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Dynamics 365 Community / Forums / Microsoft Dynamics AX (Archived) / Expense report posting...
Microsoft Dynamics AX (Archived)

Expense report posting - Error: Employee 'xxxxxxxxxxxx' is not found

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Posted on by Christine Wheeler

Hi, I am currently assisting a client with AX 2012 R3 support. They have several expense reports that are in limbo due to an error when attempting to post. The error message states:

Employee 'xxxxxxxxxxxx' is not found

where xxxxxxxxxxxx is the employee's personnel number in the AX HR module.

This error has occurred for several employees in different companies within the system. Some of these employees have had previous expense reports post without issue. We believe the error has to do with the relationship between the worker record and the vendor record associated to them for out-of-pocket expenses.

If anyone has encountered this error before, can you please provide some areas we should troubleshoot or a possible fix for us to test in a separate environment?

Thanks,
Christine

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I have the same question (0)
  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at

    Hi Christine,

    Are the employees affected employed by the Company they try to post their expense Report to? Probably check in HR-Workers-Versions-Employment history.

    Best regards,

    Ludwig

  • Christine Wheeler Profile Picture
    Christine Wheeler on at

    Hi Ludwig, thanks for your reply.

    Yes we did check and the employees have employment under the company that they have submitted expenses too.

    Thanks,

    Christine

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

    Hi Christine,

    Not sure what causes your issue. On LifeCycle Services I have found the following "solution"

    Solution 3656245Travel expenses employee as vendor

    Problem: A customer would need a kind of dynamic setup in the payment method in Expense management, where for each employee, his/her vendor account is used for the reimbursement of travels expenses. They are inquiring about how this can be configured in AX.

    Mitigation: The user wants payments to be made to the Employees directly for expenses that have incurred. In these cases, the Payment method type should be Worker, not Vendor. The system will then look for the Vendor relationship with the Employee to generate the payment. To set this up; go to the Worker, tab Expense management, and set up the relation between each worker and a corresponding vendor role. If this relationship is not set up, the user will get an error message: “Employee xxx is not found” when posting the approved ER.

    Does this help?

    Ludwig

  • Christine Wheeler Profile Picture
    Christine Wheeler on at

    Hi Ludwig,

    This is somewhat helpful, though we have checked and from both the front end of the system and from the table holding Employee/Vendor relationships these employees do have a vendor for expense reimbursement. My thought was maybe the expense report was submitted before the vendor was created and mapped to the HR record and the system is struggling with that. Could that cause a problem when the system attempts to post?

    Thanks,

    Christine

  • Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at

    Hello Christine,

    submitting the expense report before creating and mapping the vendor might be reason. Can you recall the expense report and resubmit it? If the mapping to the vendor is the problem resubmitting the expense report should (hopefully) fix the problem.

    Best regards,

    Ludwig

  • AXGPGal Profile Picture
    AXGPGal 19 on at

    Hi Christine, not sure if you ever resolved this, but I have found that if you check the distributions on your expense, sometimes it creates an additional tax distribution that is linked to another company and this is causing the issue, because the user is not employed in that Company.

  • johnny@365freelancer.com Profile Picture
    johnny@365freelance... 25 on at

    Hi Christine

    We have the same issue now in our company.

    Did you find the cause of the problem and perhaps a solution as well?

    /Johnny

  • johnny@365freelancer.com Profile Picture
    johnny@365freelance... 25 on at

    Hi AXGPGal

    We have the double tax distribution issue now. Did you find the cause? And perhaps a solution?

    /Johnny

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