Document validation and error checking

Ensure your documents meet all business requirements without needing to open each document. Zudello's validations automatically checks for errors and display them on the submodule page, giving you greater visibility at a glance.

Best practices

• Review validation errors promptly to avoid delays in document processing
• Configure validation rules to match your organisation's policies and ERP requirements
• Address blocking errors before attempting to submit or approve documents
• Use validation warnings as guidance to improve data quality

Understanding validations

Document validations are designed to ensure that all documents meet your business requirements, while providing minimal disruption to your workflow. Document validations help prevent later issues, and ensure that:

• All required fields are populated, in line with your business rules
• Verifying data format compliance
• Checking calculation accuracy
• Confirming catalogue item validity

Zudello categorises validation issues into three levels based on their severity:

• Blocking errors (Red)

  • Critical issues that prevent document submission or approval. These must be resolved before the document can progress through your workflow. 📸

• Warnings (Yellow)

  • Important issues that don't prevent processing but may cause problems later. We recommend reviewing these carefully to ensure data accuracy. 📸

• Information (Grey)

  • Minor issues or suggestions for improvement. These don't affect document processing but help maintain best practices. 📸

Viewing validation issues

Within the Purchasing and Sales submodules

Validation issues are visible in both Table view and List views.

• Table view
  • The Issues column shows the validation status of each document.
  • The most severe validation issue (if any) will be displayed. Click the level indicator for a detailed breakdown of issues.

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• List view
  • Coloured icons next to each document show if any validation issues are present.
  • The icon for the most severe validation issue (if any) will be displayed. Click the level indicator for a detailed breakdown of issues.

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Within individual documents

When you open a document with validation issues, you'll see a validation banner at the top showing the overall validation level and key issues.

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Common validation types

Zudello performs various validation checks to ensure document accuracy. The following table lists all possible validation issues, and an example of each. The severity of each validation issue will depend on your team's settings.

Validation Type	Purpose	Example
Required fields	Ensures mandatory information is provided	Date due number is missing on invoice
Required if conditions	Checks conditional requirements	Warehouse required when location is Adelaide
Field length limits	Validates text length against ERP constraints	Document number exceeds 5 characters
Email validation	Verifies email format	Invalid supplier email format
Calculation checks	Ensures mathematical accuracy	Line totals don't match document total
Tax validation	Verifies tax calculations	Document tax doesn't equal sum of line tax
Duplicate prevention	Prevents duplicate document submission	Invoice with same number already exists
Bank account verification	Checks supplier bank details	Bank account doesn't match supplier record
Date validation	Ensures dates fall within acceptable ranges	Sales order date more than 60 days old
Attachment requirements	Verifies required files are attached	Invoice requires original attachment
Item catalogue compliance	Ensures items exist in your system	Item must be selected from catalogue
Contact verification	Confirms supplier/customer is linked	Supplier must be selected

Resolving validation issues

Fixing blocking errors

1. Open the document with validation issues
2. Review the validation banner for specific error details
3. Navigate to the relevant fields highlighted in red
4. Correct the missing or incorrect information
5. Click Save to re-validate the document

Addressing warnings and information items

While warning and information items will not block you from submitting or approving documents, they should still be reviewed:

1. Click on warning or information indicators to understand the concern
2. Evaluate whether changes are needed based on your business requirements
3. Make corrections if necessary
4. Save the document to update validation status

Validation during approvals

Some validations are also enforced during the approval process to ensure information is complete before final approval:

• Documents with blocking errors cannot be approved
• Approvers may be required to complete additional fields during approval
• Force approval actions are blocked when validation errors exist

If you encounter validation errors during approval:

1. Click Unlock to edit the document
2. Resolve the highlighted validation issues
3. Save your changes
4. Proceed with the approval process

Impact on document workflow

Document validations are designed to ensure that all documents meet your business requirements, while providing minimal disruption to your workflow. Document validations will have the following impact on your workflow:

• Submission restrictions Documents with blocking validation errors cannot be submitted for approval until all errors are resolved.
• Bulk actions
  • Documents with blocking errors are excluded from bulk approval and bulk submission
  • Failed validations are reported in bulk operation summaries

Need help?

Contact your organisation administrator or Zudello support for assistance with document validation or if you need help configuring validation rules for your organisation.