Merge pull request #61596 from Expensify/sonialiap-prohibited-expenses

[No QA] Sonialiap prohibited expenses

Author: AndrewGable

docs/articles/new-expensify/workspaces/Prohibited-Expense-Rule.md

@@ -0,0 +1,70 @@
+---
+title: Prohibited Expenses Rule
+description: Learn how to enable and use the Prohibited expenses rule to automatically flag receipts with restricted items such as alcohol, gambling, or tobacco.
+keywords: [prohibited expenses, receipt violation, SmartScan, alcohol, gambling, expense rules, workspace settings, line item compliance]
+---
+<div id="new-expensify" markdown="1">
+
+Enable the **Prohibited expenses** rule to automatically flag receipts containing restricted purchases like alcohol, gambling, or tobacco. This rule uses Expensify’s AI-powered SmartScan to detect violations at the line-item level and notify admins for review.
+
+# Prohibited Expense Rule
+
+The Prohibited expenses rule allows Workspace Admins to enforce compliance by flagging receipts that contain restricted items. SmartScan analyzes individual line items and applies violations when prohibited categories are detected.
+
+## How it works
+
+Once enabled, this rule uses AI to review receipt line items during SmartScan. If a prohibited item is found, the expense is flagged for review.
+
+- Available in both Expensify Classic and New Expensify.
+- Configuration is only available in New Expensify.
+- Automatically flags receipts for manual review by a Workspace Admin or approver.
+
+## How to enable the rule
+
+To turn on the Prohibited expenses rule:
+
+1. Go to **Settings** > **Workspaces** > click _Workspace Name_ > **Rules** > **Expenses**.
+2. Scroll to the section titled **Prohibited expenses**.
+3. Toggle on the rule.
+4. Select the prohibited categories you want to monitor:
+   - Adult entertainment
+   - Alcohol
+   - Gambling
+   - Hotel incidentals
+   - Tobacco
+
+**Note:** This rule is disabled by default. Admins must enable it and choose which categories to apply.
+
+## What happens when a prohibited item is detected?
+
+If a SmartScan detects a prohibited item:
+
+- A violation is added to the expense.
+- The expense displays the messages:
+  - `"Receipt Issue Found"`
+  - `"Prohibited expense: Alcohol"` (or the relevant flagged category).
+- The expense requires manual review by the approver.
+
+---
+
+# FAQ
+
+## Who can enable the Prohibited Expenses Rule?
+
+Only Workspace Admins can enable or adjust this rule in New Expensify.
+
+## Will violations appear in Expensify Classic?
+
+Yes. Even though configuration is handled in New Expensify, violations appear in both **Expensify Classic** and **New Expensify** when viewing expenses.
+
+If the Domain Group setting, **Strictly enforce expense workspace rules** is enabled, it will block the submission of the expense with the prohibited item violation. 
+
+## Will SmartScan still work if the rule is off?
+
+Yes. SmartScan will still extract the merchant, date, and amount. However, it will not flag line items for violations unless the rule is enabled.
+
+## Is this rule part of SmartScan?
+
+Yes. Once enabled, the rule works seamlessly with SmartScan to detect prohibited line items in all scanned receipts.
+
+</div>

docs/articles/new-expensify/workspaces/Set-up-rules.md

@@ -30,6 +30,22 @@ Once Rules are enabled, you can customize individual expense settings:
 - **Billable default**: Set expenses as billable or non-billable by default.
 - **eReceipts**: Enable eReceipts for most USD credit transactions. This is available when the Default currency set in the Overview is set to USD.
 
+# Configure Prohibited Expense Rule
+
+To flag restricted expense types for manual review:
+
+1. Go to **Settings** > **Workspaces** > click **Workspace Name** > **Rules** > **Expenses**.
+2. Scroll to the **Prohibited expenses** section.
+3. Toggle on the feature, then select the types of restricted items to flag:
+   - Alcohol  
+   - Gambling  
+   - Tobacco  
+   - Hotel incidentals  
+   - Adult entertainment  
+4. If an uploaded receipt contains any of the flagged items, the expense will be marked for manual review.
+
+**Note:** Prohibited expense violations appear in both New Expensify and Expensify Classic. However, a Workspace Admin must enable the rules in **New Expensify** for them to take effect.
+
 # Configure expense report rules
 
 1. Click **Rules** in the left menu.