Approval settings

Introduction

On this page, choose whether to approve time registrations and expenses as well as the level of detail for this approval.

Description

You find the setup in the System administration -> Approval processes.

Approving timesheets

The approval of timesheets includes three options:

  • None – Select this option to omit time registration approvals.
  • Employee timesheets should be approved – Select this option if time registrations can only be approved by the immediate manager.
  • Employee timesheets should be approved  by the project manager and then by the immediate manager – select this option if time registrations must be approved by individual project managers first, then by the immediate manager.

Approving expenses

Select individual steps to determine the number of steps in the approval flow.
Approval of expenses and travel expenses is done using the Approve expenses report in the Employees menu.

Approval of invoices and vouchers

If you mark the Show the button “Ready for booking” on drafts checkbox, you get the opportunity to mark your invoices ready for booking once you are done creating the drafts.

With this functionality, you can split up who creates the invoice drafts, and who books them, by using the user roles on employee profiles.

It is also a form for internal quality assurance in the booking period making sure that only drafts marked as ready for invoicing are booked. You thereby ensure that drafts where you are pending information from the customer do not get booked by mistake.

Rules for closing timesheets

Here you decide, if your employees should get a message when submitting their timesheets, e.g. if they still need to track time. The default selection is No rules/warnings.

You have these options to choose from:

  • No rules/warnings
  • Show warning on interface "Submit for approval", if the employee has registered less time than his/her standard time
  • It is not possible to close the timesheet, if the employee has registered less time than his/her normal working time
  • Show warning on interface "Submit for approval", if the employee has registered 0 hours for one week
  • It is not possible to close the timesheet, if the employee has registered 0 hours during one week

Special remarks

Do you use an older version of TimeLog? Then read the help here.

You find the setup in the System administration -> Approval processes.

Approving weekly timesheets

The approval of timesheets includes three options:

  • None – Select this option to omit time registration approvals.
  • Employee timesheets should be approved – select this option if time registrations can only be approved by the immediate manager.
  • Employee timesheets should be approved  by the project manager and then by the head of department – select this option if time registrations must be approved by individual project managers first, then by the immediate manager.

Next, choose how to manage rejected weekly timesheets. If the employee’s entire weekly timesheet is to be reopened when a project manager rejects a time registration, check the Reopen whole timesheet for time registration when project hours are rejected option.

This means that the employee can edit all their time registrations, and that all project managers must approve time registrations again.

If you want to open only the projects with rejected time registrations on the weekly timesheet, check the Reopen only the rejected project for time registration option. This way, only rejected projects can be edited by the employee, and only the project managers on these particular projects need to approve time registrations afterwards.

Approve time registrations by opening the Employees menu and selecting Approve time reports.

If you check the Force employees to make ETC before timesheet can be closed option, your employees will not be able to close their weekly timesheets before submitting a time-to-complete estimate (ETC).

If you want to allow your employees to move erroneous registrations to other tasks, despite the project task being closed, check the Allow the Redistribution of time report to move time registrations from closed tasks.

Please note that invoiced hours cannot be moved.

Approving expenses

Select individual steps to determine the number of steps in the approval flow.
Approval of expenses and travel expenses is done using the Approve expenses report in the Employees menu.

Approval of invoices and vouchers

If you mark the Show the button “Ready for booking” on drafts checkbox, you get the opportunity to mark your invoices ready for booking once you are done creating the drafts.

With this functionality, you can split up who creates the invoice drafts, and who books them, by using the user roles on employee profiles.

Last updated 16 Jun 2020