How do I set up Alerts?

Important: you will need Administrator permissions to carry out this action.

To assist you with managing expenses we use alerts to provide a quick visual guide.  The alerts are designed to help ensure expenses align with company policies and to flag any issues that might need attention from Users, Approvers, and Finance.

How to Customise alerts:

Some alerts can be customised to suit specific organisation needs and policies.

Go to Setup > Categories to configure different rules for each expense category. 

When you select a Category, e.g. Postage,

The configuration window allows you to set; mandatory fields, spend limits, VAT codes, or receipt requirements using drop-downs and tick boxes. These choices trigger specific alerts. 

Additionally, specific rules can be applied by assigning Tags to a category and linking them to users or creating groups of users e.g. departments.

This flexibility allows your organisation to ensure that expense policies are followed, with alerts tailored to the needs of each category and user group.

Below is a full list of alerts:

? Strict Alerts (Red)

• Missing Description: This expense needs a description. Please add some details to proceed.
• Spend Limit Exceeded: The expense goes over the allowable spend limit for this category. Check with company policy or adjust the amount if needed.
• Duplicate Receipt: This receipt has been uploaded more than once. Make sure it hasn't been submitted already.
• Missing Receipt: A receipt is required for this expense. Attach the receipt to continue.
• Inactive Employee: The user linked to this expense is inactive, which blocks submission. Check the user details or reassign the expense if necessary.
• Rejected: This expense was previously rejected. Review the reason and make any necessary updates.
• Invalid Project/Task: The project or task code is either missing or incorrect. Double-check the code before moving forward.
• Invalid Tag: The tag is either missing or incorrect. Double-check the code before moving forward.
• Invalid Date: The claim date is missing or seems incorrect. Please enter a valid date.
• Missing Quantity/Rate: Required quantity or rate information is missing. Fill it in to complete the claim.

⚠️ Warning Alerts (Yellow)

• Old Receipt (Over 3 Months): This receipt is older than 3 months, which may be outside the allowed claim period. Double-check your company’s policy.
• Weekend Expense: This expense was recorded on a weekend. Some companies have specific policies for weekend spending.
• Split Line: This expense is part of a split transaction.
• Unapproved Documents: There are documents associated with mileage claims which haven't been approved yet. This may include Driving Licence, Road Tax, or Insurance.
• Refund: This expense has been marked as a refund.
• No Commute: Commute details were expected but haven’t been provided.
• Mileage % Difference: The calculated distance has been overwritten and may be worth a quick check.
• VAT Code Mismatch: The VAT code on this expense doesn’t match the expected default. Please review and update if necessary.
• VAT Rate Missing: A receipt is attached, but no VAT rate was applied when it should be. Check for accuracy.
• VAT Amount Missing: A receipt is attached, but no VAT amount is claimed. Verify if VAT should be applied.
• VAT Without Receipt: VAT is claimed without a receipt attached, which may be outside of policy. Attach the necessary receipt to proceed.
• VAT Amount Check: The VAT amount appears to exceed the net or gross amount, suggesting a possible data entry error. Verify to ensure accuracy.

? Informational Labels (Blue)

• CO₂ Emissions: Shows the carbon footprint of the expense, useful for tracking travel impact.
• Mileage: Displays the mileage covered, which is helpful for keeping an eye on travel.
• Approval Status: Indicates the current stage of approval for this expense.
• Trip: Links the expense to a specific trip, allowing you to see all costs associated with one journey.

Helpful Links

Understanding Alerts

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