Troubleshooting: Cannot Validate Expense (Missing Required Fields)

Problem

When trying to finalise an individual expense document using the Validate Expense button (to move it to Ready to Claim status):

1. The Validate Expense button is disabled (greyed out).
2. Clicking Validate Expense results in an error message, often related to missing required fields or validation errors.

Common Causes

1. Missing Required Fields: The most common cause. Mandatory fields defined in the Expense Document Type (Form) configuration have not been filled in (e.g., Expense Type, Amount, Date, Employee, Description, required dimensions like Department).
2. Validation Errors: The expense has Error level validation issues triggered by Expense Policies or other validation rules (e.g., amount exceeds limit, date out of range, missing attendees).
3. Incorrect Status: The expense is not in a status where validation is expected or allowed (e.g., already Claimed, Completed, or Scanning). Typically, validation occurs from User Review.
4. Permissions Missing: The user lacks the necessary permission to update the expense (EXPENSES:EXPENSE#UPDATE).
5. UI Glitch/State Issue: Temporary front-end issues might incorrectly disable the button.

Troubleshooting Steps

1. Check for Validation Errors:
   • Look for red error banners at the top of the expense viewer or red icons next to specific fields.
   • Open the Issues pop-up (if available via list/table view icon) to see detailed error messages. See Reviewing Validation Issues.
2. Review All Fields:
   • Carefully go through all visible fields on the expense form.
   • Ensure all fields marked as mandatory (often with an asterisk * or similar indicator, though not always explicitly shown) are filled in. Pay attention to:
     • Expense Type
     • Employee
     • Date
     • Amount / Total
     • Currency
     • Description / Purpose
     • Any required dimension coding (Account, Department, Tax Rate, etc.)
     • Attendees/Guests/Justification (if required by the selected Expense Type or policies)
     • Addresses (for Mileage expenses)
3. Correct Data/Fill Missing Fields: Enter the required information or correct invalid data.
4. Save Changes: Click Save or Update. This often re-runs validations.
5. Retry Validation: The Validate Expense button should become active once all mandatory fields are filled and blocking errors are resolved. Click it again.
6. Check Expense Status: Verify the expense is in a status like User Review where validation is the next logical step.
7. Verify Permissions (Admin Task): Confirm the user has EXPENSES:EXPENSE#UPDATE permission.
8. Hard Refresh: Perform a hard refresh (Ctrl+Shift+R or Cmd+Shift+R) to rule out UI glitches.

Need Help?

If you cannot validate an expense after ensuring all fields are filled and checking for errors, contact Zudello support. Provide:

• The Document UUID of the expense.
• Screenshots showing the filled form and any error messages or disabled button.
• Confirmation of user permissions.