Page tree
Skip to end of metadata
Go to start of metadata

You are viewing an old version of this page. View the current version.

Compare with Current View Page History

« Previous Version 16 Next »

This page explains how to configure Projector's expense approval and then how to approve your expenses. Each organization's expense approval process will be different depending on your business needs. So carefully analyze each of the options and determine which method works best for your business.

 

How Expense Approval Works

Before we get into actual configuration options, let's do a quick overview of how expenses are configured in Projector and how approval works.

Expenses are grouped together on things called Expense Documents. Different types of expense documents fulfill different purposes and we won't get into them here. Typically you'll have multiple expenses on a single document. These expenses are all treated as individuals, despite the fact that they are all on the same document. That means you can have one expense approved and included on an invoice while another has been rejected for corrections.

Each expense must go through three separate approvals. They are

  • Workflow Approval - initial approval of the expense. Once initially approved, it is eligible for the next two approval types, payment/reimbursement and include on invoice
  • Payment/Reimbursement Approval - this expense can be paid or reimbursed
  • Include on Invoice Approval - this expense can be included on an invoice and passed on to a client

The workflow approval stage is necessary before the next two approvals can take place. Those approvals can happen independent of one another. Take a look at the visualization below. See how after initial approval you can approve for either invoicing or payment?

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

Now in terms of our three levels of approval, let's tackle the two easy ones first. Then we'll tackle the workflow approval scenario.


Payment/Reimbursement 

To approve an expense for payment/reimbursement, users need the cost center permission Administer Expense Document Payment Workflow. With that permission, you can approve to pay all expenses associated with your cost centers. How is an expense associated with a cost center? Through its expense document. The expense document an expense sits on has a cost center assigned to it. How that cost center gets assigned depends on the document type. See that help page for further details. 

 

Include on Invoice

To approve an expense for invoicing, users need the cost center permission Administer Expense Document Invoicing Workflow. With that permission, you can approve to invoice all expenses associated with your cost centers. How is an expense associated with a cost center? Through its expense document . The expense document an expense sits on has a cost center assigned to it. How that cost center gets assigned depends on the document type. See that help page for further details. 

 

Workflow

This is where things get complicated. Projector supports a number of workflow approval scenarios to accommodate different organizations needs. I'll outline them here and you can choose the one (or ones) that most accurately model your organization. As hinted in the previous sentence, you don't have to pick just one. Some projects may track expenses one way, while another tracks them another way. You can even configure projects so that your clients do the approvals. 

 

 

 

You'll typically only see this permission come into play when looking at resource expense reports. Reason being, the other types of expense documents (vendor invoices, soft costs, and subcontractor invoices) are usually created by administrators who can use their administrator permissions to approve things through rather than relying on 

 

Self Approval

There is one very simple rule that applies to all expenses in Projector. You cannot approve your own expenses. You cannot trick the system by trying to approve them using administrator permissions. You cannot create a proxy user for someone else and approve them. You cannot do it. 

 

 

A user submits an expense report for approval.  An approver can then accept or reject some or all of the expenses.

Status

Description

Draft

The cost card has been entered by the user has not been submitted for approval

Submitted

The cost card has been submitted for approval by the user

Rejected

The cost card has been rejected by an approver

Approved

The cost card has been approved by an approver and can continue on to the payment and invoicing workflows

Who are my expense report approvers?
Expense approvers are selected on the project info tab of a project.

Selection

Description

The project's acting PM team

Includes the engagement manager, the project manager, and those with project permission "Can Act as PM"

Engagement manager

Only the engagement manager

Project manager

Only the project manager (not "Can Act as PM" resources)

Project manager for team, engagement manager for PM

The project manager can approve expenses for team members while the engagement manager must approve expenses for the project manager

Resource-based approver(s)

  1. When setting up Projector, each resource can have a specific person specified as their expense approver. 
  2. Anyone with the Cost Center Permission "Approve Expenses" for the resource's cost center.
  3. Anyone with the Cost Center Permission "Administer Expense Document Approval Workflow." These people will not be explicitly included in approval lists, but they will have control over approvals. For example you may have an administrator who can approve time cards in an emergency. However, you do not want this administrator's bucket overflowing with time cards awaiting approval.

<<Find approver>>

Choosing this option will open the Find Approver form, allowing you to choose a specific user to be the expense approver for this project.

Can Act As PM*

Resources with the "Can Act as PM" project permission will be included in the drop down list. For example Steve Chong and Larry Krakauer in the above image. This is just a handy shortcut.

Self Approval*

If the permissions system you have setup results in an individual approving their own expenses then Projector will attempt to use their resource-based approver. If this option is not set then it will not be possible to approve the expenses. You will need to set a resource based approver for this individual or change your permissions structure.

Approve Expenses

 

Once an expense report is completely approved to pay, you can no longer add new cost cards.

You can approve expenses for payment from Cost Management or pointing your browser at http://app.projectorpsa.com/Management//Expense/Costcards, You'll find the following search fields useful and will likely want to make a saved search that uses them.

  • Limit to Cards Awaiting My Payment
  • Payment Workflow Status



You can approve expenses for payment from Cost Management or pointing your browser at http://app.projectorpsa.com/Management//Expense/Costcards, You'll find the following search fields useful and will likely want to make a saved search that uses them.

Once an expense is on an issued invoice it cannot be adjusted or changed. You'll need to void the invoice to make changes.


*

*

*

*

*

*





<--- old stuff under this line ---->

Approval of Repayment

 

 

 

 

 

 

Some installations prefer to have a cost card automatically marked Approved for reimbursement as soon as it is accepted in the first workflow. This removes a step. To enable this, tick the checkbox for Automatically approve expense reports for payment and invoicing on the System Settings Editor Cost Tab. This setting also has an effect on the next section of this page, so read up there also.

A cost card will typically stop at every step in the above screenshot. The table below explains each step and what it means.

Status

Description

Not Approved

The default status for all approved expenses

Approved

The expense has been reviewed and approved for reimbursement. A cost card may end up at this step automatically due to your system settings (discussed above).

Transmitted

The expense has been transmitted to your AP system. This status is typically set automatically when you transmit to your accounting package via our built-in integrations, like QB or GP. Only cost cards that are Approved get moved forward to Transmitted. If the cost card is already in a later state like Paid or Received, it is not moved backwards in the approval process to Transmitted by an integration.

You might have a reason to set this manually if you have entered the transaction in your accounting system manually. When set manually you will be prompted to enter a Voucher Number. This can be any number, but it makes sense to choose a number that correlates to your accounting system.

Paid

The Accounts Payable department has issued the reimbursement. This is a manual step. Projector has no knowledge of when your AP department actually sent out reimbursement. When you mark something paid you will see a pop-up box where you can type a message. This message is only viewable by management portal users.

Received

Once a cost card is marked Approved to PayTransmitted or Paid your resources have the choice of marking it received by going to their list of expense reports and ticking the aptly named Received checkbox. Administrators can also move expenses into the Received state, but usually don't. It is typically maintained by the resource and allows them to keep track of their expense reimbursements.

If a resource unticks the Received checkbox, it moves backwards to the Paid status, even if it was previously set to Approved to Pay or Transmitted.

 If a resource is curious when the payment was set to paid, they can hover over the received checkbox with their mouse (see screenshot).

 

Approval for Invoicing

The invoicing workflow deals with invoicing a client. This workflow cannot begin until cost cards have been approved. Users with the "Administer Expense Document Invoicing Workflow" can modify these statuses. If the system wide setting "Automatically approve expense reports for payment and Invoicing" is enabled then all cost cards will automatically be approved for payment and approved for invoicing after their initial approval.

You can visit our Invoicing How To to learn more about the invoicing workflow

Status

Description

Not Approved

The default status for all approved expenses

Approved

Approved and the expense can now be included on an invoice

Invoiced (draft)

The expenses have been added to a draft invoice

Invoiced

The expenses have been included on an invoice

Nonbillable

The expenses have been set to nonbillable

 

Accounting

The following accounts are hit in a typical approval process of cost cards. This can be more complicated depending on write ups and write downs, TCAF, and other special cases.

Billable Project

 

Cost Card ApprovedCost Card Approved to PayCost Card Invoiced
 ->Cost WIP (credit)
Cost WIP (debit)  
 ->Operating Expense (debit)
   
 AP Clearing (debit) 
AP Clearing (credit)  
 AP (credit) 

 

 

Table of Contents
  • No labels