Take a look at the visualization below. The Invoicing and Payment approvals are dependent on the Workflow approval. Or in other words, until an expense gets workflow approval, you aren't allowed to approve it for payment or invoicing. Payment and invoicing are not dependent on one another. You can invoice before reimbursing and vice-versa. Projector supports this model because in some business cases you may wish to invoice a client despite the fact that you have not issued final approval for payment/reimbursement.
Configure Expense Approval
You cannot approve to pay an expense for which you are the payee unless the account setting Allow Self-Approval of Expenses via Override/Set Status enabled.
Configure Invoice Approval
Unlike Payment and Workflow approval, you can approve your own expenses for invoicing.
Configure Workflow Approval
Fallback approval is triggered when the "natural" approver for an expense cannot approve it. For example, if the Project Manager is supposed to approve expenses, and submits one of her own expenses - a problem occurs. She cannot approve her own expenses, so who is going to do it? In this case Projector uses what we call Fallback Approval. The approvers consist of the following people:
In the unlikely event that there are no fallback approvers, the expense will be stranded. The only way to get it approved would be to add an approver, or to have an administrator with the cost center permission Administer Expense Document Approval Workflow to force it to approved.
Acting PM Team
The PM team consists of the engagement manager, project manager, and anyone marked Can Act as PM. Fallback approval can be triggered if your "team" consists of only one person (one person is the EM, PM, and nobody Can Act as PM).
Only the engagement manager. Fallback approval is triggered when the EM submits their own expenses.
Only the project manager. Fallback approval is triggered when the EM submits their own expenses.
Project Manager for Team, Engagement Manager for PM
The project manager approves all expenses except their own. The engagement manager approves anything submitted by the project manager. Fallback approval is triggered when the engagement manager submits expenses.
If you choose this option, you'll get a search dialog. From the dialog, pick the single user who should make all approvals. Fallback approval is triggered if the single users submits expenses.
Resource/Disbursing Cost Center-Based Approvers
We don't get into this here, please see our help page Configure Clients to Approve Time.
This section teaches you how to actually go in and do your approvals. All three expense approvals are done from Cost Cards. You can jump there now from this link - http://app.projectorpsa.com/Management//Expense/Costcards,
When an expense is ready to be approved, a reminder will be shown on your dashboard. Approvers can also create saved searches to find expenses awaiting their approval.
As workflow approval must occur before you can get to the next two types of approvals, let's address this one first. Find the expenses awaiting approval by either clicking the link on your dashboard or configuring your own search. If you build a search, you'll find the following search criteria useful:
Once you have run your search results, simply review the cards, and tick each card you want to approve. Finally, click Approve.
Once you have run your search results, simply review the cards, and tick each card you want to approve. Finally, click Approve to Invoice.
In the event that you have sufficient privileges, you can also do two or three of these approvals with the click of a single button. Just use the Approve to Pay/Invoice button as shown in the screenshot below. Projector is smart enough to grant Workflow Approval, and Pay/Invoice Approval all at once if your permissions allow it.