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 process is as follows:

• The users check their recorded services, expenses, outlays and absences as soon as possible for the previous month.
• You open the corresponding approval and check it to approve the controlled month. Once this is set, no services, expenses, outlays and absences can be entered in the approval period.
• The team leader (or another defined person) can see in their overview which team members have already approved their month and can notify them if they have not already done so.
• The team leader checks the entries of his team members and releases 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 have been approved on their projects.

Surroundings

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

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

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

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

The system Block Locking by user shares Share setting is automatically activated when the config set is loaded.

The system settings Lock 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

At the beginning of the month, the users check their services, expenses, outlays and absences using the usual lists in Vertec.

Then open the list of your own approvals and put a check mark on the approval of the corresponding month. Either directly in the list or in the single mask:

Once the check mark is checked, the approval cannot be edited. Also, services and absences as well as expenses and outlays (depending on the settings) in the released period cannot be edited or created.

User has vacations beyond the end of the month

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

Create approvals manually

Employees without a standard hour (e.g. hourly wage) must create their approvals manually. In the Approvals folder, Neu > Freigabe created 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 users’ entries and releases 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 puts the Share check mark, the notification disappears automatically.

Team leader has vacations beyond the end of the month

If a team leader is on vacation (or otherwise absent) beyond the end of the month, he/she changes the outsider to his/her deputy beforehand when approvals his/her team for that month:

This process can also be done 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 in the case of vacation absence, see above).

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

HR

The HR team can folder which editors and team leaders have already approval users for which month in the list Monthly releases Editor in the folder HR accept sending 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. A notification can be sent by clicking on the button.
	Clicking on the button opens the corresponding approval. In this release, the HR team can assign another team leader if necessary, if he changes or is absent.
	The approval is OK.

project manager

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

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

Clicking on the bell icon will show 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 and Lock also apply to blocks are not set, entered expenses or outlays are not taken into account for this evaluation, but only entered services.

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

Requirements and Download

Important information before import can be found in the Worth knowing about the additional features article. Config sets modify data in Vertec, which can overwrite existing data.

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

Download the additional feature with the following download link:

The following objects are created by importing the config set: