Monthly approvals

This application is an Additional Feature. The corresponding config set can be found here.

Application

This additional feature implements a workflow for the monthly approval of services, expenses, outlays and absences by the users and their team leaders.

The procedure is as follows:

• Users check their entered services, expenses, outlays and absences as quickly as possible for the previous month.
• You open the corresponding approval and tick it to release the monitored month. Once this is set, no services, expenses, outlays and absences can be entered during the approval period.
• The team leader (or a defined other person) can see in their overview which team members have already approved their month and can notify them if they haven’t already done so.
• The team leader checks the entries of his team members and approves them as well.
• Human Resources (HR) receives an overview of all approvals from team leaders and users.
• Project leaders can see before invoicing whether all services, expenses and outlays on their projects have been approved.

Surroundings

Approvals are automatically created for the current month and the previous two months overnight with a planned task. This process can also be triggered manually by right-clicking the scheduled task by an administrator.

The team leader is always entered as a third party on the approval. If the user does not have a team leader, approval by another person is not required, unless another third party is entered manually on the approval.

An approval is always valid for a whole month. Start date is always the first, end date is always the last of the month.

An approval is created for each user in each month that a standard hour exists. Employees without a standard hour (hourly wage) must create their approvals manually.

The system setting Blocking by user shares is automatically activated when the config set is loaded.

The system settings Blocks also apply to expenses and Blocks also apply to outlays must be set manually. If they are not set, entered expenses or outlays are not taken into account in the Monthly Overview Projects, but only the entered services.

user

Users check their services, expenses, outlays and absences at the beginning of the month. This is done via the usual lists in Vertec.

Then open the list of your own approvals and check the approval of the corresponding month. Either directly in the list or in the individual mask:

Once the check mark is set, the approval cannot be edited. Also, services and absences, expenses and outlays (depending on the settings) in the approved period cannot be edited or created anew.

User has vacation beyond the end of the month

If the user is on vacation (or otherwise absent) beyond the end of the month, he checks his entries at the end of his last working day and confirms his approval for the month.

Create approvals manually

Employees without standard hours (e.g. hourly wage) must create their approvals manually. In the Approvals folder, Neu > Freigabe create a new approval.

The user selects the start date of the month he wants to approve. The end date is calculated automatically.

Team Leader

The team leader finds the approvals of his team members in the Approvals Confirmation folder.

Here he can see which users have already approved their month. The team leader now checks the user’s entries and approves them as well.

To those users who have not yet made their approvals, a Notification can be sent via the button with the bell symbol:

The user sees this in his notifications and can also open the approval directly by double-clicking:

As soon as he sets the release check mark, the notification disappears automatically.

Team leader has vacation beyond the end of the month

If a team leader is on vacation (or otherwise absent) beyond the end of the month, he changes the alien to his deputy in the approvals of his team for that month:

This process can also be carried out by the HR team, see below.

The team leader of a team changes

If the team leader of a team changes, all existing approvals of the team remain with the former team leader, including those that have not yet been approved.

If the change does not take place at the beginning of the month, the new team leader must be set manually for the open approvals of the team (as with vacation absence, see above).

This process can also be carried out by the HR team, see below.

HR

The HR team can check which users and team leaders have already accepted approvals for which month in the list Monthly approvals Users in the folder HR and send reminders if necessary.

Legend

	User has not entered his approval yet. By clicking on the button a notification can be sent.
	The team leader has not yet confirmed the approval of the user. By clicking on the button a notification can be sent.
	A click on the button opens the corresponding approval. In this, the HR team can appoint another team leader if necessary, in case he changes or is absent.
	Approval is OK.

project manager

From a project point of view, it is also interesting which users have already created your approvals, especially before invoicing. For this purpose, there is a list of monthly approvals projects in the Project Controlling folder:

For a selected period (by default, three months), it shows whether all users who entered services, expenses, or outlays have approved that month.

Clicking on the bell icon will list which approvals are missing and notifications can be sent:

These approvals are taken into account for the project manager view

If the system settings blocks also apply to expenses and blocks also apply to outlays are not set, entered expenses or outlays are not considered for this evaluation, but only entered services.

Example: User A entered expenses on project 1 in November, but no services. User B entered expenses and services on project A in November. The system setting “Block also applies to expenses” is not set. User A has not yet created an approval for November, but user B has. This shows the project as fully approved because user A’s expenses are not included.

Download

Important information before importing can be found in the article Interesting facts about the additional features. Please note that config sets change data in Vertec, which may result in existing data being overwritten.

The exact import process can be found in the Articles about the config sets.

Download the additional feature with the following link:

The following objects are created by importing the config set: