Some businesses require that journals be approved by a user other than the person who entered the journal. Microsoft Dynamics AX provides two types of approvals for financial journals: manual and workflow. Based on journal names, you can require manual approval, workflow approval, or no approval. You cannot use both the manual approval system and the workflow approval system for the same journal name.
If manual journal approval is required, a user who enters transactions in a journal reports the journal as ready. An authorized user must approve the journal in the relevant form before the journal can be posted. For more information, see Approve a journal.
If workflow journal approval is activated, the user who enters transactions in a journal submits the journal to Workflow for approval. Workflow creates the appropriate approvals, tasks, and user-specified notifications, and assigns them to the appropriate users and roles as identified in the workflow. The financial journal approval workflows automate the approval process and allow users with approval rights to approve from an approval task without directly accessing the journal. For more information, see Submit a documentand Act on a document.
Some buttons in the and forms are unavailable when a journal has been submitted for workflow journal approval. When the journal is approved, the options in the menu are available and the other controls and fields in the form are not available. If a user edits one or more lines in an approved journal, the workflow status is reset, the options in the menu are not available, and the other controls and fields are available. When the changes have been made, the journal must be resubmitted for approval.
Set up manual journal approval
The user who is responsible for journal routines sets up the approval system in for each journal where approvals will be used. Manual journal approval is available for all journals in Microsoft Dynamics AX.
Set up workflow journal approval
The user who is responsible for journal routines sets up the approval system for each journal where approvals will be used. Workflow journal approval is available only for selected financial journals. Before you begin, be sure that workflow configurations have been set up for the journal types that you will use workflow approval for. For more information, see Set up Accounts payable workflow, Set up Accounts receivable workflow, and Set up General ledger workflow.