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Expense Management for employees

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Posted on by Tullio

Hello All,

i was wondering if any of you could tell me technically how Expense management is handled via Dynamics 365 Finance. From what i understand, the first step is to create the Employees as "vendors" and then using GL Journals, proceed to reimbursement of expenses that the employees incur.

Is there no module in Dynamics 365 Finance that is dedicated to expense management ? using the list of employees for example instead of creating them as vendors ?

How would we, in the GL Journal, differentiate between our Employees and regular Vendors ? there are no filters to my knowledge (by its pretty limited)

thank you all,

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D365FinOpsTech 10 on at

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RE: Expense Management for employees

I totally agree with , Many other flaws I come across in d365 for example transferring fund from one bank to another Bank Account the module itself required a intermediate / bridge account and need to insert another line for offsetting ,, and many more.
TobyT 132 on at

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RE: Expense Management for employees

This wrong you should not being using data objects as a work around. MS needs to fix this ASAP. I have posted the solution for MS to fix this.

The problem comes now when MS fixes this issue and calls it a feature. The data logic is lost and the ability to audit the system. The software is not fit for purpose and customers are paying for it.

A solution for a business needs to help reduce the time to the job it is supposed to do, and not have customers waste their time trying to find work around for defective software. I think if you add up all the hours customers waste with these problems there is negative value for the solution meaning MS should be paying customers for using their defective product.
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saurabh bharti 15,039 Super User 2024 Season 2 on at

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RE: Expense Management for employees

Hi Tullio,

Employees as vendor creation is require to process payments this is the same process we need to follow if we use out of the box "Payroll" that time as well to process salaries we need to have employees as vendors.

You can definitely differentiate employees and vendors by having different group, also by apply record level security you can control the access of vendor master.

Here is the typical process for expense management:
TobyT 132 on at

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RE: Expense Management for employees

this does not make sense if you have the function of "Pay Employee". I can't believe MS can figure something out as basic as this. The scenario is very simple:

1. Employee buys a train ticket for travel so they will go into a journal an enter the gl expense account, and then the Job information, with the Employee posting group which is set to another GL account for "Employee Expenses", and the balancing account needs to be the employee, not a "bank". This way when you "Pay Employee" you would see their expenses against a project that they should be reimbursed. Give the employee the same status as a bank, credits and debits, and it is a liability as well. Not a vendor, then every employee needs to be a vendor, how stupid can you get! The design logic is flawed. I wish someone from MS would get this solved. MS should be ashamed and should provide a refund because this is a basic function.
qianwang 7,151 on at

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RE: Expense Management for employees

Hi Tullio,

Yes, you need to map the employee to vendor, and the offset account type is the vendor in GL .

Addition to the official documents provided above, there are also four great blogs related to expense management. You can refer to it to learn better. d365tour.com/

Regards,

QianQW
Tullio 47 on at

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RE: Expense Management for employees

Thank Ludwig,

will have a look and get back to you

regards
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Ludwig Reinhard Microsoft Employee on at

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RE: Expense Management for employees

Hello Tullio,

There is a specific expense management module in D365FO.

You can find some information on this module on MS docs and MS learn.

Please see the following links:

docs.microsoft.com/.../expense-management

docs.microsoft.com/.../

Best regards,

Ludwig