Intercompany Expense Reporting and Management in Microsoft Dynamics AX 2012

Intercompany Expense Reporting and Management in Microsoft Dynamics AX 2012

Multinational Professional Services Firms always have employees working out of different office locations and it is a common practice in this industry to share resources(workers) between companies to execute project/non-project tasks. In such scenarios, it is pretty common that employees of one legal entity works on the Project/non-project tasks of other legal entities and might incur expenses which needs to charged to the project or ledger of the borrowing entity.

Until AX 2012 R2, there was not a good option in AX to handle the accounting of intercompany expenses scenarios in an efficient manner.

With the introduction of intercompany expense reporting feature in AX 2012 R2, it becomes a lot simplified for the users to manage the accounting of such scenarios. In today’s post we will take a look at this this new functionality in AX 2012 R2 and understand how this works.

The enabling and disabling the intercompany expense management feature is centrally controlled by a new parameter introduced in the Travel and Expenses Parameters form.

  • Go to Travel and Expenses > Setup > Travel and expense parameters form.
  • Mark the “Allow intercompany expenses” checkbox to enable this feature.

Travel & Expense Paramter AX 2012

Note that prior to submitting an intercompany expense report, you need to make sure that the necessary intercompany accounting relationship is setup between the loaning and borrowing entities under the General Ledger Module.

Refer to my post on intercompany timesheets earlier to understand the loaning and borrowing entities.

Let us  now go to the enterprise portal and create an intercompany expense report. In this demonstration we will assume that,

  • USMF is the company where the worker is employed. (Loaning Legal Entity)
  • USSI is the contracting company where the worker does the work. (Borrowing Legal Entity)
  • Now, Navigate to EP > Employee Services > New Expenses Report.
  • Mark the Intercompany expense report check box.

New Expense Report

  • Click New Expense line button
  • Select the Borrowing legal entity. In this case I will select USSI.
  • Select the Expense Category and click OK. This dropdown will show the categories which are validated for the worker.

Select Expense Category and Legal entity

  • Key in the other required values such as transaction date, amount, payment method etc and save the expense line and then submit and approve the expense report.
  • Note that if you are entering a project related expense line, then you can select the project, line property, activity etc.
  • So with this, the accounting team do not need to worry about creating manual journal entries for these intercompany expenses as employees are able to enter the expenses directly in the borrowing legal entity.
  • Now, let us go ahead and post the approved expense report and analyze the financial voucher.
  • Navigate to Travel & Expense Module > Common > All Expense reports, Select the expense report and approve it.
  • Click the Sub ledger journal button to see the general ledger update which will happen when we post this expense report.

Financial Voucher

In the screenshot above, note that the intercompany ledger update in USMF and USSI are based on the intercompany accounting setup done under the GL module in both the entities and the other accounts gets automatically picked up based on the payment method setup and the ledger account setup for the expense category.

Simple ! Microsoft Dynamics AX 2012..

Till next time..keep exploring…



SBS Group, USA Expands with Solugenix’s Dynamics AX Practice

SBS Group, USA Expands with Solugenix’s Dynamics AX Practice

SBS Group, a leading technology consulting firm integrating business management solutions, announced today the acquisition of Solugenix’s Microsoft Dynamics® AX Practice.

SBS Group USA, is focused on business management solution and is one of the Microsoft master VARs and also a member of Microsoft’s inner circle. It will be an unbeatable combination of SBS group’s vast experience in dynamics line of products, their long term relationship with MS and Solugenix’s exceptionally experienced Dynamics AX team.


Looking forward to work with SBS Group.

Click here to Learn more.

Another Cumulative Update 6 For Microsoft Dynamics AX 2012 R2

Another Cumulative Update 6 For Microsoft Dynamics AX 2012 R2

Microsoft continues its commitment to customers success through regular release of cumulative updates.

CU 6 is now released which primarily introduces two types of enhancements and updates.

1. Business Processes.

2. Regulatory Updates.

CU7 is slated to be released during end of OCT, 2013.

Note: Note the change in numbering for the cumulative updates which will be released for AX 2012 R2 going forward.

Read the complete details of the enhancements and updates here on Microsoft Dynamics AX Product Team Blog.



Human Resources – Automatic Benefits Eligibility Determination for Employees in Microsoft Dynamics AX 2012

Human Resources – Automatic Benefits Eligibility Determination for Employees in Microsoft Dynamics AX 2012

Employees of every organization are often entitled for several benefits such as cell phone, Parking, Dental, Vision insurance etc.. All the required data for the employee benefits are managed inside the Human resources management module of AX 2012. There are some sequence of steps involved to configure and manage all the elements of benefits such as,

  • Configure Benefit Types.
  • Configure Benefit plans for each benefit types
  • Configure Benefit options for the employees for each of the plans.


I will not explain the setup and configuration of benefit elements in this post. In this post, we will focus on discussing how AX 2012 makes it extremely simple for human resource managers/executives to automatically determine the eligibility of employees who can be enrolled on a given benefit. AX 2012 allows to configure simple benefit eligibility rules and HR executives can simply create and process benefits eligibility events. AX will then automatically determine which employees are eligible to be enrolled for the benefits. Let us now discuss the step by step guidelines to create and run a benefit eligibility event.

Note: Before you run the benefits eligibility events in AX 2012, make sure you have setup all the benefit elements.

1. Define benefit eligibility policy and rules:

    • The first thing to setup is the eligibility policy parameters which will be used by all the benefits eligibility policies.
    • Navigate to HR > Setup > Policies > Benefits eligibility.
    • Click Setup > Parameters on the action pane.
    • Select the organization types which can be used with benefits eligibility policies. Notice that the only organization type which you will have for the benefits eligibility policy will be Companies.
    • image
    • The next step is to create the benefits eligibility policy. Click New > Policy
    • Select the Company accounts for which this policy will be used.
    • image
    • The next step is to configure the benefit policy rules. Note that you need to configure the policy rule types prior to setting this up.
    • Let us say the HR assistant wants to process an eligibility event where he/she wants to find all eligible employees for a benefit and the eligibility criteria is that the “everyone who joined the company after 12/31/2012.
    • Navigate to HR > Setup > Benefits > Benefits eligibility policy rule types.
    • Create a new record, give it a name (Batch 2013 in this case) and select the Query as “Benefit eligibility”.
    • image
    • Now, go back to the benefits eligibility policy created above. You will notice that the policy rule type now appears on the policy.
    • Select the Batch2013 and click “Create policy rule”.
    • image
    • Key in the effective date, expiration date and the condition for the policy as shown in screen below and click OK button.
    • image
    • With this, we are done setting up the benefits eligibility policy rule.

2. Create Benefit(s):

    • The next step is to create a new benefit. Let us create a benefit for Company transportation such as Company car.
    • Navigate to HR > Common > Benefits > Benefits.
    • Click New > Benefit to create a new benefit and key in the details as shown in the screenshot below and click “Create Benefit button”.
    • image
    • Expand the Eligibility rules fast tab and setup Eligibility =  “Rule based” and Select the Rule type = Batch2013. Please note that AX 2012 allows you to configure the Eligibility to ‘All workers are eligible” and “By pass eligibility process”. The “By pass eligibility process” will cause the benefit to be ignored when eligibility event is run.
    • Optionally, you can also setup Eligibility overrides with a date range for specific workers. If you setup eligibility overrides, then you can enroll a worker even if they are not found as eligible for a benefit.
    • image

3. Create and Process the Benefit eligibility event:

    • Let us now create a benefit eligibility event and process the same. Follow the below steps to process an eligibility event.
    • On the Benefit created above, click Personnel Actions > Create Eligibility Event and key in the required details as shown in screen below and click OK button.
    • image
    • On the Eligibility event form, expand the Workers fast tab.
    • You can add selected worker records or click Add all worker button to add all the workers for this event. Note that, the eligibility event will be ideally run from the HR > Periodic area.
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    • Click Process button on the Action pane and hit OK button.
    • Note that the processing may take a few seconds and wait until you get an info confirming the completion of the process.
    • Click Refresh button and then click Show results
    • Notice that system will show all the worker records and their individual eligibility for the benefit. System also shows description of the reason why a specific worker was not eligible for a benefit.
    • image

Once the eligibility event is run and all the employees are determined, the HR assistant can enroll employees on the required benefits from the Mass benefits enrollment screen as shown in screen below.

That’s it for today’s post. Keep reading…



Delta Airlines takes off with Microsoft Dynamics for Retail and Windows phone platform

Delta Airlines takes off with Microsoft Dynamics for Retail and Windows phone platform

Do not get surprised when you get to see “Microsoft Dynamics for retail” in ACTION in a Windows phone mobile device(Nokia Lumia 820) by the Customer service crew of Delta Airlines on the flight.

It is great to see the major technologies coming together to offer simple and high end platform for customers.

I am glad to be aware of this news and I am sure everyone in the Dynamics community will like this. Thanks to all the technology partners who worked together to make Microsoft Dynamics “LIVE” in the sky. :)

Read the complete news here on the Dynamics Community blog.

Integration of Microsoft Dynamics AX with Microsoft Office Word

Integration of Microsoft Dynamics AX with Microsoft Office Word

Microsoft Office , especially the excel, word and PowerPoint are the most popular office productivity  applications which everyone knows and works with today.

Imagine what if a Simple, scalable yet powerful ERP system integrates seamlessly with such  popular applications to exchange data so that users can spend more time on their favorite office applications and then easily push or pull data to or from the ERP without requiring any development effort.

As most of us know, with Microsoft Dynamics AX 2012, these all come Out-of-the-box.

There has been a lot of great posts and discussions about the Office excel add-in functionality which is heavily used by most of the implementation teams up to some extent.

In today’s post, I wanted to uncover and discuss the integration of Microsoft Dynamics AX 2012 with Microsoft Office Word and demonstrate how these two applications share and exchange data effortlessly making the life of the end users a lot simpler and better.

Let us take an example where the sales manager of an organization has challenges in preparing different quotation/business proposal formats for different customers and still maintaining all the data inside the ERP system.

With Microsoft Dynamics AX  2012 and Microsoft Office, they can prepare as many number of proposal templates in MS word in any format they want for different customers/prospect, and then just upload them in the organization’s shared document library in the enterprise portal. AX 2012 can then sync those automatically within it to generate project proposals with data on to the templates without needing multiple development efforts. Let us now take look at the steps involved in accomplishing this in AX 2012.

Prepare the required project proposal templates and do the necessary data mapping within AX:

  • Open a Microsoft Word document and click on the Dynamics AX tab.
  • Connect to the Dynamics AX AOS server in the similar by which you connect the excel add in function.
  • Now, once you have your document source types configured in AX, you would see the table and data fields in the Add fields pane. In this case, I have already done the necessary configuration.


Upload all your template documents on the shared document library of the enterprise:

  • After you have prepared all your required proposal templates, you can upload them in the shared document library in the portal.
  • This document can be shared, reviewed and managed as in normal SharePoint functionality.
  • Once these are finalized and ready, AX has in-built functionality to sync with these.


Complete necessary setup in AX to automatically synchronize the documents into AX document types:

  • AX 2012 now automatically synchronizes with the share point portal and gets the document templates to create new document types in AX.


Generate project proposals from proposal templates:

  • In Dynamics AX, you can create and store proposal templates for various customers or price groups.
  • Once you generate your new proposal either newly, or by copying from a template, the proposal is all set to be generated in the MS word formats which were created and designed outside AX, without needing any specific connection methodology. Thanks to the seamless integration of Microsoft Dynamics AX 2012 and MS Office.


Generate proposal templates in your desired format with just click of a button:

  • When you click on the Attachments button and create a new document, you will notice that the document template which we created and synced in AX appears automatically on the document handling options.


  • Click New > Project Quotation Sample menu button. This will automatically attach the word document for the project proposal on to the proposal record and then generates and launches the document which the data automatically filled in from Dynamics AX which is ready for review and sending to Customers or prospects.


Powerful, Simple and Agile ! Microsoft Dynamics AX.

Management Reporter now supports your global business in 36 languages

Management Reporter now supports your global business in 36 languages

Your financial reporting in AX 2012 is now even better with Management Reporter supporting 36 languages and several new capabilities.


Few of the highlights of the enhancements are,

1. Now directly integrated with the General Ledger module of AX 2012.

2. Flexible consolidation options.

3. Transaction drill down even better.

4. Build custom reports with more data visibility options.

5. Schedule the automatic report delivery to those who need it.

6. Even available on the Web.

Read the complete post here to explore more.

Effective Labor rate in Microsoft Dynamics AX 2012

Effective Labor rate in Microsoft Dynamics AX 2012

Hello Everyone,

It has been very long spending time in my blog. Have been very busy at work since last few months. Today, I wanted to write about another new functionality which Microsoft Dynamics AX 2012 R 2 has introduced. It is the ability to designate the project cost as an Effective Labor Rate (ELR).

The ELR – Effective Labor Rate is actually the dollar value income per hour of an employee after calculating productivity. Alternatively, the ELR defines the hourly cost of a worker, if they work all the available hours in a work week.

AX 2012 R2 enables us to indicate the cost price of a worker as ELR. In the following few steps we will see how do we setup ELR in AX 2012 and then we will see how the ELR calculation happens when we post labor transactions/timesheets for them.

  • To define the ELR for an employee, go to Project Management and Accounting > Setup > Prices > Cost prices (Hour).
  • Setup the cost price for the employee and then check the Effective labor rate check box.


  • Go to HRM > Workers > Select the worker and then click Project Management > Project Setup and mark Use ELR.


  • In the above screens, I have setup the cost of the worker as $100 and marked it as ELR. Also, this worker is setup to work 8 hours each day (Monday to Friday) in the resource calendar)
  • Now, lets go record a project hour journal to see the impact of ELR and see how the calculation happens.
  • Notice that system does not populate the cost price field.


  • Let us say the employee worked for 24 hours in a given week. Enter Hours = 24 and post the hour journal.
  • Now let us go to Posted project transactions and verify how system has automatically ELR.


  • As we can see in screen above, system has automatically calculated the cost price based if the worker would have worked for full productivity hours(40 hours ) for the week.
  • So the formula for ELR calculation is as given below.

ELR  =  Effective labor rate price per hour($100)* Number of hours per week per the worker’s work calendar(40)/Number of hours worked/registered in the week(24).

This is it for today’s post. Till next time !!


Managing recruitment and Posting Open jobs in Enterprise portal in Dynamics AX 2012

Managing recruitment and Posting Open jobs in Enterprise portal in Dynamics AX 2012

Hello Everyone,

Managing recruitment processes, job applications and applicants is a key aspect of human resources management in any organization. The HRM module of Microsoft Dynamics AX 2012 provides a very efficient and effective way of managing open jobs in an organization and applications and applicants who are applying for the open jobs.


In today’s post I will highlight,

  • How to create open jobs and publish the Job ads to the enterprise portal.
  • How candidates/applicants( Both External and Internal) can view and apply for Open jobs.
  • How applicants/candidates can submit their resume to the organization for considerations to any open jobs.
  • How recruiters can view and manage all the incoming job applications at one central location and process them further.

Create Jobs and Publish them on Organization portal:

  1. Go to HRM > Common > Organizations > Jobs.
  2. Create a new job. In this case let us say it is for a DAX Technical Consultant.


3. Create the required positions under the HRM > Organizations > Positions.

4. The next step is to create the recruitment project and create the job ads for that.

5. Go to HRM > Recruitment > Recruitment Projects and create a new recruitment project.


6. Create the Job ad for this recruitment project and enable this to be published on the enterprise portal.


With this, we are done creating the open jobs and publishing them to the portal.

Candidates viewing and applying for jobs on the portal:

AX allows both internal employees/existing employees and external applicants to apply for open job. The site services feature can be used to integrate the external job portals and company websites to AX. External candidates can apply directly from portals and company websites with this integration. (Note: These tasks will need some technical works and some development as well and it is not fully functional out of the box.

  1. When candidates log on to the portal of AX 2012, they get to see a direct link to all the open jobs in the organization.


2. Notice that the job we just created is now appearing on the portal. Candidates can select the job and click Apply to apply for the job.


3. Copy paste your resume and click Apply. Note: You can customize this to have a direct link for resume attachment/uploading.


Note that, candidates can also apply and submit their resumes without any open job also. All of these applications will be gathered against a Unsolicited recruitment project.

Recruiters viewing and processing received applications:

The Application Basket in AX is the central location for all the received applications both from enterprise portal and external sites(job portals , company websites if integrated). The recruiters finds all the key information about the applications such as candidate contact information , resume attachments, address etc.

  1. Go to HRM > Periodic > Recruitment > Application Basket.


2. Notice that Sandeep Chaudhury, who applied for the DAX Technical consultant job is appearing in this form now. The system also shows various other information about the applicant on this form required for the recruiters.

3. Click Attachments button to view their resumes.


4. If everything looks okay about the candidate and the resume looks goof to be processed further, then select it for Approval and Click Approve button. You will notice that the application record will disappear from the application basket as it has been processed further now.


5. Now, when the recruiter goes to the recruitment project again, they get to see all the received applications against the recruitment project and can process it further from there.


Refer to my earlier post on employee life cycle management in AX 2012 to know further about this.

The focus of this post was to highlight the job posting capabilities within AX and to show how it eases the job of recruiters on a day to day basis. Please reach out to me in case of any questions on this.

Till next time!!


Absence/Leave Management in Human Resources Management–Microsoft Dynamics AX 2012

Absence/Leave Management in Human Resources Management–Microsoft Dynamics AX 2012

I have been contacted by many of the readers requesting a post regarding the absence management functionality of AX 2012. In today’s post I will cover the key features and benefits of the absence management functionality along with the setups and processes involved in it.

Workers are the key assets for every professionals services firms and gaining control over the workers capacity cost and workers availability is always a key to success. Moreover managing employee leaves/absences is always a key aspect of Human resources operations for every organization. Organizations always looks for a flexible and effective leave management system, when they choose an ERP to implement.

The Human Resources Management module of AX 2012 provides a very effective absence management functionality which is simple to setup and use and also enables organizations to have their employees to use enterprise portal to submit and approve leave/absence requests.

Microsoft Dynamics AX-Powerfully Simple

Key features and Benefits:

Below few points represents the key features and benefits of Absence management functionality of AX 2012.

  • Simple to configure and easy to use.
  • Easily group absences and associate absence codes with them.
  • Register past absences.
  • Request for future absences.
  • Setup validation rules for absence types such as, employee’s cannot avail more than 3 casual leaves consecutively.
  • Option for absence administrators to register absence for multiple workers acting like a delegate.
  • Option for workers to request absences  and approvers to approve them in the Enterprise portal, when away from office/work.

Configuration and Absence management Process:

This section of the post will explain the necessary setup required to enable absence recording in AX 2012.

  1. Absence Groups: The first step is to create Absence Groups. The absence groups are used to group various absence types such Holidays, Sickness, Jury duty etc. Absence groups are mandatory information for setting up absence codes.
    • Navigate to HRM > Setup > Absence > Absence Groups.
    • Create new record and enter absence group id and a description.
    • Additionally enable Registration to enable absence recording in Time and Attendance process.


2. Absence Codes: The absences codes represents the reasons for the employee absences. These are are the codes against which employees will register absences. Additionally several validation rules can be setup on the absence codes as per requirements. Example of absence codes are Sick, Injury, Jury, Vacation, Leave etc.

    • Navigate to HRM > Setup > Absence > Absence Codes.
    • Create new absence codes such as Jury, Sick, Illness etc.
    • You can also setup validation rules which will enable validation such as an employee can take only 3 days Funeral leave in a series etc..


3. Absence Setup: It is required sometimes to have multiple absence administrators, multiple absence period frequencies, multiple working times(Hours, Days) for different groups of workers. The absence setup allows to accomplish this. The Person in charge is the Absence administrator who will review and approve/reject/cancel the absences.

    • Navigate to HRM > Setup > Absence > Absence Setup.
    • Create new records and setup Person In charge, Period unit( Month, Week, Month-Fixed and No Period), and Working time.
    • Absence setups are attached to workers to enable them for absence registrations.

4. Absence Setup for Worker: The Absence related parameters needs to be setup in the Worker details form as shown in screen below.


We are now done with all the setups necessary for absence registrations. Let us not take quick look at how employees can register absences. In AX, employees can register absences both in rich client and Enterprise portal.

Recording Absences In AX Rich Client:

  • Before employees can register absences in a given absence period, the absence journals must be created by the absence administrators for that period. Absence journals can also be setup to be created in batch.
  • Navigate to HRM > Periodic > Absences > Create absence Journals to create the absence journals for workers.


  • To register absences, go to Home > Absences > Register Absences.
  • Create new records and enter dates and absence code for each day.
  • You can also create a absence series such as Vacation for 5 days/10 days etc..
  • The Notes section will contain the notes from the absence registrar and absence approver if any.


  • After creating the absences, Click Transfer to transfer the absences for approval. This will transfer the absence details to the approver for review and approval.
  • The Approver can go to Home > Absences > Approve Absence Requests.
  • Approver can click Approve/Reject button to approve or reject the absences.


Using the absence management function, employees can also can request for future absences, and one absence admin can register absences for multiple workers as a delegate. I will not explain those all here in this post.

Recording Absences In AX 2012 Enterprise Portal:

Below is a quick video which I have prepared for the employee absence management in the enterprise portal of AX 2012.

That is it for this post. Please contact me in case you have any queries with regards to absences management in Microsoft Dynamics AX 2012.