The Equus Platform can be configured to handle the auditing of invoices (known as vouchers) using rules to reduce manual work involved in validating expenses (known as entries). The features allow:
Configuring expense audit rules to assess individual expenses
Defining rule automation behavior (i.e. rule engine can be set up to approve/reject without manual review or with manual review)
Users to review and action audit results using one screen
Bulk approval and rejection of invoice expenses
Overriding manual approvals and rejections
Reprocess single expenses or full vouchers to be reprocessed through an updated set of audit rules
Dynamic routing of approvals to specific resources for expenses requiring manual review
Automatically updating the status of approved invoices vouchers
Background service to automatically add new and unaudited expenses into the audit process
Reporting the outcome of the audit process to vendors at the end of the process
What are the configuration steps prior to using the feature?
Configure security role(s) to access the expense audit screens
Create the audit rules for the audit engine
Create precondition rules and link precondition rules to audit rules (optional)
Set up Voucher Automation (optional)
What functions are available after configuration?
Things to note when using the feature
To use voucher automation works, the expenses can only be audited in "Approval in Progress" voucher status only. To use this functionality do not include the "Draft" status in the allowed voucher status to process.
Process all Dates in the Expense settings screen will trigger a full scan for all expenses to be audited on the database which may lead to some constraints in performance
It is possible to convert Precondition rules into rules and vice-versa. This should be avoided where possible.
A Resource defined in the routing for expense audit approval should be tied to an existing Internal User to be eligible to be a reviewer to expenses.
The Setting Data Restrictions visibility behavior is dynamic. There is no need to re-run the audit process if a user has been added to a newly created approval assignment rule or added as an additional resource to an existing rule.