Expense Management Module Expense Policies - Part 3

Hello and Welcome to the Final part of the Expense Management module blog series. In this blog, we will discuss the policies setup and how it is going to be used in the standard process.

Let’s start this.

1- Report Fields Enabled:

• Before configuring the expense policy, we will first enable some fields on the reports, that will be used when we setup the policies.
• To enable the fields, go to Expense Management > Setup > General > Expense Report Field

• Here, under the expense line fields, select the “Number of nights” label and make it “Display.”
• In our scenario, we will configure the policy that the “number of nights” information report should be mentioned.

2- Parameter Enable:

• Then, go to Expense Management > Setup > General > Expense Management Parameter

• On the parameters form, Under the general tab Select “ Evaluate expense management policies as “ on line save.”

3- Configure policy:

• To configure the expense policy, Go to Expense Management > Setup > Policies > Expense report.

• Select Hotel as “Policy rule type” and create a policy rule.

• Select the effective date, Enter the conditions, and the impact if these conditions are not met, and what message will be displayed.

• We will also create a policy rule for the receipt required.

• Enter the effective date, the conditions, and the impact if these conditions are not met, and what message will be displayed.

4- Create an Expense Report:

• Now, once all the configurations are completed, we will create an expense report.

• Enter the purpose and vendor account and click on Ok.

• Select the expense category, Enter the transaction value and currency and Click on Save.
• Note, since we haven’t entered the “Number of nights” and attached the receipts, therefore warning messages are generated.

• We will enter the “number of nights" and attach “the receipts”, to comply with policies.

5- Itemization:

• Organizations often require employees to provide a detailed breakdown of expenses incurred during travel.
• This can be achieved by using the itemization feature.
• To enable this, go to expense categories, select the category, and under the expense tab, mark the “itemization mandatory” check box as yes.

• Then go to the expense report and click on the itemization.

• Enter the subcategory, and transaction amount.
• Note that the total amount is equal to the itemized.
• The itemized details if any can also be entered.

6- Expense Report Approve:

• Once the expense report is completed, it can be submitted for approval.

• The status will be changed to “in review” once the expense report is submitted.

• Once the expense report is approved, we can proceed for the payment for the payment through “Vendor Payment Journal”.

That's all for the day.

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Regards

Ammad Jawed

D365 Finance Functional Consultant

Contact # +92 3352278881

Email # ammad.jawed95@gmail.com