Expense departments can define policies and set policy violations in the Microsoft Dynamics 365 expense management mobile app to set rules that employees must follow when entering and submitting expense reports. Implementing expense policies can help you manage expenses effectively and reduce ambiguity in expense reporting.
For example, a policy for hotel expenses in Chicago can be set, which states that the per night expense cannot exceed $200 USD. If an employee submits an expense report where the room rate exceeds this amount, the system will notify the employee that the policy amount for the expense has been exceeded. You can configure the message defined by the policy.
There are three types of policies that you can define:
- Warning: Allows the worker to submit an expense report but the expense will be marked for all approvers and for later reporting.
- Error: Requires the worker to revise the expense to comply with the policy before submitting the expense report.
- Justification: Requires the worker or a manager to enter a justification for exceeding the policy amount before submitting the expense report.
Expense policy violation in mobile app
Here are the steps that can be followed to define the expense policy.
1. Navigate to Policies under the Setup section of the Expense Management module.
2. Define the Hotel Expense Policy in Microsoft Dynamics 365 Finance & Operations (D365 F&O).
For example, if the transaction amount > $500, the employee and manager need to provide justification before submitting and approval, respectively. The policy is effective for transactions after April 1, 2024.
3. Book new expense via the Expense mobile app.
4. Note that the Transaction Date is April 5, 2024, Transaction Amount is $1,028.5 and the Expense Category is ‘Hotel’.
5. In this example, the Mobile App reports a policy violation error.
6. Click on Expense to check the policy violations.
7. Click on ‘View details’. The app will mention the ‘text’ was defined in Hotel Expense policy.
8. Enter Employee Justification.
9. Click Done. The expense is updated successfully and the policy violation is removed.
10. Create an expense report using the above expense. Enter Title, Location, Description and submit the expense report.
11. Click on Expense report on the Approvals tab. Click on Approve.
12. Click on Approve without providing any justification.
13. Here is an example of an app raising policy violation where justification is required before expense approval.
14. Justification is provided by Approver and now the expense report is approved.
Those were the steps to easily define policy violations and how to approve them through the expense management mobile app.
Looking for more education on the Microsoft Dynamics 365 Expense Management mobile app? Click here to learn how to log expense reports.
About the expert
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Ravi Goyal, Senior Consultant, OnActuate
Ravi has worked in the Microsoft Dynamics ecosystem for more than 18 years for a variety of projects spanning North America and India. He has expertise in modules like Procurement and Sourcing, Sales, and Marketing, Accounts Payable, Accounts Receivable, Inventory Management and Expense Management. Additionally, he also holds multiple certifications like MB 300, MB 330, MB 800, and DA-100 along with other Microsoft Azure fundamental certifications. |
The “OneByte” blog series are technical how-to articles by OnActuate’s expert consultants covering Microsoft Business Applications (Microsoft Dynamics, Power Platform) and related technologies. Have a topic you’d like to learn more about? Email us at info@onactuate.com!
