Access process for Dynamics Expense module to submit expenses
This process is as of 28th Feb 2023. We still need to implement appropriate access request functionality for Dynamics Expense module in Fresh Service. It will include an automated approval workflows.
Here the current process is described.
1. User raises a Misc service request ticket in Fresh Service. e.g. https://supporthub.soteria365.com/a/tickets/6007?current_tab=details
2. User requests access to Dynamics expense module so that they can submit their expenses.
3. Assign ticket to Accelerant - Dynamics F&O Support group and assign to either Majid Hilali, Gislen Tim or Bernous Abd Sallem depending on their availability and time zone.
4. Person holding the ticket will check in D365 if an employee worker record for the requestor has already been setup and if not will need to e-mail HR team Rebecca Cumberland, Tamara Herring and Shila Morimoto requesting the following details:
- Personnel number
- Employment legal entity ID
- Start date
- Confirm if user is an employee or a contractor (only employees should be requesting access to submit expense reports in D365)
Note: Please do not Cc in anyone else.
Majid Hilali, Gislen Tim or Bernous Abd Sallem will create the worker record.
5. Majid Hilali, Gislen Tim or Bernous Abd Sallem will then need to check if an employee vendor record for the requestor exists and if not, will need to create the vendor record.
During the employee vendor creation the default currency code will need to be populated. In order to know which currency code to use, check the default "Accounting currency" code for the legal entity in the Ledger form and use this value.
6. Majid Hilali, Gislen Tim or Bernous Abd Sallem will then need to link the created employee vendor record with the created worker record.
7. Majid Hilali, Gislen Tim or Bernous Abd Sallem will then need to create (import) the user record. The "person" field on the user record will need to be populated with the worker record that was created.
If the employee needs access to simply submit an expense report they will need to be assigned the "Employee" user role.
8. Abdou, Majid or Gislen will inform user on their ticket that their access request has been completed and provide the link to the D365 production environment: https://accelins.operations.dynamics.com