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Set up General ledger workflows

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Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

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

Some organizations require that journals be approved by a user other than the person who entered the journal. To set up an approval process, you can create a workflow.

A workflow represents a business process. It defines how a document flows through the system and indicates who must complete a task or approve a document. There are several benefits of using the workflow system in your organization:

  • Consistent processes — You can define the approval process for specific documents, such as purchase requisitions and expense reports. Using the workflow system helps to ensure that documents are processed and approved in a consistent and efficient manner.

  • Process visibility — You can track the status, history, and performance metrics of a specific workflow instance. This helps you determine whether changes should be made to the workflow to improve efficiency.

  • Centralized work list — Users can view a centralized work list to view the workflow tasks and approvals assigned to them. This work list is available from the Role Center pages in the Microsoft Dynamics AX client and Enterprise Portal.

Journal workflows

Based on journal names, you can require manual approval, workflow approval, or no approval. Use this information to set up one or more workflow configurations for each journal type, and then select a configuration for each journal name and activate workflow for that journal. If workflow approval is set up for a journal, additional controls are displayed at the top of the Journal form. These include a yellow information bar and a Submit button or an Actions menu. For more information, see Submit a document and Workflow actions.

Some buttons in the Journal and Journal voucher forms are not available when a journal has been submitted for workflow journal approval. When the journal is approved, the options in the Post menu are available, and the other controls and fields in the form are not. If a user edits an approved journal, the workflow status is reset, the options in the Post menu are not available, and the other controls and fields are available. When the changes have been made, the journal must be resubmitted for approval.

You can use workflow approvals for the following journals and journal types in General ledger.

Journal menu item

Journal type

General journal

Daily

Allocation

Allocation

Elimination

Elimination

Note

You can use workflow approvals for advanced ledger entries in General ledger.

This control is available only if the Public Sector configuration key is selected.

For an overview of workflow in Microsoft Dynamics AX, see Overview of the workflow system and Workflow concepts. For information about how to set up journal approvals, see Set up financial journal approvals.

The types of workflows you can create

The following table lists the types of workflows that you can create in General ledger.

Type

Use this type to

Ledger daily journal workflow

Create approval workflows for daily journals.

Ledger allocations journal workflow

Create approval workflows for allocation journals.

Ledger eliminations journal workflow

Create approval workflows for elimination journals.

Advanced ledger entry workflow

Create approval workflows for advanced ledger entries.

Note

This control is available only if the Public Sector configuration key is selected.

To create a workflow

To create a workflow, follow these steps.

  1. Click General ledger > Setup > General ledger workflows.

  2. On the Action Pane, click New.

  3. Select the type of workflow that you want to create, and then click Create workflow. The workflow editor is displayed. Design the workflow by dragging workflow elements onto the canvas.

  4. Configure each element of the workflow. For more information, see Configure workflow elements.

  5. Repeat steps 2 through 4 to create additional workflows for General ledger.

  6. Set up journal approvals for specific journals using the Journal names form. For more information, see Set up financial journal approvals.

Calculated fields and expressions

The following calculated fields and expressions are used with General ledger workflow journal approvals. For each configuration, you can set up conditions that include these calculated fields and expressions. For more information, see Test workflow condition (form).

Calculated field

Description

Journal credit total

The total credit amount for the whole journal.

Journal debit total

The total debit amount for the whole journal.

Maximum voucher credit amount

The highest credit voucher amount in the journal.

Maximum voucher debit amount

The highest debit voucher amount in the journal.

Minimum voucher credit amount

The lowest credit voucher amount in the journal.

Minimum voucher debit amount

The lowest debit voucher amount in the journal.

See also

Journal names (form)

Journal names setup (form)