Expense Management Business Rules

With expense management business rules, you can customize standard procedures and requirements to suit your organization. For example, select whether or not users can edit General ledger distributions on invoice requests and charges.

Note: Business rules affect all users and are usually defined by the system admin.

To define business rules for your expense users, select Expenses, Settings, Business rules.

  1. From Expenses, Settings, select Business rules.

    Note: To update a business rule, you must first select Edit.

  2. To allow users to edit General ledger distributions on invoice requests and charges, select Allow users to edit General ledger distributions. Otherwise, distributions are locked.

  3. Select whether you want to include unapproved invoice requests and charges in budget totals.

  4. Determine how you want to handle invoice requests and charges submitted without an attachment. You can specify to always or never allow, or simply warn.

  5. Enter a requestor name to display on invoice and purchase requests. For example, "Vendor" or "User."

  6. Select Save.

When defining Purchase request business rules, consider the following:

  • Require a General ledger account distribution. With this business rule marked, you can choose if or when a General Ledger account distribution is required when creating a requisition.

  • Require a vendor. With this business rule marked, you can choose if or when a vendor is required when creating a requisition.

  • Allow purchase requests to be submitted without attachment. With this business rules, you can specify if attachments are required with purchase requests.

  • Refer to purchase request as. With this business rule, you can specify how you want to refer to the purchase request.

  • Refer to requestor as. With this business rule, you can specify how you want to refer to the purchase request.

  • Allow approvers to edit the unit price and quantity (or total price) on Purchase request line items. With this business rule, you can allow approvers to edit the price and quantity of a purchase request line item. If you allow approvers to make updates, you can also have the approval process start again.

  • Include approved purchase request line items when checking budgets. With this business rule marked, all purchase requests, regardless of status, are included in budget totals when budget checking is performed.