Modules > Projects > Reports > Professional services automation > Hour & expense approval
In the overview of hours and expenses to be approved, the
project managers, line managers, or project hour approvers can approve or
reject the hours and expenses of a person determined in the request. This is
the same as the hours and expenses entered by a consultant that is displayed in
the workflow of the project manager for realization.
The approval and rejection of hour and expense requests will
differ depending on whether the Week timesheet feature is enabled or
not. The Week timesheet feature is enabled if a request type is filled at
the Week timesheet field at Modules > Projects > Reports > Professional services automation > Settings.
Anyone can access the Hour & expense approval page.
To view the requests on this page, the security level of the
person must be equal to or higher than the security level of the requests:
To approve or reject hours on this page, function right 890
– Approve project hours & expenses is required. Users with the Project
administration role have this function right. A line manager can approve or
reject hours of only the subordinates.
In addition, the right to approve or reject the requests is
dependent on the settings defined in the request type definition under the Who
can realize the request? section.
For Hour planning & realization (HPR), Travel
expenses (TER), and Material & expenses (MER) requests:
For intercompany Hour planning & realization
(HPR), Travel expenses (TER), and Material & expenses (MER)
requests, you can approve hours and expenses if they belong to the project for
which you are the project manager, and if your security level is higher than
the security level of the item.
For non-project hour requests, only the Manager: Person
setting can be defined. Hence, you can only approve non-project hour requests
that are submitted by your subordinates.
The information in this document is applicable to product
update 502 and higher. If you have any versions lower than this, certain
features explained here will not be available.
When the Week timesheet feature is enabled and a
consultant submits any Hour planning & realization, non-project
hours, Travel expenses, or Material & expenses requests,
these requests will be linked to a Week timesheet request.
When the Week timesheet request has been created:
The Week timesheet request will be directed to the
project manager for approval or rejection. Once the Week timesheet
request has been approved, it will be directed to the manager of the consultant
Note that only the following combinations are accepted when configuring
the workflow routing for the week timesheet:
field under the ‘Who can approve the request’ section
field under the ‘Who can realize the request’ section
Manager: Project and
Also, when the Week
timesheet feature is enabled:
Requests that have been rejected will not be displayed on
this page. All related requests in the same timesheet will not be displayed as
Click this to display the results based on the updated criteria.
Click this to approve the selected hours or expenses.
Click this to reject selected hours or expenses. When you click this, the request will be sent back to the person who planned the hours. If the request definition requires the creator of the request to be informed in case of a rejection, it will be sent to the creator. These hours will be displayed in red on the entry page and will not be calculated in the employee’s hour accountability.
Click this to exit.
Select an option to define the grouping of the requests on the Hour & expense approval page:
Note: You will only see this field if you are the manager of a project and have at least one subordinate who is a project member.
Select the date format in which to view requests:
Note: This field will not be enabled and Week will be selected by default if the Week timesheet feature is enabled (a request type is filled at the Week timesheet field at Modules > Projects >
Reports > Professional services
automation > Settings).
Type or select a division to view requests by division. By default, the division of the person who is logged in to Exact Synergy Enterprise will automatically be filled.
Type or select the cost centre to view requests for the selected cost centre.
Type or select the project manager to view requests for projects managed by the selected project manager.
Type or select the project to view requests for the selected project and its child projects.
Select the type of project that you want to approve. You can select Time & material, Internal, or Fixed price. When you select a project type, you will see the projects (including the child projects) that match the selected type. If you select both the project type and project, the results that match both the conditions will be shown.
There is no relationship between the Project type and Project fields. The project that you have selected at Project will not be based on the selection at Project type. For example, all the projects with different types will be listed in the Project browser even though you have selected Fixed price at the Project type field.
If you have selected the Per person option at Grouping, you will see the non-project hours request even if the project type is selected. However, if you selected the Per project option at Grouping, you will not see the non-project hours request.
Type or select the employment ID to display only the requests of the selected employee.
Type or select the employment ID to display the requests of the selected employee's subordinates.
Note: The Show budgeted hours check box will be displayed if the Per project option is selected while the Show scheduled hours check box will be displayed if the Per person option is selected.
This section will display the list of hours and expenses to be approved based on the selection criteria. Click to drill down to view the list of hours to be approved. If the Week timesheet feature is enabled (a request type is filled at the Week timesheet field at Modules > Projects >
Reports > Professional services
automation > Settings), hours and expenses that have been approved will still be displayed on this page but will not be enabled. Only when all hours and expenses in the same timesheet have been approved, these requests will not be displayed on this page.
Click this to expand all the requests.
Click this to hide all the requests.
Select this check box to select the hours to be approved.
Type a number to define the number of projects to be displayed on a single page. Click Show to update the page size.