Certain expenses that are processed through Concur are billable to our customers. If an item is billable, the GL coding changes. We have been able to configure this feature successfully. However, if an item is billable additional information is needed, specifically, the customer or billable entity. However, if an item is not billable there is no need for this information.
Does Concur support some kind of conditional criteria that would only prompt the user for the billable entity if an item is checked as billable? This is currently an optional field 100% of the time…but is required only for billable items.
You could use an Audit Rule to require the field if it's already visible. If the field should only be visible and required if billable, you could use a Conditional field. We use conditional fields to require a field if the employee is in a specific country.
Agree with using an audit rule. Do you have a box or field in your expense form that tells you the item is billable? If so then create an audit rule that if that box/field is marked billable then the additional fields need to be completed. You would need to have all of your forms have the fields that would be required if the expense is billable. When the employee chooses billable on the form and then clicks save it would activate the audit rule requiring the additional information. They could click past it but you could set the value of the rule at 99 so that they would not be able to submit until the information is fixed. If the expense is not billable then when they click save they would move to the next expense item. If they happen to fill in the information it is ignored. If they accidently choose billable when it shouldn't be, they would just need to change the box/field to non-billable and click save which would deactivate the required fields.
A second option is to require the information on all line items and ignore what you don't need. We did this on our CBS set up. We require the same information for every form to keep it simple. When it imports into our ERP it is mapped to a field but isn't populated to the reporting data base for the expense types we don't need the information.