The outcome of the all audit completed expenses (approved and rejected) can be emailed to the vendor as an Excel file attachment once the last expense being audited completes (i.e. there are no expenses require manual review). A user report is executed and the result is delivered as an Excel file attachment and emailed to the vendor contact(s).
For the report to trigger, 4 things must be in place:
All expenses have been audited by the audit rules engine and that there are no pending manual reviews
The voucher has been reported from a vendor: Payee Type = Vendor
The Vendor should have at least one active contact of the type Account Receivable with an email address. Click here for details about the Vendor Details screen.
The Reporting feature is enabled at company level (Vendor Report Enable checkbox is ticked).
To configure the email and report, navigate to the Voucher Automation tab on the Expense Audit Settings screen.
The following fields are available:
Vendor Report Enable - tick the checkbox to enable the feature. When enabled, the Vendor contact(s) will receive a report through email with the outcome of the audit rules for all expenses in the voucher.
Subject – An email subject line is suggested so that recipients of the reports email understand its purpose
Body – This provides the recipients with a context of the attached report. This field supports Rich Text Format capabilities
Password – A password can be manually entered/edited or auto-generated by clicking the [Auto Generate Password] button. This will apply to reports that are selected to be password protected in the User Reports section. If the Password field is configured as encrypted and a user without decryption rights to the field is editing the schedule, the field will be hidden from the user. Edit the user's security role to view the password field.
User Report - If no report has been selected, by default the Equus Vendor Summary User Report is displayed. Click the field to view the User Report drop down to select a different report if desired. The list of reports will be all system-level and company reports that a user has access to. A link to the user report appears after a report is selected.
Output File Name- each User Report can be output with a different display name using this field. If no Output File Name is specified then the default naming will be "Invoice- %Invoice_Number% - %Date%'
A date format enclosed in curly brackets can be provided as part of the file name such as {yyyyMMdd hh:mm:ss tt}. To include the invoice number as part of the name, the INVOICE tag can be used enclosed in curly brackets e.g. ####{{INVOICE}}.
Delivery Format - currently Excel format is supported
Password Protect - tick the checkbox to password protect the file. The password field must be populated.
Things to Note
If there are multiple contacts matching the criteria, all will receive the email.
The Output File Name uses the Invoice Number found on the Basic Information tab on the Voucher screen and is not always the same value as the VoucherID.
When voucher has been reported to a vendor, a "Report to Vendor" record appears in the Automation section on the Finalize tab of the Voucher modal.
If there are no account receivable contacts for the vendor, or no email details exist for the vendor the error message will be logged in the Automation section with a status of 'Failure'
Once the expenses for a voucher has been reported, internal users attempting to change a reported expense result though an Override or Reprocess feature will be see a Warning message.
