Configuration of Delegate and Expense Report Policy of Expense Management in D365 F&O Part 2

 

Overview

In this blog we will discuss about the configuration of delegation of work and expense report Policy.

1. Delegate an Expense Report

Occasionally, an approver might need to delegate their tasks to another user. Potential reasons for delegating tasks could be that the approver will be on vacation and needs to set up a delegate for a period of time, or when another approver has more knowledge of the expense report details and a one-time delegation is needed

Whatever the situation, the delegated approver must have the applicable security rights to approve the expense

Configuration

Step 1: Go to delegate in Expense management Module

Step 2: Select employee whom expense is to be delegated (Note: Make sure there is employee created for the user in the D365 F&O)

then Select delegate's user ID

Finally mention start date and end date during which delegates can be activated.

Now ready to use the Delegate Functionality.

2. Expense Report Policy

One can define policies that your workers must follow when entering and submitting expense reports and travel requisitions. Implementing expense policies can help one to manage expenses effectively.

Configuration

Step 1: Go to expense report

Step 2: Click New

Step 3: Create new expense policy for a selected organisation as per below setup

Step 4: Define policy rule

Step 5: Do the necessary setup as per business requirement as guided below 

Important Note: The expense policy is always checking the policy per line. When you define any expense policy (Hotel/Meal/Car Rental/Flight etc.) - system informs you the amount is taken from expense line:

In the current design there's no chance to summarize expense category from whole expense report and validate through policy. 

Step 6: Click OK and this expense policy will be created. Now, employee can use this expense policy to create expense report.

 

That's all for the blog

Thank You

Happy Learning 

Configuration of Expense Management to process Expense Report in D365 F&O Part 1

 Overview

The Expense management module in Microsoft Dynamics 365 Finance and Operations allows organizations to track and manage employee expenses. Below is the mandatory setup required to create and post expense report.

In this blog we will learn the basic and mandatory setup required to process the expense report.

Mandatory Setup:

1. Payment Method: Method of payment is to set first.

Note: e,g.  if company pays employees expenses to credit card company then one should choose offset account type as vendor and before that he has to create new vendor for that particular credit card company.

2. Shared Category or Category ID: Category ID will be created based on the expense type given in the global category form. And here usage of these expense type is to be selected (like this category ID is used for Project, Production or Expense.)

Moreover, Subcategories can also be created  here for the purpose of itemization.

3. Expense Category: Based on category ID expense category is created. Here ledger account for expense is added which will be debited after posting expense report. Method of Payment must be added and Itemization mandatory can be checked YES if required.

4. Workflow Setup: Create workflow for Expense Report as per business requirement.

5. Employee Mapping with User: Go to system admin > user > user and select particular user and select employee for that particular user 

Note: Employee is created in module Human Resource > Worker > Employee

6. Vendor Mapping with Employee: vendor mapping to employee is required since posted expense report transaction shows in that particular vendor transaction

   

 

7. Number Sequence: (Required while posting Expense report it will generate an invoice number based on the below number sequence setup)

 

Now, you are ready to create expense report (Expense Management > My Expense > Expense Reports)

Happy Learning!

Thank You