+/- # of Days difference between Approved Request Start/End Date and Expense Report Transaction Date

[johndi]

Hello,

We've been trying to find a way to allow an Approved Request to be added to an Expense Claim with 5 days difference between Start Date (from Approved Request) and Transaction Date (Expense) via an Audit Rule, but since we can't connect these 2 fields, we can't get an accurate audit rule.

Example:
if approved request start date is May 1, transaction date on expense should allow 5 days difference - May 6. If the value is May 7, there would be a hard stop. 

Is there some other way to meet this requirement?

[PoojaKumatkar]

Hi @johndi ,

If I understood your requirement correctly, you’re trying to check whether the expense transaction date falls within the requested start and end dates, right?

If my assumption is correct, then you don’t need to worry about the +/- # days logic here, as this can be achieved quite easily.

Role Required - Expense Configuration Administrator (Unrestricted)

1. Add ‘Report Start Date’ and ‘Report End Date’ fields to the expense report header and make them mandatory.
2. Copy down (forms fields section >> copy down source) the Request Start Date into the Report Start Date field and the Request End Date into the Report End Date field. This way, the dates will automatically flow from the request to the expense report when the report is created from an approved request. 

Forms and Fields >> Expense Report Header >> Fields tab >> Open Report Start Date field >> Under Default Value Type - Select "Copy Down" >> Copy down source as "Authorization Request Header" >> Field "Request Start Date" (Like wise do it for Report End Date)

3. Create an audit rule to validate whether the expense entry transaction date falls between the Report Start Date and Report End Date. If it does not, trigger a hard stop.

Audit Rule Conditions:

Entry: Transaction Date Is Before Report: Report Start Date

OR

Entry: Transaction Date Is After Report: Report End Date

I'm unable to add screenshots here due to system issue. But I have given you navigation steps for your better understanding purposes.

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

[johndi]

This works and your understanding is correct. However, it has to have 5 days variance. The client allows their employees to have 5 days allowance in case the flight schedule changes. Would that still be possible?

[PoojaKumatkar · Accepted solution]

Hi @johndi ,

Example:
if approved request start date is May 1, transaction date on expense should allow 5 days difference - May 6. If the value is May 7, there would be a hard stop. 

This works and your understanding is correct. However, it has to have 5 days variance. The client allows their employees to have 5 days allowance in case the flight schedule changes.

The End Date I would do the same approach as whatever is suggested for the Start Date. The client allows their employees to have up to 5 days difference in Approved Request Start/End Date to the actual transaction date in case the flight schedule changes.

I believe there may be a misunderstanding regarding the client requirement, and I would recommend you to reconfirming the logic with the client.

Audit Rules:

1. In your example, the logic checks whether the transaction date is within/after 5 days of the Start Date. That configuration is feasible.
2. However, applying the same logic to the End Date creates a contradiction with Rule #1 and this is what Kevin is trying to tell you.

For better clarity, please refer to the example below. It should help you understand what I and @KevinD  are trying to explain.

Example:

Start Date: 1st May
End Date: 5th May

Scenario 1 – Validation based on Start Date

• Transaction Date: 6th May (5 days after Start Date)
  As per Rule #1, the system should allow saving the expense.
• Transaction Date: 7th May or later (6+ days after Start Date)
  As per Rule #1, the system should throw a hard stop.

Scenario 2 – Validation based on End Date

• Transaction Date: 10th May (5 days after End Date)
  As per Rule #1, the system should already throw a hard stop because the transaction date exceeds 5 days from the Start Date.
  However, as per Rule #2, the system should allow saving because the transaction date is still within 5 days after the End Date.

Because of this conflict, I believe that your current understanding of the requirement may not be accurate.

My understanding is that the “5 days difference” should only refer to allowing the transaction date up to 5 days after the Request/Report End Date.

Example:

Start Date: 1st May
End Date: 5th May

• Transaction Date: 10th May (5 days after End Date)
  The system should allow saving the expense.
• Transaction Date: 11th May or later (6+ days after End Date)
  The system should throw a hard stop.

In summary, I believe only one audit rule is required:
Validate whether the transaction date is within 5 days after the Request/Report End Date.

Audit rule conditions:

Event - Entry Save

Entry: Transaction Date 

Is After

Report: Report End Date + 5 

While writing above conditions, after selecting Report End Date field, exactly beside that click on field (under "Operations" column), select "Add Days (+)" operation, enter value 5, click Ok.

I’m unable to attach the screenshot here due to a technical issue with the community site. However, Kevin’s team is currently investigating the issue.

Note -In this case, the audit rule I suggested in my previous response is not required, as it was specifically intended to validate whether the transaction date falls between the Request/Report Start Date and End Date.

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

[KevinD]

@johndi what about the Approved Request End Date? How would an employee be able to avoid the Audit Rule being triggered on trips lasting longer than five days? Also, on occasion, the vendor may not process the transaction on the actual day it occurred and therefore adding one day making the transaction date one day later. 

What is the business reason for wanting this type of audit rule? What is it that you are trying to prevent? 

[johndi]

The End Date I would do the same approach as whatever is suggested for the Start Date. The client allows their employees to have up to 5 days difference in Approved Request Start/End Date to the actual transaction date in case the flight schedule changes.