Create a journal approval procedure [AX 2012]

Updated: July 15, 2011

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

Use this procedure to set up approval procedures to define tasks that must be completed before a journal can be posted. A journal approval procedure can contain multiple stages. Each stage includes specific tasks and assigns a specific worker group to be responsible for the task.

NoteNote

When a transaction is entered in a journal, it is automatically assigned to the first stage of the approval procedure.

After you create an approval procedure and associate it with a journal, the lines that are entered in the journal cannot be posted without approval.

  1. Click Project management and accounting > Setup > Journals > Journal approval.

  2. In the Journal approval form, click New.

  3. In the Approve field, type an identifier for the approval procedure, and in the Name field, type a name for the journal approval procedure. Then click Lines.

  4. In the Journal approval setup form, click New to add an approval stage for the journal approval procedure.

  5. In the Status value field, enter a name to identify the stage.

  6. Select the check box for each task that can be completed in the approval stage.

  7. In the Group ID field, select the worker group whose members can perform the actions in the stage.

  8. In the Next field, select the name of the next stage in the journal approval procedure.

  9. Repeat steps 4 to 8 for each stage of the approval procedure. Leave the Next field empty for the last stage of the approval procedure.

Example

You create an approval procedure named Project XYZ. The Project XYZ journal approval procedure has three stages, and a worker group is assigned to complete each stage:

  1. Enter – A project worker enters or modifies transactions in a journal (Expense, Hours, Fee, or Item consumption).

  2. Check – A project supervisor reviews the journal transactions and modifies them as required.

  3. Post – A project manager approves and posts the journal transactions.

The following table shows the settings that you entered in the Journal approval form to create the Project XYZ approval procedure.

Status value

Ready for posting

Check journal

Editing

Group ID

Next

Enter

Cleared

Cleared

Selected

Project worker

Check

Check

Cleared

Selected

Selected

Project supervisor

Post

Post

Selected

Selected

Selected

Project manager

N/A


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