About free text invoice workflows

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

You can set up a workflow for free text invoices to require that free text invoices be submitted for approval. You can require that all free text invoices be submitted, or only those that meet specified conditions.

Even if your organization submits free text invoices for review, you can create conditional statements in the workflow so that some invoices are automatically approved in certain situations. For example, you might specify a condition where, if the invoice total is less than 500.00, the invoice can be approved without user intervention. Also, the workflow that you set up determines which users, if any, must approve the invoice, and when to route the invoice through the workflow process.

The configuration of the workflow varies from organization to organization, as do business processes. Therefore, you must configure the workflows to match the business processes for free text invoices in your organization.

The following examples illustrate workflows that are frequently used by organizations for free text invoice approvals.

Example: Configure a workflow where free text invoices must be approved by a user

This example explains how to create a workflow in which a user must approve all free text invoices, regardless of the invoice amount.

1. Click Accounts receivable > Setup > Accounts receivable workflows.

2. On the Action Pane, click New.

3. Select Customer free text invoice workflow and then click Create workflow.

4. In the workflow editor, click Properties on the Action Pane.

5. Enter the following flowchart properties in the Properties form:

   • Name – Enter Free text invoice approval regardless of amount.

   • Submission instructions – Enter Click Submit to submit the invoice for approval.

6. Click Close.

7. In the Workflow elements, drag the Approve free text invoice element to the Start and End elements.

   Note

   If you do not drag the Approve free text invoice element directly to the Start and End elements, you will have to manually connect the flowchart lines to make sure that the process is completed.

8. Right-click the Approve free text invoice element in the flowchart and then click Properties.

9. Change the name to All free text invoices require approval.

10. Click Close.

11. Double-click the All free text invoices require approval element to expand it. Right-click the Step 1 element and then click Properties. Enter the following properties:

    • Name – Enter Approve or reject the invoice.

    • Work item subject – Enter This invoice requires your approval.

    • Work item instructions – Enter Click the Approve, Reject, or History menu item.

12. Click Assignment and select User from the Assign users to this workflow element list.

13. Click the User tab and assign the workflow element to yourself. Select your user ID in the Available users: list and then click the > button to move your ID to the Selected users: list.

14. Click the Time limit tab and enter the following field information:

    • Calendar name – Select Work calendar due dates.

    • Calendar – Select any available calendar from the list.

15. Click Close.

16. Close the workflow editor.

17. When prompted, enter any version notes and then click OK.

18. Click Activate the new version and then click OK. From this point on, all free text invoices must be submitted for approval.

Example: Configure a workflow for free text invoices where user approval is required only for high invoice amounts

This example explains how to create a workflow in which a user must approve a free text invoice if the invoice total is more than 1,000.00. Invoices that have a total amount of 1,000.00 or lower will automatically have an Approved status after they are submitted to workflow.

1. Click Accounts receivable > Setup > Accounts receivable workflows.

2. On the Action Pane, click New.

3. Select Customer free text invoice workflow and then click Create workflow.

4. In the workflow editor, click Properties on the Action Pane.

5. Enter the following flowchart properties in the Properties form:

   • Name – Enter The invoice total exceeds 1,000 and requires approval.

   • Submission instructions – Enter Click Submit to submit the invoice for approval.

6. Click Close.

7. In the Workflow elements, drag the Approve free text invoice element to the Start and End elements.

   Note

   If you do not drag the Approve free text invoice element to the Start and End elements, you will have to manually connect the flowchart lines to make sure that the process is completed.

8. Right-click the Approve free text invoice element in the flowchart and then click Properties.

9. Change the name to Free text invoices > 1,000.

10. Click Close.

11. Double-click the Free text invoices > 1,000 element to expand it. Right-click the Step 1 element and then click Properties. Enter the following properties:

    • Name – Enter Approve or reject the invoice.

    • Work item subject – Enter This invoice requires your approval.

    • Work item instructions – Enter Click the Approve, Reject, or History menu item.

12. Click Assignment and select User from the Assign users to this workflow element list.

13. Click the User tab and assign the workflow element to yourself. Select your user ID in the Available users: list and then click the > button to move your ID to the Selected users: list.

14. Click the Time limit tab and enter the following field information:

    • Calendar name – Select Work calendar due dates.

    • Calendar – Select any available calendar from the list.

15. Click Condition and enter the following field information:

    • Select Run this step only when the following condition is met.
    • Add a condition where Customer free text invoice.Invoice total > 1000.

16. Click Close.

17. Close the workflow editor.

18. When prompted, enter any version notes and then click OK.

19. Click Activate the new version and then click OK. From this point on, all free text invoices must be submitted for approval. Those with invoice amounts that exceed 1,000 will require approval, and those with invoice amounts of 1,000 or less will automatically be approved.

See also

Workflow for Microsoft Dynamics AX

Set up Accounts receivable workflows