Exceptions are expense transactions that have been suspended because they are incomplete for billing purposes. The most frequently encountered type of exception is a telephone or mobile phone call that does not have a valid account code assigned. Other examples of transactions lacking an account code include:

• A copy, print or fax transaction generated before an account code had been created within the accounting system. In such a situation, the staff member would use the "Override" function on the terminal or network print control interface and enter a description of the client and project or matter for reference.
• Third party expense data imported from vendors such as on-line search providers, corporate credit card providers, taxi companies, courier services and travel agents. Many of these transactions may have account codes provided at the time the expense was incurred, but if the code is incorrect or missing, the transaction is processed as an exception.

The Billback Exception Editor also considerably broadens the scope of exception handling with its workflow rules engine and approval modules. These modules allow transactions to be suspended and processed in highly customized ways regardless of whether they already have a valid account code assigned.
Billback can be configured to automatically forward high-cost or high-volume transaction details to an individual’s supervisor to obtain approval prior to posting to the accounting system. Third party transactions (direct out-of-pockets, in contrast to internal expenses) may be suspended for supervisor approval depending upon value, individual staff pre-approved expenditure level or simply their disbursement type. In this way, air travel costs over a specified value may be bounced to a supervisor for approval because of the level of the individual who incurred the cost.
The Exception Editor offers the following functionality:

• Due to the ability of Billback to import client/matter information in real-time, new account codes are available for validation within the Exception Editor almost immediately after creation within the accounting solution. This minimizes the need for staff to use admin or non-charge codes due simply to the unavailability of an otherwise valid account code. With the traditional batch account code download process, one or more days can pass before a new account code is available within the disbursement solution. With Billback, this problem is resolved entirely.
• Billback’s Exception Editor uses the same browser-based capabilities of the Billback management application to process transactions. Once assigned, exception transactions upload directly to the accounting system.
• Reports on outstanding exceptions that can be easily generated using the Billback report generator. These reports, using the robust Crystal Reports Professional, can be scheduled and emailed regularly to the relevant administrator for review and follow up.