Denying Coding Rules

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"Denying Coding Rules" can be used to restrict approvers from creating invalid coding in ExFlow Web.

Denying Coding Rules are used to prohibit the approver in ExFlow Web from adding or approve values in certain ways. E.g. to block accounts 5910..5999 in combination with an empty Department value.

General
ID:	ID numbers are assigned to the coding rule in the order they are created. This has no effect on prioritization
Name:	Descriptive name for the rule
Active:	If the rule is active or not
Rule for:	Add All for all document types or choose from list if this Rule should activate only for Quote, Invoice, Credit Memo, or Order
From Amount:	Filter on total amount on the document
To Amount:	Filter on total amount on the document
From Line Amount:	Specifies if the coding rule should only be applied to document lines in a specific line amount range
To Line Amount:	Specifies if the coding rule should only be applied to document lines in a specific line amount range
Validation Message:	Add an optional description if needed
Applies to Approval Groups:	Specifies if the coding rule only applies to specific Approval Groups
Final Approver Only:	Specifies if the coding rule should only be applied to the final approver in the approval flow

Examples

Use Denying Coding Rules when users should still be able to code, but certain combinations must never be approved.

Examples of setup flow

1. Create a new rule and give it a clear name, for example: Block empty Department for 59xx.
2. Set Rule for (for example Invoice only, or All).
3. Set amount limits if the rule should only apply above a threshold.
4. Add a clear Validation Message so the approver knows what to correct.
5. Activate the rule and test it in ExFlow Web with a sample document.

Tips

1. Keep rule names business-oriented so they are easy to maintain.
2. Always add a helpful validation message; it reduces support questions.
3. Start with a few high-impact rules first, then add more based on recurring coding errors.

Example 1: Do not allow empty value in a required column code

Use case: Department must always be set on expense accounts.

Setup	Value
Rule Name	Block empty Department on 5910..5999
Rule for	Invoice (or All, if needed)
Condition 1	G/L Account = 5910..5999
Condition 2	Department = empty
Validation Message	Department is mandatory for accounts 5910..5999.

Result: The approver cannot approve coding where the Department column is blank for those accounts.

Example 2: Require Project Task when Project is entered

Use case: Prevent incomplete project coding.

Setup	Value
Rule Name	Project requires Project Task
Condition 1	Project is not empty
Condition 2	Project Task is empty
Validation Message	Project Task is required when Project is used.

Result: If the approver adds a Project but leaves Project Task blank, approval is blocked until Project Task is filled.

Example 3: Do not book on a predefined account

Use case: A predefined account is used only as a temporary suggestion, but should never be posted without recoding.

Setup	Value
Rule Name	Block posting on predefined account 2999
Rule for	Invoice and Credit Memo
Condition	G/L Account = 2999
Validation Message	Account 2999 is a temporary/predefined account and must be replaced before approval.
Optional	Enable Final Approver Only if only final approval should enforce this block.

Result: Documents coded with account 2999 cannot be approved until the line is recoded.

Example 4: Force Cost Center on high-value lines

Use case: Extra control only for large lines.

Setup	Value
Rule Name	High-value lines require Cost Center
From Line Amount	10000
Condition 1	Cost Center = empty
Validation Message	Cost Center is required for line amounts above 10,000.

Result: Small lines are unaffected, while high-value lines must contain Cost Center.

Example 5: Block empty coding on all line types

Use case: Every document line — regardless of line type — must have a value. Blank coding should never be approved.

Setup	Value
Rule Name	Block empty coding on all line types
Rule for	All
Condition 1	G/L Account = empty
Condition 2	Item = empty
Condition 3	Resource = empty
Condition 4	Charge (Item) = empty
Validation Message	Every line must have a value for its line type (G/L Account, Item, Resource, or Charge Item).

Result: If any line has a blank value in its line type column — whether it is a G/L Account, Item, Resource, or Charge Item — the approver cannot approve the document until the coding is completed.