Why is the Admin User Required in X User Group for Correct Accounting Dates in Timesheet Posting?

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Subject: Why is the Admin User Required in the X User Group for Correct Accounting Dates in Timesheet Posting?

Hi all,

We are encountering an issue with timesheet posting and accounting date assignment in Dynamics 365 and could use some help understanding the cause and potential solution.

Scenario:

Timesheet creation occurs in September period (9/29-10/5).
The September period is open for user group X, while the October period is open for all users.
After submitting the timesheet and going through the approval process, we notice that the accounting dates for 9/29 and 9/30 are being set to 10/1/2024 (instead of the correct dates).
When reviewing the workflow, we found that the workflow is running under the Admin user, and the issue only occurs when the Admin user is not part of the X user group.

What We've Tried:

After including the Admin user in the X user group, we submitted the same timesheet again, and this time the accounting dates were correctly set for 9/29 and 9/30 (i.e., the correct dates for the timesheet entries, not the default 10/1/2024).

Question:

Why is it necessary for the Admin user to be part of the X user group for this process to work correctly?
- Is there a configuration setting in D365 that requires user group membership for period-based timesheet postings to use the correct accounting date?
- Could this be related to how the system handles period access, workflow ownership, or user permissions for accounting date assignments?

Any insights into this issue would be greatly appreciated!

Categories:

Dynamics 365 Finance

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André Arnaud de Cal... 306,854 Super User 2026 Season 2 on at

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Hi DNJ,

This is a great question. The workflow processing is probably running by the Admin user in your environment. In case you enabled automatic posting of the timesheets after approval, the admin user will be used to transfer the accounting entries. If posting is done in e period which is restricted for a particular group, then indeed the Admin user needs to be part of it.
Another option would be disabling the automatic timesheet posting, then another user need to start this manually as part of a procedure in your organization.

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DNJ 520 on at

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HI André

The workflow processing is probably running by the Admin user in your environment. In case you enabled automatic posting of the timesheets after approval, the admin user will be used to transfer the accounting entries. If posting is done in e period which is restricted for a particular group, then indeed the Admin user needs to be part of it. ==== I agree that the admin runs the workflow batch job. We do not have automatic posting; instead, users post the timesheets through the batch job by executing the periodic task 'Post All Approved Timesheets. Also, we see the same behavior if we post the timesheet after approval.

example

The timesheet contains an entry for 9/30, but the approval occurs in October. Once the system approves the timesheet, the distribution picks up the accounting date of 10/1. Whether I post the timesheet manually or via the batch process, there is no difference—the voucher date always defaults to 10/1 because the accounting date is set to 10/1.

any suggestion or thoughts?

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