Creating an audit rule that checks both the amount daily total and the average cost per attendee

[DadeCavs]

Hello,

how can I create an audit rule that let me check  both the amount daily total and the average cost per attendee?

So if an employee has an amount daily total (for multiple expenses, such as dinner and lunch), the rule also checks if that amount if the attendees exceeds it.

Thank you,

Davide

[KevinD]

@DadeCavs how I read this is two different things. One is a rule for the individual meals and the other if the employee has a group meal expense with attendees. You wouldn't need to check the average cost per attendee if the entry is an individual meal. Correct? 🙂

You can create one rule that looks at the individual meal daily total and then a separate rule that looks at group meal expense types with an average cost per attendee over whatever the limit it. I've provided examples. Keep in mind, these are examples from a training site and therefore will have some small differences in expense type names. 

This one is for the individual daily limit.

Here is the average attendee cost rule. I used the expense type Business Meal. Yours might be something different. If you want to include other expense types, change the Expense Type Equal to Expense Type In. This would allow you to use multiple expense types in the rule. 

Lastly, I highly suggest testing the rule first with Test User or a Test User group. 

[DadeCavs]

Hello @KevinD,

many thanks for your reply and suggestion!

This would be perfect if the rules had to check different expenses, but they actually need to check the same expense types (lunch and dinner).

For better undestanding:
- if an employee add a lunch expense, it has an amount limit of 30€. This limit needs to be active also for attendees
- on the same transaction day, an employee can add up to 45€ of expenses among lunch and dinner

Withe two different rules, what would happen if a user added a 60€ lunch expense (with 3 attendees)? Would both of the rules exception messages be shown?

Thank you,
Davide

[PoojaKumatkar · Accepted solution]

Hi @DadeCavs ,

I tried replicating scenario which you mentioned and could see only one rule is getting triggered that is Amount-daily total (for multiple expense type).

Since, in this scenario average cost per attendee is still within limit that is 30 INR, audit rule 1 did not trigger.

Note - instead of EUR I have used INR currency.

Audit rule 1 - For lunch average cost per attendee

Audit rule 2 - Daily amount total for lunch and dinner

Testing Result:

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

[DadeCavs]

Thank you @PoojaKumatkar !

[KevinD]

@DadeCavs a user shouldn't be adding attendees to a Lunch expense type, in my opinion. They would, however add attendees to an expense type named something like Business Meal. Many companies apply somewhat different rules to individual meals vs group meals. 

Also, employees shouldn't be adding more than one lunch expense with the same transaction date, correct? 

So I'm clear...are you saying that it is somewhat common for an employee submit a lunch expense for themselves and then on the same day, submit another separate lunch expense that would have attendees?