I am trying to create an audit rule where the system will flag the same expense type on the same day. For example, we want to flag where an employee has two hotels on the same day. The duplicate transcation check does not catch it since the amounts are different. Any thoughts/ideas?
Great question! I am sure others have come across this too.
One idea is to apply the date check on the expense type or basically limit the # of times that expense type can be used per day. You can find more help with these types of Audit rules/workflow rules from our Support team. They should be able to help walk you through the process to set this up. I suggest reaching out to Support for more information.
Thanks for posting! Looking forward to hearing from your fellow community members as well. Do you all have any other tips to share?
On the Entry Data Object there is a system field called Transaction-Daily Total (multiple expense types). This is designed to let you put a limit to the number of times a specific expense type can be used in a given day. (Note there are weekly, monthly, and yearly versions of this same concept.) This is probably what you need to get started. I'd create a rule with three conditions:
Entry.Expense Type = Hotel
Entry.Transaction-Daily Total (multiple expense types) > 1
Entry.Transaction Type = Expense with itemization (total)
I've not tested this but it should do the trick. Since hotels are itemized, the third condition forces the rule to look only at the top level of the itemization and not the details.
This solution is partly working. I ham having the issue when an employee has a two separate hotel stays that are consequtive. For example, If I have a hotel with a check-out date of 9/29 on one expense and another expense that has me checking in to a new hotel on 9/29 it is throwing up the error. Any thoughts on how to correct for this?