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Expense Mgmt Workflow & Delegation

  • 1.  Expense Mgmt Workflow & Delegation

    SILVER CONTRIBUTOR
    Posted Jul 08, 2019 08:56 AM
    If someone submits an expense report on behalf of someone else (delegation), there does not seem to be a way to have the workflow go from:

    Delegate who entered the report (submitter) > Person who occurred the expenses (approve) > Person's Manager (approve) > Finance (approve)

    I know that for purchase requisitions, we have a workflow in place where the PR is assigned to someone if the requester is different from the submitter, and the person it is assigned to delegates the PR to the requester for approval before it goes through all other approval stages. I think it would make sense to do something similar for expense reports: the person that occurred the expenses should review the report before it's submitted to the manager for approval, however, I cannot find the fields in the workflow conditions to make this happen.

    Has anyone figured out how to do this? Thanks in advance!

    ------------------------------
    Kerstin Newman
    StarTech.com
    London ON
    ------------------------------


  • 2.  RE: Expense Mgmt Workflow & Delegation

    TOP CONTRIBUTOR
    Posted Jul 09, 2019 01:34 PM
    Hi there,

    When we moved to version 10, we noticed that the 'workflow originator' was not the delegate that submitted it, but the individual who's expense report it was.  So if an expense is rejected, it actually does NOT go back to the delegate that submitted it originally (which is how this was identified).

    Because of this, you could actually put the first step in as 'workflow originator' to approve it.  This would allow that individual to approve it before moving in onward - I tested it and it worked fine.  The obvious shortcoming is that if you have someone who is entering their own, they would need to then approve their own before sending it on.

    We have requested that Microsoft re-look at this because the originator in our opinion should actually be the one that submitted it and not the expense report individual, but I don't know if that will be a forthcoming change or not yet.

    I am sure that with Flow and with the events coming in now, you could do a pre-approval on it.


    ------------------------------
    Shirley Adams
    Solution Architect
    AKA Enterprise Solutions
    New York NY
    ------------------------------



  • 3.  RE: Expense Mgmt Workflow & Delegation

    SILVER CONTRIBUTOR
    Posted Jul 09, 2019 02:01 PM

    Hi Shirley,

    Thank you so much for the insight!

    I just tested this and unfortunately, it didn't work. I got the below error, and it makes sense to me (for the scenario when I am the submitter of my own expenses, that it would fail). What doesn't make sense to me is that even for the delegate expense report, I got the same message, so the system doesn't realize that a delegate submitted expenses, it is as if that person did it themselves...

    Stopped (error): SysWorkflowQueue-resume X++ Exception: Unable to continue. Submitter and approver are mapped to the same user kerstin.newmanStopped (error): SysWorkflowQueue-resume X++ Exception: Unable to continue. Submitter and approver are mapped to the same user kerstin.newman at SysWorkflowWorkItem-createSysWorkflowWorkItem-createWorkItemsSysWorkflow-saveSysWorkflowQueue-resume

    Maybe I will escalate this to Microsoft as well, seems strange that there is the option of using delegates, but then no other approval options like there are in procurement and sourcing workflows.

    Thank you!



    ------------------------------
    Kerstin Newman
    StarTech.com
    London ON
    ------------------------------



  • 4.  RE: Expense Mgmt Workflow & Delegation

    TOP CONTRIBUTOR
    Posted Jul 10, 2019 12:06 PM
    Kerstin,

    Yes, that does make sense and I totally forgot about that being an issue - if Microsoft does the 'working as designed', it's worth starting an 'idea' as well.

    Shirley

    ------------------------------
    Shirley Adams
    Solution Architect
    AKA Enterprise Solutions
    New York NY
    ------------------------------



  • 5.  RE: Expense Mgmt Workflow & Delegation

    SILVER CONTRIBUTOR
    Posted Jul 11, 2019 08:05 AM
    Thank you again, Shirley, much appreciated!

    I have submitted an idea, feel free to support it :)

    https://experience.dynamics.com/ideas/idea/?ideaid=95f412e0-d3a3-e911-80e7-0003ff68d318

    ------------------------------
    Kerstin Newman
    StarTech.com
    London ON
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