Module 1: Expense Report Overview and Basic Setup Module Overview

MODULE 1: EXPENSE REPORT OVERVIEW AND
BASIC SETUP
Module Overview
Travel and Expense Management uses the Enterprise Portal and the Microsoft
Dynamics AX® client. Most administration and configuration is performed in the
Microsoft Dynamics AX client while most users will access Travel and Expense
Management functionality from the Enterprise Portal to enter expense reports and
cash advance requests. This chapter covers the overview and basic setup of Travel
and Expense Management in Microsoft Dynamics AX 2012.
Objectives
The objectives are:
• Describe the purpose and benefits of using Travel and Expense

Management module in Dynamics AX 2012
• Describe the workflow for creating and approving expense reports
• Setup basic data required to use the Travel and Expense Management
module
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Travel and Expense Management in Microsoft Dynamics® AX 2012
Introduction to Travel and Expense Management

Use Travel and Expense Management to create an integrated workflow where you
can store payment method information, import credit card transactions, and track
the money that employees are spending when they incur expenses for your
business. You can also define expense policies and automate the reimbursement
of travel expenses.
Purpose and Integration
In Microsoft Dynamics AX 2012, the Travel and Expense Management module

with integrated workflow capabilities helps manage, track, and reimburse travel
and entertainment expenses. Travel and Expense Management has a strong value
proposition for organizations with discretionary spending. Travel and
entertainment expenses are a significant part of a company's controllable expense.
To help curb these costs, Travel Expense Management provides a mechanism to
define and apply expense policies, in addition to flagging and reporting on
abusers of the policies.
Additionally, automating the entry and reimbursement of travel and

entertainment expenses reduces processing costs versus manual entry.
Travel and Expense Management has tight integration with other Microsoft
Dynamics AX modules of Accounts payable, General ledger and Project
accounting.
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Module 1: Expense Report Overview and Basic Setup
Travel and Expense Management Process Flow

In this lesson, Travel and expense process flows are explained. The process flow
described is an overview and details of specific processes and workflows will be
discussed later in this course.
Use this diagram to follow Travel and Expense process flows.
FIGURE 1.1: TRAVEL AND EXPENSE PROCESS FLOW
Credit Card Import
Prior to creating an expense report, it is possible to for the employee to import

credit card transactions from a bank statement into AX. These transactions are
then available in the expense report to be classified and added to an expense
report. This makes entering expense reports easier for users by reducing data
entry. This is typically used where an employee has a company credit card.
Note: For more information on credit card importing, refer to Appendix C of

this training content.

Cash Advances
You can use the Cash Advance Request page to request a cash advance from your
employer. You might request a cash advance for several reasons, such as to pay
for parking at a sales meeting or if you plan to have lunch with a customer. Value
Added Tax (VAT) on purchases that are made with a cash advance is not eligible
for recovery. Cash Advance Requests are entered in Enterprise Portal.
Travel Requisitions
Before you travel for business and incur expenses that you charge to your
organization, you may be required to create and submit a travel requisition. The
travel requisition contains information about the projected costs of your travel.
The expense costs that you enter in a travel requisition do not have to be exact.
You only have to enter an estimate of the expense costs that you may incur.
Travel Requisitions are entered in Enterprise Portal.
Expense Entry Flow
Expense reports are entered through the Enterprise Portal. They cannot be
entered through the rich client. The expense report is in a typical header and lines
format. The expense report header contains basic information about the report
such as the employee, the location and the date. The lines contain the detail of
the expense transactions.
Submit Expenses
After you have entered all of the information in your expense report that is
required by your organization and attached any required expense receipts, the
next step is to submit the expense report for approval. Expense reports are
submitted through the Enterprise Portal.
Workflow Approvals
The Dynamics AX workflow module routes the expense reports for approval.
Approval actions can be completed in the enterprise portal or in the rich client.
Specific workflow for Expense reports are addressed later in this course.

Reimbursements and Payments
The approved expense report is posted through a ledger journal. This is posted by
an administration person in the rich client.
The employee can be associated with a vendor or ledger account. Any

reimbursements, per diems or cash advances owing to the employee will
automatically be allocated as a transaction on the associated vendor or ledger
account. A payment journal can then be used to pay the employee.
Credit Card Disputes
There may be times when you incur a credit card expense, and the transaction
that appears on the credit card statement is incorrect. If this scenario occurs, first
contact the merchant where the expense was incurred. However, if you cannot
resolve the issue by contacting the merchant, you can create a credit card expense
dispute. This dispute is then sent to the credit card institution.
You can assign another worker as a delegate to submit a credit card expense
dispute on your behalf. Adding delegates are discussed later in this course. Credit
card disputes are entered in Enterprise Portal.
Report Header Setup

Before entering data on an expense report in Enterprise Portal, you can setup
header information that may be used on the expense report.
Travel Locations
Use the Travel Locations form to enter standard locations of travel. This field can
be entered on the expense report header and is optional. This field is used to
specify where the travel occurred. It can also be used as a condition in the
workflow configuration and/or expense policy rules.
To set up the travel locations, follow these steps:
1. Click Travel and expense > Setup > Optional setup > Travel
locations.
2. Click New to create a new location.
3. Type an identifier in the Location field.

4. Type an appropriate name in the Description field.
FIGURE 1.2: TRAVEL LOCATIONS FORM
Dispute Reason Codes
If an employee discovers an erroneous transaction on their expense report, they

can file a transaction dispute. Because a transaction dispute can occur for different
reasons, you can create reason codes that include information and instructions
specific to a type of dispute.
To create dispute reason codes, follow these steps:
1. Click Travel and expense > Setup > Disputes > Dispute reason
codes.
2. Click New to create a new location.
3. Select the Credit card type and Dispute type for the code.

4. Enter a name for the dispute code and a reason for the dispute that
explains the dispute type that you selected in step 3.
FIGURE 1.3: DISPUTE REASON CODES FORM
Expense Purpose
Use the Expense purpose form to create a standard list of expense purposes, such
as trade show, conference, or training. The expense purpose is optional and can be
entered on the expense header. Users can enter any description on the expense
header; they are not limited to these options. Entering common purposes in this
form will make data entry easier for user. This information can be used for reporting
and analysis
To create a expense purpose, follow these steps:
1. Click Travel and expense > Setup > Optional setup > Expense
purposes.
2. Click New to create a new purpose.

3. Enter an Expense report name for the purpose.
FIGURE 1.4: EXPENSE PURPOSES FORM
Report Lines Setup

Report lines setup describes the forms used to set up line items when entering
information on travel and expense reports.
Payment Methods
Use the Payment Methods form to set up different forms of payment for travel
and entertainment expenses. Users must indicate the method of payment which
they used for each expense line on the report.

To open the Payment methods form click Travel and expense > Setup > Travel
and expense entry > Payment methods. The Payment method form uses the
following fields to define each payment method used in Travel and Expense
Management.
Field Example
Payment Method and Description Credit Card
Expense Owner Employee
Offset Account Type and Offset Bank Account, 1103
Account
Note: For more information on Payment method setup and accounts, refer to
the Payment Methods chapter of this course.
FIGURE 1.5: PAYMENT METHODS FORM

Expense Categories
Use the Expense categories form to setup the type of expense transactions that
the company would like to track. There are various standard expense types which
affect what type of information can be recorded about the expense.
To set up expense categories follow these steps:
1. Click Travel and expense > Setup > Travel and expense entry >
Expense categories.
2. Click New to create a new expense category and then type in the
Category ID.
3. Select the Use in Project check box if the expense category will be
used to track expenses in the Project module. If you select this check
box, the Project, Cost accounts, and Revenue accounts Fasttabs
become available in this form.
FIGURE 1.6: EXPENSE CATEGORIES FORM
Click on one of the following Fasttabs to enter appropriate information for the
expense category:
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Note: For a complete list of fields associated with the Fasttabs use the Help
files in Microsoft Dynamics AX 2012.
FastTab Description
Project View project category information. This
FastTab is available only if you select the
Use in Project check box. The
following fields are available if the
expense category is linked to a project:
Select a Category Group associated

with the expense.
Use the Items sales Tax to select the

item sales tax group for the expense
category.
Use the Worker to select whether the

employee identification should be
displayed on the expense transactions.
Use the Estimate and Subscription

check boxes to identify if the expense
category can be used in estimates and
subscriptions.
Use the Active in Journals check box if

this expense category is available for
posting in journals.
Use the Default to select the Default

line property that the expense
transaction is attached to.
Cost accounts View or select a cost price account to
apply the expense category to. This
Use in Project check box.
Revenue accounts View or select sales price account to
apply the expense category to. This
Use in Project check box.
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FastTab Description
Expense View or edit information about the
selected expense category.
Expense Type: The expense type

contains a predefined list of transaction
types. Each type has different fields
available during data entry. For
example, if the user enters an expense
category which is expense type of
Meals, then they may enter a list of
guests.
Default payment method: This is the

payment method most commonly used
for the expense category. It will default
on the expense report to make data
entry easier for the users.
Main account: This is the ledger

account that the expense will be posted
to. When the expense report is posted
through a ledger journal, the debit entry
will be to this account and the credit
entry will be dependent on the expense
line method of payment.
Sales tax group: This is a default item

sales tax group for this expense
category. This will default
on the expense line to make data entry
easier for users.
Statistics group: This is used for

grouping expense categories for
reporting purposes

FastTab Description
Allowed payment methods View the payment methods that are
enabled for the selected expense
category. To add new payment
method, click the Add button. To
remove a payment method from the
expense category, highlight the
payment method and click the Remove
button.
You can set a default payment method

by selecting the Is Default check box.
Subcategories Create subcategories for the selected
expense category. When you add
subcategories, employees are required
to enter more detailed information
about expense reports.
Enter the name of the expense

subcategory. This name should correlate
with the expense category that it is
attached to. For example, if the main
category is Car rental, the subcategory
name could be Fuel charge.
Depending on how your organization uses expense categories, there are many
options to further define expense categories. Use the buttons on the top of the
Expense Category form to further define how the categories are used. The
following table describes the available buttons.
Button Description
Transactions View the transactions that are related to
the selected category.
Note: This button is available only if

the expense category is linked to a project.

Button Description
Setup After clicking the Setup button the
following submenu items are available:

Workers: Maintain a list of employees

who are authorized to use the category.
Projects: Maintain a list of projects that

are available for the category.
Cost price - hour, Cost price – expense:

Set up a cost price for hour and expense
categories.
Sales price - hour, Sales price -

expenses, Sales price - fee, Sales price –
subscription: Set up a sales price for
hour, expense, fee, and subscription
categories.
Service subscriptions: Set up

subscriptions that are attached to the
selected subscription category.
Line property setup: Set up a line

property for the category.
Note: You cannot attach a line

property to a subscription category
because line properties are not used for
subscription transactions.
Ledger posting: Set up ledger posting by

category.

Button Description
Function After clicking the Function button the
following submenu items are available:

Create subscription fee: Create

subscription transactions for the selected
subscription category.
Index subscription: Update the

index/base price for subscriptions that
have the selected fee category attached to
them.
Accrue subscription: Accrue revenue for

subscription transactions that are attached
to the selected expense category.
Committed costs Opens the Committed cost form.

Forecast Select all rows in a forecast that include

the specified category and copy or delete
those rows, or transfer them to the
general ledger.

you select the Use in Project check box

Button Description
Project control View the project control forms to gather
and export data to a Microsoft Excel
worksheet.

the expense category is linked to a project
Mileage rate tiers Opens the Mileage rate tiers form.
Note: This button is available only

when the selected category has a mileage
expense type.
Shared Categories
Shared expense categories that can be used across all of the legal entities in your
organization. For example, if you create a shared expense category for Meal
expenses, the Meals category name and description will be used by all of your
legal entities.
To set up the shared categories, follow these steps:
Shared categories.
2. Click New to create a shared category.
3. Type an identifier in the Category ID field and a Category name.
4. Select the Can be used in Expense check box to allow this category
to be used in Travel and Expense Management.

5. Select an Expense type.

6. Add any Subcategories your organization may need for further
clarification.
FIGURE 1.7: SHARED CATEGORIES FORM

Merchants
Merchants are specified for various expense categories. Common merchants can
be setup to make data entry easier for users. Users must select from this list during
expense entry if they want to indicate the merchant
Use the Merchant form to create a list of merchants that workers can select from
when entering line item expenses in an expense report.
To create a merchant follow these steps:
1. Click Travel and expense > Setup > Optional setup > Merchants.
2. Click New and enter the name of the Merchant or organization.
3. Select the Expense type that this merchant might be associated with.
4. Select the Preferred check box if the merchant is preferred by your
organization. For example, a merchant might be preferred if it is a
hotel that offers a 5% discount to employees of your organization.
FIGURE 1.8: MERCHANTS FORM

Lab 1.1: Create an Expense Category

Scenario
Contoso has decided to track Expenses for internet and phone use. To do this they
have decided to create a category called Internet and Phone and will be tracked
as a miscellaneous expense type with a default method of payment of Company
Credit Card. These expenses should be posted to the account 601500, Travel
expenses. This Expense is a shared category and can be used in Project and
Expense.
High Level Steps

1. Create a shared expense category called Internet and Phone and
assign Miscellaneous as the expense type.
2. Select Gen Exp as the Project category for this expense category and
set up this category to post to the Main account 601500.
Detailed Steps
1. Create a shared expense category called Internet and Phone and
assign Miscellaneous as the expense type.
a. Click Travel and expense > Setup > Travel and expense entry
> shared categories.
b. Click New to create a new expense category and then type
“Internet and Phone” as the Category ID and Category name.
c. Select the Can be used in Project and Can be used in Expense
check boxes.
d. Select Miscellaneous as the Expense Type and click Close.
e. Click Expense categories on the left hand navigation pane.
f. Click New and then select Internet and Phone as the Category
ID.

2. Select Gen Exp as the Project category for this expense category and
set up this category to post to the Main account 601500.
a. On the Project FastTab, select Gen Exp as the Project Category
group.
b. On the Expense FastTab, select COMPANYCC as the Default
payment method.
c. Type 601500 in the Main account field.

General Setup
This lesson provides general setup needed to streamline processes and improve
productivity when using travel and expense procedures. This includes the
following:
• Setting up delegates
• Specify display field
• Create statistic groups
• Define expense policies
• Define general parameters
Delegates
Use the Delegate setup form to define one or more users who can enter, update,
delete or view expense reports on another's behalf for a specified date range.
The Delegate is the user who can see or enter expense reports for the Employee.
To define delegates follow these steps:
Delegates.
2. Click New and then select a Worker.
3. Select a Delegate.
4. Enter the Start date for the period that the delegate will be active.
5. Enter the ending date for the period that the delegate will be active.
Note: It is also possible for the employee to set up Delegates for themselves in
Employee Self-Service Portal (EES). If a user accesses this from the portal, they can
only enter delegates who can enter report on behalf of themselves.
Note: Delegates can also enter travel requisitions and manage credit card
disputes.

Display Fields
Use the Display fields form to specify which fields should be visible on the
enterprise portal. This allows you to customize the fields shown on the enterprise
portal without needing to access the development environment. These changes
will affect all workers entering expense reports. This is a global setting and any
changes to this table will be applied to all companies running the application.
All available fields on the expense report header are listed on the Header fields
tab. All fields in the expandable section on the expense report lines are listed on
the Transaction fields.
The Visibility options are Display, Do not display or Read only.
To specify display field follow these steps:
Display fields.
2. Select the Labels you would like to edit and then select the
appropriate Visibility option for that Label.

3. Use the Copy settings button to apply the selections that you make
in this form to other legal entities.
FIGURE 1.9: DISPLAY FIELDS FORM

Statistic Groups
Use the Statistics Groups form to setup expense reporting groups. The expense
categories can be placed into a statistics group on the Expense categories form.
These groups are used in the Statistics on cost groups report (Travel and
expense > Reports > Statistics > Statistics on cost groups).
To define statistic groups click Travel and expense > Setup > Statistics >
Statistic groups, then click New, and enter a Statistics group name and
Description.
FIGURE 1.10: STATISTICS GROUP FORM
Policies
Organizations have different ways to exercise control over any travel and expense
costs. Travel and Expense policy is usually formulated on an enterprise basis, with
some provision for adaption at the legal entity level, operational unit level, or
even a more granular level to accommodate various conditions. The policy
violations framework allows you to setup rules that workers must follow when
entering, submitting, or approving expense reports. Implementing expense
policies can help manage expenses effectively.

Scenario: Expense Policy Setup
April, the Accounts Payable Administrator, is responsible for setting up expense

policies for Contoso. This process involves several steps:
1. Plan how the policies should be organized

2. Create expense policies
3. Create travel policies
4. Begin the travel and expense reporting process
Procedure: Policies
Scenario: Expense Policy Setup
April, the Accounts Payable Administrator, is responsible for setting up expense

policies for Contoso. This process involves several steps:
1. Plan how the policies should be organized

2. Create expense policies
3. Create travel policies
4. Begin the travel and expense reporting process
Procedure: Setup Expense Policies
To setup an expense policy, follow these steps:
1. Open Travel and Expense > Setup > Policies > Expense.
2. Click Policy in the New group of the Action pane.
3. Enter a Name for the policy, and optionally enter a detailed
Description.
4. In the Policy organization tab, choose the Select Organization
hierarchy.
5. Select the desired organization entity from the Available
organizations node, and then click Add >>; the entity will move to
the Selected organizations node.
6. Click Create policy rule in the Policy rules tab.

7. Use the Condition editor to create the rule.

8. Select an action in the Do the following field. Available options are:
o Allow users to submit and approve but display a warning
message
o Do not allow users to submit or approve and display a warning
message
o Do not allow users to submit until they enter a justification
o Do not allow users to approve until they enter a justification
o Do not allow user to submit or approve until they enter a
justification
FIGURE 1.11: EXPENSE MEALS RULE DETAILS

Travel and Expense Parameters
The Travel and expense parameters form is used this to set up default
information, rates, and calculations for Travel and expense. To open this form click
Travel and expense >Setup > Travel and expense parameters.
This form is divided into the following Links:
Link Description
General Set parameters for mileage rates, personal
expenses, travel requisitions, distributions,
expense policies, and project drillback. You
can also configure display options.
Financial Set parameters for ledgers, ledger journals,
and taxes. You can also select default
parameters for encumbrances, and for
travel requisitions and expense reports that
are over budget.
Corporate Card Set the default account for credit card
disputes. You can also add links to your
organization's process for handling credit
card disputes and links to related
information
Per diem Set parameters for per diem expenses
Fax Cover pages If receipts that are related to expense
reports are sent by fax, enter the
instructions and default information that
are included on the cover pages of the
faxes.

General Parameters
To open the General parameter link click Travel and expense >Setup > Travel
and expense parameters > General link. Use the following fields to define
general parameters throughout the Travel and Expense module.
Field Description
Standard rate of mileage Enter the company standard rate paid
for mileage. This is expressed in the
company currency and will be applied
to the number of miles entered on the
expense report for Mileage type
expense categories.
Note: Mileage rate tiers can be

set on the expense category however if
a value exists in this parameter it will
override the values in the rate tiers
Personal expenses paid by This field determines whether personal

expenses are Paid by the employee or
whether the company will pay the
expense (Paid by company) and then
post as a transaction on the employee
account. If this is set to employee then
when the expense report is posted and a
journal is created, personal expense
lines will not appear in the journal. If this
is set to company then personal
expenses will be posted against the
employee account as an amount owing
to the company.
Display entire expense report on Select this check box to display a whole
drillback expense report that contains project-
related expense lines.
If this check box is cleared, only the
expense lines that are related to the
project document are displayed.

Field Description
Pre-authorization of travel is Select this check box to require that a
mandatory travel request be submitted and
approved before a worker can submit
an expense report.
Allow editing of distributions Select this check box to allow the
before posting distributions on an expense report to be
changed before the expense report is
posted.
Evaluate travel and expense • Select when the system evaluates
policies expenses to determine whether an
expense policy has been violated.
The system can check for violations
when one of following events
occurs:
• An expense entry is entered and
saved.
• The expense report is submitted.
Intermediate page when • Select when a list of the

creating expense report unreconciled expenses that are
assigned to a worker is displayed
when the worker creates a new
expense report:
• Always show: The page is displayed
even if the worker has no
unreconciled expenses.
• Only show when unreconciled
transactions exist: The page is
displayed only when unreconciled
transactions are assigned to the
worker.
• Never show: The page is never
displayed.

Financial Parameters
To open the Financial parameter link click Travel and expense >Setup > Travel
and expense parameters > Financial link. Use the following fields to define
financial parameters throughout the Travel and Expense module.
Field Description
Ledger daily journal Enter the journal name that should be
name used when creating the journal to post
the expense report.
Enable tax recovery from Select this check box to recover taxes
expenses for eligible expenses.
Post cash advances immediately Select this check box to immediately
post an expense report to the general
ledger. If this check box cleared, a
journal is created but not posted.
Tax included Select this check box to indicate that
sales tax is included in the worker's
expense amount by default.
Release encumbrances on closing Select this check box to release
travel requisitions encumbered funds when an approved
travel requisition is closed.
Allow travel requisition submit Select this check box to allow workers
on budget over run for general to submit travel requisitions that
ledger budget and project exceed either the allowed budget that
budget is set in the general ledger or the
allowed budget for a project.
Allow expense report submit on Select this check box to allow workers
budget over run for general to submit expense reports that exceed
ledger budget and project either the allowed budget that is set in
budget the general ledger or the allowed
budget for a project.
Allow expense report approval on Select this check box to allow
budget over run for general managers to approve expense reports
ledger budget only that exceed only the allowed budget
that is set in the general ledger.

Corporate Card Parameters
To open the Corporate card parameter link click Travel and expense >Setup >
Travel and expense parameters > Corporate card link. Use the following fields
to define Corporate card parameters throughout the Travel and Expense module.
Field Description
Dispute default account Select the default account for disputes
about credit card transactions.
Link to dispute process Enter the link to information about your
organization's process for handling disputes
Link to dispute-related Enter the link to frequently asked questions
FAQs (FAQs) or related information about disputes
Per Diem Parameters
To open the Per Diem parameter link click Travel and expense >Setup > Travel
and expense parameters > Per Diem link. Use the following fields to define Per
Diem parameters throughout the Travel and Expense module.
Field Description
Minimum hours for per diem Enter the minimum number of hours
that a worker must work in a day to be
eligible to receive a per diem.
Meal percent Enter the default percentage of the per
diem for meals that is used on the first
and last days. The work day on the first
and last days may be shorter than a
standard work day. Therefore, the
amount of the per diem on these days
may differ from the standard amount.
Hotel percent Enter the default percentage of the per
diem for hotel expenses that is used on
the first and last days. The work day on
the first and last days may be shorter
than a standard work day. Therefore, the
amount of the per diem on these days
may differ from the standard amount.

Field Description
Other percent Enter the default percentage of the per
diem for miscellaneous expenses that is
used on the first and last days. The work
day on the first and last days may be
shorter than a standard work day.
Therefore, the amount of the per diem
on these days may differ from the
standard amount.
Meal reduction fields Enter the amount that the per diem is
(breakfast, lunch, dinner) reduced for breakfast, lunch and dinner.
For example, if a worker receives a

complimentary breakfast, you may want
to reduce the amount of the per diem
by 10 percent.
Per diem rounding Select the type of rounding that is used
for per diems.
If you select normal rounding, any
expense that has an amount of 0.5 is
rounded up to 1.00, and any expense
that has an amount that is less than 0.5
is rounded down to 0.0.
Base per diem calculation on Select whether a per diem is based on a
calendar day or a 24-hour period.
Fax Cover Pages Parameters
To open the Fax cover pages parameter link click Travel and expense > Setup >
Travel and expense parameters > Fax cover pages link. Use the following
fields to define Fax cover pages parameters throughout the Travel and Expense
module.
Field Description
Instructions Enter the instructions that workers must
follow when they create a cover page for
a fax that is used to send receipts that are
related to an expense report. Click
Translations to select the language that is
used for the instructions.
Expense report overview Select this check box to include an
overview of the expense report on the
cover page of the fax.

Field Description
User ID Select this check box to store a worker's
unique Microsoft Dynamics AX identifier
in the bar code that is used on the cover
page of the fax.
Bar code Select the bar code that is used on the
cover page of the fax.

Lab 1.2: Set Up Delegates

Scenario
Julia Funderburk, worker code 000131, will be entering expense reports on behalf
of Charlie Carson, worker code 1000. Setup Julia as a delegate for Charlie Carson.
High Level Steps

1. Use the Delegate form to assign Julia Funderburk as a delegate.
Detailed Steps
1. Use the Delegate form to assign Julia Funderburk as a delegate.
a. Click Travel and expense > Setup > Travel and expense entry
> Delegates.
b. Click New to create a new delegate.
c. Select Charlie Carson as the Worker and click Select.
d. Select Julia Funderburk as the Delegate and click Select.
e. Click Close.

Module Review
This lesson provides an overview of the Travel and Expense functionality and
describes how setting up parameters can enhance the functionality as well speed
up data entry in Enterprise Portal.
Test Your Knowledge
Test your knowledge with the following questions.
1. What is the purpose of the Travel and Expense functionality?
Sequencing Activity
2. Put the following steps in order for an Expense policy procedure by

numbering each to indicate the correct order.
Steps
Plan how the policies should be organized.
Create travel and expense policies.
Begin the travel expense reporting process.
Setup travel and expense policy parameters.
3. Is it possible to enter delegates through the Employee Self-Service Portal?
( ) True
( ) False

4. Are reimbursements, per diems or cash advances owed to the employee

automatically allocated as a transaction on the associated vendor or ledger
account.
( ) True
( ) False

Test Your Knowledge Solutions

Module Review and Takeaways
1. What is the purpose of the Travel and Expense functionality?
MODEL ANSWER:
In Microsoft Dynamics AX 2012, the Travel and Expense Management module

with integrated workflow capabilities helps manage, track, and reimburse travel
and entertainment expenses. Travel and Expense Management has a strong value
proposition for organizations with discretionary spending. Travel and
entertainment expenses are a significant part of a company's controllable expense.
To help curb these costs, Travel Expense Management provides a mechanism to
define and apply expense policies, in addition to flagging and reporting on
abusers of the policies.
Additionally, automating the entry and reimbursement of travel and

entertainment expenses reduces processing costs versus manual entry.
Travel and Expense Management has tight integration with other Microsoft
Dynamics AX modules of Accounts payable, General ledger and Project
accounting.
Sequencing Activity
2. Put the following steps in order for an Expense policy procedure by

numbering each to indicate the correct order.
Steps
1 Plan how the policies should be organized.
3 Create travel and expense policies.
4 Begin the travel expense reporting process.
2 Setup travel and expense policy parameters.
3. Is it possible to enter delegates through the Employee Self-Service Portal?
(√) True
( ) False

4. Are reimbursements, per diems or cash advances owed to the employee

automatically allocated as a transaction on the associated vendor or ledger
account.
(√) True
( ) False


Module 1: Expense Report Overview and Basic Setup Module Overview

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MODULE 1: EXPENSE REPORT OVERVIEW AND

The objectives are:

• Describe the purpose and benefits of using Travel and Expense

Microsoft Official Training Materials for Microsoft Dynamics® 1-1

Introduction to Travel and Expense Management

Purpose and Integration

In Microsoft Dynamics AX 2012, the Travel and Expense Management module

Additionally, automating the entry and reimbursement of travel and

1-2 Microsoft Official Training Materials for Microsoft Dynamics®

Travel and Expense Management Process Flow

Use this diagram to follow Travel and Expense process flows.

FIGURE 1.1: TRAVEL AND EXPENSE PROCESS FLOW

Credit Card Import

Prior to creating an expense report, it is possible to for the employee to import

Note: For more information on credit card importing, refer to Appendix C of

Microsoft Official Training Materials for Microsoft Dynamics® 1-3

Expense Entry Flow

1-4 Microsoft Official Training Materials for Microsoft Dynamics®

Reimbursements and Payments

The employee can be associated with a vendor or ledger account. Any

Credit Card Disputes

Report Header Setup

To set up the travel locations, follow these steps:

Microsoft Official Training Materials for Microsoft Dynamics® 1-5

4. Type an appropriate name in the Description field.

FIGURE 1.2: TRAVEL LOCATIONS FORM

Dispute Reason Codes

If an employee discovers an erroneous transaction on their expense report, they

To create dispute reason codes, follow these steps:

1-6 Microsoft Official Training Materials for Microsoft Dynamics®

FIGURE 1.3: DISPUTE REASON CODES FORM

To create a expense purpose, follow these steps:

Microsoft Official Training Materials for Microsoft Dynamics® 1-7

3. Enter an Expense report name for the purpose.

FIGURE 1.4: EXPENSE PURPOSES FORM

Report Lines Setup

1-8 Microsoft Official Training Materials for Microsoft Dynamics®

FIGURE 1.5: PAYMENT METHODS FORM

Microsoft Official Training Materials for Microsoft Dynamics® 1-9

To set up expense categories follow these steps:

FIGURE 1.6: EXPENSE CATEGORIES FORM

1 - 10 Microsoft Official Training Materials for Microsoft Dynamics®

Select a Category Group associated

Use the Items sales Tax to select the

Use the Worker to select whether the

Use the Estimate and Subscription

Use the Active in Journals check box if

Use the Default to select the Default

Microsoft Official Training Materials for Microsoft Dynamics® 1 - 11

Expense Type: The expense type

Default payment method: This is the

Main account: This is the ledger

Sales tax group: This is a default item

Statistics group: This is used for

1 - 12 Microsoft Official Training Materials for Microsoft Dynamics®

You can set a default payment method

Enter the name of the expense

Note: This button is available only if

Microsoft Official Training Materials for Microsoft Dynamics® 1 - 13