Expense Management - My expenses

(5) Share

Report

Posted on by Wyman

What is the difference between these two areas in Expense Management? One of the views I can add, delete, and process expense reports. I can access the second view, but cannot edit or delete anything. When I access this view, I receive the "You do not hold employment in the current legal entity". I cannot find documentation on how each menu item should be utilized.

Categories:

Dynamics 365 Finance

I have the same question (0)

All responses (7)

Answers (1)

Suggested answer

Holly Huffman 6,530 Super User 2025 Season 2 on at

Like (0)

Report
Good morning, afternoon, or evening depending on your location!

In Dynamics 365 Expense Management, the two views you’re referring to likely serve different purposes based on user roles and legal entity access.
Key Differences Between the Two Views:

Editable View (Add, Delete, Process Expense Reports)

This view is designed for employees submitting and managing their own expenses.

Users with the correct permissions can create, edit, and delete expense reports.

Typically, this view is tied to the legal entity where the user is employed.

Read-Only View ("You do not hold employment in the current legal entity")

This view is likely meant for cross-entity expense visibility.

Users can see expenses but cannot edit or delete them because they don’t have employment in the legal entity where the expenses were created.

This is common in multi-entity organizations where finance teams need visibility across different legal entities.

How to Utilize Each Menu Item:

If you need to edit expenses in the second view, check if your user account is assigned to the correct legal entity in Human Resources > Workers.

If you need cross-entity expense management, ensure that intercompany expense policies are enabled in Expense Management settings.

If you need full access, verify that your security role includes permissions for expense processing across legal entities.

Please note: I teamed up with CoPilot AI to research and craft the best response to your question!
Hope this helps some!

Was this reply helpful? Yes No
Suggested answer

Jonas "Jones" Melgaard 4,899 Most Valuable Professional on at

Like (1)

Report

The "Expenses" is singular expenses, meaning a flight ticket to Chicago, the receipt for a coffee at a coffee shop at the airport, the invoice from hotel in Chicago.

"Expense Report" is the combined expense you send for approval. Meaning, the entire trip to Chicago including all expenses, milage, per diem and so on. This is what is being posted to GL.

Before you can submit expense reports, you need to be an employee in the current legal entity. This is due to it being tied to your worker profile in Finance and Operations. I.e. you can only make reports for someone that is on payroll.

You can find documentation of expenses management module here, and how it's configured: https://learn.microsoft.com/en-us/dynamics365/project-operations/prod-exp/expense-management

Was this reply helpful? Yes No
Suggested answer

Adis 6,048 Super User 2025 Season 2 on at

Like (0)

Report

Hi,

I ll try to explain it in a relative short way.

Expense:

This can be hotel costs, milage, per diem expenses or any other costs related to an employee who created any expenses by travelling for example. You can imagine this as sales or purchase LINES.

In this form, either an employee or someone from the administration (back office), can create expenses, see 1.

In 2, you see details of the first expense. Its related to company car costs with a rate per mile, milage amount and monetary amount.

When an expense is created in this form, its not part of an expense report, this one f.e. is part of an expense report, see 3, but details I will explain below.

Expense report:

This is a container, like a sales or purchase order (header), that contains expenses, like a sales\purchase order header contains lines. So you can sum up multiple expenses, that are created from employees, to one or more expense reports. Or you could create an expense report for an employee month by month, whereas the report has one or more expenses (explained above).

In this case, an expense report was created (1) with some general information.

The report has expenses (2), which can be seen in (3) and some details for each expense in (4).

Your error\warning message:

You can either create an expense for yourself or for someone else.

In order to create an expense for yourself, you need to have an employment in the same company as the expense is created.

You can create an employment here:

The worker with that employment must then be assigned to your user you are logged in (Person here). This will resolve the warning in your screenshot with number 2.

In order to create expenses for someone else, you need to be a delegate for an employee, which you can set up here:

Then you can open other user's expenses under expense reports OR in expenses.

I hope this could answer your question or give you some context. If you have questions, feel free to ask.

Kind regards, Adis

If this helped, please mark it as "Verified" for others facing the same issue

Keep in mind that it is possible to mark more than one answer as verified

1 people found this reply helpful.

Was this reply helpful? Yes No
Wyman 95 on at

Like (0)

Report

I provided screenshots from my expense report views within the same entity. I have been assigned to the "entity" in question. I also have sys admin access and can create and submit expense reports. This is what prompted my inquiry.

If I am in my assigned entity, why am I getting this error?

Was this reply helpful? Yes No
Verified answer

Jonas "Jones" Melgaard 4,899 Most Valuable Professional on at

Like (1)

Report

This is odd indeed... If you are employed in the current legal entity then you should not get this error.

Are you sure the expense report is not switching your current session to another entity? I've seen complaints about something similar in HR, where users are switched to another legal entity without being notified when opening records.

Was this reply helpful? Yes No
Wyman 95 on at

Like (1)

Report

I believe the entity is the issue. While the entity is correct, when I reselect it, the error is resolved, and I can work in this view without issue. Thank you for all the help.

Was this reply helpful? Yes No
Adis 6,048 Super User 2025 Season 2 on at

Like (1)

Report

Hi,

Well, one question is if you have any customizations that could cause this issue?

Please apologize if this is too offensive, however, could you please check if the worker is really assigned to your user?

1.: Go to Maintain versions in user, where your user is selected.

2.: Click on the person hyperlink to open the party record detail page

3.: Check if the record has a role WORKER in the same legal entity as the expense report created.

Kind regards, Adis

If this helped, please mark it as "Verified" for others facing the same issue

Keep in mind that it is possible to mark more than one answer as verified

1 people found this reply helpful.

Was this reply helpful? Yes No