Audit rule for Meal types advice needed

[MelGreaves]

Hi all,

We use an expense type called Meals - NZ, this then gives a further dropdown to select Breakfast, lunch or dinner. We have an audit rule that prevents these going over policy within the one transaction, but recently found it allows people to go over policy if they have 2 transactions(in the same or different reports).

Whats the best way to ensure that person only claims up to the policy amount per meal per day regardless of being in another claim or not? We also have a duplicate claim checker where it checks amount and date and expense type but in the examples of overspend i found it was different amounts(different purchases)

[Karthikhemadri]

Hi @MelGreaves i hope you would have already considered the rule setting on Amount daily total instead of the Amount. when you use Amount daily total in rule condition it looks for all the expenses reports created for the same date and expense type and evaluate.

if you could provide me the current rule conidiation from Audit rule, we can further advise on this.

[KevinD]

@MelGreaves could you please confirm if @Karthikhemadri 's solution worked for you? 🙂 I believe the amount daily total option would work, rather than Average Cost Per Attendee. What I would do is copy this audit rule, make it apply to your test group only at first and give it a try. 

[MelGreaves]

Thanks both, just getting back to this, Ive tried the daily amount and its not working right, does anyone have a screenshot they could share of there audit rule set up?

[Meena_K]

Hi,

Could you please try using Daily Amount Total Multiple Expense Type. If the issue persists, kindly share a screenshot of the condition so we can review it and provide an alternative solution

If this answers your query, then please mark solution as accepted.

Regards,

Meena

[KevinD]

@MelGreaves Are you trying to prevent employees from going over a total daily limit or trying to prevent them from going over a limit for Breakfast, Lunch, and Dinner individually? 

If individually, as it looks like in the audit rule I can see in your test entity, then I would suggest creating a condition that says Entry Expense Type Equal Meals NZ AND Entry Custom 26 - Meal Type Equals Breakfast. Put these in parentheses. Then add a new condition that uses AND with Entry Amount-Daily total Equal 25.00 NZD. Give that a test. If you need to add the other meal types of Meals - Overseas and Meals - Australia (seems odd though since you are dealing with NZD, then in the rule you currently have created in your Test Entity, remove the open parenthesis from the condition that is Entry Custom 26 - Meal Type. Remove the closed parenthesis after the Meals - Overseas. Now, close the condition of Custom 26 - Meal Type. I think the parentheses placement is causing the issue. Give this a try and let me know how it goes. The Daily Total should be a standalone condition. Also, the Amount Daily Total should not say Equal, it should say Greater than. That's another reason your rule might not be working is because you are likely entering 26.00NZD, but the rule will only work if the amount you enter equals 25NZD. No other amount will trigger the rule, only 25NZD.

Let me know if this works. 

[MelGreaves]

Thanks Kevin, ill give that a go. I made the meals rule inactive (thats the rule we use in prod), i created one for breakfast. We have a limit per meal in our policy not so much a total daily limit. But have found with our Meals audit rule it only stops them going over the limit in the one transaction, not across all.