Approvals overview

Applies To: Project Operations for resource/non-stocked based scenarios, Lite deployment - deal to proforma invoicing

Time, expense, and material usage submissions move through an approval workflow. After the entries are approved, transactions are recorded in actuals or time is booked in the schedule.

Approvals workflow

When you create and submit a time, expense, or material usage entry, an approval record is created. The project approver or manager reviews and approves the entry. If the entry is related to a project, the actuals will be created when it's approved. This allows the cost and billing to be tracked.

Approve an entry

The Approvals page allows you to switch between different views so that you can view the different types of approvals.

  1. Go to the Approvals page and select Expenses, Time, Material Usage, or Recalls.
  2. Review each approval, and select the ones you want to approve.
  3. Select Approve to approve the selected entries. The system processes these entries and create actuals.

Reject an entry

As the Project approver, you may have to send an entry back to a user for correction.

  1. Go to the Approvals page and select the entry to reject.
  2. Select Reject.
  3. Optional, add a comment in the Rejection Comments dialog box to inform the user why the entry is being rejected.
  4. Select OK. The entry will be returned to the user.

Cancel approval

In some cases, you might need to cancel a previously approved entry. Canceling a previously approved entry will have a financial impact.

Approving recall requests

In some cases, a consultant may need to recall a previously approved entry. Canceling a previously approved entry will have a financial impact. The project approver is required to approve the recall to reverse the transaction in Actuals.

Specify Project approvers

Each project has a number of project team members. You can specify which team members are also Project approvers.

  1. Go to the Projects page and open the project from the list.
  2. On the Team tab, select the team member who will be a Project approver and then select Edit.
  3. Set the Project Approver field to Yes.
  4. Select Save.
  5. Repeat steps 2-4 to add additional Project approvers.

Configure the user's manager

  1. Go to Settings > Security > Users.
  2. Select the user to whom you are assigning a manager and in the Organization Information area, select the manager from the list.
  3. Select Save.