Discovering Company Administration
Managing the Processor Queues
Introducing Company Tools
Managing Expense Types and Account Codes
Creating Audit Rules
Maintaining Car Mileage
Maintaining Delegate Configuration
Configuring Email Reminders
Configuring List Management
Configuring Attendees
Configuring Receipt Handling
Working with Locations
Modifying Printed Reports
Maintaining Tax Administration
Maintaining Shared Configuration Administration
Maintaining Workflows
Maintaining Cognos Settings
Creating Test Users
Maintaining Training Documentation
Configuring Travel Allowance
Configuring Site Settings
Managing Control Center

Describing Validation Rules

Objective

After completing this lesson, you will be able to describe validation rules.

Validation Rules Overview

Validation rules compare values in expense report fields to a table of predefined values, imported by your company. You can configure the comparison to take place on entry save and submit, allocation save, and report save, submit, or post submission. If the comparison uncovers a mismatch, the validation rule can generate an exception, update the report field (except on allocation save), or both. Generally, most customers don’t need validation rules.

Most customers generally don't need validation rules. However, when a traditional audit rule contains many complex conditions, using a validation table can be a more efficient solution. In such cases, you can simplify the process by replacing the complicated conditions with an imported table that is easier to update and maintain.

The image displays an Audit Rules screen on the Validation tab. A filter row says “Find validation rules where” with two drop-downs and a search field. Buttons show New, Modify, Copy, Activate, Deactivate, and Remove. A table lists columns for Name, Event, Rule Action, Editable By, Applies To, and Active. One rule, “Org Unit and Account Code Allocation Example,” uses event Allocation Save and action Exception only. Another rule, “Org Unit and Account Code Entry Save Example,” uses event Entry Save and action Exception only. Both rules show Editable By Global, Applies To Global, and Active set to No.

Creating a Validation Audit Rule

Review the steps below to learn how to configure a validation audit rule.

Steps

  1. On the Validation tab of the Audit Rules page, select the New button.

    Audit Rules page on the Validation tab showing a single active validation rule with event, applicability, and action columns.​

  2. Enter a Validation Rule Name. In the Event field, select Allocation Save, Entry Save, Entry Submit, Post Report Submit, Report Save, or Report Submit. The event determines when the validation triggers the conditional rule check. From the Execute action when validation condition is field, select True or False. Select the Editable Group. Determine the Groups that require this rule, and then select the Applies to Group. Select the appropriate option for Active, and then select the Next button.

    Validation rule details form showing rule name, event, applicability, and active status on the Audit Rules page.​

  3. Complete the appropriate Condition fields for all conditions, and then select Next. The conditions include:

    • The appropriate data object.​

    • The field/value from the helper pane.​

    • The appropriate operator from the helper pane.​

    • The next appropriate data object.​

    • The field/value from the helper pane.

    Audit Rules validation conditions screen defining entry allocation department and account code criteria.

  4. Select the appropriate Rule Action, and then select the Next button.

    Validation rule actions screen showing rule action set to exception only.

  5. From the Exception Visibility list, identify the users who will be able to see the exception message by selecting one of the following: Traveler, Approver, and Expense Processor, Approver and Expense Processor, or Expense Processor.

    Audit Rules exception screen listing exception codes, levels, visibility, and messages. The Exception Visibility dropdown is highlighted.

  6. For the exception, select an existing exception, or select New to create a new exception. Fill in the Exception Code, Exception Level, and Message fields, and then select the Save button to complete the exception.

    Audit Rules exception screen listing exception codes, levels, visibility, and messages. The New button and the list of existing Exceptions are highlighted.

  7. Select the Done button.

    Audit Rules exception screen listing exception codes, levels, visibility, and messages. The Done button is highlighted.

Summary

  • Validation rules compare expense report field values against a predefined table imported by the company.
  • Comparisons can occur during entry save and submit, allocation save, or report save, submit, or post-submission.
  • Most customers typically do not need to use validation rules.

Reference

TopicLink
Audit Rules (Validation Rules)SAP Help Portal
Validation Table ImportSAP Help Portal
Learning

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