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Approvals overview

Applies To: Project Operations Integrated with ERP, Project Operations Core

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, you also create an approval record. The project approver or manager reviews and approves the entry. If the entry is related to a project, the actuals are created when you approve it. This process lets you track the cost and billing. You can find these records in the Approvals view under the Projects area of the sitemap. Here, you can see different views for the different types of approvals and past approvals.

Note

For time approvals, a time phased grid is available where you can view one week's worth of time approvals (past or pending) at a time, summarized similar to the time entry grid. To use this view, enable the "Time Phased Approvals" feature from the feature control menu and select Calendar view for time approvals from the view selector.

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 creates actuals.

Note

Approval actions (approve, reject, cancel) must be completed by selecting the appropriate action button on the ribbon, or by using the process project approval sets API. You can't complete them by directly updating the Record Stage on the Project Approval record.

Reject an entry

As the project approver, you might need 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 is returned to the user.

Cancel approval

In some cases, you might need to cancel a previously approved entry. When you cancel an approval, you negate any actuals that you created when you originally approved the entry. Due to this action, canceling a previously approved entry has a financial impact.

Approve recall requests

In some cases, a consultant might need to recall a previously approved entry. Approving a recall request is like canceling a previously approved entry. The project approver must approve the recall to reverse the transaction in actuals.

Note

Depending on the view, some actions (approve, reject, or cancel) might not appear on the ribbon.

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 is 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 more Project approvers.

Configure the user's manager

  1. Go to Settings > Security > Users.
  2. Select the user to whom you want to assign a manager. In the Organization Information area, select the manager from the list.
  3. Select Save.
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