Project expense policies (form) [AX 2012]

Updated: May 23, 2011

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

Click Project management and accounting > Setup > Policies > Project expense policies.

Use this form to set up expense policies for one or more workers in your organization.

By using expense policies, you can create permissions or restrictions for the types and amounts of expenses that workers can submit. You can decide to warn workers that an expense report exceeds a specified maximum amount but accept the submission. You can also prevent expense reports that exceed a specified amount from being submitted. Expense policies can be very general or very specific. For example, you could have one policy that applies to all workers who are assigned to a particular project contract for the duration of the contract. You could also have a very specific policy that applies to a single worker on a single day in a particular city.

Expense policies are enforced when workers submit expenses in Enterprise Portal for Microsoft Dynamics AX.

Example 1 – In St. Louis, MO, car rentals that meet your organization’s requirements usually cost less than USD 25.00 per day. Your organization has chosen not to require receipts to be submitted with reimbursement requests for those rentals. However, for daily rental costs that are more than USD 25.00, you do want to review receipts. Therefore, you create an expense policy that requires workers to submit receipts for rentals that exceed USD 25.00 per day.

Example 2 – Workers who stay in Boston are typically allowed up to USD 200.00 per night for hotel expenses. But one of your workers, David Pelton, will be staying in Boston during the second week of May when several conventions are occurring and hotel rates will be much higher than usual. To allow for this situation, you create an expense policy that applies only to David and only for the second week of May. This policy allows up to USD 350.00 per night for hotel expenses. To make sure that David’s hotel expense is not flagged as being out of policy, you must also exclude him from the policy rule that typically applies to hotel expenses in Boston.

The following tables provide descriptions for the controls in this form.

Field

Description

Policy type

Select whether the expense policy applies to expenses on a project for a particular customer or to your legal entity as a whole.

Start date

Select the date on which the expense policy becomes effective.

End date

Select the last date on which the expense policy is in effect.

Customer account

If you selected Customer in the Policy type field, select the account number of the customer.

Project contract ID

If you selected Customer in the Policy type field, select the identifier of the project contract with which the selected customer is associated.

Project ID

If you selected Customer in the Policy type field, select the identifier of the project with which the selected customer is associated.

Project expense policy worker group

To apply the expense policy to an expense policy worker group, select the group identifier.

NoteNote

Worker groups for expense policies are set up in the Project expense policy worker groups form. Click Project management and accounting > Setup > Policies > Project expense policy worker groups.

Worker

Select the personnel number of the worker that the expense policy applies to.

City

Select a city if you want to limit the expense policy to expenses incurred in that city.

Expense category

Assign an expense category to the expense policy.

Currency

Select the currency to which the expense policy applies. Only expense reports that are entered in this currency are subject to the policy.

Allowable amount

Enter the maximum amount that you want to allow for expense reports to which this policy applies.

NoteNote

You may want to allow workers to submit expenses that exceed this allowable amount, but display a warning message when they do. Use the Maximum percent or Maximum amount field to specify the amount up to which expenses can be submitted with a warning. Expenses that exceed that amount cannot be submitted.

Per unit

Specify whether the policy limitation applies to a single expense line, all of a report, or a single work day.

Receipt required

Select the check box if workers must submit receipts for expenses that exceed the amount that you specify in the Receipt minimum field.

Receipt minimum

If you want to require workers to submit receipts for expenses that exceed a certain amount, enter that amount.

Maximum percent

If you want to allow workers to submit expenses that exceed the amount that you specified in the Allowable amount field, up to a certain percentage of the allowable amount, enter the percentage.

Example

You enter USD 100.00 in the Allowable amount field and 10 in the Maximum percent field. As a result, workers can submit expenses between USD 100.00 and USD 110.00, but they will receive a warning message that states that the amount exceeds the allowable amount. Expenses that are more than USD 110.00 cannot be submitted.

NoteNote

If you enter a percentage in the Maximum percent field, the amount in the Maximum amount field is calculated automatically.

Maximum amount

If you want to allow workers to submit expenses that exceed the amount that you specified in the Allowable amount field, up to a certain amount, enter the amount.

Example

You enter USD 200.00 in the Allowable amount field and 250 in the Maximum amount field. As a result, workers can submit expenses between USD 200.00 and USD 250.00, but they will receive a warning message that states that the amount exceeds the allowable amount. Expenses that are more than USD 250.00 cannot be submitted.

NoteNote

If you enter an amount in the Maximum amount field, the percentage in the Maximum percent field is calculated automatically.


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

Community Additions

Show: