Team Member license for invoice approval

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Posted on by bigbike

Hello, we are migrating to Dynamics 365 Finance, and we have a lot of users (almost every employee) who are taking part in the approval process of incoming invoices. But most of those users have no other tasks in the ERP to fulfill. Our idea is to use Team Member licenses for those users, as Microsoft states that they can take part in the invoice approval workflow. But my question is:

Can the Team Member license also edit data for the invoice, which is needed for the invoice approval? For example in our case, the user has to choose the right cost centers or other financial dimensions, in order to approve the invoice. It would be not enough, if the user would only take part in the workflow (Approve, reject, etc.) and not be able to add data to the invoice.

But this is not really clear from the licensing guide, it is not explicitly said which entities are editable for Team Members.

Thanks a lot for any hint or information!

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Ludwig Reinhard Microsoft Employee on at

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Hi DF-IT,

If you want to make changes to accounting - which is what you do when you change a cost center, department or ledger account - then you need a full license.

Best regards,

Ludwig

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bigbike 15 on at

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Thanks a lot for the answer! Just to be sure, those users would not create a new cost center, they would just choose an existing one as a dimension for one invoice. But I am afraid that is what you meant with "make changes to accounting"?

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vinitgoyal2005 6,332 on at

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Hi DF-IT

Below is the screenshot of the Pending vendor invoice screen from AOT.

Maintain User License is set to "Enterprise". So users will need a full license if they need to update the invoice.

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Ludwig Reinhard Microsoft Employee on at

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Hi DF-IT,

Right. If you select existing accounts / findims and/or change them for accounting purposes then you need a full license just as any other accountant who enters an invoice in an AP invoice journal, etc.

Best regards,

Ludwig

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André Arnaud de Cal... 301,035 Super User 2025 Season 2 on at

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Hi DF-IT,

You got already your answer. I would suggest to separate the data entry and the approval anyway. If an approver is allowed to edit an invoice, what is the value of these approvals? Even just an "innocent" cost center could have financial impact. During a pending workflow, the user would not be able to edit the invoice details; only approve or reject.

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bigbike 15 on at

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Thanks for all the answers! Now I know my options for this process.

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Andre65 25 on at

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Hi André,

So, you can use a Team Member license for approving (or rejecting) invoices only, as long as that user does not modify any invoice data in the flow (including activities such as choosing the appropriate cost centers or other financial dimensions or adding data to the invoice). That's the right summary?

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nmaenpaa 101,160 Moderator on at

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nmaenpaa 101,160 Moderator on at

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Hi Andre65,

according to Dynamics 365 Licensing guide, you need full license for invoice approval.

go.microsoft.com/.../

Appendix D: Operations - Activity Approval Privileges

Update: sorry, according to Appendix A: Team Members Use Rights Overview, Team members can approve invoices..

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Andre65 25 on at

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you can use a Team Member license for approving (or rejecting) invoices only, as long as that Team Member user does not modify any invoice data in the flow (including activities such as choosing the appropriate cost centers or other financial dimensions or adding data to the invoice). That's the right summary?

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