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Understanding Spending Policy Rules Configuration: A Guide for Accountants

Updated by Rim Ferchichi

Admins have the authority to implement spending policies on the Expensya platform, enabling them to notify employees and all Expensya users within the company, in real time, about exceedances, while also gaining an immediate overview of the situation.

To create a spending policy rule, the admin of the compay needs to follow the steps explained in the following article : How to configure expense rules - Expensya - Expense Reports - Online Help

To understand the provided options in detail, please refer to this article: Expense Rules Configuration Options.

You can refer to this article to understand the usefulness of each conditioning option.

Once a rule is created, it only applies to new expenses. To apply it to expenses already submitted, they need to be rejected and resubmitted.

Users with professional payment methods, as well as managers and administrators, will now be able to easily consult the expense rules associated with their transactions. This will ensure consistency with company policies.

When an expense is made with a professional payment method, users will see a specific icon and the content of the rule associated with their transaction as well as alerts in case of policy overrun. This feature is accessible at all levels of the company for more efficient expense management.

It is worth noting that the application of these spending policy rules does not imply the prohibition of transactions made using the Expensya card. For example, if an employee has a balance of thirty euros and makes a payment of twenty-five euros for lunch, the transaction will be approved, even if a restriction specifying a fifteen euros limit per meal had been established by the administrator. In this context, it is the responsibility of the administrators and those in charge of approving expenses to conduct a rigorous review of transactions made using Expensya cards, in order to make necessary internal adjustments.
To disable a spending policy rule:
  1. the admin has to go to Administration tab, Spending policies sub-menu.
  2. Select the rule to disable then click on Disable.

Admins can disable a rule, allowing it to be used later on, but you cannot delete it.

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