined for Department and Company. Use Add and Remove to specify the types of organization hierarchies to assign to policies. Click Move up or Move down to create the order for the organization hierarchies of the business, as appropriate. The types of policy rules that can be defined for each policy-related activity. The policy rule types displayed in this area differ, depending on the type of policy being created. There are many policy rule types that provide a wide variety of business-related rules enforcement, such as spending limits, invoice and expense auditing, and control of procurement activities. For each policy rule type, define the order in which the policy rule type should be resolved. This enables you to override the default order of precedence defined at the policy level. 5-4

133 Module 5: Expense Policies Create a Travel and Expense Policy To set up an expense policy, perform the following steps: 1. Open Travel and Expense > Setup > Policies > Expense Report. 2. Click Policy in the New group of the Action Pane. 3. Enter a Name for the policy, and optionally enter a detailed Description. 4. On the Policy organization FastTab, select the Select Organization hierarchy. Note: Before you can select an Organization hierarchy, you must click Setup > Parameters on the Action Pane and configure the Organization hierarchies that you want to use for expense policies. Only those can be selected here. 5-5

134 Travel and Expense Management in Microsoft Dynamics AX Select the desired organization entity from the Available organizations nodes, and then click Add >>; the entity will be moved to the Selected organizations nodes. FIGURE 5.2: POLICY ORGANIZATIONS FASTTAB 5-6

135 Module 5: Expense Policies 6. Click the Policy rules FastTab. 7. Select a Policy rule type for which you want to create a rule. 8. Click Create policy rule to use the Condition editor to create the rule. 9. In the Effective date field, enter the date on which the rule starts. 10. In the Expiration date field, enter the date on which the rule ends. 11. Select the Is inherited check box if you want the policy framework to look for matching rule instances. If Is inherited is not selected on a rule instance, the policy does not look for more matching rule instances, but returns the rules that it finds. Note: A common misunderstanding is that Is inherited must be selected for the policy to conduct a hierarchical search. This is not true. The policy always searches the hierarchy to find a matching rule, even if Is inherited is set to false. Not selecting this field stops the search from looking for more rules farther up the hierarchy. 12. Create a policy rule condition by selecting the legal entity to use in the condition, and then click Add condition. 5-7

136 Travel and Expense Management in Microsoft Dynamics AX After you create the condition, click Test to test the condition. This step is optional. 14. Select an action in the Do the following field. The available options are: o Allow users to submit and approve but display a warning message o o o o Do not allow users to submit or approve and display an error message Do not allow users to submit until they enter a justification Do not allow users to approve until they enter a justification Do not allow user to submit or approve until they enter a justification 15. Click OK to save the condition. 5-8

137 Module 5: Expense Policies 16. Click Close to save the rule. FIGURE 5.4: CONDITION EDITOR 5-9

138 Travel and Expense Management in Microsoft Dynamics AX 2012 Note: The association of the organization node with the audit policy is effective on the date and time that you add it to the Selected organization nodes: list. The association expires when you remove the organization node from the list. Policy rules cannot be tested for any dates on which there is no organization node associated with the policy. Policy Statuses There are two expense report policy statuses active and retired. Active After you have created an Expense report policy, the status is considered Active. When policies are active, if an employee submits an expense report that violates a policy, the employee automatically receives a message. The message explains which policy rule has been violated and what action to take. Depending on how you set up your policies, the employee might still be able to submit the report. However, the problematic transactions will be marked for the expense report approver to review. If the policy rule states that the report cannot be submitted, the employee must change the transactions that violate the policies and then submit the expense report. Note: If the expense policy is active, the Active field on the Expense report list page is Yes. Retired When your organization decides to end a specific expense policy, you may choose to retire the policy. When you retire an expense report policy, all the rules that apply to the policy are retired. Retired policies remain in the system for auditing, but they cannot be reactivated. Note: If the expense policy is retired, the Active field on the Expense report list page is No. To retire an expense policy, perform the following steps: 1. Open Travel and Expense > Setup > Policies > Expense Report. 2. Select the expense policy on the Expense report list page. 3. Click Retire policy on the Action Pane. 5-10

139 Module 5: Expense Policies Lab 5.1: Create an Expense Policy Scenario You are an employee with Contoso and are in charge of the travel and expense process. The company has decided to create a new policy for the Contoso Entertainment Systems (West) organization called, Meals Policy Contoso West. The policy specifies that for all meal values greater than or equal to $50.00 USD, the employee must enter a justification before they submit the expense. Add the following message to the policy: Overwrite any other message that may be there: Meal expenses over $50.00 USD are against company policy. Enter a justification before submitting. High Level Steps 1. Create a new policy named, Meals Policy Contoso West. 2. Assign the policy to Contoso Entertainment Systems (West). 3. Create the policy rules. Detailed Steps 1. Create a new policy named, Meals Policy Contoso West. a. From the Navigation pane, click Travel and expense > Setup > Policies > Expense reports. b. Click Policy on the Action Pane to create a new policy. c. In the Name field, type "Meals Policy Contoso West". d. In the Description field, type "Meals over $50.00 USD in Contoso Entertainment Systems (West)". 2. Assign the policy to Contoso Entertainment Systems (West). a. Expand the Policy organizations FastTab. b. Select the third organization in the list of Available organizations, Contoso Entertainment Systems (West). c. Click Add to move Contoso Entertainment Systems (West) to the list of Selected organization nodes. d. Click the Policy organizations FastTab to collapse the FastTab. 3. Create the policy rules. a. Expand the Policy rules FastTab. b. Select Meals (0) for the Policy rule type. c. Click Create policy rule. 5-11

140 Travel and Expense Management in Microsoft Dynamics AX 2012 d. Use the default value in the Effective date, Expiration date, and Is inherited? fields. e. In the If the following is true section, select Add condition. f. In the Where field it says Expense line.amount, select the dropdown, and then select Expense line.expense category. g. In the Contains field, select the drop-down and then select Is. h. Click Enter a value. i. Click the ellipsis. j. Click OK to select the Meal Expense category. k. Click Add condition. l. On the field where = is displayed, select the drop-down, and then select >= m. Click Enter a value and type "50.00". n. Click the ellipsis, select USD, and then click OK. o. In the Do the following builder, click the drop-down and select the Do not allow users to submit until they enter a justification option. p. Click the Translations button in the lower right hand area of the form. q. In the Translated text field, type Overwrite any other message that may be there: Meal expenses over $50.00 USD are against company policy. Enter a justification before submitting. r. Click Close. s. Click OK on the Expense meals rule details form. t. Click Close the Meals policy form. 5-12

141 Module 5: Expense Policies Audit Policies Audit policies are defined business rules that help control business processes and enforce overall business strategy. Audit policies are defined in the Compliance and controls module and are located on the Audit policies list page. Create an Audit Policy Rule Type Policy rule types define the document and the query parameters that are used when you develop specific policy rules. The fundamental difference between Audit policies and Expense policies is that Audit policies enable you to define the policy rule types, whereas Expense policies have a predefined set of policy rule types. An audit rule type does not prevent the user from entering, submitting, or posting a document. Audit rule types can also be applied to multiple, and different, document types. Note: There are no predefined audit policies set up in the client. To create an audit policy rule type, perform the following steps: 1. Click Compliance and internal controls > Setup > Audit > Policy rule type. 2. Click New to create an audit policy rule type. 3. Enter a Name and a Description of the policy rule type. 4. In the Query name field, select the default Application Object Tree (AOT) query to use as the starting point for developing policy rules for this policy rule type. The query indicates the source document that the policy rule type is defined for. 5. In the Query type field, select the type of database query that users can build when they create audit policy rules by using this policy rule type. 6. In the Document date reference field, select the field in the source document that identifies the date to use when documents are selected for audit. 7. Create any additional policy rule types that your organization needs, and then close the form. 5-13

142 Travel and Expense Management in Microsoft Dynamics AX 2012 Define an Audit Policy Before you can define an audit policy, you must create the policy rule types that will define the document and the query parameters for the policy rules. You must also ensure that the policy parameters have been set up appropriately. To define an audit policy, perform the following steps: 1. Click Compliance and internal controls > Common > Policies > Audit policies. 2. On the Action Pane, click Policy to create an audit policy. 3. On the General FastTab, enter a Name and Description for the audit policy. 4. On the Action pane, click Additional options. a. Enter the starting date and ending date of the document selection date range. This range determines the date range of documents that you want to audit. For example, if you want to audit expense reports for May, you would enter a Starting date of 5/1/2012 and an Ending date of 5/31/2012. You can put an effective date on specific audit rules within a policy. b. If you create a policy rule that uses the List search query type to evaluate source documents for specific entities, enter the entities on the Monitored entity FastTab. For example, if you want to audit certain employees, you can list them here. c. If you create a policy rule that uses the Keyword search query type to evaluate source documents to determine whether they contain certain words, enter the words on the Prohibited words FastTab. d. Audit policies are run in batch mode. To verify or change the parameters for the batch job, click Batch. e. Click Close to return to the Audit policy form. 5. On the Policy organizations FastTab, select an organization type. This is the organization type that the audit policy will apply to. Note: A single audit policy can apply to only one organization type. 6. The organization nodes that have been created for the selected organization type are shown in the Available organization nodes: list. Select the nodes to be affected by this audit policy and then click Add >> to move those organization nodes to the Selected organization nodes: list. 5-14

143 Module 5: Expense Policies Note: The association of the organization node with the audit policy becomes effective from the date and time that you add it to the Selected organization nodes: list. The association expires when you remove the organization node from the list. Policy rules cannot be tested for any dates on which there is no organization node associated with the policy. Define Policy Rules An audit policy rule consists of a database query that is run against source documents. The policy rule types define the document and the query parameters that are used when you define policy rules. To define an audit policy rule, perform the following steps: 1. Click Compliance and internal controls > Common > Policies > Audit policies. 2. Double-click the policy on the Audit policy list page. 3. On the Policy rules FastTab, select the policy rule type to define a policy rule for, and then click Create policy rule. The available list of rule types depends on the policy rule types you have created. The fields that are displayed on the Audit policy rule form depend on the selected policy rule type and its associated query. 4. In the Effective date and Expiration date fields, enter the date range when this policy rule is effective. If you do not enter values in these fields, the policy rule will be effective when it is created, and it will never expire. 5. Complete the other fields as required, depending on the query type that is associated with the policy rule type. 6. Click Select to open a query form. Note: This button is not available for policy rules that are based on the List search or Keyword search query types. 7. Use the query form to specify the criteria to use for this policy rule, and then click OK. Note: If the data tables that are used in the query are shared among different legal entities, set the AllowCrossCompany property on the AOT query to Yes. This allows the policy engine to query on that table when the legal entity that is running the policy differs from the legal entity that the resulting query records belong to. 8. After the policy rule is set up, click Test. Enter the document selection date range to use for the test. 5-15

144 Travel and Expense Management in Microsoft Dynamics AX 2012 Note: The dates that you enter in this form are used only for the test. They are not saved, and they do not affect the document selection date range that is defined on the Additional options form. 9. Click Test and review the results. If the results are not what you expected, modify the database query and repeat the test. Note: If you do not receive results, do the following: Verify that an organization node was associated with the policy during the data selection date range that you specified for the test. Policy rules cannot be tested for any dates on which no organization node is associated with the policy. Verify that source document records exist that were created on or after the policy was created. You can edit documents created before the policy was created. This means that the Starting date in the Additional options form was specified prior to the documents involved in the audit. View Audit Cases After you have processed the batch for an expense audit policy, audit cases are automatically generated in the system. You can view the audit cases on the Audit cases list page. To view audit cases associated with expense reports, perform the following steps: 1. Open Compliance and internal controls > Common > Audit > Audit cases. 2. On the Audit cases list page, select an audit case and double-click it to open the Case detail form. 3. Expand the Associations FastTab to view which expense reports are associated to the case. 4. Click Details on the Action Pane to open the expense report. 5-16

145 Module 5: Expense Policies Lab 5.2: Create an Audit Policy Scenario Cassie, the internal auditor at Contoso determines that a new audit policy must be created for duplicate expense report lines in the CEU company. Duplicate expenses are defined as expenses within a 90-day window where the amount, the category, and the employee are identical. You will create a policy rule type that will allow you to select the document that you want to audit and the query type you want to apply to that document. After you create the policy rule type, you will create an audit policy in which you will define the criteria for your query and the legal entities that the policy applies. You will then assign the policy to a batch and run it. As the policy runs, if any violations are found, audit cases will automatically be created and the document(s) that contain the violation will be attached to the audit cases. High Level Steps 1. Create a new audit policy rule type called, Duplicate expenses. 2. Create an audit policy. Detailed Steps 1. Create a new audit policy rule type called, Duplicate expenses. a. From the Navigation pane, click Compliance and internal controls > Setup > Audit > Policy rule type. b. Click New. c. In the Rule name field, type Duplicate expenses. d. In the Description field, type Audit of duplicate expense lines e. Select Expense report line in the Query name field. f. Select Duplicate in the Query type field. g. Select Legal entity in the Legal entity field. h. Select Modified date and time in the Document date reference field. i. Close the Policy rule type form. 2. Create an audit policy. a. Click Compliance and internal controls > Common > Policies > Audit policies. b. Click Policy in the New group on the Action Pane. c. Enter Expense reports (CEU) in the Name field. d. Type Audit expense reports in CEU in the Description field. 5-17

146 Travel and Expense Management in Microsoft Dynamics AX 2012 e. Expand the Policy organizations fast tab. f. Select Contoso Entertainment Systems (West) in the Available organization nodes list. g. Select Add to place Contoso Entertainment Systems (West) in the Selected organization nodes list. h. Expand the Policy rules fast tab. i. Select the Duplicate expenses(0) rule and select Create policy rule. j. In the Audit policy rule form click the Select button. k. In the Expense report line form click the Group by tab. l. Click Add and in the Field drop-down and select the first Transaction amount record. m. Click Add and in the Field drop-down and select Date approved. n. Click Add and in the Field drop-down and select Expense category. o. Click Add and in the Field drop-down and select Employee. p. Click OK. q. On the Audit policy rule form enter 90 in the Additional days to evaluate for duplicates field. r. Click OK. s. Click Additional options on the Action Pane. t. Click Batch. u. In the Audit policy batch processing form click the Batch tab. v. Select empty batch group from the Batch group field dropdown. w. Click OK. x. Click Close in the Infolog form. 5-18

147 Module 5: Expense Policies Project Expenses In Travel and Expense management, users can charge expenses to projects. If project expense policies have been set up, those will then apply. If worker/project, worker/category, or project/category has been set up, it will be enforced on expenses charged to a project. You can also distribute part of an expense to multiple projects. For users to charge expenses to projects, the expense categories must be enabled for it. If an expense category is set up to allow use in projects, the user has the option to add a Project ID to the expense line in an expense report. Set Up Expense Categories for Projects Open the Expense categories form by clicking Travel and Expense > Setup > Travel and expense entry > Expense categories. In the Expense category form, select the Use in Project check box on the expense category to enable it to be used for project expenses. This is only possible if the Shared category has been set up for use in expense and use in project. When this field is selected, extra fields are available on the Projects FastTab to allow additional information, specific to the project module, to be entered. Additonal information about these fields can be found in the Microsoft Dynamics AX Projects training material. 5-19

148 Travel and Expense Management in Microsoft Dynamics AX 2012 FIGURE 5.5: EXPENSE CATEGORIES PROJECT FASTTAB Define a Project Policy The Project policies form enables you to set up expense rules specifically for the projects module. Rules can be set up for a combination of customer, contract, project, employee policy group, employee, expense category, and currency. To define project policies, perform the following steps: 1. Open Project management and accounting > Setup > Policies > Project expense policies. 2. Click New to create a new project expense policy. 3. Enter information for the policy by using the fields and descriptions in the following table. Field Description Policy type Select whether the expense policy applies to expenses on a project for a particular customer or to your legal entity as a whole. 5-20

149 Module 5: Expense Policies Field Description Start date Select the date on which the expense policy becomes effective. End date Select the last date on which the expense policy is in effect. Customer account If you selected Customer in the Policy type field, select the account number of the customer. Project contract ID If you selected Customer in the Policy type field, select the identifier of the project contract with which the selected customer is associated. Project ID If you selected Customer in the Policy type field, select the identifier of the project with which the selected customer is associated. Project expense policy worker group To apply the expense policy to an expense policy worker group, select the group identifier. Note: Worker groups for expense policies are set up in the Project expense policy worker groups form. Click Project management and accounting > Setup > Policies > Project expense policy worker groups. Worker Select the personnel number of the worker that the project expense policy applies to. 5-21

150 Travel and Expense Management in Microsoft Dynamics AX 2012 Field Description City Select a city if you want to limit the project expense policy to expenses incurred in that city. Expense category Assign an expense category to the expense policy. Only expense policies that are also project policies can be selected. Currency Select the currency to which the project expense policy applies. Only expenses that are entered in this currency are subject to the policy. Allowable amount Enter the maximum amount that you want to allow for expenses to which this policy applies. Note: You may want to allow employees to submit expenses that exceed this allowed amount, but display a warning message when they do. Use the Maximum percent or Maximum amount field to specify the amount up to which expenses can be submitted with a warning. Expenses that exceed that amount cannot be submitted. Per unit Specify whether the policy limitation applies to a single expense line, all expenses in a report, or a single work day. Receipt required Select the check box if employees must submit receipts for expenses that exceed the amount that you specify in the Receipt minimum field. 5-22

151 Module 5: Expense Policies Field Receipt minimum Description If you require employees to submit receipts for expenses that exceed a certain amount, enter that amount. Maximum percent If you want to allow employees to submit expenses that exceed the amount that you specified in the Allowable amount field, up to a certain percentage of the allowable amount, enter the percentage. Example: You enter $ USD in the Allowable amount field and 10 in the Maximum percent field. Then, employees can submit expenses between $ USD and $ USD. However, they will receive a warning message that states that the amount exceeds the allowable amount. Expenses that are more than $ USD cannot be submitted. Note: If you enter a percentage in the Maximum percent field, the amount in the Maximum amount field is calculated automatically. 5-23

152 Travel and Expense Management in Microsoft Dynamics AX 2012 Field Maximum amount Description If you want to allow employees to submit expenses that exceed the amount that you specified in the Allowable amount field, up to a certain amount, enter the amount. Example: You enter $ USD in the Allowable amount field and $ USD in the Maximum amount field. Then, employees can submit expenses between $ USD and $ USD. However, they will receive a warning message that states that the amount exceeds the allowable amount. Expenses that are more than $ USD cannot be submitted. Note: If you enter an amount in the Maximum amount field, the percentage in the Maximum percent field is calculated automatically. Apply an Expense to a Project A user can specify the default project for the entire expense report when creating the expense report header. This makes data entry more efficient because all expense lines added for categories that are enabled for projects will automatically have the project information copied to the line. Any expense categories added to the report which are not enabled for projects will not be associated with the project and will be posted according to the expense category account setup. Note: You can determine the fields that will be shown in the expense header and lines. To do this, click Travel and expense > Setup > Travel and expense entry > Display fields. If you select Display all fields, then all fields will be visible on the expense report. 5-24

153 Module 5: Expense Policies To add a project ID to an expense report, perform the following steps: 1. Click Internet Explorer to open the Internet browser. 2. Click the Welcome to Employee services tab webpage. 3. Click the New expense report link under the Expenses section. 4. Clear all the unreconciled expenses, and then click Continue. 5. Enter the required information in the report header. 6. Select the Project ID for the Project to default onto expense lines. FIGURE 5.6: NEW EXPENSE REPORT HEADER 7. To add a Project ID to an expense line, click New expense line. 8. Select an Expense category that is used in Project and accounting, and then click OK. 9. Enter a Project ID. 5-25

154 Travel and Expense Management in Microsoft Dynamics AX 2012 Note: If you enter a Project ID in the header of the expense report, the Project ID and the associated information on this form will default from setup in the Project and accounting module. FIGURE 5.7: EXPENSE REPORT EXPENSE LINE 10. To distribute a project expense to multiple projects, click Distributions. 5-26

155 Module 5: Expense Policies Note: The expense amount can be distributed among multiple legal entities, main accounts, financial dimensions, and projects. For more information about how to distribute amounts, refer to the Working with Expense chapter in this course. FIGURE 5.8: ACCOUNTING DISTRIBUTIONS FOR EXPENSE LINE 5-27

156 Travel and Expense Management in Microsoft Dynamics AX 2012 Module Review You can create specific policies to use with expense reports. A travel and expense policy may be created on an enterprise-wide basis, legal entity level, or operational unit level. You can also set up rules that employees must follow when they enter, submit, or approve expense reports. Creating audit policies allows you to enforce the overall business strategy. Audit policies are defined in the Compliance and controls module. The fundamental difference between audit policies and expense policies is that audit policies allow you define the policy rule types, whereas expense policies have a predefined set of policy rule types. Test Your Knowledge Test your knowledge with the following questions. 1. Which of the following is not a type of policy rule violation? ( ) Submission ( ) Justification ( ) Warning ( ) Error 2. How do you set the order of precedence when you have multiple policies that apply to different organizational hierarchies? ( ) Use the Policy parameters form to move organizational hierarchies up and down. ( ) Select the order of policies on the expense report. ( ) Create the policies in the order of precedence. ( ) Change the statuses of the policies. 3. You can reactivate a retired expense policy by clicking Activate. ( ) True ( ) False 5-28

157 Module 5: Expense Policies 4. What module do you use to set up audit policies? ( ) Travel and expense ( ) Compliance and internal controls ( ) Organization administration ( ) System administration 5. An expense line item can be distributed to multiple projects. ( ) True ( ) False 5-29

158 Travel and Expense Management in Microsoft Dynamics AX 2012 Test Your Knowledge Solutions Module Review and Takeaways 1. Which of the following is not a type of policy rule violation? ( ) Submission ( ) Justification ( ) Warning ( ) Error 2. How do you set the order of precedence when you have multiple policies that apply to different organizational hierarchies? ( ) Use the Policy parameters form to move organizational hierarchies up and down. ( ) Select the order of policies on the expense report. ( ) Create the policies in the order of precedence. ( ) Change the statuses of the policies. 3. You can reactivate a retired expense policy by clicking Activate. ( ) True ( ) False 4. What module do you use to set up audit policies? ( ) Travel and expense ( ) Compliance and internal controls ( ) Organization administration ( ) System administration 5-30

159 Module 5: Expense Policies 5. An expense line item can be distributed to multiple projects. ( ) True ( ) False 5-31

160 Travel and Expense Management in Microsoft Dynamics AX

161 MODULE 6: PER DIEMS Module Overview 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. The calculation of the total per diem amount at the time of expense entry is based on the data that is defined in the Per diems forms. Objectives The objectives are: 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. 6-1

162 Travel and Expense Management in Microsoft Dynamics AX 2012 Set up Per Diems Before employees can enter per diem data in an expense report in the Employee Services Portal, the administrator must set up per diem locations and rules in the rich client. The data that has been configured will then be available to employees when they enter their expense report. Per Diem Locations The Per diem locations form is used to specify locations with different per diem rates. The employee must specify the location when entering details in an expense line. The location that is specified can be as general or specific as needed. For example, the location can be a city, county, region, or country. To create a per diem location, perform the following steps: 1. Click Travel and expense > Setup > Per diems > Per diem locations. 2. Click New to create a new location. 3. Type the Location. 6-2

163 Module 6: Per Diems 4. Close the Per diem location form. FIGURE 6.1: PER DIEM LOCATIONS FORM Per Diem Parameters Use the Travel and expense parameters form to set default information for the per diem functionality. To open the Travel and expense parameters form specific to Per diems, open Travel and expense > Setup > Travel and Expense Management > Per diem tab. The following table describes the fields related to First day and Last day defaults. Field Minimum hours for per diem Description Enter the minimum number of hours that a worker must work on the first and last day of the travel to be eligible to receive a per diem. 6-3

164 Travel and Expense Management in Microsoft Dynamics AX 2012 Field Meal percent Hotel percent Other percent Description Enter the default percentage of the per diem for meals taken on the first and last days. The work day on the first and last days may be shorter than a standard work day. Therefore, the amount of per diem on these days may differ from the standard amount. Enter the default percentage of the per diem for hotel expenses incurred on the first and last days. The work day on the first and last days may be shorter than a standard work day. Therefore, the amount of per diem on these days may differ from the standard amount. Enter the default percentage of the per diem for miscellaneous expenses incurred on the first and last days. The work day on the first and last days may be shorter than a standard work day. Therefore, the amount of per diem on these days may differ from the standard amount. The following table describes the fields related to Meal reductions. Field Reduction in percentage for breakfast Description Enter the amount of per diem that is reduced for breakfast. For example, if a worker receives a complimentary breakfast, you may want to reduce the amount of per diem by 10 percent. Reduction in percentage for lunch Enter the amount of per diem that is reduced for lunch. For example, if a worker receives a complimentary lunch, you may want to reduce the amount of per diem by 15 percent. 6-4

165 Module 6: Per Diems Field Reduction in percentage for dinner Description Enter the amount of per diem that is reduced for dinner. For example, if a worker receives a complimentary dinner, you may want to reduce the amount of per diem by 20 percent. 6-5

166 Travel and Expense Management in Microsoft Dynamics AX 2012 The following table describes the fields related to Per diem rounding and Per diem calculation. Field Per diem rounding Description Select the type of rounding that is used for per diems. If you select normal rounding, any expense that has an amount of 0.5 is rounded to 1.00, and any expense that has an amount that is less than 0.5 is rounded to 0.0. Base per diem calculation on Select whether a per diem is based on a calendar day or a 24-hour period. FIGURE 6.2: TRAVEL AND EXPENSE PARAMETERS FORM PER DIEM Define Per Diem Amounts A per diem can have specific amounts per location and date range that an organization provides to a worker who is incurring expenses for business purposes. Per diems are typically used to cover expenses such as meals and lodging, and other incidental expenses. You can define the amounts for the per diem allowances that your organization offers to workers. 6-6

167 Module 6: Per Diems To define per diem amounts, perform the following steps: 1. Click Travel and expense > Setup > Per diems > Per diems. 2. Click New to create a new per diem. 3. In the Location field, select the travel location from the drop-down list. Note: You must set up a specific location in the Per diem locations form before you can apply the location to a per diem rate. 4. Select a Currency for the per diem. 5. On the General FastTab, use the Date from and Date to fields to enter the start date and the end date for this per diem rate. 6. Enter the per diem rate for Hotels, Meals, and Other expenses that workers may incur when they travel. FIGURE 6.3: PER DIEMS FORM Create Per Diem Rate Tiers If your company wants to separate per diem rates into partial days, you can use per diem rate tiers to set these up. The Per diem rate tiers form can be accessed from the Per Diem form. Use the Per diem rate form to reduce the per diem rate based on factors such as the first day, last day, or hours per day. For example, you may define rate tiers if an employee will be paid for meals on the last day, but will not be given an allowance for a hotel room. To create per diem rate tiers, perform the following steps: 1. Click Travel and expense > Setup > Per diems > Per diems. 2. Select a Per diem Location. 6-7

168 Travel and Expense Management in Microsoft Dynamics AX Click Per diem rate tiers > New. 4. Enter the Minimum hours and then the Maximum hours of travel that the reduction can be applied to. 5. Enter reductions in the per diem rate for Hotels, Meals, or Other expenses that workers are authorized incur. 6. Use the Apply to field to select whether you want to apply the reductions to the First day, Last day, or Both. FIGURE 6.4: PER DIEM RATE TIERS FORM Request Per Diems on an Expense Report After the administrator has set up per diem locations, rates, and parameters in the rich client, employees can request per diems on an expense report in the Employee Services Portal. Add Per Diem to Expense Report Lines Before you add per diem information to an expense report, ensure that all the per diem fields are set to Display in the Display field form. Note: The task of setting display fields is typically done by a system administrator. 6-8

169 Module 6: Per Diems To set per diem fields to display, perform the following steps: 1. Open Travel and expense > Setup > Travel and expense entry > Display fields. 2. Click the Display tab. 3. Highlight the per diem field that you want to display, click the dropdown in the Visibility field, and then select Display. FIGURE 6.5: DISPLAY FIELD FORM To add per diems to expense reports, perform the following steps: 1. Open an existing expense report or create a new expense report in the Employee Services Portal. 2. To add line details for per diems, click New expense line on the Expense lines FastTab, and then select the Per diem category. 3. Enter the appropriate information in the per diem fields. Use the information in the following table to define the per diem specific fields. Field Per diem from date Per diem to date Definition Enter the date and time that the per diem travel started. Enter the date and time that the per diem travel ended. 6-9

170 Travel and Expense Management in Microsoft Dynamics AX 2012 Location Breakfast Dinner Field Definition Enter the location to which the employee traveled Enter the number of breakfasts that were not paid by the employee. Enter the number of dinners that were not paid by the employee. Meal reduction Enter the amount of per diem that is reduced because of meals paid by another person. The result is calculated by the system. 4. Click Save and Close. FIGURE 6.6: EXPENSE LINE PER DIEM 6-10

171 Module 6: Per Diems Lab 6.1: Create Per Diems Rules and Enter in an Expense Report Scenario Contoso, Ltd. is preparing to open a new office in Atlanta, GA. Employees traveling to Atlanta will be paid a per diem in US dollars. The per diem paid for travel to Atlanta within the past month and for the next 6 months is $ USD per night for hotel costs, $30.00 USD per day for meals and $30.00 USD per day for other expenses. The company also wants to create per diem tier rates for the first and last days by using the following specifications: Minimum hours Maximum hours Hotel percent Meal percent Other percent Both Apply to Julia Funderburk visited Atlanta to discuss opportunities with potential new customers. She receives a daily per diem; therefore, she has no other expenses to report. She departed on the fifteenth of the previous month at 8:00 P.M. She arrived home on the twentieth of the same month at 6:00 P.M. Two dinners and one lunch were paid for by the companies she was visiting. Create expense report rules by using the information provide in the scenario. Enter Julia s per diems in a new expense report. What is the Meal reduction amount in the expense report? High Level Steps 1. Create per diem rules for Atlanta. 2. Create per diem rate tiers for Atlanta, GA. 3. Set all the per diem fields to Display in the Display field form. 4. Create a new expense report for Julia and enter her per diem information. 5. Write down the Reduction amount. 6-11

172 Travel and Expense Management in Microsoft Dynamics AX 2012 Detailed Steps 1. Create per diem rules for Atlanta. a. Click Travel and expense > Setup > Per diems > Per diems. b. Highlight Atlanta, GA as the Location. c. Click the Date from calendar and select the date a month prior to the current date. d. In the Date to calendar, select the date that is 6 months from the current date. e. Type "150.00" in the Hotel field. f. Type "30.00" in the Meals field. g. Type "30.00" in the Other field. 2. Create per diem rate tiers for Atlanta, GA. a. Click Per diem rate tiers. b. Click New. c. Type 4 for the Minimum hours. d. Type 24 for the Maximum hours. e. Type 70 for the Hotel percent. f. Type 20 for the Meal percent. g. Type 10 for the Other percent. h. Select Both for the Apply to. 3. Set all the per diem fields to Display in the Display field form. a. Open Travel and expense > Setup > Travel and expense entry > Display fields. b. Click the Transaction fields tab. c. Highlight the Meal reduction, Breakfast, Lunch, and Dinner labels, click the drop-down in the Visibility field, and then select Display. d. Close the form. 6-12

173 Module 6: Per Diems 4. Create a new expense report for Julia and enter her per diem information. a. Click Internet Explorer to open the Internet browser. b. Click the Welcome to Employee services tab webpage. c. Click Expenses on the upper link bar, and then click Expense reports on the Quick Launch. d. On the Expense report page, on the Action Pane, on the Expense report tab, in the New group, click Expense report. e. Click on the Expense category box to clear all the transactions. f. Click Continue. g. In the Expense purpose field, select Customer visit, and then click OK. h. Click New expense line. i. Select Perdiem as the Category, and then click OK. j. In the Per diem from date, type the 15th of last month. k. In the Per diem to date, type the 20th of last month. l. In the Location filed, select Atlanta, GA. m. Type 1 for Lunch. n. Type 2 for Dinner. 5. Write down the Reduction amount. a. Write down the value in the Meal reduction field. 6-13

174 Travel and Expense Management in Microsoft Dynamics AX 2012 Module Review In Travel and Expense, you can define per diem rates for different traveling situations. Before employees can enter per diem data in an expense report in the Employee Services Portal, the administrator must set up per diem locations and rules in the rich client. A per diem can have specific amounts per location and date range that an organization provides to a worker who is incurring expenses for business purposes. If your company wants to separate per diem rates into partial days, you can use per diem rate tiers to set these up. Test Your Knowledge Test your knowledge with the following questions. 1. What is the purpose of using per diems in the Travel and expense module? 2. State whether the following sentence is true or false. You must set up a location for a per diem. ( ) True ( ) False 3. Which of the following is used to separate per diem rates into partial days? ( ) Per diem parameters ( ) Per diem rates ( ) Per diem rate tiers ( ) Per diem dates 6-14

175 Module 6: Per Diems Test Your Knowledge Solutions Module Review and Takeaways 1. What is the purpose of using per diems in the Travel and expense module? MODEL ANSWER: The purpose of using per diems is to calculate and track the allowances that are paid to an employee by the company when the employee travels for work. 2. State whether the following sentence is true or false. You must set up a location for a per diem. ( ) True ( ) False 3. Which of the following is used to separate per diem rates into partial days? ( ) Per diem parameters ( ) Per diem rates ( ) Per diem rate tiers ( ) Per diem dates 6-15

176 Travel and Expense Management in Microsoft Dynamics AX

177 MODULE 7: CASH ADVANCES Module Overview The cash advance functionality is an optional step in the Travel and Expense Management business process and it can be integrated to an organizations 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. The following diagram shows how cash advances fit in the Travel and Expense process flow. FIGURE 7.1: TRAVEL AND EXPENSE PROCESS FLOW You can use the Cash Advance Request page to request a cash advance from your employer. 7-1

178 Travel and Expense Management in Microsoft Dynamics AX 2012 Objectives The objectives are: Set up cash advance parameters. Request and approve a cash advance. Apply cash advances to expenses incurred. Return a cash advance. Cash Advances Process Flow Set up Cash Advances To use the cash advances functionality, you must perform specific steps. The following diagram shows the cash advances process flow. Image not available in the media folder Before an employee can request a cash advance, the administrator of the Travel and Expense system must set up cash advance accounts, payment methods, and expense categories. Cash Advance Accounts The Cash advance accounts form is used to define the account where the cash advance is held. It is typically a receivables asset account. When the cash advance is initially paid, this account is debited and the vendor or ledger account associated with the employee is credited. When the cash advance is applied to an expense report, the cash advance account will be credited to reduce the amount outstanding. 7-2

179 Module 7: Cash Advances To define a cash advance account, click Travel and expense > Setup > Cash advances > Cash advance accounts. A different account can be used for each currency. FIGURE 7.2: CASH ADVANCE ACCOUNTS FORM Payment Methods A payment method must be set up when an employee has to return all or a part of an unused cash advance. This payment method should be the only method allowed for the expense category to be used to return unused cash advances. The employee must add a line of the cash advance expense category to an expense report with the amount that they want to return. This line will use the method of payment configured for cash advance returns. This must be set up to offset the worker. To define a cash advance return payment method, click Travel and expense > Setup > Travel and expense entry > Payment methods. 7-3

180 Travel and Expense Management in Microsoft Dynamics AX 2012 Note: For more information about setting up payment method setup and accounts, refer to the "Payment Methods" chapter of this course. FIGURE 7.3: PAYMENT METHODS FORM Expense Categories The administrator of the Travel and Expense functionality must set up an expense category for unused cash advance returns. When an employee returns an unused cash advance, he or she must use this expense category. The Expense type must be Cash advance returns and the cash advance Payment method should be the only one allowed. To define a Cash Advance Expense Category, click Travel and expense > Setup > Travel and expense entry > Expense categories. 7-4

181 Module 7: Cash Advances Note: Before you create expense categories, you must create the shared categories that can be used in expense. Note: For more information about expense categories, refer to the "Payment Methods" chapter of this course. FIGURE 7.4: EXPENSE CATEGORIES FORM Create a Cash Advance Request To create a cash advance request, you must use the Employee Services Portal. Create and Submit a Cash Advance Request To create a cash advance request, perform the following steps: 1. Click Expenses on the upper link bar, and then, on the Quick Launch, click Cash advance requests. 7-5

182 Travel and Expense Management in Microsoft Dynamics AX On the Action Pane, on the Expense tab, in the New group, click Cash advance. FIGURE 7.5: NEW CASH ADVANCE REQUESTS FORM 3. On the Cash advance request FastTab, enter the Requested amount of the cash advance and all the other appropriate information. 4. On the Financial dimensions FastTab, you may assign this request to CostCenter, Department and/or an ExpensePurpose dimension. 5. Click Save and close. Note: After you save and close the New cash advance requests form, you will return to the Cash advances requests list where you can view all the cash advance requests and their status. 6. Highlight the new cash advance request record, and then click Submit to submit the cash advance request for approval. After you click Submit, you may enter a comment in the dialog form, and then click Submit. 7-6

183 Module 7: Cash Advances Note: The Submit button is available for cash advance requests in the Draft Cash advance status. For requests with other cash advance statuses, the Actions button is available with options, based on the workflow. FIGURE 7.6: CASH ADVANCE REQUESTS FORM 7-7

184 Travel and Expense Management in Microsoft Dynamics AX 2012 Lab 7.1: Create a Cash Advance Request Scenario You have just received an impromptu request from your manager to visit a client s site. The date of the business trip is yet to be determined, but $700 USD as a cash advance has been allowed by your manager for your business trip. Create a cash advance request, using today s date, for $700 USD, and submit it for approval. Describe the purpose as Business trip and add a comment in the report stating, This is a cash advance for an impromptu business trip. High Level Steps 1. Create a cash advance request based on the information in the scenario. 2. Submit the cash advance request for approval. Detailed Steps 1. Create a cash advance request based on the information in the scenario. a. Click Internet Explorer to open the Internet browser. b. Click the Welcome to Employee services tab webpage. c. Click Expenses on the upper link bar, and then, on the Quick Launch, click Cash advance requests. d. On the Action Pane, on the Expense tab, in the New group, click Cash advance. e. Use the default date for the Requested ship date. f. Type Business trip as the Expense purpose. g. Type 700 for the Requested amount. h. Click Save and Close. 2. Submit the cash advance request for approval. a. Click Submit. b. In the Comment dialog box, type the following message, This is a cash advance for an impromptu business trip. and then click Submit. 7-8

185 Module 7: Cash Advances Approve a Cash Advance Request After a cash advance request has been submitted for approval, you must use the Employee Services Portal to approve the request. Approving a Cash Advance Request To approve a cash advance request, perform the following steps: 1. In the Employee Services Portal, click Approvals on the upper link bar, and then, on the Quick Launch, click My Approvals. 2. Highlight the cash advance request on the Work list page. 3. Click Actions > Open Cash advance request to open the cash advance request. 4. Click Actions > Approve to approve the cash advance request. FIGURE 7.7: VIEW CASH ADVANCE REQUESTS FORM 7-9

186 Travel and Expense Management in Microsoft Dynamics AX 2012 Post a Cash Advance Request The approved cash advance request must be posted through a journal. Approved cash advance requests can be viewed and posted on the All cash advances list page or the Cash advances form. Cash Advance Parameters The cash advance transaction is posted when the Pay and Transfer process is completed. This process posts the transaction through a journal. If Post cash advances immediately is selected in the Travel and Expense Management parameters form, Pay and Transfer will post the journal automatically after the cash advance is approved. If this parameter is not selected, Pay and Transfer will create the journal ready for posting. To verify this setting, click Travel and expense >Setup > Travel and expense parameters > Financial tab. FIGURE 7.8: TRAVEL AND EXPENSE PARAMETERS FORM 7-10

187 Module 7: Cash Advances Pay and Transfer The status of the cash advance can be viewed on the All cash advances list page or the Cash advance form. The Status is set to Paid as soon as the cash advance journal is created by using the Pay and Transfer process. Note: If Post cash advances immediately is selected in the Travel and Expense Management parameters form, Pay and Transfer will post the journal automatically after the cash advance is approved and will have a Paid status. If Post cash advances immediately is not selected, Pay and Transfer will create a journal but not post it. The posting has to be done manually. FIGURE 7.9: ALL CASH ADVANCES LIST PAGE 7-11

188 Travel and Expense Management in Microsoft Dynamics AX 2012 To Pay and Transfer a cash advance, perform the following steps: 1. Click Travel and Expense > Common > Cash advances > All cash advances. 2. Highlight or double-click the cash advance record. 3. Click Pay and transfer on the Action pane. Payment Processing An employee can be associated with a vendor or ledger account. Any cash advances to the employee will automatically be allocated as a transaction in the associated vendor or ledger account. A payment journal can then be used to pay the employee. Apply a Cash Advance to a Expense Report Cash advances are automatically applied to expense reports. The user does not have to manually reference the cash advance on the Expense entry form. The system automatically calculates the balance. If the cash advance is less than the actual expense incurred, the employee is reimbursed for the balance. If, on the other hand, the cash advance is more than the actual expense, the employee must return the excess cash advance to the company. To return the excess amount, the employee must add a line of the cash advance return category to an expense report. Return Unused Cash Advances Cash advances that are unused can be left open to be applied to future expense reports. Alternatively, the employee can enter a line in an expense report to return the cash advance. This will post a debit transaction on the employee s account to show that he or she owes money to the company. To return unused cash advances, perform the following steps: 1. In the Employee Services Portal, click Expenses on the upper link bar, and then, on the Quick Launch, click Expense reports. 2. Open an existing expense report or create a new expense report. Note: You do not have to create a new expense report specifically for unused cash advance returns. The return can be included in any expense report. 7-12

189 Module 7: Cash Advances 3. On the Expense line FastTab, click Other > Return cash advances. FIGURE 7.10: EDIT EXPENSE REPORT FORM 4. On the Cash advances form, select the Return check box next to outstanding cash advance record. 5. Click the Expense category drop-down, highlight ReturnCash, and then click OK. 7-13

190 Travel and Expense Management in Microsoft Dynamics AX Click Add. FIGURE 7.11: CASH ADVANCES FORM Note: The new cash advance line record is added with the Payment method of ADVANCE. 7-14

191 Module 7: Cash Advances 7. Click Submit to submit the expense report for approval. FIGURE 7.12: EDIT EXPENSE REPORT FORM NEW LINE RECORD 7-15

192 Travel and Expense Management in Microsoft Dynamics AX 2012 Lab 7.2: Return Unused Cash Advance Scenario You were given a cash advance of 600 CNY to visit a customer. However, the visit was canceled because of scheduling conflicts. Because the trip will not be rescheduled, you need to need to return the unused cash advance. Create a new expense report for this canceled customer visit. High Level Steps 1. Create a new expense report to return the unused cash advance for the canceled customer visit. 2. Submit the expense report for approval. Detailed Steps 1. Create a new expense report to return the unused cash advance for the canceled customer visit. a. Click Expenses on the upper link bar, and then, on the Quick Launch, click Expense reports. b. On the Action Pane, on the Expense tab, in the New group, click Expense report. c. Click on the Expense category box to clear all the transactions. d. Click Continue. e. Select Customer visit for the Expense purpose. f. Click Other > Return cash advances. g. Highlight the line item with the Paid amount of 600. h. Select ReturnCash as the Expense Category, and then click Add. 2. Submit the expense report for approval. a. Click Submit. 7-16

193 Module 7: Cash Advances Module Review 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. Before an employee can request a cash advance, the administrator of the Travel and Expense system must set up cash advance accounts, payment methods, and expense categories. To create a cash advance request, you must use the Employee Services Portal. Test Your Knowledge Test your knowledge with the following questions. 1. When would you request a cash advance (provide an example)? 2. You must set up Cash Advances to use the Travel and Expense functionality. ( ) True ( ) False 3. You can pay and transfer cash advances automatically. ( ) True ( ) False 4. It is possible to return cash advances to the employer on an existing expense report. ( ) True ( ) False 7-17

194 Travel and Expense Management in Microsoft Dynamics AX 2012 Test Your Knowledge Solutions Module Review and Takeaways 1. When would you request a cash advance (provide an example)? MODEL ANSWER: Responses will vary. For example, you might request a cash advance for monthly parking fees or for meals on a business trip. 2. You must set up Cash Advances to use the Travel and Expense functionality. ( ) True ( ) False 3. You can pay and transfer cash advances automatically. ( ) True ( ) False 4. It is possible to return cash advances to the employer on an existing expense report. ( ) True ( ) False 7-18

195 Appendix A: Sample Credit Card Import Pre-Requisite APPENDIX A: PREREQUISITE FOR SAMPLE CREDIT CARD IMPORT Introduction Use the Prerequisite for Sample Credit Card Import to set up your training environment to import a sample credit card transaction. This pre-requisite must be completed before you start Lab 2.1: Credit Card Import. Configuring Dynamics AX 2012 for Credit Card Import To enable credit card importing, perform the following steps: 1. Register the TrvPBSMainData Service in AOT: a. In the AX client, open the Development workspace by clicking Ctrl+Shift+W. b. Navigate to AOT >Services >TrvPBSMaindataService. c. Right-click TrvPBSMaindataService > Add-Ins > Register service. Note: This may take a few seconds and then the Services form opens. Do not click Refresh in the Services form. This will attempt to register all the services in AOT and will freeze up the form for a long time. d. Close the form and return to the AX client. 2. Create an inbound port in the AX client: a. Navigate to System Administration > Setup > Services and Application Integration Framework > Inbound ports. b. Click New. c. Type VISA for the Name and Description. d. Click Service operation on the Service contracts customizations FastTab. e. In the opened form, select TrvPBSMainDataService.create in the right grid and move it to the left grid. f. Close the form. g. Deploy the port by clicking Activate on the toolbar. h. After about 30 seconds, an infolog should show that the port is activated successfully. Close the infolog. i. Credit card import is set up in the system. 1

196 Travel and Expense Management in Microsoft Dynamics AX 2012 Sample Code The following sample code is provided for Lab 2.1: Credit Card Import. This code is in the L1Data Julia.xml file provided on the training Hyper-V image under Allfiles/Labfiles. This sample code is shows you the.xml format; it should not be used directly in the training lab. <?xml version="1.0" encoding="utf-8"?> - <Batch xmlns=" - <Envelope xmlns=" sage"> - <Header> <Company>ceu</Company> <Action> PBSMaindataService/create</Action> </Header> - <Body> - <MessageParts> - <TrvPBSMaindata xmlns=" s/trvpbsmaindata"> - <TrvPBSMaindata class="entity"> <_DocumentHash>String</_DocumentHash> <AmountCurr>200</AmountCurr> <AmountLocal>200</AmountLocal> <BusinessName>NORTHWEST AIRLINES</BusinessName> <CardNumber> </CardNumber> <CardNumberNIKS> </CardNumberNIKS> <CardType>VISA</CardType> <CatCode>01</CatCode> <CatCodesDesc>AIRLINE</CatCodesDesc> <CCTransUniqueId /> <Country>USA</Country> <ExchCode>USD</ExchCode> <ExchCodeLocal>USD</ExchCodeLocal> <Name>Julia Funderburk</Name> <Paymethod>CompanyCC</Paymethod> <Reference>185220</Reference> <Town>aaaaaaaaaaaaa</Town> <TransDate> </TransDate> <UserField1>aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aaa</userfield1> 2

197 Appendix A: Sample Credit Card Import Pre-Requisite <UserField2>aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aaa</userfield2> <UserField3>aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aaa</userfield3> <UserField4>aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aaa</userfield4> <UserField5>aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aaa</userfield5> <UserField6>aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aaa</userfield6> <UserField7>aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aaa</userfield7> <UserField8>aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aaa</userfield8> <UserField9>aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aaa</userfield9> <UserFieldLong>aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa a</userfieldlong> </TrvPBSMaindata> </TrvPBSMaindata> </MessageParts> </Body> </Envelope> </Batch> Summary This appendix provides the prerequisite steps to import credit card transactions. It shows you a sample.xml file that may be used to test the credit card import functionality. The steps outlined in this appendix must be completed before you start Lab 2.1: Credit Card Import. 3

198 Travel and Expense Management in Microsoft Dynamics AX