Exceptions are messages that appear at the invoice, entry, or itemization level to indicate to the employee, approver, and/or accounting personnel that a rule has been violated.

Terminology

• Exception Code: A unique one to eight alphanumeric character code that is assigned to every exception. This code is determined by the client's internal coding system.

• Exception Level: A number assigned to each exception that determines the severity of a rule. It is the responsibility of a company to determine the various levels. A setting can be set in Workflows that prevents an employee from submitting an invoice that contains an exception of a certain level.

Types of Exceptions

Exceptions are displayed on invoices using a red, yellow, or blue icon.

• Red: Indicates an error that must be resolved before the invoice can be submitted. The employee may be unable to submit an invoice until the issue is resolved.

• Yellow: Indicates a warning or an informational message. The employee can submit invoices.

• Blue: Indicates that the Invoice Processor has cleared the exception (either red or yellow).

The Invoice Processor can view all exceptions, including the code and level number in the exception message. This information is hidden from the employee and the approver. For example:

• The exception message for the processor reads: Code: EXCEED, Level: 3, Invoice total exceeds $5000

• Whereas the employee and the approver see only: Request total exceeds $5000