Reimburse for an expense report


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

You can reimburse an employee for an expense report by using the Vendor details form in Procurement and sourcing. However, before you can reimburse an employee, you must create a vendor group for employees and a vendor record for the employee whom you are reimbursing.

Set up an employee vendor group

  1. Click Accounts payable > Setup > Vendors > Vendor groups.

  2. In the Vendor group field, enter a unique identifier for the vendor group.

  3. Optional: In the Description field, enter a short description of the vendor group.

  4. Optional: In the Terms of payment field, select the terms of payment that apply to the employees who are assigned the vendor group. Although this field is not mandatory, terms of payment is part of managing all vendor accounts and is strongly recommended.

  5. Optional: In the Settle period field, select the standard interval between the due date for payments to the employees in the vendor group, which is defined by the Terms of payment, and the date on which the payments are drawn from your bank account. Although this field is not mandatory, it is important for liquidity calculations that are based on the cash-flow forecast.

  6. Select a tax group for the employee vendor group.

Create a vendor account for an employee

  1. Click Accounts payable > Common > Vendors > All vendors.

  2. Click the Vendor button in the New group to create a new vendor record.

  3. In the Name field, enter the name of the employee.

  4. In the Group field, select the vendor group that applies to the vendor.

  5. Enter values in the other fields as appropriate.

  6. If you will pay the employee using checks, you can click Setup > Address and set up an alternative address that has an address type of Remit-to.

Map a vendor account to an employee

  1. Click Human resources > Common > Workers > Employees.

  2. Select the employee whom you want to add to a vendor account, and then click Map worker to vendor on the Expense management tab.

  3. In the Account type field, select a vendor account type, and then in the Account field, select the vendor account number that you have created for the employee.

  4. Enter the per diem amount for the employee.

Reimburse an employee

  1. Click Accounts payable > Journals > Payments > Payment journal.

  2. Create a journal and then click Lines to open the Journal voucher form for payment journal lines. For more information about how to create journals, see Create and validate journals and journal lines.

  3. In the Account field, enter the employee vendor account to which the payment will be issued.

  4. Click Functions > Settlement.

  5. In the Settle open transactions form, select the Mark check box on the line for each employee vendor invoice that you want to pay.


    To make a partial payment, you can enter the amount to pay in the Amount to settle field.

  6. Close the Settle open transactions form.

    The payment line with information from the invoice now appears in the Journal voucher form. The amount on the payment line contains the amount from the vendor invoice that the company can pay the employee. The cash discount that applies to this payment, if any, is included.

  7. Click Functions > Generate payments.

  8. Depending on the method of payment on the journal line, select either the payment method or the export format, and then select the bank account from which the payment is drawn.


    Click Inquiries > Balance control to verify that the bank account contains adequate funds for the payment.

  9. Click Dialog, fill in the fields, and then click Document to print the check.

  10. Click Validate to validate the payment line, and then click Post.

If you want to pay the employee electronically, see Create an electronic payment file for vendors.