Rule warnings, blockers, and override governance
MobilityManager runs a configurable quality-rules engine over every Beleg (receipt/expense document) as it moves through review. This article explains the rules, their severities, where they block the workflow, and how an authorized reviewer overrides a warning with a governed, audited reason.
The rules that are evaluated
Five rules are checked. Each produces an outcome with an explanation you can read on the Beleg:
| Rule | What it detects | Default severity |
|---|---|---|
| Missing line-item cost center | A line item has no cost center (Kostenstelle) assigned. | Blocking |
| Missing line-item tax rate | A line item has no VAT rate (Umsatzsteuersatz). | Blocking |
| Fuel mismatch | A fuel Beleg's fuel type does not match the vehicle's registered fuel type. | Warning |
| Duplicate candidate | Another Beleg shares the same type, vehicle, date and gross amount (and invoice number when configured). | Warning |
| Mileage plausibility | The invoice mileage deviates from the vehicle odometer beyond the configured km or percentage threshold. | Warning |
Evaluation is deterministic for a given Beleg and configuration version, and results are cached until the Beleg changes, so re-opening a Beleg shows stable outcomes.
Severities and what they mean
Each rule's severity is configurable per Beleg type and takes one of four values:
- Off — the rule is disabled and produces no outcome.
- Info — informational only.
- Warning — can be overridden with a reason.
- Blocking — a hard stop that must be fixed.
Note: An unrecognized or mistyped severity value fails closed to Blocking, so a configuration typo can never silently switch off a quality gate.
Where rules block the workflow
Rules are enforced at the review gates:
- Blocking outcomes prevent moving the Beleg to In Review and to Approved until the data is corrected. Missing cost center and missing tax rate specifically block the In Review step.
- Warning outcomes do not block reaching In Review, but they must be overridden before the Beleg can be Approved.
Overriding a warning
Overriding lets an authorized reviewer accept a warning and proceed to approval. Overrides are governed:
- Open the Beleg and locate the warning in its rule outcomes.
- Choose to override it and enter a reason. The reason is mandatory — an empty reason is rejected.
- The warning is marked as overridden and no longer blocks approval.
Only Warning outcomes can be overridden. Blockers cannot — you must fix the underlying data. A warning that is already overridden cannot be overridden again. Overriding requires the belege:transition permission.
What gets recorded
Each override writes an immutable record capturing the rule, the reason, and the acting user and their email, plus an override-warning event in the audit trail. These records feed the compliance reporting dashboard, which shows warning and override trends over time so managers can spot patterns of frequent overrides.
Related
- Approving a Beleg and how approval locks the record
- Reviewing Belege in the review queue
- Making a financial correction during review
- The compliance trail and retention
