Create and update receipt rules

Overview

Creating receipt rules allows you to manage receipt compliance across your entire company. Receipt rules ensure that all members of your organization are aware of your company policy on receipt documentation and have a centralized place to easily supply finance teams with required receipts. Owners and Admins have the ability to set up receipt rules.

Setting up Receipt Rules

Easily configure receipt rules with the following criteria: the date you would like to start enforcing the receipt rule, the minimum transaction amount, and the applicable card types. 

How to create Receipt Rules:

1. Navigate to the Settings 

2. Select Rules & Workflows and head to the Approvers section.  In the space titled Receipt Rules  select the update / pencil icon to edit the receipt rules. You can also select “Receipt Rule” from the Receipt Tools drop-down menu from the Transactions page.

2. Enable the receipt rule by toggling the switch from Off to On. 

3. Below the toggle, apply the criteria for your desired receipt rule.

4. After you have configured your criteria, Save your receipt rules. The receipt rule will now be reflected on the Manage Org screen and clearly labeled at the top of the Transactions page.

Note: Receipt rules can be created or modified at any time.

Receipt Rules criteria

• Date Picker allows you to indicate when you want the receipt rule to go into effect. We will automatically default to the current day, but you can retroactively apply receipt rules to previous transactions by using the date picker to select a historical date.
  
  
  
  
• Minimum Transaction Threshold allows you to set the minimum transaction amount that requires a receipt attachment. For example, if your company policy requires receipts for transactions at or greater than $20, you would enter $20.
  
  Note: if you want to apply a receipt rule to all transactions, regardless of the amount, you should enter a value of $0.
  
  
• Card Types allow you to indicate which card types should require a receipt attachment. You may select one or multiple card types to align with your company expense policy.
  
  
  

Communicating Receipt Rules

When receipt rules are created or modified, all members of the org will receive an email and notification in their Notification Center to alert them of the new or modified rule.

Once receipt rules have been enabled, all applicable transactions from the receipt rule start date will be automatically reviewed to ensure compliance. You can remind org members to attach their missing receipts using the receipt reminder tool. The app will visually call attention to the receipt status of all transactions, allowing you to quickly view which transactions are missing required receipt attachments. 

Gray Receipt Icon: Any transaction that has a receipt attached will display a gray receipt icon, regardless of whether or not a receipt is required

Red Receipt Icon: Any transaction that requires a receipt but does not have one attached will display a red receipt icon.

Once receipt rules have been enabled, all applicable transactions from the receipt rule start date will be automatically reviewed to ensure compliance.

Gray Receipt Icon: Any Transaction that has a receipt attached will display a gray receipt icon, regardless of whether or not a receipt is required

Red Receipt Icon: Any transaction that requires a receipt but does not have one attached will display a red receipt icon.

Missing Receipts & Overriding Receipt Rules

Admins, Owners and Bookkeepers can keep an eye on missing receipts via the Alerts on the Home Page.

If a member of your org is missing a receipt for a transaction, an Owner, Admin, or Bookkeeper can override the receipt rule for a specific transaction.

1. To disable the receipt rule click on the individual transaction from the Transactions list and navigate to the receipt section on the transaction flyout.

2. Deselect the receipt rule checkbox. This transaction will no longer be flagged as requiring a receipt. 

Note: The receipt rule override can be modified at any time.

FAQs

1. Who can create and manage Receipt Rules within an Organization?
   Owners and Admins can create and manage their org’s receipt rules.
   
   
2. What happens when I create Receipt Rules?
   When you create or update your org’s receipt rules, a notification is sent to everyone in your org via email and their Notification Center
   
   
3. How often can I change my Organization’s receipt rules?
   Owners or Admins can make changes to their org’s receipt rules as often as they like. All org members will be alerted about receipt rule changes via email and in the Notification Center.
   
   
4. Do receipt rules apply to cards you send to Guests of your organization?
   No, Receipt Rules do not apply to Guests (people outside of your organization).
   
   
5. Can I apply my org’s receipt rules to physical card transactions in the app?
   Yes, you can enable receipt rules for physical card transactions in the app.
   
   
6. What if a member of my org has lost their receipt? 
   Owners, Admins, and Bookkeepers can override a receipt rule on any transaction by going to the transaction flyout and deselecting the receipt rule checkbox.