Invoice - Require Receipt Attachment prior to Invoice Submission

[amongeon]

Hello,

We have 2 separate policies setup for PO-based Invoices. 1 is for Direct PO's, and the other is for Indirect PO's. Most Indirect PO Invoices require the end user to add a Receipt and Receipt Attachment prior to submitting the Invoice. On the PO Receipt Form for Indirect PO's I have Required the Receipt Image ID (Attachment) field and am still able to submit an Invoice without the Attachment. The Audit Rules and PO Matching Rules don't go to the Receipt level either so I am not able to satisfy my requirements, any thoughts on how to achieve this? 

Thanks!

[SNLee89]

Hi @amongeon 

Is it possible to add an event audit rule that triggers if there is no attachment when submitting an invoice report?

If there is a field or policy that distinguishes between Indirect PO and Direct PO, I believe we can create a more detailed audit rule.

Thank you.

[amongeon]

Hi - There are separate policies. Which event would have the PO Receipt Attachment field available in the conditions? I have tried all the ones that make sense under Payment Request and Purchase Order and none of them go into the PO Receipt Form.

Thanks

[KevinD]

@amongeon are you referring to your Invoice audit rule named: Invoice Image Required? 

[amongeon]

Hi Kevin,

Essentially - we require the PO Receipt to have an attachment for Indirect PO's. The Invoices always should have the Invoice Image from Concur Capture.  None of the Audit Rules have the Event = Purchase Order Receipt, so there is really no way to add the Audit Rule at that level. 

Let me know if I am missing anything else. Essentially - I would like the user to get an Error when they submit an Indirect PO based Invoice when the Receipt is associated but missing the attachment/image on it.

Thanks

Alea

[PoojaKumatkar]

Hi @amongeon ,

If my understand is correct, then you want to make GRN entry required for invoice and If user has not done the GRN then system should throw error message.

To achieve this, you can right below audit rule, this is used to check whether GRN entry is available against specific line entry in an invoice.

Event = Payment Request Details Save

Note - Please note that this is the only data object available to check whether GRN is done or not. With this, you won't be able to check whether user has added any attachment in GRN entry. 

[amongeon]

Hi - Thanks for the help however I need it at the attachment level. I understand that the "Is Receipt Associated" will flag if the PO Line has an associated GRN, but I need to take it an additional step to check if the Receipt has an attachment on it.

Thanks

Alea

[PoojaKumatkar]

Hi @amongeon ,

Unfortunately we don't have GRN form fields and data objects available in audit rule section. Hence, this is not feasible.

[PoojaKumatkar]

Hi @amongeon ,

I got your requirement but since there is no data object available to check whether attachment is added or not we cannot validate this. 

Also, understand even if you are making attachment field mandatory and keep field is visible to the user at the form field level, at the time of adding GRN, "attachment" field itself is not visible in the form. It will only visible once GRN entry is added. check below screenshot.

Hence, you cannot restrict invoice submission based on GRN attachment as these are two different forms and due to unavailability of GRN data objects in audit rules.

Alternatively, you can consider custom field in invoice line with Boolean data type (checkbox yes/no) , with default value 'No' and can ask user to select that checkbox (Yes) if GRN attachment is added. If not added, then trigger hard stop and restrict invoice submission.

This is not full proof solution but in case user selects checkbox and doesn't attach receipt then invoice approver or processor can still send invoice back to the user when they review invoice image at the time of approving invoice.  This is just a rough thought though.

[amongeon]

That is unfortunate. If the field is Required on the PO Receipt Form, why is it letting me submit the invoice without an attachment though? Or by requiring the attachment on the PO Receipt Form is that simply only requiring it on Import, not on Invoice Submission?