Workflow invoice approval journal on cost centre

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hi Guys,

I am currently "struggling" a little bit with the setup of workflows.

The current (simplified) process in the WF: identify --> invoice register --> add accounts & financial dimension --> approval --> post if approved

Our WF is perfectly working and does the job very well up to the point of the approval. As the AP accountant can add multiple lines with multiple costcentres, our WF is stuck. If there is only one costcentre/1line (?), it works. The approver is fetched from the cost-center owner (purchase expenditure owner) and is specified on each costcentre.

So my question: how can i setup the WF so that for each costcentre used in the invoice approval journal triggers an approval to the cost centre owner?

kind regards,

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André Arnaud de Cal... 301,009 Super User 2025 Season 2 on at

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Hi Jo,

Can you explain what you mean wih "our WF is stuck"? Do you get errors? If so, please provide the details?

Did you setup line item approvals? Or just a workflow on the journal header?

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Ludwig Reinhard Microsoft Employee on at

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Hello Jo,

I assume that you make us of the invoice register journal and have a GL workflow configured and attached to it.

The invoice register journal and the workflow that you can attach to that is a journal workflow that allows you approving or rejecting the complete journal; not a specific journal line.

If you need a line based workflow you can enter your invoices in the pending vendor invoice form instead and make use of the line workflow available there.

Alternatively, you can fill each invoice register journal with a single invoice only or adjust the workflow if this does not work for you.

Best regards,

Ludwig

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Community Member on at

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hi Ludwig,

Yes, you are correct.

We are using the invoice register and afterwards the invoice approval journal.

This is what i assumed but was not sure as my experience with WF's is rather limited.

So the alternative would be to use the invoice journal for our Non-Po invoices as here we would be able to specify a WF with approval on line-item?

kind regards,

Jo

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Ludwig Reinhard Microsoft Employee on at

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Hello Jo,

I do not think that the invoice journal will help.

What will help is if you enter all invoices in the pending vendor invoice form (PO and expense related invoices).

That is because there is a standard line item workflow available in the pending vendor invoice form.

Yet, entering all invoices in this form is quite a process change based on what you described before.

Before making a decision on that, I would like to ask you to discuss this with your colleagues to be sure that this is worth the effort.

Best regards,

Ludwig

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hi Ludwig,

Sorry, than i do not fully understand with what you refer to as "pending vendor invoice form".

Where in Ax should i navigate to access this?

I am familiar with invoice register & invoice approval journal, the invoice journal and processing invoices directly on the purchase-order.

Could you provide more info to make sure i fully understand what you mean?

thanks,

kr,

Jo

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Ludwig Reinhard Microsoft Employee on at

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Hello Jo,

You can find this form in AP close to the invoice journals that you use.

Here is the first part of a couple of blog posts that illustrates the usage of this form

dynamicsax-fico.com/.../vendor-invoice-recording-part-1

Hope this answers your questions.

Best regards,

Ludwig

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hi Ludwig,

Thank you for the link to the pending invoice article. That was very interesting and now i know the pending invoice section in Ax2012.

I did not immediatly make the link to the pending invoice as I only have this situation when i process a purchase-invoice on a purchase-order.

As you said yourself: implementing this change in the logic would be big as currently we only use the invoice register with invoice approval journal.

In the end the goal is to have an approval triggerd based upon the costcentre as entered by the AP-accountant in the invoice approval journal.

Whether this input happens in the approval journal or invoice journal is of lower importance. But implementing the pending invoice journal as a start, will have a big impact and i am doubting whether our organisation is able to manage this.

Can i conclude that triggering an approval with the invoice approval journal is not possible?

My workflow stops with the message:

"03.04.2019 17:06:36:

Stopped (error): Journal APP_SIPO, JN041544 workflow approval status cannot be changed"

kr,

Jo

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Ludwig Reinhard Microsoft Employee on at

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Hello Jo,

Everything is possible in Dynamics :-)

I would recommend that you talk to some system admin guys/developers how to proceed.

If this is an important business requirement for you then you need to discuss how to tackle it.

I believe that you will find a solution - probably not a 'standard' one but maybe one that can be realized with a comparatively small system modification and/or process change.

Best regards,

Ludwig

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André Arnaud de Cal... 301,009 Super User 2025 Season 2 on at

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Hi Jo,

It looks like you created a sub workflow. As this will return also an approved state, you get this error that the status cannot be changed. It would be possible to create a custom workflow provider which could find the responsible persons based on the dimensions. There are also multiple invoice automation ISV solution which are more flexible in defining the options who should approve an invoice.

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Azize Reghioui 115 on at

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Hello,

Is the workflow already setup?

I'm facing the same situation for workflow approval per cost center when recording an invoice ( non -PO).

Each cost center must have a different approver.

Can you guide me to setup this WF? and if you have some steps to follow it would be great.

Thanks in advance

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