Set up travel and expense parameters [AX 2012]

Updated: August 8, 2012

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

Before you begin to work in Travel and expense, you can set default values in the Travel and expense parameters form. By presetting these values, you can reduce the amount of data that must be entered manually when you create new expense reports and complete expense report transactions.

  1. Click Travel and expense > Setup > Travel and expense parameters.

  2. Add information to the form tabs as described in the following sections.

    For detailed information about this form, including individual field descriptions, see Travel and expense parameters (form).

On the General tab:

  • Set mileage rates for employee travel.

  • Specify how employee personal expenses are paid.

  • Specify whether to apply expense policies to expense reports that are created for a project.

  • Enable line entry for multiple legal entities on an expense report.

    This option is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed.

On the Financial tab:

  • Select the ledger journal name for posting expense reports.

  • Select whether to post an expense report immediately to the general ledger upon approval.

  • Define whether to post expense reports to the general ledger or to first create a journal.

  • Select whether to include sales tax on an expense amount that is submitted by an employee.

On the Corporate card tab:

  • Select the default account that must be used for credit card transaction disputes.

  • Add links to your company’s dispute process and to any frequently asked questions regarding the dispute process.

On the Per diem tab:

  • Enter the minimum number of hours an employee must work to receive a per diem allowance.

  • Define meal percentage allowances for the first and last days of a per diem transaction schedule. For example, an employee is traveling on those days and does not begin work until noon. If the work day ends at 5 P.M., and your company does not pay for employee travel, you might determine that the employee receives a per diem amount for only five hours of work.

  • Define meal percentage reductions for employees. The meal percentage reduction is the percentage by which a meal allowance is reduced to account for complimentary meals.

On the Additional information tab:

  • Define additional header fields to display on an expense report. You can use these header fields to require more information about the expenses incurred by employees.

On the Fax cover pages tab:

  • Add instructions to include on fax cover pages.

  • Select the information to include in the bar code.

  • Select the bar code to use on fax cover pages. Click Organization administration > Setup > Bar codes.

  • Select whether to include overview information about expense reports on the bar-coded cover page.

Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).