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Approved By Field Not Auto-Populating on Invoice Journal in Dynamics 365 Finance

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Posted on by Syed Amir Ali

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Hey Experts,

I trust you are doing great!

We have encountered an issue where the “Approved by” field is not auto-populating on the Invoice Journal form for a user. The Person record is correctly assigned to the user, and we have already verified this.

The environment is running Dynamics 365 Finance & Operations version 10.0.46.

Could you please advise if any specific role or security permission is required for this functionality? Currently, the user is assigned the Accounts Payable Manager role.

If I assign system admin then it works fine for him.

Your guidance on this would be appreciated.

Regards,
Syed Amir Ali

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Dynamics 365 Finance

Microsoft Dynamics AX

Dynamics 365 Project Operations

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Giorgio Bonacorsi 2,071 on at

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Hello,

You have to tied your user to an employee:

Before to do it you have to create your employee. Go to: Human resources> Workers> Employees, create the master data.

Press in employee history to release if on the correct legal entity

Thank you, let's us know if it work.

Giorgio

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Encore Business Sol... 110 on at

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Hi, Syed,

A couple of tools can be used to determine which role is needed.

If you navigate to the form where the Approved By field is, and then in the upper Menu > Options > Security Diagnostics: This will show the list of Roles, Duties and Privileges required to do actions on this page. It's unfortunately not field-specific but it's not a long list.

These could be used to trial and error which role will populate the Approved By, without using the Sys Admin Role

The other thing to check is the User. Make sure the User has a Person assigned to it.

The person assignment is required in F&O when anyone executes transactions.

To create a person record Navigate to Human Resources > Workers > Workders and 'hire' the user. Then assign the Worker record to the User record in the 'Person' field.

Also, if there are any other users that this does work for, who also doesn't have Sys Admin, you could compare their security set up (roles and Person configuration) and troubleshoot that way.

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André Arnaud de Cal... 303,730 Super User 2026 Season 1 on at

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Hi Syed,

In case the function is working when the system administrator role is assigned, the worker relation should be correct as you mentioned in your question.

The security diagnostics feature will not help you as this is giving related security to the menu item Vendor invoice journal lines only, not related objects. In this case, it should try to find the related person to an user.

Does the user have the System user role assigned? If so, are there any organization assignments to restrict access to specific companies?

You can also try to add table permissions and grant read access to:

HcmWorker

DirPersonUser

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Syed Haris Shah 1,566 Super User 2026 Season 1 on at

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Hi @Syed Amir Ali,

One possible reason could be that the worker assigned to the user is not employed in the current legal entity. Since the system validates worker employment by legal entity when security role of users is not sys admin , this may prevent the “Approved by” field from auto-populating.
Could you please check and confirm

If you find this answer helpful, please consider verifying the answer. 👍

Regards,

Syed Haris Shah

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