Administrators can prevent users from routing or approving invoices based on configurable conditions through custom invoice validation. Common uses for custom validation include preventing users from entering invoices against specific jobs or specific vendors. These rules can be configured beyond the normal validation of the bridged accounting system to incorporate business rules specific to company needs. There is no limit to the number of rules that can be created; however, an excessive number of rules may slow down the approval / route process since each rule must be checked when that action is performed.
Only Administrators can create these rules.
Important: This is custom validation; not to be confused with custom field validation. Validation rules can be created using any field displaying on the invoice--whether it is a custom field or not.
1.From My Paperless, click APFlow™ Settings.
2.In the APFlow™ Settings navigation bar, click Validation.
The following page displays:
3.Click 
.
The following Create Validation Rule - General Properties page displays:
4.In the Name field, enter the rule name.
5.If the invoice validation rule is active, verify that the Active check box is clicked.
If the invoice validation rule is not active, verify that the Active check box is blank.
6.In the Message field, enter the message that will display if the validation on the custom field fails.
For example, if the check box labeled Signed is not checked but should be and then the validation is performed, the Validation Results dialog box will display with either a warning or error indicator with the message text: Invoice not signed.
7.In the Validation Level field, use the dropdown to indicate that the validation should occur Before Routing or Before Approving.
8.In the Action field, use the dropdown to indicate the validation failure is a Warning or an Error.
Errors will not let you proceed until the data is corrected.
Warnings will allow you to proceed if they "waive" the warning. Any waived warnings existing at the time of approval will be recorded in the Notes section of the Invoice Entry sidebar.
The populated page should resemble the following:
9.Click 
.
The Rules page where you can enter index criteria similar to the following displays:
10. Click the plus to begin the rule creation process.
11. Click to Add Group, Add Condition or use the dropdown in Select a field.
For example:
Important: At least one rule (Group or Condition) must be added here before the Validation Rule can actually be created.
12. Click 
.
The populated Validation page will resemble the following:
