May 2024

Updated at August 6th, 2025

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Table of Contents

Ability to Copy Budgets Approver Details in the Activity Code Export Changes to Business Central Export Types Journal Export Purchase Invoice Export Supplier Validation Change Driver Supplier Setup Supplier Import Validation Status in Supplier Invoices Supplier Invalid Flag on Claim Search Screen Ignore Supplier Validation Email Notifications

Ability to Copy Budgets

We are excited to announce a new enhancement to our Budget Module - the ability to copy existing budgets for a new period. This feature is designed to save time and effort, making budget creation more efficient and user-friendly.

To copy a budget, please follow below steps -

Choose any existing budget that you want to copy.
Click on Copy Budget button to clone the selected budget for a new period.
In the pop-up, enter the new period details and the name of the new budget.
Once the details are entered, click on Save Copy button.
This will create the new budget and will automatically take you to that budget.
Update the allocations and opening balances, if required.
Release the budget when ready.

The history section in the new budget shows the details of the budget from which it has been copied.

Approver Details in the Activity Code Export

If the approvals in your site are based on activity codes, then each activity code can a default approver.

We have now included these approver details in the activity code export which can be downloaded from the Export Database section.

Changes to Business Central Export Types

We have made a few changes to Business Central export types -

Journal Export

The system can now populate the GST/VAT Business Posting Group field on line level.
If there are any custom fields setup on line level for journals, ProSpend can export to those fields now. This can be setup for up to 8 fields.

Purchase Invoice Export

If there are dimensions enabled at header level, the system can export to those fields. This can be setup for up to 3 dimensions.
If there are any custom fields setup at header level, the system can export to those fields. This can be setup for up to 8 fields.

Please reach out to us if you want this setup in your ProSpend site.

Supplier Validation

We now have an option to add supplier validation checks in ProSpend, such that invoices can be blocked from submission if the supplier is set to be invalid. In the supplier settings page, if the supplier is set to be invalid using the fields shown in #1 below, any new invoices linked to this supplier will be blocked from being submitted forward. Relevant ProSpend users that are subscribed to the notifications discussed in # 4 below will be notified automatically. The supplier settings can also be updated via an upload file.

To unblock all blocked invoices so they can be submitted forward for approval, payers or admins (users that can edit supplier settings) will need to set the supplier to salid via the supplier settings page based on their discretion. Alternatively, payers with the right permission can ignore validation status checking on individual invoices via the claim search page, as shown in # 5 below. When the invoices have been unblocked, the relevant users subscribing to the notifications discussed in # 4 below will be notified automatically.

Change Driver

When an invoice is received from certain suppliers, ProSpend should be able to flag if those suppliers’ documentation is not maintained correctly with the customer. Adding supplier validation check allows customers to put invoices on-hold and unable to progress further when supplier documentation is not up to date / invalid.

Please reach out to us if you want this setup in your ProSpend site.

Supplier Setup

Once the functionality has been enabled, follow the steps below to setup a validation status for a supplier -

Navigate to Setup > Suppliers
Click into the required supplier
Two new fields should show up -
- Validation Required - Yes or No
- Validation Status - Valid, Invalid, or Unknown

Sample A: Validation is set to No, Validation Status is disabled

Sample B: Validation is set to Yes, Select Validation Status

Supplier Import

These new fields, Validation Required and Validation Status, can also be updated via the supplier import file.

Column Name	Column Values
Validation Required	TRUE or FALSE
Validation Status	Valid, Invalid or Unknown

For this functionality to work, the supplier settings page should have the new user interface.

Validation Status in Supplier Invoices

A new field called Validation Status is added to supplier invoices. It is shown in the header section.

Sample A: Supplier invoice when supplier is valid

Sample B: Supplier invoice when supplier is invalid

Supplier Invalid Flag on Claim Search Screen

The system will show a supplier invalid flag in the Alerts column if a supplier invoice is linked to a supplier that is invalid.

Ignore Supplier Validation

Payers with Acknowledge Claim Supplier Invalid permission can ignore supplier validation.

When supplier validation is ignored for a supplier invoice, below is what the supplier invoice look like.

Below flag will be shown in the Alerts column against a supplier invoice when the supplier validation is ignored.

Email Notifications

Below email notifications can be enabled or disabled in the user settings -

Supplier - Validation Invalid Emails - these go to payers or admins when a supplier invoice is linked to an invalid supplier.
Supplier - Validation Acknowledge Emails - these go to claimants when the validation is ignored by a payer or an admin.
Supplier - Validation Update Emails - these go to claimants when an invalid supplier is made valid.

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