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Session Id :
Microsoft Dynamics AX (Archived)

Vendor Invoice Register Approval Workflow

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Posted on by 95

Hi all,

this is my first post, so be nice to me :P

I am looking for a solution to this case:

Vendor invoices without purchase order should be registered via a journal in "invoice register" (AP-Module) and if the invoice total ist under 1.000$ it should be approved by a group of users 'A' and if the invoice total is over 1.000$ by a group of users 'B'.

This is my progress:

1. Create a new workflow of type "VendInvoiceRegisterTemplate"

2. Assign workflow to the Invoice Register Journal

3. Register invoices through "invoice register" (AP-Module)

4. Get approved by user group

5. Account assignment by accountant in invoice approval

6. Post & finish

So at this moment step 2-6 seems to work fine.

My first issue is that I cannot configure the workflow to get approval by user group A or B depending on the invoice total in journal lines.

My second problem is that I want the journal to be posted automatically after the approval.

overview.png

3718.workflow.png

Thank you!

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I have the same question (0)
  • Verified answer
    Sohaib Cheema Profile Picture
    49,438 User Group Leader on at

    I am sorry I cannot see any help from standard AX to get over it. You can use Total debit of Journal AND total Credit of journal using standard system. If you want to use Total journal amount, adding a new method using extensions could be helpful. Thus you would be able to use total journal amount, in workflow as condition. A silly idea that may not work perfectly (without customization) is to use two condition under one condition box such as following

    If (journal Total Credit < 1000           OR       journal Total Debit < 1000)

    There are many chances for this condition to fail, such as if both sides (credit debit is zero) and someone submits workflow, it will pass the condition. That’s why I feel the customization can be better.

    For you 2nd requirement, this workflow is not having any automated tasks (post invoice etc.). Again to make an automated task, available for the workflow, customization seems a way.

  • Suggested answer
    ZvikaR Profile Picture
    168 on at

    Can I take a step back and ask you about the choice of using the invoice register for what you're doing?

    what I hear from you that you want to record invoice, send it through approval, and then post it post approval?

    If that's all, than the "register" functionality might not be the best choice for you since in that option, you still need to have ANOTHER approval step, using the Invoice Approval form, where the document is approved AGAIN, and only then the final posting happens.

    Is that what you your business requirements are?

    what is driving your choice of the invoice register form?

  • Suggested answer
    ZvikaR Profile Picture
    168 on at

    The context of my above suggestion is that workflow for invoice register does not work well with "totals" (as journals are line based and do not have simple header/lines structure)

    On the other hand, vendor invoice functionality (and the matching workflow) is better in having conditions on "total" and also has an out of the box option to auto-post the journal after approving.

  • Ignacio Lopez Coll Profile Picture
    95 on at

    Hi Zvika,

    thank you for getting back to me!

    Original requirement was to make a first invoice register by the front desk. They are not legitimated to assign cost accounts for the invoices.

    But indeed, it is a option to change the business process and improve lead times.

    I will have a look at the workflow functionality of the invoice journal.

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