Expense Management Business Rules

With expense business rules, you can customize standard procedures and requirements to fit your organization.

Note: Business rules are typically established by admins and affect all users.

Invoice Requests and Charges

1. From Settings, Expenses, select Business rules.

   Tip: To update a business rule, 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 to submit invoice requests and charges without an attachment. You can choose to always allow submission, display a warning when no attachment is provided, or never allow it entirely.

5. Specify how to refer to requestors.

6. Select Save.

Purchase Requests

When defining purchase request business rules, consider the following.

• Require a General ledger account distribution. Requires a general ledger account distribution during the request process.

• Require a vendor. Requires a vendor during the request process.

• Allow purchase requests to be submitted without attachment. Use this business rule to determine if attachments are required during the request process.

• Refer to purchase request as. Specify how to refer to purchase requests.

• Refer to requestor as. Specify how to refer to requestors.

• Allow approvers to edit the unit price and quantity (or total price) on Purchase request line items. Allow approvers to edit pricing and quantities on purchase request line items, with the option to restart the approval workflow when changes are made.

• Include approved purchase request line items when checking budgets. Determines whether all purchase requests, regardless of status, are included in budget totals during budget checking.

Document Intelligence - Invoice Requests and Credit Card Charges

Note: This feature is part of an Early Adopter Program (EAP). We'll review and implement participant feedback to prepare for limited and general availability.

When you choose to generate invoice requests or upload charge receipts for transactions, you upload an invoice or charge receipt (that you've already scanned or downloaded). Using Microsoft's Azure AI Document Intelligence and Blackbaud AI, key data points are extracted and added to the invoice request or charge details for a transaction.

For a targeted approach to handling data during this process, you can set specific rules.

From Settings, Expenses, Business rules, Document Intelligence, you can choose to:

• Extract details from uploaded files to generate all invoice and receipt line items into distributions.

• Automatically generate descriptions.

• Admins choose preferred vendors for credit card charge processing.

  For example, a preferred vendor may be an entire category, such as "Hotels" or "Restaurants", or even a "Purchase card" category for your organization.

  During upload, users select Preferred credit card vendors. Document Intelligence then analizes the attachment, identifies the merchant category, and automatically maps the expense to the closest matching vendor in this list.

• To choose or restrict the files types users can upload, select or clear each type. By default, all types are selected and available for users to upload.

• Admins include specific fields when copying previous charges and copying previous invoice requests.

  This allows users at your organization to save time by copying a previous invoice (based on previously created invoices for existing vendors). During the copy previous process, a message informs users that specific field values extracted during the generate invoice request or upload charge receipt process will be overwritten.

Select Edit, make your changes, then Save.