Here, you can set up validation rules that are checked during specific actions in BatchFlow.

For example,

this could be

• Ensuring that approvers receive a warning if they have not assigned a document to a cost center

• Ensuring that a cost type is always selected when a document is posted to a project

• Ensuring that the payment information on the invoice matches what is listed with your supplier

  

Search

You can search for specific validations you’ve created in the top-right corner.

Validation Types

There are two types of validations. You can have one type applied to one action and another type applied to a different action later in the process.

Warning

A warning displays a pop-up when you try to perform the action, but allows you to proceed anyway.

For example, a warning may be displayed when a user attempts to approve a transaction without having filled in a project in the accounting. The window will display all relevant warnings.

It will also highlight the relevant fields with a yellow border so the user can see exactly what is causing the warning, and you can hover over trekantsikonet to view the reason.

Blocking

Blocking prevents the user from continuing with the action until the cause has been resolved.

The error message will appear in the lower-left corner and list all causes

It will also place a red border around the relevant fields so the user can see exactly what is causing the warning, and you can hover over trekantsikonet to see the cause.

Validation Actions

Validations are triggered by 4 different actions, and it’s perfectly fine to have the same validation in multiple places—or, for example, just a warning at the beginning but a block later in the process.

Document Received

This triggers all configured validations as soon as the invoice is received, so you’re immediately aware of any issues before the invoice is sent out for approval.

Send for Review

This runs all the configured validations when you attempt to send an invoice for approval.

Approve

This runs every time a user attempts to approve an invoice, regardless of whether they are the first or last approver. Here, you can include all the validations you want to ensure your approvers have reviewed, such as account assignment, project, and cost type, if applicable.

Export

This is the final check that runs when you attempt to export the invoice. Typically, there are many more validations here to ensure that everything is still in order before it is exported to your ERP system.

Create new validations

If a validation is missing, simply click on “Tilføj validering” and select the “document type” to which the validation should apply.

Next, select the plot for which the validation should run.

Then select which validation you want to create.

You will not be able to select any validations that already exist in this action. Instead, Search it and edit the existing one if validation type needs to be changed.

Some validations require you to select which fields they should apply to. If you’ve selected one of them, simply check the boxes next to the fields you want it to validate.

You can have a warning on one field and a blocking validation on another field. In that case, it will be displayed when you try to select that field.

Finally, click “Tilføj validering” to create it.

Document Types

Validations are organized by document type, so you can have one set of validations for invoices, for example, and another set for credit memos.

Dependent Validations

Some validations make the most sense to run only if other validations have passed first. To achieve this, you can set validations to depend on other validations. You can have up to two levels of dependency.

For example, you can have a blocking validation that ensures the user has filled in the account assignment. Afterward, they’ll receive a warning that the project hasn’t been specified. If the invoice is not project-related, they can simply ignore the warning and approve it anyway. However, if they subsequently assign it to a project, the system will then validate that a cost type must also be specified before the document can be approved.

Create a dependency

When you create a new validation, it is initially at the top level and is not dependent on any other validations.

If you use “Add Dependency,” it is created directly under the respective validation immediately.

Edit and delete validations

Edit an existing validation

When you click “Rediger,” you can change the type and, if applicable, modify the fields the validation should check.

Edit or delete a dependency

If you want to move an existing validation so that it depends on another validation, simply drag it to the desired location.

To remove a dependency, you can also drag it up to a higher level or click “Fjern afhængighed.”

Delete a validation

To completely delete a validation, simply click “skraldespandsikonet.” This will free up the action so it can be created again.

Validation of payment information

If you have enabled validation of Betalingsfelter matcher kreditors betalingsindstillinger, a pop-up will appear showing the differences, giving you a quick overview and allowing you to see exactly what differs from the payment information on the vendor.