Approval notification

Definition

Notifications are warnings/messages coming from the system. For instance, all approvals that you are required to do, will be delivered as a notification to the Conversations & Notifications tab, and sent as an email if the system is set up for this. Here’s a list of notification types that can be added:

  • Time entry approval
    This approval notification will show you the time entries send for your approval.
  • Incomplete time entry
    This approval notification will show you a list of days that you have missed. Additionally you can enter the time used directly below. In that way you don’t have to go to the time sheet and find the day. 
  • Expense entries under preparation / for approval
    This approval notification will show you the expense entries under preparation / awaiting your approval.
  • Monthly WIP adjustments
    This approval notification will show you the Work in Process adjustments send for your approval. You can select the job in the upper grid and adjust the financial values in the bottom grid. Once you have entered the adjusted value(s) write a comment and click the OK button. Tip: If you prefer to valuate by completion rate then enter completion rate a percentage in the completion rate column. Then the system will calculate an up/down adjustment accordingly.
  • Active jobs with overdue end date
    This approval notification will show you a list of jobs, where you are the project manager, with an overdue end date. You can change to end date directly in the list or change the status by clicking on the colour coded square job status icon.

  • Material, mileage, subsistence allowance entries under preparation / for approval
    This approval notification will show you the various types of entries under preparation / for approval.

  • Missing sales tax rates
    This approval notification will show you a list of sales tax without any rates applied.
  • Pipeline activities for follow-up
    This approval notification will simply prompt you if there are any pipeline activities due.
  • Purchase orders for approval
    This approval notification will show you a list of purchase orders awaiting your approval or rejection.

  • Vouchers awaiting your approval
    This approval notification will show you the vouchers currently awaiting your approval and possibly the mapping to an finance account or job, which you can select in the lower window. Also, if a scanned file has been uploaded along with the voucher, you can view it by clicking on the  button.

  • Price quotes for approval
    This approval notification will show you a list of price quotes awaiting your approval. To view the actual price quote, click the  button.

  • Invoices approved and ready to be closed
    This approval notification will show you a list of invoices that has been approved, but not yet finalized. 
  • Invoices awaiting your approval
    This approval notification will show you a list of invoices awaiting your approval.

  • General ledger approval
    This will show you a list of ledgers send to you for approval. Also it will show the ledger records in the bottom of the screen.
  • Rejected entries
    This notification will show you a list of rejected entries.
  • Finance accounts approval
    This approval notification will show you a list of new finance accounts added to the Chart of Accounts and awaits your approval before they can be used
  • Portal user has created a new job
    This Notification will inform you when a Portal user has created a job. 
  • Notify project manager if another user changes the job status code
    This notification is useful if you would like to be notified of any changes being done to your job. 
  • Task responsible notification when task is marked as done
    Sends a notification when a user completes a task that you have added. 
  • New job created with you as the project manager
  • Absence entry for approval
    This notification is great as it will make sure that all absence (mostly holiday) requests are approved digitally. 
  • Job with missing dimension settings
  • Iris voucher import
  • Task completion approval
    This notification is raised once a user has marked a task as done, and you would like to enforce an approval of this task completion. 
  • Billable jobs ready for invoicing
    This notification simply gives you a list of billable jobs with the job status Ready for invoicing. 
  • Billable jobs with open price quotes
    This notification is useful if you are looking in to making sure that all price quotes are to be approved. 
  • Purchase orders ready for settlement
    This notification will give you a list of unsettled purchase orders (purchase orders which you haven’t reconciled against a real supplier invoice). If you don’t accrue purchase orders, then this list gives you a great overview of your liabilities. 
  • Job tickets: if the amount of hours entered exceeds the hours purchased
    If you sell support hours by the bulk (for example 20 hours pre-billed support) then this notification will warn you once a job has reached it’s limits.  
  • Task ETC request
  • Tasks with not fully booked capacity needs
    If you by mistake have allocated a task with too many hours to a user that does not have sufficient capacity, this notification will be raised.
  • Subscription agreements ready for billing
    If you have the Subscription management module enabled, and the system has recognized subscriptions that are ready to be invoiced, then this notification is raised
  • Debtor invoices with due payment
    If an invoice is due payment, this notification is raised.
  • Monthly finance check list
    If the monthly finance check list hasn’t been completed, this notification is raised.
  • Project postings
    This notification will show you the project posting that awaits posting.
  • Imported emails ready for processing
    This notification will show you a list of imported emails that are ready to be saved or converted to a task. If the contacts email address is already created in the system WorkBook be able to suggest where to save the email.
  • Yesterday’s time entries on jobs where you are responsible
    This notification will show you a list of time entries submitted within the last 24 hours on jobs that you are the project manager on.
  • Time entry check list for the last 30 days
    This notification will show a list of employees and the time entries submitted from the last 30 days. It is useful when checking if everybody is up to date on submitting their time sheets.

Getting notified when all approvers has approved

On price quotes, invoices, purchase orders and general ledger journals you will be notified automatically when the item has been approved.


Alerts

The system will notify you when new messages or notifications arrive. As default a counter will be shown on the tab icon and also a notification is raised in the lower right corner when you log in and again every 30 minutes. You can personalize the notification settings by opening “My settings”.

Notification setup

All notifications are maintained from Settings / Advanced tools / Conversation & Notification setup. From here you can enable new ones on your system or control how often they should run (or force them to run now by clicking on the context menu).

 

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