Business Rules

15.5.7 Business Rules

Business rules facilitate to auto validate invoices and approve only those which comply to the invoice processing requirements in OFSLL. Business Rules are always validated on Invoice information, Invoice details and payment schedules which are in OPEN status.

Business rule validation for Invoices created or generated internally can be performed in the Vendors > Invoices tab and external invoices are auto validated before listing in Invoices tab.

For invoices received from external system, following pre-validation checks are also performed before validating with the business rules.

A duplicity check is performed based on External Reference number to ensure that there are no two invoices with same details. In case the external reference number of new and existing invoice in the system are same, the status is auto updated as Rejected and invoice is not processed further.
When the payment for a Service in work order is already paid and the same work order is again received with a new external reference number, system validates the Paid status and if Yes, would auto update the invoice status as Rejected.

Following business rules are defined in the system for invoice validation. During the process, if any of the business rule validation fails, system stops the validation process and updates the status of Invoice as Rejected.

Rule 1

Every work order should have a specific closure status corresponding to the type of work order defined. Accordingly, an invoice generated for that work order should comply with any of the following combination of Work order Type and Work Order status.

Table 15-18 Rule 1

Work Order Type	Work Order Status
Door Knock	Completed
Involuntary Repossession	Repossessed
Voluntary Repossession	Repossessed
Impound Involuntary	Repossessed
Impound Voluntary	Repossessed
Involuntary Repossession	Closed
Voluntary Repossession	Closed
Impound Involuntary	Closed
Impound Voluntary	Closed
Skip Investigation	Repossessed
Skip Investigation	Closed

Rule 2

Validate invoice for the status of Collectible check box in Vendors > Invoice tab > Invoice Details section.

During invoice processing, if the combination of Service, Work Order Status and State matches with any of the state specific rule defined in Setup > Administration > System > Vendors > Invoice Rules tab, the Collectible check box is selected and invoice is allowed to process the next business rule.

In case the above combination does not exist in Invoice Rules tab, the Collectible check box is NOT selected and the invoice is still allowed to process the next business rule.

Rule 3

Validate invoice based on Estimated and Invoiced amount and updated the corresponding status in Invoice Information, Invoice Details and Payment Schedules sections of Vendors screen.

If the Invoice Amount is Less than or equal to Estimated amount, the invoice is approved and the status of Invoice Details and Payment Schedules is updated to APPROVED.
If the Invoice Amount is greater than the Estimated amount, then the invoice needs manual approval and the status of Invoice Details and Payment Schedules is updated to FOR APPROVAL.

An invoice status in Invoice Information section is auto updated to APPROVED if both Invoice Details and Payment Schedules have the same status. Else, if status is rejected in either of the sections, the status of invoice is also updated as REJECTED in Invoice Information section without allowing further edits on the same.

Parent topic: Invoices Tab