Topics in this article
Your Beeline Enterprise Invoicing solution includes these two types of automated data integrity checks to help you minimize invoicing failures: pre-invoice and recurring validations.
Find out how data validation works
| Pre-invoice | Recurring | |
|---|---|---|
| Data | Timesheets, expenses, miscellaneous fees, milestones, and units of measure | Timesheets, expenses, miscellaneous fees, milestones, and units of measure |
| Integrity validations | Pre-invoice validations automatically validate your financial data immediately before your scheduled invoice batch is processed. | Financial records submitted for processing are automatically checked for specific data integrity points at recurring intervals. |
| Record disposition | Extracted Financial records that could cause failures in scheduled invoice batches are automatically identified and removed from a scheduled batch. Once extracted, the record remains in an Approved status. Accurate records are processed in your scheduled batch. | Flagged Invalid records are immediately flagged but are not removed from a scheduled invoice batch. The record remains in an Approved status but will continue to cause an error and trigger a notification. |
| Notifications | Error log emails notify you about invalid data so responsible personnel can review, revise, and reapprove records as needed. | Errors automatically display in the Financial Management dashboard and the Recurring Validations widget. |
| Data reprocessing | How quickly corrected records are added to your next scheduled invoice batch depends entirely on how fast you and your team remediate errors and, when necessary, reapprove financials. | Invalid records with recurring errors will continue to error out until you correct the data. After you correct the error, the record will be included your next scheduled invoice batch |
| Visibility | Visibility into the Recurring Validations widget, the Financial Management dashboard and financial data respect your existing Enterprise configuration. | |
Explore topics in this article to learn about each data validation check and discover potential options for correcting invalid financial records.
Navigating to the Financial Management dashboard
To get to the Financial Management dashboard, complete these steps from your Enterprise dashboard.
- Select My Beeline > My Dashboards > More > Financial Management.
Adding the Recurring Validations widget
To add the Recurring Validations widget, complete these steps from your Enterprise dashboard.
- Select My Beeline > My Personal Dashboards > Create Dashboard.
- In the Dashboard Name field, add a label for your dashboard.
- Select a format for your dashboard from the Choose Layout section.
- Select Create.
- Drag and drop the Recurring Validations widget from the General section in the Widget Library to the location you want in your dashboard.
- Select the Save icon.
Information in this article reflects a standard Enterprise configuration. Your Enterprise platform is based on your organization’s configuration settings and/or data visibility rules and may vary slightly from what is described.
Pre-invoice and recurring validations
Expense missing required assignment CDF
Validation type: pre-invoice and recurring
Issue
The expense is missing data in client-defined fields (CDFs) that are required and mandatory.
Potential solutions
Amend the assignment to include data in the required CDFs with an effective date earlier than the inaccurate, submitted expense.
Expense missing required cost center CDF
Validation type: pre-invoice and recurring
Issue
The expense is missing data in client-defined fields (CDFs) that are required and mandatory.
Potential solutions
Amend the assignment to include data in the required CDFs with an effective date earlier than the inaccurate, submitted expense.
Expense missing required project name CDF
Validation type: pre-invoice and recurring
Issue
The expense is missing data in client-defined fields (CDFs) that are required and mandatory.
Potential solutions
Amend the assignment to include data in the required CDFs with an effective date earlier than the inaccurate, submitted expense.
Expense missing required supplier CDF
Validation type: pre-invoice and recurring
Issue
The expense is missing data in client-defined fields (CDFs) that are required and mandatory.
Potential solutions
Amend the assignment to include data in the required CDFs with an effective date earlier than the inaccurate, submitted expense.
Inactive cost center timesheet
Validation type: pre-invoice and recurring
Issue
A timesheet has entries billed to an inactive cost center. The cause of the error varies based on how the cost center was captured for invoicing. For example, from an assignment, a timesheet, a cost allocation value on an assignment or a cost allocation value on a timesheet.
Potential solutions
- If you determine the cost center is actually correct and should be active, you must reactivate the cost center. Select Admin > Security, and then select Cost Centers to review your cost center data. If you determine the cost center is correct, follow your standard business process to correct cost center data.
- If the invoicing cost center came from an assignment, amend the assignment so that the cost center is active with an effective date earlier than the week ending for the submitted timesheet.
- If the invoicing cost center came from a timesheet, the contingent talent or the program office must choose a different, active cost center for the time entry, and then resubmit the timesheet.
- If the invoicing cost center came from a cost allocation string on an assignment, amend the cost center string on the assignment to an active cost center with an effective date earlier than the assignment start date. Find out how in this article.
- If the invoicing cost center came from a cost allocation string selected on a timesheet, amend the cost center string on the assignment to an active cost center with an effective date earlier than the submitted timesheet. Find out how in this article.
Overtime entry when OT Calc on
Validation type: pre-invoice and recurring
Issue
Overtime was submitted on the timesheet but isn’t supported because the Auto-calculate OT option is activated and time entries must be entered as regular time (RT).
Potential solutions
- If selecting an earning code during time entry is unsupported and incorrect, adjust the time entries to RT. Appropriate earning codes will be automatically applied.
- If selecting an earning code during time entry is supported and correct, overtime must be added to the assignment rate card.
Miscellaneous fee missing required assignment CDF
Validation type: pre-invoice and recurring
Issue
The miscellaneous fee is missing data in client-defined fields (CDFs) that are required and mandatory.
Potential solutions
Amend the assignment to include data in the required CDFs with an effective date earlier than the inaccurate, submitted miscellaneous fee.
Miscellaneous fee missing required cost center CDF
Validation type: pre-invoice and recurring
Issue
The miscellaneous fee is missing data in client-defined fields (CDFs) that are required and mandatory.
Potential solutions
Amend the assignment to include data in the required CDFs with an effective date earlier than the inaccurate, submitted miscellaneous fee.
Miscellaneous fee missing required project name CDF
Validation type: pre-invoice and recurring
Issue
The miscellaneous fee is missing data in client-defined fields (CDFs) that are required and mandatory.
Potential solutions
Amend the assignment to include data in the required CDFs with an effective date earlier than the inaccurate, submitted miscellaneous fee.
Miscellaneous fee missing required supplier CDF
Validation type: pre-invoice and recurring
Issue
The miscellaneous fee is missing data in client-defined fields (CDFs) that are required and mandatory.
Potential solutions
Amend the assignment to include data in the required CDFs with an effective date earlier than the inaccurate, submitted miscellaneous fee.
Missing funding model expense
Validation type: pre-invoice and recurring
Issue
A funding model is required and active, but is missing from the submitted expense.
Potential solutions
Associate a funding model with the supplier record identified in the validation message.
Missing funding model milestone
Validation type: pre-invoice and recurring
Issue
A funding model is required and active, but is missing from the submitted milestone.
Potential solutions
Associate a funding model with the supplier record identified in the validation message.
Missing funding model miscellaneous fee
Validation type: pre-invoice and recurring
Issue
A funding model is required and active, but is missing from the submitted miscellaneous fee.
Potential solutions
Associate a funding model with the supplier record identified in the validation message.
Missing funding model timesheet
Validation type: pre-invoice and recurring
Issue
A funding model is required and active, but is missing from the submitted timesheet.
Potential solutions
Associate a funding model with the supplier record identified in the validation message.
Missing supplier external code timesheet
Validation type: pre-invoice and recurring
Issue
The Supplier associated with the timesheet doesn’t have an external code defined on their Admin/Security record.
Potential solutions
Add or import the supplier’s external code to their Admin/Security record. From your Enterprise dashboard, select Admin > Security. Then select Suppliers from the left navigation on the Security Administration page. Locate and select the supplier’s record you want to update on the Suppliers page. Select Edit on the View Organization Details page, add data in the External Code field, and then select OK.
Timesheet earning code not found on rate card
Validation type: pre-invoice and recurring
Issue
The earning code designated on the timesheet isn’t available on the assignment rate card.
Potential solutions
- If the earning code designated on the timesheet is inaccurate, enter the time against the correct earning code, and resubmit the timesheet for approval.
- If the earning code designated on the timesheet is correct, amend the assignment to add the earning code with an effective date earlier than the submitted timesheet.
Timesheet missing PO number
Validation type: pre-invoice and recurring
Issue
The assignment associated with the timesheet is missing the purchase order (PO) number.
Potential solutions
Amend the assignment to include the PO number with an effective date earlier than the inaccurate, submitted timesheet.
Timesheet missing required assignment CDF
Validation type: pre-invoice and recurring
Issue
The assignment associated with the timesheet is missing data in client-defined fields (CDFs) that are required and mandatory.
Potential solutions
Amend the assignment to include data in the required CDFs with an effective date earlier than the inaccurate, submitted timesheet.
Timesheet missing required cost center CDF
Validation type: pre-invoice and recurring
Issue
The timesheet is missing data in client-defined fields (CDFs) that are required and mandatory.
Potential solutions
Amend the assignment to include data in the required CDFs with an effective date earlier than the inaccurate, submitted timesheet.
Timesheet missing required project name CDF
Validation type: pre-invoice and recurring
Issue
The timesheet is missing data in client-defined fields (CDFs) that are required and mandatory.
Potential solutions
Amend the assignment to include data in the required CDFs with an effective date earlier than the inaccurate, submitted timesheet.
Timesheet missing required supplier CDF
Validation type: pre-invoice and recurring
Issue
The timesheet is missing data in client-defined fields (CDFs) that are required and mandatory.
Potential solutions
Amend the assignment to include data in the required CDFs with an effective date earlier than the inaccurate, submitted timesheet.
Timesheet daily overtime not found on rate card
Validation type: pre-invoice and recurring
Issue
Daily overtime was submitted on the timesheet but isn’t supported because the Auto-calculate OT option is activated OR an overtime rate wasn’t found on the rate card.
Potential solutions
- If the overtime calculated on the timesheet is unsupported and incorrect, amend the assignment to change the overtime rule with an effective date earlier than the inaccurate, submitted timesheet.
- If the overtime calculated on the timesheet is supported and correct, overtime must be added to the assignment rate card.
Timesheet daily double-time not found on rate card
Validation type: pre-invoice and recurring
Issue
Daily double-time was submitted on the timesheet but isn’t supported because the Auto-calculate OT option is activated OR a daily double-time rate wasn’t found on the rate card.
Potential solutions
- If the double-time calculated on the timesheet is unsupported and incorrect, amend the assignment to change the overtime rule with an effective date earlier than the inaccurate, submitted timesheet.
- If the double-time calculated on the timesheet is supported and correct, overtime must be added to the assignment rate card.
Timesheet weekly overtime not found on rate card
Validation type: pre-invoice and recurring
Issue
Weekly overtime was submitted on the timesheet but isn’t supported because the Auto-calculate OT option is activated OR a weekly overtime rate wasn’t found on the rate card.
Potential solutions
- If the overtime calculated on the timesheet is unsupported and incorrect, amend the assignment to change the overtime rule with an effective date earlier than the inaccurate, submitted timesheet.
- If the overtime calculated on the timesheet is supported and correct, overtime must be added to the assignment rate card.
Timesheet weekly double-time not found on rate card
Validation type: pre-invoice and recurring
Issue
Weekly double-time was submitted on the timesheet but isn’t supported because the Auto-calculate OT option is activated OR a weekly double-time rate wasn’t found on the rate card.
Potential solutions
- If the double-time calculated on the timesheet is unsupported and incorrect, amend the assignment to change the overtime rule with an effective date earlier than the inaccurate, submitted timesheet.
- If the double-time calculated on the timesheet is supported and correct, overtime must be added to the assignment rate card.
Voucher across billing period
Validation type: pre-invoice and recurring
Issue
The voucher includes line items that span multiple billing periods, which is unsupported.
Potential solutions
Create separate vouchers that align the expenses with the start and end dates for the billing period. Then resubmit the expense vouchers for approval.
Recurring only validations
Inactive cost center expense or miscellaneous fee
Validation type: recurring
Issue
An expense or a miscellaneous fee has entries billed to an inactive cost center. The cause of the error varies based on how the cost center was captured for invoicing. For example, from an assignment, a cost allocation value on an assignment, or a cost allocation value on an expense or a miscellaneous fee.
Potential solutions
- If you determine the cost center is actually correct and should be active, you must reactivate the cost center. Select Admin > Security, and then select Cost Centers to review your cost center data. To activate a cost center, complete these steps from the Security Administration > Cost Centers page.
- Locate and open the cost center you want to reactivate from the list at the bottom of the Cost Centers page. A View Cost Center Details page displays.
- Select Edit. An Edit Cost Center page displays.
- Select the Active checkbox, and then select OK.
- If the invoicing cost center came from an assignment, amend the assignment so that the cost center is active with an effective date earlier than the submitted expense or voucher.
- If the invoicing cost center came from a cost allocation string on an assignment, amend the cost center string on the assignment to an active cost center with an effective date earlier than the assignment start date. Find out how in this article.
- If the invoicing cost center came from an expense, the contingent talent or the program office must choose a different, active cost center for the time entry, and then resubmit the expense.
- If the invoicing cost center came from an expense, the contingent talent or the program office must choose a different, active cost center for the time entry, and then resubmit the expense.
- If the invoicing cost center came from a cost allocation string on a miscellaneous fee, amend the cost center string on the assignment to an active cost center with an effective date earlier than the miscellaneous fee submit date.
Inactive cost center milestone payment
Validation type: recurring
Issue
A milestone payment has entries billed to an inactive cost center. The cause of the error varies based on how the cost center was captured for invoicing. For example, from a cost center or a cost allocation value on a project or a milestone payment.
Potential solutions
- If the invoicing cost center came from a milestone payment approval, amend the milestone so that the cost center is active with an effective date earlier than the submitted milestone payment.
- If the invoicing cost center came from a cost allocation string on a milestone payment approval, amend the cost center string on the milestone to an active cost center with an effective date earlier than the submitted milestone payment.
- If the invoicing cost center came from a milestone, amend the milestone so that the cost center is active with an effective date earlier than the submitted milestone payment.
- If the invoicing cost center came from a cost allocation string on a milestone, amend the cost center string on the milestone to an active cost center with an effective date earlier than the submitted milestone payment.
- If the invoicing cost center came from the project, amend the project so that the cost center is active with an effective date earlier than the submitted milestone payment.
- If the invoicing cost center came from a cost allocation string on a project, amend the cost center string on the project to an active cost center with an effective date earlier than the submitted milestone payment.
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Documentation release: Beeline Enterprise | Q2 2025