Project Invoice Proposal Approvals in Microsoft Dynamics AX 2012 R2

Project Invoice Proposal Approvals in Microsoft Dynamics AX 2012 R2

Hello Everyone,

Here is a quick post on an update on the approval process of project invoice proposals in Microsoft Dynamics AX 2012 R2 release.

In the AX 2012 feature pack release(Until Cumulative Update 4), the project invoice proposals were always forced or required to go through the workflow for approval.

I came across many situations where customers did not want their invoice proposals to go through the workflow approval process as it is not required as per their business policies and rather have them posted directly. But in AX 2012 feature pack release, there was no way to have the invoice proposals not go through workflow approval.

Microsoft has introduced a design change in AX 2012 R2 release, by which we can now have project invoice proposals not routed through the review and approval process in workflow.

If you unmark the “Enable processing invoice proposals in workflow checkbox”, then you can directly post the invoice proposals without having it to go through the workflow process.

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Pretty good and much needed change !!

Regards

Sandeep

Managerial Hierarchy based workflow configuration for Timesheets does not work as expected when Timesheet is submitted by a Delegate in AX 2012

Managerial Hierarchy based workflow configuration for Timesheets does not work as expected when Timesheet is submitted by a Delegate in AX 2012

Friends,

Hope everyone is doing well.

Just wanted to share a quick information about an issue which you may face while implementing Timesheets approval of workers based on a Managerial Hierarchy.

When you setup the Timesheet review workflow as “Hierarchy” based and setup appropriate reporting positions for the workers, you will notice that the timesheet when submitted “by a Delegate” for an employee, will get routed/assigned to the reporting manager of the delegate(who submits the timesheet), instead of getting assigned to the reporting manager of the actual employee.

This is a known issue in AX 2012 feature pack(until the CU4 release) and you will need to make a code correction by taking help of your developers.

However in the R2 release of AX 2012, this issue is taken care by the introduction of a small “Design change” in the workflow configuration. In the R2 release, you will be able to select “Worker” as the “Start from” location for the workflow. This will ensure that the timesheets even though submitted by a delegate, will get routed/assigned to the reporting manager of the timesheet worker/employee, but not to the reporting manager of the delegate. See screen below.

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Please shoot questions in case you have any in this regard.

Till next time !! Keep DAXING Smile

Time and Attendance Registration functionality of Microsoft Dynamics AX 2012

Time and Attendance Registration functionality of Microsoft Dynamics AX 2012

Hello Everyone,

I had been away from my blog since over a month time because of my work and long vacation. It feels nice again to write here and share knowledge with you all. We all thrive to learn new things always and so do I. Today, I decided to get my hands dirty on the new “Time and Attendance registration” functionality which is introduced in Microsoft Dynamics AX 2012 and share what I have learnt so far. Hope everyone finds this post useful.

Dynamics AX 2012 has been amazing with its all new exciting range of features. I found the Time and Attendance registration feature pretty useful and decent and I am sure Microsoft will make it more powerful in the coming versions. Let me first explain you what this functionality is and how it can benefit organizations.

Organizations of all sizes use Time and attendance systems to record when their employees start and stop work, and the department where the work is performed. It’s also a  common practice to track meals and breaks, the type of work performed, and the number of items produced. The Time and attendance functionality of AX 2012 enables organizations to track the time and attendance including the jobs on which the workers are working on a given day. Using this functionality the workers can register various types of times such as Clock in, Clock out, Absence, Breaks, Flex time, Overtime etc. This functionality will find a lot of traction in the manufacturing industries where lot of the workers are paid based on their working profiles and make time registrations.

The below diagram depicts the overall flow of the worker’s time registration process in Dynamics AX 2012.

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Now that we know an overview of the Time and attendance functionality, let us look at the setups which we need to make in order to use this functionality.

Basic setup for T&A:

There are a bunch of setups present under the Time and attendance form in the human resource module. Each of these setups as a significance and I will not explain those here as I will primarily highlight the process of the time and attendance recording in this post.

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Calculation and Approval groups:

  • The calculation groups are a way to categorize the workers. For example, workers working in ‘same shifts’ or workers working in ‘same teams’. This helps the team lead/manager who calculates the time registrations for approval, to calculate the time registrations for a bunch of workers falling in same calculation group and this ensures reduced time in calculation.
  • Navigate to HR > Setup > Time & Attendance > Groups > Calculation groups and create a new record.
  • Optionally, you can password project the calculation groups by providing a password under the General tab.

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  • An approval group is logically same as the calculation group and typically consists of a set or group of workers.
  • Navigate to HR > Setup > Time & Attendance > Groups > Approval groups and create a new record.

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Indirect activities and Absence codes:

  • Dynamics AX 2012 enables workers of an organization to register time on several indirect activities which they may work on a given day and it also allows to register hours on absence codes if they are absent from working hours. Few examples of indirect activities are “Meetings”, “Travel” etc. .(Activities which are not directly related to projects, jobs)
  • Four different types of time registrations are allowed for the indirect activities which are “Job”, “Break”, “Switch code” and “On call”. Indirect activities are ideally configured under an activity group.
  • Go to HRM > Setup > Time & Attendance > Indirect activities.
  • Create a new record and select the Registration type from the four option as per your requirement. In my example, I will select Job.

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  • Click Activities button.
  • Create new indirect activities such as Test1 and Test 2.
  • Check the Registration check box under General tab and specify account and offset account if needed.

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  • You can also setup cost for the indirect activities by clicking the Cost button. Refer to screen below.

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  • Similarly absence groups and codes can be configured for recording time for absence from work. If “Education break” is an example of absence group, then absence codes under it could be “ Training”, “Workshops”, “Long term education” etc.
  • Configure the absence groups and codes under HRM >  Setup > Absence > Absence groups.

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Setup Worker/Employee for Time Registration:

  • Now that we have done most of the setups required for the Time and attendance function, let us setup the a worker and enable him for time registrations.
  • AX 2012 allows the workers to make time registrations in two forms. The Electronic timecard form and the Job registration form. In this case, we will just enable a worker to make registrations in Electronic time card form.
  • To do this, go to HR > Common forms > Workers > Workers.
  • Select any worker and double-click.
  • Click the Employment tab and expand the Time registration fast tab to set up parameters related to activating the worker for time registrations.

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Setup Work Time Profiles:

  • Different work time profiles can be configured for workers working in different working hours and tasks. The worker time profile basically identifies the nature of time registrations which the workers is supposed to make in a given day. For example a worker can clock in, work for standard working hours, take a break, work overtime and clock out. The work time profile basically will contain these profile types.
  • The work time profiles are configured and setup for group of workers usually. For example, workers working on Day shifts may be allocated with a  “day shift” profile and workers working in “evening shift may be allocated with a “evening shift” profile.
  • When the work time profiles are setup in the worker time registration, then the time and attendance system automatically detects the profile depending on the clock-in time of the employee. The work time profile functionality and concept is large and I will cover this in detail in one of my upcoming posts.

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Time and Attendance Registration Process in AX 2012:

  • In this post of mine, I will cover only the time registration process using the Electronic time card functionality. I will try to discuss the Clock-In/Clock-Out time registration functionality in posts later.
  • As we have set up Ahmed to register electronic time cards, we will now see the steps which he will follow to make time registrations.
  • Go to Home > Time and Attendance > Electronic Timecard
  • Select the worker. (Ahmad in this case)

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  • System will automatically show the profile for the worker and the profile date will default to the current date/day. You can modify the profile date.
  • If you want your registrations not to be modified by team lead or your manager, then you can Lock the profile date by clicking the Lock button.
  • See the screen below in which I have entered a standard day’s time registrations.

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  • After filling in the time card, click Check button. System will validate that all your time registrations are fine and checked for any violations.
  • Finally, Click Transfer to, transfer the time registration for calculation and approval.

Calculate and Approve Time & Attendance Registrations:

  • The next task is for the supervisors or the team members to calculate the time registrations done by their workers.
  • During the calculation, the worker time registrations are calculated against the work time profile. If there are any missing registrations, then it is automatically detected during the calculation and system will generate errors indicating these. The team lead or supervisor can then correct and recalculate the registrations.
  • To do this go to HRM > Common > Time and Attendance > Calculate.

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  • Select the calculation group and date. The calculation group will enable the supervisor to mass calculate the time registrations for the workers here.
  • Click Ok button.
  • Note that, system may prompt for password if you have configured in the calculation group setup.
  • On the Calculate form, verify all the information and click Update > Calculate button and then click Ok on the

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  • After the time registrations are calculated and verified, it needs to be approved. Approval is ideally done by the HR manager/Payroll manager. This is to ensure that the time registrations looks all correct before they are committed and posted in other modules.
  • To approve the time registration, Go to HRM > Common > Time and Attendance > Approve.

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  • On the Approve form, click Update > Approve and then click Ok on the batch job.

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  • You will get a confirmation that the registration for approved without errors.
  • The next task for the payroll manager or whoever approves the time registrations is to transfer the time registrations. This will ensure that all the transactions are posted successfully to the jobs on which registrations were made.
  • To transfer the time registration click Update > Transfer and then click Ok button on the dialog.

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  • Notice that the TR lines will get transferred from the Approve screen.

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  • Not let us verify the postings in the different modules. For example in this time registration Ahmed had entered time on the project 10001. So if you go to project 10001 and then to Posted transactions, you will find the the transactions created by the TR system. See screen below.

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In this post , I covered,

  • The overall set up required to use the time and attendance system in AX 2012.
  • How to enable workers to make time registrations.
  • The actual time registration process.
  • And the calculation, approval and transfer process for the time registrations. Consider these as the first step to learn this new functionality. I am breaking it down as this is getting way too longer now. Smile

In my next post, I will cover the remaining part of this functionality.

  • More about the absence management.
  • Time and attendance workflow.
  • And the complete integration with pay agreements and payroll process.
  • Time registration using the Clock in/out punch clock
  • Which industries types can use and benefit from this ?

Well ! That is it for now.

Till next time…Keep exploring.

Thanks

Sandeep

“The Value FeeRet in the Category field is not valid according to the Category setup” Error in AX 2012

“The Value FeeRet in the Category field is not valid according to the Category setup” Error in AX 2012

Friends,

I have been busy in work after my long vacation  and break from blogging.

Today, I just wanted to write a quick post about troubleshooting an error which you might face while submitting invoice proposals which has retention enabled in it in Microsoft Dynamics AX 2012.

If you come across the error with message“The value “ FeeRet“ in the Category field is not valid according to the Category setup” , where “FeeRet” is the customer payment retention category, then make sure that The “Active in journal” and “Customer payment retention” check boxes are marked in the Category setup under Project Management and Accounting > Setup > Categories > Project Categories.

Refer to screenshot below.

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Note : Please note that, if you select the ‘Customer payment retention’ check box prior to the ‘Active in journal’ check box, then you cannot mark the ‘Active in journal’ check box anymore, as it will be disabled.

Hope this will help. Lot of new exciting posts coming soon. Stay tuned.

Keep DAXING Smile

Sandeep

Committed Costs in Project Management in Microsoft Dynamics AX 2012

Committed Costs in Project Management in Microsoft Dynamics AX 2012

Efficient cost management in Projects is always one of the key aspects to ensure that the project remains optimally profitable, especially in cases of fixed price contracts where revenue remains fixed. A clear visibility of all aspects of the cost data in the project helps the Project Budget Manager or Project Controller to ensure that the expenses in the project are well controlled and the project is adequately funded on time.

The common practice followed widely by most of the Project organizations is to establish a project budget for the costs and then track the actual project costs(Realized costs) against it, to arrive at the remaining budget balances, % of work complete in the project etc., for the managers to take suitable actions on funding effectively.

While the actual costs/realized costs gives the required visibility to the remaining budget balances of a project, there is one other cost component which should be considered. This is called the “Committed costs”.

The “Committed costs” are the project expenses that are used over a period longer than the cost reporting period. An example of this is the materials and services(Subcontractors and Consultants) getting used in a project. Once a purchase order has been issued to a supplier or subcontractor, then the funds for that purchase order are “Committed” by the organization.

In today’s post we will take a look the “Committed costs” functionality for Projects in AX 2012 and discuss how this could be helpful for service industries such as the Construction, advertising and media where the subcontracting services are usually used for a longer time period.

The first thing to understand is the parameter setup under the project module. Notice that Dynamics AX 2012 makes it flexible and allows users to designate all the types of transactions which could form a cost component in a project, in stead of just limiting this to just Purchase orders and Vendor invoices. Users can select or deselect these transaction types to decide if they want those to be reflected as “committed costs” in the projects. Take a look at the screen below.

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In this case, I will consider the purchase order, Item journals and vendor invoices as committed costs. I will also create a Fixed price project and then allocate budget to it and finally post some purchase orders, item journals and vendor invoices for this project to see how the “committed costs” work.

Below screenshot shows the total budget which I have defined for this project for the items and the subcontracted labors.

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We will now post some costs on this project by booking few hour journals to record some actual costs on the project. See the screenshot below which shows all the details in the Project budget balances screen. This shows that there are no commitment costs/committed costs.

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Now let us create a purchase order(Do not post) and book a vendor invoice and see the impact on the committed costs. After creating the purchase order and vendor invoice for the project, navigate to Project Management and accounting > Periodic > Committed costs > Generate committed costs and click OK button. (Ideally this could be set to run in batch automatically).

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Now let us enquire the project budget balances and see how system automatically shows these as committed cost so that project budget manager or project controller gets a better visibility of the costs for this project.

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Also, you can navigate to Project > Control Tab > Costs > Committed costs button and system will show the details for all the committed costs on the project in this screen and users can click the Item tasks button to go to the source document which forms the basis of the committed cost and then take suitable actions.

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Hope this post was helpful.

Thanks

Sandeep

Microsoft Dynamics AX 2012 Launched in India

Microsoft Dynamics AX 2012 Launched in India

The wait is finally over !!!

Microsoft Dynamics AX 2012 is now launched in India. India has been one of the key emerging market segment for Microsoft Dynamics AX ERP over the years and the launch of Dynamics AX 2012 in India will definitely gain attention with its new improved and powerful purpose-built solutions for Manufacturing, Distribution, Retail, Public sector and Service Organizations. Stay tuned.

Read more http://gadgets.ndtv.com/laptops/news/microsoft-launches-dynamics-ax-2012-in-india-300731

Automated Tasks in Workflows in Microsoft Dynamics AX 2012

Automated Tasks in Workflows in Microsoft Dynamics AX 2012

The workflow engine of Microsoft Dynamics AX ERP has been one of the very important and capable tool over the different versions. It helps users to automate and streamline several business processes in the organization across several departments. Now, with Microsoft Dynamics AX 2012, the workflow engine gets even more stronger with the introduction of additional capabilities such as,

  • Easy-to-use graphical workflow components which allows users to create new workflows with easy drag and drops.
  • Parallel activities enables multiple users to take action on an workflow item simultaneously.
  • Sub-workflows works seamlessly under the main workflow.
  • Automated tasks, which if used properly, can prove to be very useful and efficient.

Microsoft Dynamics AX-Powerfully Simple

Recently I got chance to learn the automated tasks in AX and in today’s post, I will explain how we can configure automated tasks in a workflow and how it can help business in real time.

Tasks such as posting transactions and generating reports or verifying results can run automatically or require an user intervention in Dynamics AX. In AX 2012, a workflow can contain both manual tasks(Requires user intervention) and automated tasks(Does not require user intervention).

AX 2012 provides few automated tasks out of the box in some the workflows such as expense reports, budget entry workflow etc. However, you can create automated tasks as per your requirements, with a little help from your technical team.

Let us assume a scenario, where we want to automate the “Credit limit check” for customers while approving Sales orders or Free text invoices, so that the automated task will complete the credit check and send the result to the workflow owner/user for them to take further actions.

Below are the high level steps which you can follow to create a new automated task.

  1. Open AOT.
  2. Expand the Workflow node and go to Automated tasks node.
  3. Right click the automated tasks node and click New automated task.
  4. Now, right click the newly created automated task and go to properties.
  5. Set Name, Label , configuration keys.
  6. For the Document property, select the workflow document for which you need this automated task.
  7. In the Execution event handler property, select the event handler class which will actually run the Customer Credit Limit check. Here you can have your technical team’s help to create the Execution event handler class for you. Once you have the event handler class ready, select the same, in this property.
  8. And you are done.

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For this demonstration in the post, I have not created the Event handler class for customer credit limit check. So, I will use an existing automated task (Automatic posting of expense reports) and demonstrate how it can be used in workflows.

Follow the steps below to configure an automated task in a workflow.

  1. Go to Travel and Expense Management > Setup > Travel and Expense Management workflows.
  2. Create new Expense report workflow.
  3. Notice that the expense report workflow which comes out of the box, does not have the automated task, but you can configure it in the Workflow type.
  4. To do this, go the AOT > Workflow > Workflow Types and select the TrvDocumentTemplate.
  5. Expand the Supported elements node and drag and drop the automated task here.
  6. See the screen below where I have configured the automated task of Posting the expense report.

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7.  Now, see the screen below which shows one very simple workflow which I have configured with the automated task is it.

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8. When the workflow is run and it gets reviewed and approved, the workflow will be able to post the expense report automatically without requiring user intervention.

9. Also, note that there will be no outcome after an automated task in run inside the workflow. The status will just changed to “Completed”. If you need outcomes for automated tasks, then you can write custom code with help from technical team.

So, with few easy steps and custom code, Microsoft Dynamics AX 2012 makes it easy to automate lot of tasks in the business process which may not require an intervention.

Hope this post will be helpful. Do not hesitate to contact  if you need help on this.

Thanks

Sandeep

Taking advantage of the On hold funding sources in Project Contracts in Microsoft Dynamics AX 2012

Taking advantage of the On hold funding sources in Project Contracts in Microsoft Dynamics AX 2012

Hi,

Hope everyone is doing well and having great times in this festive season.

In today’s post I will discuss a very small and useful functionality which is introduced in the project management and accounting module of AX 2012. This is the new “On hold funding source type” for project contracts.                                                                       

When you use the funding limits on the project contracts, the “On hold” funding source can prove to be very useful in allocating any transaction amounts which exceeds the specified funding limits for the other funding sources present in the project contract. The on hold funding source is referred to one of the internal organizations of AX 2012, which are the business units setup in the company.

Let me now elaborate this with an example.

Let us say there is a project contract with one customer as funding source and one on hold funding source. Also there is a funding limit of $2000 for the customer which is the funding source for the project contract. Take a look at the screen below for such a project contract.

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Now, let us post few transactions on the project belonging to this project contract, such that the amount exceeds $ 2000 and see how the on hold funding works. The below screenshot shows an hour journal posted on this project such that the total sales amount exceeds $2000, the funding limit for the customer.

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If we go to the project posted transactions and take a look at the funding allocation, this will show how the exceeded amount of $100 is allocated to the On hold internal funding source and the allowable $2000 is allocated to the customer funding source.

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Now that the exceeded amounts are allocated to the On hold funding source, you can use adjustment function later to allocate these amounts back to the funding source when funding limit changes after agreement with the customer. The advantage of having the On hold funding source is that, it will allow posting of transactions even if the sales amount exceed the specified funding limits for the funding customers in the project contract.

Let us now change the funding limit to $3000 as the customer has agreed upon the same and then run adjustment for the transaction to see how the amount which was allocated to the On hold funding source, gets allocated back to the customer.

Funding limit change is shown in screen below.

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After you change the funding limit for the customer in the project contract, adjust the transaction to see the impact how the transaction gets allocated back to the funding source.

Select the adjusted transaction and verify the transaction to see that the amount $2100 is now allocated to the funding source which is Forest wholesale.

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Powerfully Simple. Microsoft Dynamics AX 2012.

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Feel free to ask any queries about this.

Thanks

Sandeep

Managing Travel Requisitions in Microsoft Dynamics AX 2012

A travel request is a business process where the employee/traveler takes a pre-trip approval from their managers or superiors. A travel request/requisition may contain information such as the date, destination, purpose of the travel and also details about  transportation, accommodation, cash advances and overall estimated cost of the travel.

The travel requisition functionality in Microsoft dynamics AX 2012 is a system aided way of managing the submission and approval of business travel trips. This is a source document which contains the details of the expenses which will be incurred on a travel.

In today’s post I will explain the travel requisition process functionality of AX 2012. Before we look at the steps for processing a travel requisition in Microsoft Dynamics AX 2012, let us  know how it can help organizations to control expenditures, specifically when they work on fixed price projects and the travel expenses must be under the budget of the project.

  • It can be made mandatory for employees to get approval of a travel request prior to the travel.
  • Several travel request policies can be setup at the Project, customer, and resource levels in terms of expense amounts on different expense categories.
  • Travel requisitions can apply in cases whether the employees are charging the expenses to a corporate credit card, using cash from a cash advance or even out-of-pocket expenses which employees may incur and gets reimbursed for those later.

Travel requisition business process:

The first step involved in the travel requisitions management process in AX 2012 is to configure a workflow as desired by the business. Configure this workflow under the Travel and expenses module.

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The next step is to set up all required travel request policies as per the business needs. Do the required policies setup under the Travel and expenses module.

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If the business needs that pre trip approval is mandatory before employees submit their expenses, optionally enable the required parameter in the travel and expense parameters.

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Once the prerequisites are all configured, let us now have an employee submit a travel request.

Navigate to Employee self-service portal > Expenses > Travel Requisitions.

Create new travel request and key in all the required details as shown in screen below.

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In this post, the focus is only to highlight the prerequisites and various capabilities of the travel requisition functionality in Microsoft dynamics AX 2012.

You can proceed further in the process to complete the following and see the real-time impacts and results.

  1. See the travel request policies and workflow in action when employee submits the travel requisition.
  2. Submit the travel requisition.
  3. Travel request gets reviewed and approved by Managers.
  4. Employee has come back from the travel trip and prepares his expense report for submission.
  5.   See the travel request mandatory in action during expense submission.
    Feel free to ask any related questions on this and I will be glad to answer.
    Thanks
    Sandeep

Financial dimensions hierarchies – Taking advantage of Organization Hierarchies in Microsoft Dynamics AX 2012-Continued..

Hi Friends,

In one of my earlier posts, I explained in detail about how to create and setup organization hierarchies in Microsoft dynamics AX 2012 and I also highlighted all the benefits which can be derived by using the organization hierarchies at different places in Microsoft dynamics AX 2012.

In today’s post I will explain one of the advantage/benefit which we can derive by using the organization hierarchy in the General ledger module.

In AX 2009 and earlier versions we used to have the dimension set hierarchies to ensure controlling of financial transactions entries in the system. In many situations, it is needed that only a se of financial dimensions are allowed to be keyed in, in a transaction. For example, when Department A is chosen in a financial transaction,  only cost center C1 and C2 can be chosen, but no other cost centers.

This can be achieved by using the organization hierarchies in Microsoft dynamics AX 2012.

Microsoft Dynamics AX 2012

To demonstrate the use of this functionality in AX 2012, I would use the below example.

When Department Administration is entered, then the cost centers Administration(UK) and Administration(USA) should be only allowed and when department Marketing is chosen, then cost center Marketing research(UK) and Marketing research(USA) should be allowed for entry in the financial transactions.

1. The first step involved in this to create the required internal organization hierarchy to represent the overall dimensions hierarchy.

2. Navigate to Organization administration > Common > Organizations > Organization hierarchies for and follow the steps in my earlier post to create and publish the organization structure. Below diagram shows how the organization structure will look like after this is setup.

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3. Once the organization structure is created and published, the next step is use this is the account structures under GL module.

4. Navigate to GL > Setup > Chart of accounts > Configure Account structures, and then select the account structure for which you want to set up the hierarchies.

5. Select the Account structure and click Edit button.

6. Click Relationships button.

7. The Select relationships form shows all the organization hierarchies. Notice that the organization hierarchy which we created above is shown and also system shows all possible combinations of hierarchy values based on the setup done in the hierarchy.

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8. Now that we want to control the entry of the cost centers based on selection made for the department dimension, select the record which shows Party A = Department and Party B = Cost center and click Ok button. Note that you can also select multiple relationships here based on your hierarchy needs.

9. Once the relationship setup is done, Activate the account structure by clicking Activate button.

10. Let us now create and general journal and see the impact of this relationship setup at the account structure level. Navigate to GL > Journals > General journal.

11. Create a new journal and click Lines button.

12. Below diagram shows the account structure we will key in in this financial transaction.

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13. Select a ledger account(Say 401120) and select Department = Administration.

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14. The next segment in the account structure is the Cost center. As soon as you open the drop down for this, notice that system only shows the two cost centers which we have set up in the organization hierarchy. Now, user who is entering the financial transaction, cannot enter erroneous data, as he/she will see only the dimensions which the business wants to be entered. See screen below.

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15. Similarly, notice the the cost centers when we enter Marketing as the Department.

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Simple and easy.

In few of my upcoming posts I will highlight the areas where the organization hierarchies can be leveraged and used. If you have any queries regarding this, please reach out to me.

Till next time !!

Sandeep