Audit Rules

[mkarouni]

Hello, 

 I want to create an audit rule that will prevent the submission of an expense type. This expense type must have a limit of 300$ that the user can't exceed, and can't be submitted more than once every 3 years. 

How can this be done?

Thanks!

[jmr101]

Here's one we have that allows one claim per year, up to £30... the second bit limits to one claim per year, but I don't see any way to limit to one every three years - the only options seem to be per day/week/month/year... but maybe somebody else knows a way...

[KevinD]

@mkarouni @jmr101 is correct that you cannot limit an expense entry to once every three years. Everything else @jmr101 posted is spot on for how to create the rule. 

[AEM]

I am curious to know if you are able to find a workaround for your requirement  @mkarouni 

[AEM]

Hi @KevinD 

If the customer has the Policy Audit, wouldn't the service team stop the user from submitting the expense type (if submitted more than once every 3 years)?

[KevinD]

@AEM that would be a tough policy to enforce. I'm not sure our Audit team looks at the historical record of expenses submitted by users, so they wouldn't necessarily know that the expense has been submitted previously within the last three years. 

Also, I'm not super familiar with our Audit Team and what exactly their process is. The only thing I could suggest is to create an Audit Rule that flags that expense type everytime it is submitted with a reminder that it should only be submitted once every three years. That way Audit, Approvers and the Processor will see the flag. I don't know if our Audit team will go back and look at past reports from the user to see if it had been submitted previously, but at least managers/approvers and processors would see the yellow exception message and use that as a reminder to check the user's expense history. 

[PoojaKumatkar]

Hi @mkarouni ,

One of our clients has a similar requirement, so this is how we accommodated their requirement using workaround.  

Configuration: 

1. We need to take custom field with date data type and this can be added either one of below form:

•  Expense Entry - if added then it will be users responsibility to add last claimed date. OR 
• Employee form - if added it will be employee admin's responsibility to update the recently claimed date in employee profile. Also, copy down source needs to be given on expense entry custom field, so that it will get copied down on expense entry form.

2. Create audit rule as shown below - This is to restrict user if user is trying to claim expense multiple times in 3 years. 

3. Create audit rule as shown below - to check whether user is exceeding specific allowed limit.

Done.

Testing: 

Note - In this example, we have taken "last claimed date" field in expense entry form. You can take this field either in employee form or expense entry form or in both the forms as per your requirement.

Also, if user is claiming for the first time then "last claimed date" should be optional or it will be always blank and in that case, you can generate a warning message if needed.

Done