4. Alerts

You can define the checking rules for expenses reported by users at your company in the Alerts section. Captio will automatically detect cases that do not comply with what is provided and mark them as potentially conflicting in the corresponding expense reports.

It is important to note that the calculation of these rules is made when the report passes from one review phase to another, and that the type of alerts calculated will vary depending on the alerts set up for each of them.For more information on this, please see Using workflows.

You can define your company expenses policy in great detail by implementing rules to ensure that a maximum amount is not exceeded, that there are no weekend expenses submitted, there are no repeated expenses and so on.

To create a new alert, click the New alert type button. A window will appear where you can specify its characteristics, as well as the Users, Workflow stages, Categories and Payment types that affect it. Define this information and click on Save.

 The types of configurable alerts are:

  • Required fields: Alert at receipt level that is triggered when there are required fields that are empty.
  • Image required: Alert at receipt level that informs us that an expense does not contain an image of the receipt.It is possible to set a minimum amount below which this check is not made.
  • Holidays: Alert at receipt level that informs us that an expense has been incurred on a public holiday.Public holidays to be controlled can be configured from the same alert.
  • Maximum distance receipt: Alert at mileage receipt level that is triggered if the distance entered exceeds the maximum distance set.
  • Weekend: Alert at receipt level that informs us that an expense has been incurred on a weekend (Saturday and/or Sunday).
  • Maximum amount date: Alert at report level that informs us that in the time period set the user has exceeded the predefined amount. The period can be daily, weekly or monthly.
  • Maximum amount of report: Alert at report level that informs us if the report exceeds the maximum allowable amount.
  • Maximum amount of receipt: Alert at receipt level that informs us if the receipt exceeds the maximum allowable amount.
  • Maximum receipts/category per day: Alert at report level that indicates if the maximum allowable number of receipts allowed for a given category has been exceeded.
  • Payment type restriction: Alert that informs us if a receipt of a particular category has been saved in a form of payment that is not permitted.
  • Edited receipt: Alert at receipt level that tells us if a user has modified the fields of an expense automatically recognised by Captio (date, supplier, amount).
  • Old receipts: Alert at receipt level that informs us that the date of the receipt is prior to the period allowed.
  • Repeated receipts: Alert that tells us if a receipt has been repeated in the system.To perform this check, Captio uses the data combination Date/Amount/Supplier.It is possible to configure this check to be performed among the user’s receipts or among all the users in the environment.

From this moment, Captio will analyse the expenses that are reported in order to detect non-compliance with this new rule. When it is detected, this will be indicated in the report header and the specific expense will also be marked (if it is an alert at expense level) in the report received by the supervisor. 

This will improve the review process, allowing the supervisor to quickly detect any potentially conflictive cases, analyse them in the report itself and decide whether to approve them. Note that the alerts are non-blocking, i.e. if a report contains alerts, the reviewer is the one who makes the final decision whether to approve them or not.

 

 

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