Cancel the approval of previously approved entries

Applies To: Project Operations Integrated with ERP, Core deployment - deal to proforma invoicing

A project manager or approver who has previously approved time, expense, or material usage entries can cancel their approval of those entries.

Follow these steps to cancel the approval of a previously approved time, expense, or material usage entry.

1. Go to Projects > My Work > Approvals.
2. The Approvals list page shows all time entries that are awaiting approval. Change the view to My past approvals.
3. Select the time, expense, or material approvals to cancel. Then, on the Action Pane, select Cancel Approval.
4. In the confirmation message box that appears, select OK to confirm the operation.

Important

You can't cancel the approval of a previously approved time, expense, and material usage entry that has already been invoiced to the customer. If you try, you receive a message that states that the approval can't be canceled because it was already invoiced. In this case, you can cancel the approval only if a corrective invoice is used to issue a full credit or refund to the customer on the original invoice.

Impact of canceling the approval of a previously approved entry

When an approval is canceled, there is both operational impact and financial impact.

Operational impact

If the approval of an entry is canceled, the approval record is marked as Submitted. The status of the entry is changed to Submitted. In this stage, a project team member can recall the entry without submitting a recall request.

The approver can change the Billable quantity and Billing type values, and then approve the entry one more time.

Financial impact

If the approval of an entry is canceled, the corresponding actuals for cost and sales are updated in the following manner:

• The Adjustment Status field is updated to Adjusted.
• The Billing Status field is updated to Canceled.

Next, reversal entries are created in the Actuals table. To create reversal entries, the system copies over the field values from the original actuals. The only values that aren't copied over are the quantity values. These values are reversed instead. Reversed actuals are created for both Cost and Unbilled Sales actuals. The Adjustment Status field on the reversed actuals is set to Unadjustable, and the Billing status field is set to Canceled. Because of these changes, the recorded spending and the revenue backlog on the project will no longer account for the amounts that these actuals represent.