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Manual setup key
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Payment & Journal Voucher System
Finance & Controlling · National Office · Bethlehem
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⚡ Waiting for Your Action
Vouchers & Journal Entries needing your input
#
Type
Date
Description
Amount
Status
Action
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💰 Value Pending Approval
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✅ Posted to D365 This Month
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❌ Value Rejected / Stuck
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⏱ Pending — Time at Current Stage
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Type
Description
Amount
Stage
Days Waiting
Action
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⚡ 4-Level Approval Workflow
✏️
PreparerLevel 1
👁
ReviewerLevel 2
💼
FinanceLevel 3
🏛
DirectorLevel 4
🚀
D365Submit
Vouchers and journal entries must pass all 4 approval levels before D365 submission. Saved Bank Transfer and Cheque vouchers can download a clearly marked draft letter during preparation and review. Approved letters are available after Director approval, without waiting for D365 posting.
👥 User Management
Name
Username
Azure Email
Role
Data Visibility
Journal Names
MD Access
Actions
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📌 Data Visibility:🌐 All Data — can see all vouchers and journal entries👤 Own Only — can only see entries they created
⚙ D365 Configuration & Secrets
Contact your SuperAdmin to configure these credentials.
Secret Key
Description
Status
D365_TENANT_ID
Azure AD Tenant ID
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D365_CLIENT_ID
App Registration Client ID
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D365_CLIENT_SECRET
App Registration Client Secret
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D365_RESOURCE
D365 base URL
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D365_COMPANY
D365 Company account (e.g. 1096)
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D365_JOURNAL_GEN
General Journal name in D365
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D365_JOURNAL_AP
AP Invoice Journal name in D365
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D365_FA_BOOK_ID
Default Fixed Asset Book ID (e.g. CUR)
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🔑 Configure Credentials — SuperAdmin
💾 Credentials entered here are applied immediately and persist in your environment configuration. Environment variables always take priority over values entered here.
📌 How it works: When a voucher or journal entry reaches a key milestone (submitted, approved, posted, rejected), the system automatically emails the relevant staff.
Each user must have an Azure Email set in User Management to receive emails. SMTP must be enabled below.
(uncheck to pause all emails without losing config)
📝 Email Templates
Available variables:{{number}}{{date}}{{payTo}}{{amount}}{{currency}}{{submitter}}{{actor}}{{comment}}{{appUrl}}
HTML Preview
♻️ Active D365 Batch Pin an open batch — all submissions will add lines to it instead of creating new headers
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Only Finance (L3) and Director (L4) users can set or clear the active batch. When cleared, each voucher submission creates its own D365 journal header.
📄 Transfer Letter Design — SuperAdmin
📌 Note: These settings control the text that appears on the Bank Transfer / Cheque Letter PDF. Changes apply immediately to all future letters. Use Preview Letter to see exactly how the PDF will look before saving.
🗄 Master Data Management SuperAdmin · Director · Assigned users
🔐 Master Data Access — Assign editing rights
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#
Code / Value
Label / Description
Actions
Select a tab to load data
NEW VOUCHER
Post directly to D365 Journal Batch
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Journal No.
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Active Batch
🔗Journal Batchoptional — can assign after save
Batch Number
📭None selected — will assign after save
💡 New batch mode: The selected Journal Name code (e.g. DJ, VIN) is sent as JournalName to D365 — it creates the journal header for that type. Journal Description becomes the batch description.
💳 Payment Details🔒 System only — not sent to D365
📋 Beneficiary Details
📝 Entry Details
#
Acc. Type
Account / Code
Description
Code
Description 2
Inv / Doc
Dims
Debit
Credit
TOTAL
0.00
0.00
0.00
Debit
0.00
Credit
0.00
Difference
⚖
Balance
📎 Supporting Documents(required — upload before submitting)
No files attached yet.
🏷
Ledger Account & Dimensions
1 · Main Account *required*
2 · Financial Dimensions — in D365 segment order
3 · D365 AccountDisplayValue — what gets sent
MA ~ CC ~ Dept ~ BU ~ Project ~ ProjCustom ~ FixedAsset ~ Cust ~ Vend ~ InterCo ~ Global ~ Local ~ SvcType ~ Activity ~ IntCOA
VOUCHER DATA
All saved journal entries — workflow tracked
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Total Entries
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Pending
—
Posted
📋 Journal Entries
→
Journal No.
Date
Journal / Description
Prepared By
Lines
Total
Batch #
Status
Reminder
No entries yet.
PAY TO
Journal entries with payment details — open any voucher to review its effective transfer letter. Draft PDFs are available before approval; rejected letters are unavailable.
Letter supplier and date default from the voucher payee and approval/voucher date. Eligible users can edit supplier, date, and purpose in voucher detail; purpose is saved to the voucher’s existing purpose field. Copying a voucher does not copy letter overrides.
💰 Total Payment Value
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⏳ Pending Approval
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⚡ Needs Action (Letter)
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🚀 Posted to D365
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💳 Payment Entries
Journal No.
Date
Pay To
Amount
Method
Purpose
Approval Status
Transfer Letter
Print Out
No entries with payment details yet.
📜 System Audit Log
Who did what, and when — administrator and auditor access only
Clicks show what a person selected, not whether a change was saved. Look for a completed activity to confirm the result. Select any row for a plain-language explanation.
When
Activity type
Outcome
What happened
User
Role
Reference
Detail
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Activity Details
Add Entry
🏷 Financial Dimensions — Line
Sent to D365 as: —
Journal Entry
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Action
Proposal / Purpose
Skip the separate "Post to D365" step — entry will be posted in one action.
Add User
Resetting the password signs the user out on all devices. They must change it at their next sign-in.
Disabling an account or resetting MFA ends all its sessions. Verify the user's identity before resetting MFA; local accounts must enroll again.
⚡ Also Approves As
🗄 Master Data Access
This user cannot add, edit, or delete master data entries.
