Upload
others
View
5
Download
0
Embed Size (px)
Citation preview
ACTIVATE BANK ACCOUNT APPROVAL
WORKFLOW [AX2012] Updated: June 2018 The ability to singlehandedly change payee bank accounts, poses a threat to organizations, as it makes it easy to commit fraud by changing an intended target bank account during a transfer of money. As a countermeasure the Banking module includes a bank account approval workflow, which ensures that new and changed bank accounts cannot be used until approved. This guide will cover how to set up and activate of the bank account approval workflow. In addition, the guide will describe, how the workflow is used in practice.
CREATE WORKFLOW USING THE WORKFLOW EDITOR Workflows are created and configured using a workflow editor. For more info on how to use the
workflow editor, see:
https://technet.microsoft.com/en-us/library/gg731809.aspx
To set up and activate the workflow, follow the following step:
1. Go to AMC Banking > Setup > Workflows
2. Click New
3. Select the Bank account number approval workflow
4. Click Create workflow. The workflow editor will start automatically
5. Drag, connect and configure workflow elements on the workflow editor canvas. For
inspiration, see Basic workflow configuration example below
6. Click Save and Close
7. Refresh the Workflows page to see the created workflow
BASIC WORKFLOW CONFIGURATION EXAMPLE
The following workflow configuration example should work for most organizations, but please note,
that there is not a single, correct way to set up workflows. Workflows can be configured in numerous
ways and should therefore be carefully tailored, to fit the requirements and practical use of your
organization. To configure the basic workflow example, do the following steps:
1. Drag an Approve bank account workflow element on the canvas in between the start and
end elements and connect them like shown below
2. Right-click the Approve bank workflow element and select Properties
3. Click Advanced settings and apply the following settings
4. Click Close
5. Double-click the Approve bank workflow element to move down a level
6. Right-click the Step 1 element and select Properties
7. Click Basic settings and specify Work item subject and Work item instruction
8. Click Assignment, open the Assignment type tab and select Participant
9. Open the Role based tab and select Approve customer and vendor bank information in
the Participant combo box
10. Click Assignment, open the Time limit tab and change Days value to 5
11. Click Assignment, open the Completion policy tab and select Single approver
12. Click Close
13. Click Save and Close to save the workflow configuration and close the workflow editor
14. Specify Version notes in the Save workflow dialog
15. Click OK
16. Select the Activate the new version from the Activate workflow dialog
17. Click OK
HANDLING MULTIPLE WORKFLOW VERSIONS
A workflow can have several configured versions, but only one versions can be active. To open the
Workflow versions dialog, follow the steps below:
1. Go to AMC Banking > Setup > Workflows
2. Click Versions
From the Workflow versions form, it is possible to see detailed information regarding the workflow
configuration versions. Furthermore, it is possible to activate/deactivate, import/export, copy and
delete the individual workflow configuration versions.
USING THE BANK ACCOUNT APPROVAL WORKFLOW Once the bank account approval workflow has been created and activated, the workflow will prevent
payment clerks from using new and changed bank accounts, without the required prior approval by
an authorized user. Furthermore, a non-editable field Workflow status field will appear in the
customer and vendor bank account setup pages.
The workflow status field has one of the four following values:
- Active: The bank account has been properly approved (or did already exist prior to enabling
the workflow) and is available for payment execution
- Inactive: The bank account has just been created or the bank account number has been
changed.
- Pending: The bank account has number has been submitted for approval and is still pending
the approval by an authorized user.
- Rejected: The authorized approval user rejected the submitted bank account. The user can
now change the bank account number and resubmit the record for approval.
SUBMITTING BANK ACCOUNT FOR APPROVAL
Adding new or changing existing payee bank accounts will result in Workflow status being set to
Inactive, preventing the bank accounts from being used. To activate the bank accounts, user must
submit the bank account for approval.
Only users, that has been assigned the AMC Banking manager security role are allowed to submit
bank accounts. Bank accounts are submitted, doing the following steps:
1. Open the Workflow menu and click Submit
2. In the submit dialog, specify a remark in the Comment field if required
3. Click Submit
Once submitted, a message will confirm the bank account submittal and Workflow status changes
to Pending. The bank account record is locked and can no longer be edited nor deleted by the user.
Furthermore, two new options, Cancel and View history, appear in the Workflow menu.
- Cancel: Allows the user to cancel the bank account submittal, which is e.g. useful if bank
account number has a type. Cancelling the workflow, results in the Workflow status
changing to Rejected, allowing the user to edit and submit the bank account record again.
- View history: Opens a detailed workflow history overview, related to the selected bank
account record
APPROVING PENDING BANK ACCOUNTS
When a bank accounts enters Pending state, the next step is to approve the pending bank account.
Only users assigned the AMC Banking workflow approver security role, can approve bank accounts.
Bank accounts are approved, by doing the following steps:
1. Go to AMC Banking > Payees > Pending bank accounts
2. Select a bank account record to approve, open the Workflow menu and click Approve
The bank account approver of course also has the option to reject a bank account. If a bank
for some reason cannot be approved, the approver simply chooses the Reject option from
the Workflow menu instead
Once approved, the bank account Workflow status changes to Active, and can now be used for
payments
TROUBLESHOOTING WORKFLOW SYSTEM If the bank account approval workflow does not work as described above, e.g. that workflow status
does not change, when submitting bank accounts, then most likely the standard workflow system is
not running or is not configured correctly.
Below we have listed a few things, which can be easily checked and addressed by a user with
administrator privileges.
CONFIGURE SETUP EXECUTION ACCOUNT(S)
First important thing to do is to configure a workflow execution account, which is used by all
workflows to run and execute planned procedures. The workflow execution account runs business
logic for the application and accesses Microsoft Dynamics AX data. The domain account that you
select to serve as the workflow execution account must have the following characteristics:
✓ It must be a dedicated account. A dedicated account is used only for a specific purpose.
✓ It must have a password that does not expire.
✓ It must have minimal access to network resources.
To specify the workflow execution account, follow the steps below:
1) Open System administration > Setup > System > System service accounts
2) In the Workflow execution account section, specify a domain account to serve as the
workflow execution account. The domain account can be specified in one of two ways:
a. The network domain and related account username/alias
b. A Microsoft Dynamics AX user.
Please note, that the account that you specify is assigned to the Microsoft Dynamics AX
system administrator role
Please also note, that If you are using Microsoft Dynamics AX 2012 R2 or later, the steps
should be repeated for each partition in your Microsoft Dynamics AX installation.
ENSURE NUMBER SEQUENCE EXISTS AND IS CONFIGURED
Next things to configure are the number sequences used by the workflow. Number sequences handle
the identification numbers, which are automatically assigned to every workflow that is created and
every instance of a workflow that is generated. If there is not any free number sequence in the
system, then a new one should be created instead.
https://technet.microsoft.com/EN-US/library/hh242127.aspx
To specify which number sequences are used to generate workflow IDs and workflow instance IDs,
complete the following procedure:
1) Open System administration > Setup > System parameters
2) Open the Number sequences tab
3) Select the Workflow ID row and select the number sequence to use, to generate workflow
IDs in the Number sequence code field
4) Select the Instance ID row and enter the number sequence to use to generate workflow
instance IDs in the Number sequence code field
BATCH JOBS SHOULD EXIST AND BE RUNNING
The workflow system uses three batch jobs to process messages, determine due dates for work items
and process notifications for line items. These jobs should occasionally be run, for the workflow
system to work correctly. Second thing to check is whether these batch jobs exist, and whether they
are being run, by doing the following steps:
1. Go to System administration > Inquiries > Batch jobs
2. Ensure that the three workflow batch jobs listed below exist
3. Ensure that the batch jobs, are occasionally being run, e.g. by monitoring whether the
value of Scheduled start date/time changes. Especially the Workflow message processing
job should be executed quite often
If the batch jobs are not present or are not being run occasionally, then the workflow system
should be reconfigured. Delete existing workflow batch jobs (if any) and reconfigure the workflow
system, by doing the following steps:
1. Go to System administration > Setup > Batch group
2. Click New and specify Group and Description
3. Open the Batch servers tab and ensure that server(s) are present in the Selected servers
list
4. Go to System administration > Setup > Workflow > Workflow infrastructure configuration
5. Click Next
6. Select a batch group for the workflow messaging batch job (optional)
7. Click Next
8. Select a batch group for the workflow due date processing batch job (optional) and specify
how often this batch job should run.
9. Click Next
10. Select a batch group for line-item workflow notification batch job (optional) and specify how
often line-item notifications should be processed
11. Click Next
12. Click Finish to finish and close the workflow wizard.
Please note, that if you cannot edit the batch groups in the Workflow infrastructure configuration
page, then it is most likely caused by the workflow batch jobs belonging to another system partition.
In that case an administrator should delete the obsolete batch jobs.