Managing rules with credits

Updated 2 months ago by Rim Ferchichi

Please refer to the article on configuring expense policies via this link: How to Configure Expense Policies.

Explanatory Use Case

If your company has a rule type like "Reimbursement by Ceiling" for a category (e.g., "Dining") that caps expenses at a certain amount (e.g., €20), and you enter an expense where the amount exceeds the ceiling (e.g., €25), you will only be reimbursed up to the ceiling (in this example: €20).

In the scenario where you want to create a credit note for this expense with an amount exceeding the ceiling (e.g., €25), if the rule is applied to credit notes and you create a credit note with an amount exceeding the ceiling (e.g., €25), the company will only recover the capped sum, which was reimbursed initially (in this example: €20).

This is why, as an administrator, you have the option to configure expense rules and choose whether they apply to credit notes.

Activate Expense Rules Management with Credit Notes

1. Go to "Admin," then select "Global Settings."
2. Access the submenu "Expense."
3. Activate the option "Rules management with credits."

Applying Expense Rules to Credit Notes

1. Go to "Admin" then select the submenu "Expense and requests" > "Spending Policies"
2. Click on "Add a new rule for expenses."
3. Select the rule type.
4. Click "Next."
5. Configure the rule application conditions.
6. Click "Next."
7. While verifying your settings and assigning a name and exceptions to the rule,
   • Check the option "Apply On Credit."
   • Click "Add the rule."

How the Expense Rule with Credit Notes Works

1. Go to the "Expenses" tab.
2. Click "+ Expense," then select "Manual Entry."
3. Check "Credit Note / Cancellation."
4. Fill in the fields.
5. An alert will appear if the expense rule is not followed.

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