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Mitratech Success Center

CSM/Collaborati: What are the Invoice Validation (OOTB) Rules provided by CSM? And what is the message that shows on the Rejected invoices in Collaborati?

Note that some of the Validations rules throw a Warning in CSM. Other rules throw an error that will automatically Reject the invoice and enter the Reason for Rejection in the Comments. These are differentiated below by the words "Warning Message" or "Rejection Reason". Note also that the Rejection Reason is an editable field in the Invoice Validation Rules in CSM.


Fee Charges Exceed Agreed Rates

Warning message: Timekeeper rate exceeds the negotiated rate of %s/hr

Expense Charges Exceed Acceptable Unit Costs

Warning message: Expense exceeds the maximum allowed unit cost of %s /unit

Do Not Allow Multi-Matter Invoices

Rejection Reason: Multi-matter invoices are not accepted.

This invoice was rejected for Multi-matter invoices are not accepted.

Timekeeper Billed Too Much Time

Warning message: Timekeeper daily time entry exceeds the maximum allowed time of %s hrs.

Invoice Service/Expense Charges are Too Old

Warning message: Charge service or expense date is more than %d days old. Allowed maximum number of days between the charge date and the invoice date is %s days.

Invoice is Too Old

Rejection Reason: Invoice cannot be accepted as past due.

• Invoice Contains Duplicate Timekeeper Charge

Warning message: Potential duplicate charge, see line item %s

OR Potential duplicate charge on: (line item )

Invoice Contains Duplicate Expense

Warning message: Potential duplicate expense, see line item %s

OR Potential duplicate expense on: (line item )

Invoice Line Item Description Contains Unauthorized Keywords

Warning message: Line item description contains a charge matching disallowed description: %s

Invoice currency doesn't match vendor currency

Rejection Reason: Invoice currency SUBMITTED CURRENCY CODE does not match our records for your company: VENDOR CURRENCY CODE. Please contact your client's billing coordinator.

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Other validations performed by TeamConnect on invoices: 

This invoice was rejected for Line item is missing Timekeeper information 
SOLUTION FOR COLLABORATI VENDORS : This rejection is caused when you choose the Item Type: Total Fees. When you create your line items, use the Item Type: Fee or Exp. (see: How to Create a Manual Invoice) 
EXPLANATION FOR TEAMCONNECT USERS: This is a setting in TeamConnect: Timekeeper required – this is on the Object Definition > Invoice > Line Item >Line Items settings (see: TeamConnect/CSM: Requiring a Timekeeper on Fee line items OR Allowing Total Fees; Allowing Total Expenses ) 

There are more than 1 invoices with the same number string for the same vendor. 
'Unable to save invoice. Duplicate invoice <invoice number> exists within one year of the supplied invoice date for <vendor name>. Please provide a unique invoice number. 
SOLUTION FOR COLLABORATI VENDORS: Your client does not allow duplicate invoices. You may want to contact your client, or you can try submitting your invoice with a slight variation of the invoice number , such as changing invoice # 1234 to # 1234A. 
EXPLANATION FOR TEAMCONNECT USERS: This is a setting in TeamConnect: In Setup > System Settings > Backwards Compatibility Settings > Check the box - Allow Duplicate Invoices (Same invoice number, invoice date year and vendor)