Deep Dive: What are violations and notes?
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Stevie LaFortune
Expensify Team, Expensify Student Ambassador Posts: 240 Expensify Team
Have you noticed red or yellow flags on your reports? Let's go over what those notifications mean!
Red exclamation marks signify violations directly related to the policy applied to the report. To enable violations navigate to Settings > Policies > [Policy Name] > Expenses - then Expense Violations.
Red exclamation is an error that needs to be addressed before a report is submitted. An exception is when an expense comment is added. This is to allow an expense to be auto-submitted. An example of a time this might be used is if a submitter had lost their receipt and their admin gave the OK to submit the expense.
Hovering over the "!" will display a description of the violation. The violation is also noted below the expense list.
Note: If you have Violations disabled in the policy but you still see an expense marked with a violation on a report, that is because we have built system mandatory violations into Expensify.
A yellow exclamation symbol signifies something that should be noticed, but may not necessarily need any corrective action. These are items that Concierge thinks may need to be brought to the submitter's or approver's attention, even though it isn't necessarily breaking any rules. Notes show on reports created with any type of account or policy.
Violations - both yellow and red exclamation marks, are viewed differently based on the state of the report and who is viewing the report.
This example report is in an Open State
This example report is in a Processing state
This example report is in a Processing state
If you want to strictly enforce these rules, you'll want to enforce them in the Domain Group settings as mentioned in this support article - Deep Dive: Domain Groups and permissions — what are they all about?
Red exclamation marks signify violations directly related to the policy applied to the report. To enable violations navigate to Settings > Policies > [Policy Name] > Expenses - then Expense Violations.
Red exclamation is an error that needs to be addressed before a report is submitted. An exception is when an expense comment is added. This is to allow an expense to be auto-submitted. An example of a time this might be used is if a submitter had lost their receipt and their admin gave the OK to submit the expense.
Hovering over the "!" will display a description of the violation. The violation is also noted below the expense list.
Note: If you have Violations disabled in the policy but you still see an expense marked with a violation on a report, that is because we have built system mandatory violations into Expensify.
A yellow exclamation symbol signifies something that should be noticed, but may not necessarily need any corrective action. These are items that Concierge thinks may need to be brought to the submitter's or approver's attention, even though it isn't necessarily breaking any rules. Notes show on reports created with any type of account or policy.
Violations - both yellow and red exclamation marks, are viewed differently based on the state of the report and who is viewing the report.
This example report is in an Open State
- Violations are enabled on the policy
- The expense that does not have a receipt is listed as a violation with a red exclamation mark
- The expense that is only noted does not have an exclamation, it is not a violation.
This example report is in a Processing state
- Violations are enabled on the policy
- The expense that does not have a receipt is listed as a violation with a red exclamation mark
- The expense that is noted also does have a yellow exclamation to bring attention to this expense. It is not a policy violation but should be looked at.
This example report is in a Processing state
- Violations are NOT enabled on the policy
- The expense that does not have a receipt is now listed as a notification with a yellow exclamation mark
- Once again, the yellow exclamation to bring attention to this expense. It is not a policy violation since that feature is not enabled but should be looked at by the person it is submitted.
If you want to strictly enforce these rules, you'll want to enforce them in the Domain Group settings as mentioned in this support article - Deep Dive: Domain Groups and permissions — what are they all about?
Related articles
- How-to: Use Guided Review to approve reports
- How-to: Use Guided Review before submitting a report (web) (mobile)
- Deep Dive - Best Practices for Guided Review
- Deep Dive: Setting up hard-stop violations to prevent employees from submitting expenses with violations
- Deep Dive: Policy submission rules, violations, and best practices for setup
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