Company Approvals

Company approvals

There are numerous approval flows in WorkBook, but what do they do and how do you use them to the fullest? That is the question that this guide attempts to answer.

Approval flows are used to catch errors, such as typos and general mistakes before they end up at our customer or before that you accidentally order twenty new phones instead of two. Let’s say that i’m working on a purchase order, once i’m done with the purchase order i will set it to ‘status 20 for approval’. Now depending on the setup one of two things is going to happen:

1: No approval flow is setup, then the approval flow will be skipped and the invoice goes directly to ‘status 40 – Approved’.

2: An approval flow is setup, then the selected approver will receive a message in their inbox that they have a PO to approve. From here they have the option to approve or reject the PO. If the PO is approved i will hear nothing more from it. However if is it rejected then i will be notified, make changes and then send it for approval again.

So how do we get started setting up an approval flow?

You can manage approval flows in ‘Settings’ > ‘Company approvals’. When choosing the approvers there are two ways of doing so depending on the approval role.

Approval roles

Approval roles such as ‘Author / Entry user’ or ‘Project manager on job’ doesn’t need an employee attached since the approver will be chosen from the settings on the job. The other way is by using approval roles such as ‘General approver’ or ‘Pool approver’, these has to have an employee attached to them, since they are not determined by any settings on the job.

It is possible to add more than one employee for example as a ‘General approver’. Different roles can apply to each approval types.

Once you set a role as “Active” in the grid, the system will start enforcing the role/employee to approve. All approvals are sent out as notifications to each employee that has been included as approver.

Parameters

Different parameters will be available depending on which approval flow you’re looking at. These parameters can be used to control if a voucher needs to be approved or not. Please note that all options most likely isn’t shown in your grid, but can be found by using the ‘Modify grid’ function, found in the context menu in the top left corner of the grid, or by right-clicking in the grid.

Priority

This can also be used in conjunction with other parameters, such as ‘Trigger amount’. In the example below ‘Priority’ is used together with ‘Trigger amount’ to ensure that approval is only needed, once a certain amount is met.
This can also be used in conjunction with other parameters, such as ‘Trigger amount’. In the example below ‘Priority’ is used together with ‘Trigger amount’ to ensure that approval is only needed, once a certain amount is met.

Author / Entry user

This is the author or entry user.

Project manager on job

The project manager on the job can be set under via Jobs, select the job and then find the Job properties sidebar.

Account manager on job

The account manager on the job can be set under via Jobs, select the job and then find the Job properties sidebar.

Account manager on client

The account manager on the client can be set under via the Resources, select the job and then find the Job properties sidebar.

Employee time entry approver

Employee manager

General approver

A general approver is an employee, who has been set as an approver for all registrations, for the relevant subject (time registration, expense entries, mileage, etc.).

Finance account approver

The finance account approver can be set on the approvals for the finance account properties. If the finance account does not contain any approvers, entries will go through without approval.

Secondary approver

A specified employee can be added to approval flows as a secondary employee, to make sure that items always have more than one approver.
If there is only 1 approver linked to an entry, then the secondary approver will be activated.
For example, if Peter Johnson (as seen in the image below), is both a general approver AND has the approver role as the account manager on the job, then the secondary approver would have to approve the entry for it to be approved.

Expense entry posting type 3 – operating approver

This approval role will approve all expense entries with the type “operating”.

Pool approver

If a company uses the role “pool approver” then only 1 of the designated pool approvers need to approve the entry, no matter which one of them it is, for the entry to be approved.

Expense Entry Posting Type 3 – Operating; Employee manager

This approval role will be used when an employee registers an expense entry with the type “operating”. With this approval role active, it will be the entry user’s manager that will approve the the expense entry.

Limit to billable/non-billable jobs

Simply navigate to Settings and find the group Company approvals. Chose the approval setup you wish to edit.

Add/remove approvers and then limit them to to the job billable status you like.

In this case all time entries must be approved by

  1. An employee manager
  2. A general approver based on if the job is billable or not

Job billable status

To check if a job is billable simply

  1. Navigate to the job module
  2. Click on the job list
  3. Find the job
  4. Open the job settings sidebar
  5. See what status the job has

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