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# Approval of management objects

From the Application Desktop, employees can request the approval of a manager or of the person in charge so they can make progress on some management objects. For example, when employees create quotations in the Desktop, they might need the approval of a manager or of the person in charge to be allowed to transform these quotations into sales orders. These approval requests are gathered and can be accessed from the portal so the manager can quickly and easily approve the different management objects.

A manager can approve seven types of management objects:

- quotations;
- sales orders;
- quotes;
- purchase orders;
- purchase invoices;
- expense reports;
- custom requests, that can also be requested from the portal's Employee module.

The details of the management object can be displayed before the manager approves or denies it. The manager can get a preview of the documents linked to the management object, can download these documents, can send emails to the employee who requested the approval or even generate the payment authorization for purchase invoices. For expense reports, it is also possible to deny some expense lines that should not be refunded to the employee, while approving the expense report as a whole. Depending on the setup, managements objects can be approved by multiple people: it is a multiple-level approval.

Approvals are managed from the Approvals menu in the Manager module.

Searching for and filtering approval requests

The Approvals menu displays all the existing approval requests of the connected user or of another employee. This menu is used to view all the management objects or the custom requests waiting to be approved, the ones that have already been approved as well as the ones that have been denied.

Searching for approval requests

In the search field, fill in the first letters of the custom request's name, the business document, the requester or even the project. The approval requests matching the search criteria are updated directly so it is easy to find the desired approval request.

From the screen's header, it is also possible to narrow down the approval requests displayed to easily find the desired one:

Field | Description
--- | ---
Sort by | Select how the approval requests are sorted from the drop-down list. Date - approval requests are sorted by date, in ascending or descending order Third-party - approval requests are sorted by requester, in alphabetical or reversed order Amount - approval requests are sorted by the amount associated with the management object, in ascending or descending order
Approver | Select the employee from the drop-down list to display the approval requests assigned to this employee. By default, the connected user is selected.

Filtering approval requests

Approvals can be filtered by type (quotation, order, custom request, and so on) or by approval state (to be approved, approved, denied).

| 1 | From the list of approval requests, click Filter.

The Advanced filters window opens.

| 2 | In the window, check the relevant boxes for the filters that should be applied. You can combine as many filters as necessary.

| 3 | Click Apply.

The approval requests matching the filters applied are displayed. The other approval requests are hidden.

To delete the filters applied, click Filter then Remove filters.

Managing approval requests
Opening approval requests

To approve or deny an approval request, the request must be opened.

To do this, click on the desired approval request in the list of the Approvals menu. The approval request's details is displayed on the right of the screen.

Approving requests

| 1 | Open the approval request then click on Approve.

A window opens.

| 2 | In the window, enter a Comment if needed then click Confirm.

The approval request is approved.

To remove the approval, open the approved request, click on Remove approval then confirm the removal.

Note

Once all approvers of different ranks have approved a purchase invoice, the invoice's payment authorization reaches 100%. The payment authorization's date is the date of the last approval.

Denying expenses in an expense report

For an expense report to be approved, it is possible to deny some expenses while approving the expense report as a whole. This way, approved expenses can be refunded and denied expenses will not be taken into account for the total amount to be refunded of the expense report.

Example

An employee's expense report contains an expense with errors, such as a travel expense which was not for professional travel purposes. However, all the other expenses in the expense report can be refunded.

The approver can deny the specific expense with errors and then approve the expense report.

| 1 | From the details of an expense report's approval request, locate the expense to be denied in the expense list. You can click on to the left of each expense to display its details.

| 2 | For the expense line, click on in the Deny column.

| 3 | In the denial window, fill in the reasons for this denial, then click Confirm.

The expense has been denied. The line is crossed out and displayed in red. The amount of the denied line is deducted from the Total refunded in EUR amount displayed at the bottom of the expense list.

To cancel the denial, click on in the Deny column then confirm the cancellation. When the denial is canceled, the refunded amount is updated with the expense's original amount.

Modifying expenses in an expense report

DMF | 190903 WEB PORTAL APPROVALS MODIFY EXPENSE

For an expense report to be approved, it is possible to modify some expenses of another employee before approving the expense report. All the rules, all the expense report profiles and all the refund thresholds applied are the ones set up for the expense report's employee.

| 1 | From the details of an expense report's approval request, locate the expense to be modified in the expense list. You can click on to the left of each expense to display its details.

| 2 | For the expense line, click on in the Details column.

| 3 | Modify the fields needed in the expense form then click on Save.

The expense has been modified.

Denying requests

| 1 | Open the approval request then click Deny.

A window opens.

| 2 | In the window, enter a Comment if needed to explain why it is denied then click Confirm.

The approval request is denied.

Sending emails to the employee requesting the approval

From the details of an approval request, it is possible to send an email to the employee who requested the approval in order to discuss about the request.

| 1 | From the details of an approval request, click on .

The Send email window opens. The email address of the employee who requested the approval is filled in automatically for the recipient. The email's subject and body are also already filled in with the request's information.

| 2 | Modify the desired information then click Send.

The email is sent to the employee.

Viewing linked documents

From the details of an approval request, click on to view the linked documents.

A preview of the linked documents is displayed in a separate window, on the left of the request's details. The following actions are available from this window:

- view the different documents using the left and right arrows
- download the documents
- zoom in and zoom out on a document
- rotate the preview to the left or to the right .

Click on to close the preview window.

Downloading linked documents

From the details of an approval request, click on to download the linked documents.

Publishing approval requests

To publish an approval request, you must previously set up report templates for approvals.

| 1 | From the details of an approval request, click on .

A window opens.

| 2 | In the window:

- Select the report template from the drop-down list of the Template field.
- Click on the format in which the approval request will be saved (for example .pdf or .doc).
- Check the Link document box to automatically add the report to the linked documents.

| 3 | Click on Validate.

The approval request is published and saved on your computer.

Removing approvals

Important

Approvals cannot be removed for:

- quotations and quotes that are signed or archived;
- orders and expense reports that are validated;
- purchase invoices with payment authorizations at 100%.

From the details of an approved or of a denied request, click on Remove approval then confirm.