Microsoft Dynamics AX error – ‘Employee to approve the line is not specified’

By Kristy Loeks | August 6, 2013

Vendor invoice recording journal types can be deceiving. Journal setup makes it appear as though approval is optional, because you can choose to not populate the ‘Approve’ field on the journal setup. But when entering Invoice journals, you may encounter this error: ‘Employee to approve the line is not specified.’

This error occurs because journal vouchers DO require the ‘Approved by’ field on the invoice tab to be populated in order for the invoice to pass validation and be allowed to post. If the ‘Approve’ field is blank on the journal setup, then the system will default the Worker ID of the user entering the invoice into the ‘Approved by’ field on the journal voucher. This is done automatically, and users may not even be aware of it until they encounter the error above.

The error occurs when a user is added to AX but is not mapped to a Worker ID. The missing association then causes AX to be unable to populate the Approved by field during invoice entry.

To resolve this issue, navigate to System administration >> Common >> Users >> Users, and select the UserID record of the user experiencing the error. Click the ‘Relations’ button on the Action pane.

Relations in Dynamics AX

Click the ‘New’ button on the Action pane strip of the User relations form to add a new record. To complete the association of the User ID to a person record in AX, choose the appropriate person from the ‘Person’ drop-down list, the appropriate AX user from the ‘User ID:’ drop-down list, and enter the Effective date.

Enter Date

Now the new user can enter and validate invoices without error.

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