Scenario 5

This scenario explains how the Minimum Receipt Amount at the Business Unit level can override the Minimum Receipt Amount for the Expense Type. The system can require an attachment for some lines based on the exceptions defined.

This scenario is also an example of how the system should NOT be setup. If you want to enforce receipts, you should not set up your system so that the minimum receipt amount for an expense type is greater than the minimum receipt amount for the business unit (top of page).

Setup Configuration

  • Installation Options - Expenses page:

    • Receipts Configuration - Option = Attachments Only

    • Receipts Configuration - Attachment Location = Header and Line

  • Business Unit - Receipts Required page:

    • Receipt Required = Always

    • Minimum Receipt Amount (at top of page) = 25.00 USD

    • Enforce Receipt = Yes

    • Header Receipt for All Lines = No

    • Exceptions grid has three expense types that require a receipt:

      • Expense Type = ABC, any payment type, Receipt Required = Always, Minimum Receipt Amount = 0.00 USD, Enforce Receipt = Yes, Comments Required = Yes

      • Expense Type = DEF, any payment type, Receipt Required = Always, Minimum Receipt Amount = 50.00 USD, Enforce Receipt = Yes, Comments Required = Yes

      • Expense Type = XYZ, any payment type, Receipt Required = None, Minimum Receipt Amount = 0.00 USD

Expense Entry

An employee creates an expense report for all the three expense types in the Exceptions grid of the Receipts Require page:

  • Expense Line 1 – Expense Type = ABC, Amount = 10.00 USD

  • Expense Line 2 – Expense Type = DEF, Amount = 30.00 USD

  • Expense Line 3 – Expense Type = XYZ, Amount = 25.38 USD

System Reaction

The system requires a receipt to be attached for all of the expense lines because of these reasons:

  • Expense Line 1 requires a receipt because the line amount (10.00) is less than the minimum receipt required amount at the top of the Receipts Required page (business unit level) (25.00).

    In addition, there is a line level exception for this expense type that is triggered, and comments are required.

  • Expense Line 2 has an amount (30.00), which is greater than the minimum receipt required amount at the business unit level (25.00).

    Therefore, the exception line is ignored and it requires a receipt.

  • Expense Line 3 has an amount (25.38) greater than the minimum receipt required amount at the business unit level (25.00).

    Therefore, the exception line is ignored and it requires a receipt.