Activate basic approvals (optional)
In case the client decided to use basic approvals of important documents it is necessary to activate them and explain well to client.
Entries what might be driven by predefine workflows are following:
- Quotation
- Purchase order
- Purchase invoice
- Client invoice
- Cashbox entries
- Absence requests
Each approval is driven mostly by seniority in company hierarchy. So important is to set up properly personal manager for each user, so the workflow can easily find the upper manager to send the document for further approval.
Also some activities in the workflow of some documents are operated by speficic person in company. For that in Teamogy are Process groups. These groups is necessary to set up in Configuration – Groups.
As a additional feature is possible to use the personal limit. So each user might have set up another limit for particular document. Under the limit the document can be sent by user without a need of approval, above the limit it goes to his upper manage automaticaly.
Description of basic approvals
Quotation
Author of quotation > Limit check (value of document is over or below the threshold) > Personal manager approval > Status of Client approval > Approved
Briefly said the approval for this document works this way.
Author will create a quotation, if author will decide to move on with this document to next stage what should be sending it to client is applied control if the value of quotation is not over the personal financial limit. If it is over the limit than it goes to the first upper manager for approval. There is the same control applied, if it pass the control it is sent back to document author to be sent to client. Author is than responsible to change the status of Quotation from ‘Sent to client’ to ‘Approved’
Note: When the quotation is in status ‘Approved’ the values from the quotations are created in the related job(s) as quoted billings, costs and hours. Before this stage the document has no effect in the job
Purchase order
Author of PO > Limit check (value of document is over or below the threshold) > Personal manager approval > Approved
Briefly said the approval for this document works this way.
Author will create a PO, if author will decide to move on with this document to next stage what should be sending it to supplier is applied control if the value of PO is not over the personal financial limit. If it is over the limit, than it goes to the first upper manager for approval. There is the same control applied, if it pass the control it is sent back to author with status ‘Approved’, to be sent to supplier. Author is than responsible to print this document and send it to supplier.
Note: When the PO is in status ‘Approved’ the values from the PO are created in the related job(s) as ordered costs. Before this stage the document has no affect in the job.
Purchase invoice
Author of PI > Purchasor approval (person choosen by author) > Job/Overhead owner approval > Final approval > Approved
Briefly said the approval for this document works this way.
Author will create a PI, if author will decide to move on with this document to next stage will choose from list of all users the person who raised the order. This step is called Purchasor approval the person is responsible to check if invoice is according to the delivered serviced and aggrement and once it is, is sent to next step what is Job or Overhead approval. Means that each owner of job/overhead what is related with this invoice will recieve this invoice for approval. Once all job/overhead owners will approves the invoice it is sent to Final approval. This step is ussually operated by finance team, accountant or any other person who got the financial background. After the approval the document is marked as approved.
Note: When the PI is in status ‘Approved’ the values from the PI are created in the related job(s) as actual costs. Before this stage the document has no affect in the job.
Client invoice
Author of CI > Finance approval (Sales invoice approver) > Invoice sending to client (Sales invoice sender) > Approved
Briefly said the approval for this document works this way.
Author will create a CI, if author will decide to move on with this document to next stage to Final approval. This step is ussually operated by finance team, accountant or any other person who got the financial background (Sales invoice approver). After the approval the document is marked as approved, the document will recieve next Invoice number from numbering sequence. Than the document is sent to be print and sent to client. Sales invoice sender taking care about this step. After this person will mark this step as finished, it is all over and document process is finished.
Note: When the CI is in status ‘Approved’ the values from the CI are created in the related job(s) as actual billings. Before this stage the document has no affect in the job.
Cashbox entry (cost entry)
Author of Repayment request > Job/Overhead owner approval > Cashbox manager approval > Approved
Briefly said the approval for this document works this way.
Author will create a Cashbox entry, if author will decide to move on with this document to next stage will sent to next step what is Job or Overhead approval. Means that each owner of job/overhead what is related with this cashbox entry will recieve this entry for approval. Once all job/overhead owners will approves the entry it is sent to Final approval. This step is ussually operated by finance team, accountant or specific person who taking care about petty cash. After the approval the document is marked as approved.
Note: When the Cashbox entry is in status ‘Approved’ the values from the Cashbox entry are created in the related job(s) as actual costs. Before this stage the document has no affect in the job.
Absence request
Author of Absence request > Personal manager Approval > Absence approver > Approved
Briefly said the approval for this document works this way.
Author will create an Absence request, if author will decide to move on with this document to next stage will sent to next step what is his upper manager approval. Once the upper manager will approve it, the entry is sent to Final approval to Absence approver. This step is ussually operated by HR team, top guy in company of sometimes by finance team, accountant or specific person who taking care about team. After the approval the document is marked as approved.