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Cannot get an approved expense report back to draft status


 


 


***[AX BUILD] ***


Customer: Application version: Dynamics 365_July2017 (7.2.11792.56024) and Platform version: 7.0.4679.35176 (Update11)


Internally tested on: 


Application 7.2 (7.2.11792.56024) and Platform: 7.0.4679.35176 (Update 11) <replicated>


 


 


Business Process



  1. Describe in non-technical terms the issue – what is the customer trying to do (business process)


Business Focused Problem Description


The customer needs to correct an approved expense report with incorrect fields, but it is not possible to edit them.


To edit approved expense report, the function to get an approved expense report back to draft status is very much needed for the customer.


Timesheet has the function to reset workflow status to draft.


 


Dynamics 365 Finance and Operations > Project management and accounting> Periodic > Timesheets > Reset workflow status


 


They request us to add the same function to Expense report workflow.


 


<Issue Details>


Pre-requisite: Create an expense workflow with Auto approve condition.


 


For the first issue:



  1. Create an expense report from Expense management > My expenses > Expense report.

  2. Add a new record.

  3. Enter the details of any expense.

  4. Specify the Project ID on the header level.

  5. Do not specify the details in the Description text.

  6. Enter the transaction date as 10\10\2001 for the expense line.

  7. Save and submit the Expense report.

  8.  


For the second issue:



  1. Create an expense report from Expense management > My expenses > Expense report.

  2. Add a new record.

  3. Enter the details of any expense. Do not specify the Project ID on the header level.

  4. Specify the Project ID on the line level.

  5. Do not specify the details in the Description text.

  6. Save and submit the Expense report.


 


For the third issue:



  1. Create an expense report from Expense management > My expenses > Expense report.

  2. Add a new record.

  3. Enter the details of any expense. Do not specify the Project ID on the header level.

  4. Specify the Project ID on the line level.

  5. Save and submit the Expense report.


 


As the expense report are set for Auto approve, the report gets approved, but it is not possible to edit these fields later, which is very much needed for our records.


THE ASK :


They request us to add the same function to Expense report workflow.


Business Impact



  1. What is the business impact to the customer?


There is no way to correct expense reports with incorrect fields on D365fFO. As results, the company cannot pay expenses to their employees correctly.


 



  1. How does the problem impact their business and how bad is it? (Ability to bill, revenue loss, sales etc).


There is a possibility that the company cannot pay expenses to their employees correctly.


 



  1. How frequently does this issue occur?


Every time when employees submit expense reports with incorrect fields.


 



  1. Is there a workaround? If so, is the customer applying the workaround?


No workaround on D365fFO. In previous AX, they were able to rectify these issues on their own using tablebrowser. But on D365fFO they cannot have any option other than to approach Microsoft to ask modify fields.


 



  1. How many users are affected by this issue?


All employees


 

STATUS DETAILS
Completed
Ideas Administrator

Thank you for your feedback. This feature has been delivered in the 8.0 release and there are 7.2 and 7.3 hotfixes available. 

KB4462583 and KB4462581. 

The fix provided is a new form which provides the ability to reset an expense report, travel requisition, or cash advance. The form is available under Expense Management > Periodic tasks > Reset expense document status. 

In the initial KB release the datasource was not being set to expense report table on initial load. Clicking between document types and then back to expense will fix this, but it it isn't set on initial load. This updated KB has a fix so we set the button datasource to TrvExpTable by default so that the reset works when the form initially launches. 

Sincerely, 

Ryan Sandness

PM, Microsoft

Comments

M

Resolved in https://blogs.msdn.microsoft.com/axsupport/2018/09/20/how-to-reset-approved-expense-report-document-back-to-draft-status-in-dynamics-365-for-finance-and-operations/

Category: Expense management

M

A great help to the organizations using the Expense reports on D365.

Category: Expense management