What are validation rules in Dooap? How can you manage validation rules?
In Admin > Validation rules view, it is possible to set validation rules according to the step in the workflow.
The invoice validation rules are managed separately for each step in the workflow: preview, review, approval, and transfer to payment.
Each step has various settings, such as mandatory dimensions, amount, and project number, where you can choose actions like none, warning, or mandatory.
Each company can have their own set of validation rules. Company's validation rules are first created in Validation rules view and can then be selected in Admin > Companies > Select a company view.
Additionally, it is possible to prevent users from editing certain financial dimension values by utilizing the validation rules settings.
An example:
If "Warning" is selected for the amount, the system will issue a warning if the invoice amount doesn't match the coded amount.
Configuration
Start by creating a new rule by clicking Add new business rule from the bottom of the page.
The rule will be displayed in the left side, where you can also navigate between rules in case there are several different rules.
After selecting a rule, you should select a name and write a description for the validation rule. Then you can select rules according to different workflow steps.
Description of the settings
- Main account - A main account has been selected on the invoice.
- Mandatory dimensions - Each entered coding line has all required dimension values.
- Account structure - Each entered coding line follows the account structure.
- Sales tax - Sales tax and item sales tax groups have been added on each coding line.
- Amount - Coded amount matches the invoice's total amount.
- Project activity - Project coding requires this to be selected.
- PO amount (matching incorrect) - The difference between matched lines and total matches.
- PO negative remaining quantity - This PO line may have been invoiced directly in D365.
- PO and misc charges sales tax - The user can define if tax codes are compulsory, optional or not needed for PO matching lines and misc charges.
- PO accounting distributions structure - This validates accounting distributions' ledger structure.
- PO prepayment warning - Can be used to notify if a prepayment exists on PO.
- Posting date - Posting date is prior to the date of the matched product receipt.
- Editing of coding lines is disabled - Enable or disable to possibility to code non-PO invoices. This setting should be enabled/disabled separately for each step.
Statuses
- None: No warning is shown.
- Warning: A yellow exclamation point
will appear in the right hand corner of the invoice notifying the user that a warning has been issued. Dooap will also highlight the incorrect or missing value in yellow, if the validation rule is set to warning. Users may proceed with processing the invoice despite the warning. - Mandatory: A red exclamation point
will appear in the right hand corner of the invoice notifying the user that a mandatory field is required. Dooap will also highlight the incorrect or missing value in red, if the validation rule is set to mandatory. Errors must be resolved, before the user can proceed with processing the invoice. - Locked: If a dimension is locked, users are not able to change the dimension's value on ledger or project lines.
Lock Functionality
We’ve made updates to the lock functionality within validation rules to improve control over key fields:
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Main Accounts: Users can now lock main accounts (currently located under Financial Dimensions).
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Sales Tax: The Sales Tax Group, Item Sales Tax Group selection, and Sales Tax Amount fields are locked and non-editable. Please note that the Sales Tax Amount will update automatically if the line amount is changed.
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Amount: The coding line’s Amount and Net Amount fields are locked.
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Project Fields: Locks the fields Project, Project Activity, and Project Category.
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Purchase Order (PO) Amount: Both Quantity and Price fields are locked, preventing user changes.
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PO and Miscellaneous Charges – Sales Tax: The Sales Tax Group and Item Sales Tax Group and Sales Tax amount are non-editable in PO matching and misc. charge rows.
❗Note: Machine learning coding suggestions can override the locked dimensions.
- If user copies and pastes values from Excel for the locked dimension, only vendor's default value is allowed. Other values will be emptied during copying pasting.
- Derived dimensions will change the locked value if the D365 setting allows emptying value.
- Creating a new line will populate vendor's default dimensions.