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The approval process can have between 1 and 4 steps, as needed.
Configuration
User configuration
There are two user settings relevant for this functionality: Approval manner and Payment manner.
Setting up the Approval manner for all Resources (system level)
From Administrator > Web administrator > Configuration > Settings
Select the Default resource approval manner
Click “Apply to all users”
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Setting up the Approval manner for specific Resources (resource level)
The Approval manner and Payment manner can also be set at the resource level from the dropdown menus in the user’s profile:
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These fields can only be seen and edited by managers. |
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These settings will precede the system default if set at a user level. |
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For more information on Payment manners, please check the Payment manner article. |
Other relevant roles
Can delete Resource reports created by other users
Enables the user to delete resource reports created by other users
Can edit the “Payment due on” field in Resource reports
Enables the user to edit the “Payment due on” field in the Resource reports pages.
Can see resource rate related info in basic user pages
Will show information such as rate breakdown in the My menu > Resource report generator page
System configuration
By default, the system applies one approval step to the Resource reports.
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If used, the “Processed by accounting” column in the Resource reports page will change to reflect the number of steps:
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Relevant roles
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Can approve resource report step 1
Allows the user to approve or un-approve the first step in the approval process.
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Can approve resource report step 2
Allows the user to approve or un-approve the second step in the approval process.
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Can approve resource report step 3
Allows the user to approve or un-approve the third step in the approval process.
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Can
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un-approve
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resource report at all levels
Allows the user to un-approve any step in the approval process.
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Requiring manager approval for resource report items
The names of the steps can be customized from Administrator > Web administrator > Name conventions.
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User configuration
There are two user settings relevant for this functionality: Approval manner and Payment manner.
Setting up the Approval manner for all Resources (system level)
From creation of resource reports by resources can be limited based on an approval step performed by a manager.
From Finance > Billing > Resource report generator, it’s possible to add an additional column, Approve for billing.
Only items that have been approved for billing can be used to generate a resource report.
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Basic resources will only be able to mark for billing items that have been approved by a manager, as indicated by the icon:
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This functionality can be enabled from Administrator > Web administrator > Configuration > Settings
Select the Default resource approval manner
Click “Apply to all users”
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Setting up the Approval manner for specific Resources (resource level)
The Approval manner and Payment manner can also be set at the resource level from the dropdown menus in the user’s profile:
| Info |
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These fields can only be seen and edited by managers. |
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| Info |
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These settings will precede the system default if set at a user level. |
| Tip |
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For more information on Payment manners, please check the Payment manner article. |
Other relevant roles
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Can delete Resource reports created by other users |
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Can edit the “Payment due on” field in Resource reports |
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Naming conventions
The names of the steps can be customized from Administrator > Web administrator > Name conventions.
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From: Finance > Billing > Resource reports
Once a user submits their resource report, it will be available on this page, where managers can keep track of the current status of a report.
Resource reports page
Key columns
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Resource - The resource the report belongs to
Resource report number - The unique ID of the resource report
Description - An editable field. Defaults to “billing in (report currency)”
Full view - A detailed listing of the tasks and files included in the resource report
Items - A detailed listing of the tasks included in the resource report
Total billed - The total amount in the due in the resource report
Currency - The currency of the resource report
Submitted by resource - Confirmation if the resource report was submitted or not
Submitted on - The date in which the resource report was submitted
Reject by accounting and send rejection mail - Click to reject a resource report. More info under Rejecting a resource report
Processed by accounting - Current status of the approval
Billing messages - Messages related to the resource reports. More info in the billing messages article
Accounting date - The date in which the approval process was completed
Billing Hold - A toggle (Can Pay/On Hold) to flag if a resource report can, or cannot, be paid
Payment due on - The date the payment is due. Can be autopopulated using the Payment manner
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This step can be approved at any moment, and is unaffected by the current approval step.
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Required role: Can perform management review
Users with this role can approve or un-approve the “Management review” column items
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Billing hold
If necessary, the approval of a resource report can be suspended by using the “Billing Hold” option:
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Required role: Can put resource report on hold
Users with this role can change the status of the Billing Hold.
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When clicking, the icon will change and the “Processed by accounting” and “Management review” icons will be disabled until it is changed back to “Can Pay”:
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Users with the necessary role can approve and un-approve a step: Can un-approve resource reports at all levels.
If the approval has already been done, clicking on the icon will instead ask the user if the step should be unapproved:
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This will also clear that step from the approval log in the tooltip.
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Rejecting a resource report
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