Dynamics 365 F&O

D365 F&O: Routing Vendor Invoices to approver when matching fails

Hi DAXers,

This post is for those who might be waiting to see the posts on finance-related functionalities. Starting with this, You can expect a few interesting posts which help to enhance our DAX skills in AX2012.

The main focus of this post is to use the Vendor Invoice workflow and using the “Review Vendor Invoice matching task” efficiently to Auto approve the Vendor Invoices when there is “no match variance” identified.

A few of you might be aware that two workflows have been newly introduced in AX2012 which enables the approving mechanism for Purchase invoices. Those are

->Vendor Invoice workflow
->Vendor Invoice Line workflow

These workflows will also work like any other workflows in AX. Precisely, vendor Invoice workflow is to enable the workflow for a “Purchase Invoice Header” whereas the “Invoice Line workflow” is to enable the approval process for individual lines in the invoices.

Once after configuring the Vendor invoice workflow, a workflow bar appears when we click the Invoice button on the PO header, it enables the user to submit the Vendor Invoice. A vendor invoice can be posted only if the status of the respective invoice is approved.

The common requirement from most of the clients with respect to “Invoice matching” and “Invoice approvals” is as below.

Scenario: when there are Invoice matching errors exist then the particular invoice requires approval from a specific user and then it can be posted.

Here in this post, I am not covering the whole concept of Invoice matching and how does it work. But, I hope my below example will guide the newbies in understanding how does the invoice matching works. Besides that, I mainly focus on using the “Review Vendor Invoice matching task” in “Vendor Invoice workflows”

Suppose my Invoice validation setup under AP>Setup>Parameters> Invoice validations tab is as below.

Invoice validations settings

With the above setting, User will see a “Match variance error” in the “Vendor Invoice” form with the below example.

Ex: Purchase order net amount value – 100 USD
While invoicing, the user inputs the net amount for the invoice as 120 USD
As the “Invoice total tolerance percentage” is set to 10%, the system shows Invoice matching error as the “120 USD” given by the user is above the tolerance amount which is 110 USD max as per the 10 percent tolerance.

So, considering the above case, assume that the client requested to “configure the workflow to get the approval from a specific user when “Match Variance” exists and it should be automatically approved when there are no matching errors identified”

Configure Vendor Invoice workflow as below, using the key task “Review Vendor Invoice matching”
Image: Vendor invoice workflow

Vendor Invoice workflow with Invoice matching

After moving it between the Start and end tasks, right click on the task to set the properties. In the properties window, set the automatic actions condition as below.

Review Invoice matching Task

With this setup, once if the user submits the Vendor Invoice to workflow, it automatically “Invoice matching review” activity will be automatically completed when there is no “Matching errors” identified. Vendor Invoice waits for the User approval only when the “Matching errors” are identified.

Note: The field “Last match variance” will be used to identify whether there is any “Matching variance” is identified. Keeping this in mind we can configure any other complex workflows with respect to Invoice matching.

Hope you like this post. Keep visiting the blog for further posts on interesting functionalities.




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