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Dynamics 365 Community / Forums / Microsoft Dynamics AX (Archived) / What is your experienc...
Microsoft Dynamics AX (Archived)

What is your experience in using workflow vs. manual approval when it exceeds tolerance limit?

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Posted on by lmai 2,442

All, 

I see that when it comes to manual approval, the person who enters the vendor invoice has to the drag the bar to approve (screenshot below). She/he can be clerk and not an AP Manager. If the clerk is well-trained and is trusted to do the right thing, then the manual process is good, right?

Approver-_2D00_-manual.gif

What about the workflow approval?  Could someone share your experience using it?  Is it worth it to set up the WF for this? 

Is it too time consuming for every invoice that exceeds the tolerance limit to go through the WF?  Is it competing with other vendor invoice WF if you are already have 1 vendor invoice WF?  What do you see as a disadvantage and advantage of both methods?  Thanks 

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  • Verified answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at

    Hello Kim,

    I try to list you some of the pro and cons where the pro's of the one are typically the con's of the other.

    CONS of simply use the approval parameter

    - No escalation

    - Single person can approve

    - No signing / approval limits

    - No possibility to track the different approval steps, escalations, etc.

    - Often used with older AX verions but no so often with AX2012/D365FO

    - No formal approval process. Basically every accountant can simply approve variances

    - Specific. That is, not required for each invoice whereas the WF applies to each and every invoice even if there is no variance and the invoice could just be posted straight away.

    - More difficult to follow up approvals and where they might be pending if e.g. somebody is on holiday

    Most customers I work with make use of WFs because they establish a predefined and straightforward process that is often asked for by auditors, internal as well as external auditors.

    What you have to take into consideration is e.g.

    - the volume of invoices. How many do you have each day/week/month

    - the throughput time. How long does it take on average to get an invoice approved and posted

    - how invoices are processed. do you enter invoice data manually or are they scanned with the help of a OCR provider.

    Hope this helps.

    Best regards,

    Ludwig

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