Dennis McGuire Custom Solution Developer VI-32

Transcription

1 Improve Collaboration with Vision Approval Workflows Dennis McGuire Custom Solution Developer VI-32

2 Agenda Approval Workflows Overview Planning the Approval Process Creating Approval Workflows Enabling the Approval Process Approving and Tracking Requests Summary 2

3 Approval Workflows Overview Dennis McGuire 3

4 Approval Workflows Overview Vision Workflow Approvals Provides 1. A mechanism to delegate authority 2. Actions and steps to alert the assignee and requester 3. Automation of office procedures These three features of Workflow Approvals save the company time and money 4

5 Approval Workflows Overview Application with workflow approvals Purchase Requisitions (7.4) Request for Price Quotes (7.4) Purchase Orders (7.4) Inventory Item Request (7.4) Absence Request (7.5) AP Invoice Approvals (7.5) General Ledger Budget (7.5) Expense Report and Expense Line Approvals (7.6) 5

6 Planning the Approval Process Dennis McGuire 6

7 Planning the Approval Process 1. Gather Input from Stakeholders 2. Determine Policies 3. Document and Diagram the Process 7

8 Absent Request Policy Example More than 80 hours being requested must go though HR directly Employees or flex employees requesting more than 8 hours requires supervisor s approval 8

9 Approval Request Process 9

10 Creating Approval Workflows Dennis McGuire 10

11 Approval Configuration General Tab 11

12 Approval Configuration General Tab Click the New button and select the application 12

13 Approval Configuration General Tab The default date the reminder notification is sent Project Routing Basis allows the workflow to pull assignees from the project level or the lowest level 13

14 Approval Configuration General Tab Approval Administrator views all requests edits the workflows receives workflow error messages Allow Employees to Reopen Closed Approval Records allows the selected users to reopen and edit the expense reports after it has been approved. 14

15 Approval Configuration General Tab Allows the employee to reopen and editing the expense report. Resets the approval process. Automatically approves line items awaiting approval when the expense report is finally approved. Allows the expense reports and expense line to be on different steps for concurrent processing of line items and expense reports. 15

16 Creating Approval Configuration Workflow Tab Adding steps or changing the conditions will reset all the approvals 16

17 Approval Configuration Workflow Tab The Action if Condition Not Met performs the selected action if the condition fails Approval Steps translates from each step in the policy Use the conditions to delegate or auto approve requests 17

18 Approval Configuration Workflow Tab Workflow states In Approval Approver can approve or reject In Review Approver can edit, approve, or reject. Editing the request forces the either a restart or approve based on the configured review state In Progress Approver can edit, approve or reject 18

19 Approval Configuration Workflow Tab Number of days before starting the past due notification. Any means any Assign To or Specific Employee can approve ALL means everyone specified must approve 19

20 Approval Configuration Workflow Tab Review Action Approve: After edits the request is approved Restart Approval: Send the request back to step 1 in the approval process Reject Action Assign to Submitter: Sends the request back to submitter to be revised None: Forces the approval of the request 20

21 Approval Configuration Workflow Action Actions provide alerts, errors, warnings, and notifications. For example The Validate Error at Start can be used to enforce simple business rules before the employee can submit the expense sheet. The action is only available in the first step of the process 21

22 Creating Approval Workflows Action Each step in the approval process fire the actions describe in the Step Actions grid. Step Beginning occurs before the approver can look at the record. The other actions occur after the approver select either approve or reject 22

23 Creating Approval Workflows Action Actions work in conjunction with the approval step by alerting assignees, submitters and others. Validate error prevents the request from moving to the next step. 23

24 Creating Approval Workflows Actions

25 Enabling the Approval Process Dennis McGuire 25

26 Enabling the Approval Process Organizational Assign specific employees as departmental approvers 26

27 Enabling the Approval Process Role Security Approval focus centers AP Invoice Approval Approval Review Absence Requests Approval Review allows an employee to use a single dialog to view all approval requests Viewing the request for Purchase Order, Expenses, and General Ledger Budgets occur from with their interface 27

28 Enabling the Approval Process Role Security Approval Workflow Record Access Assignment Only: Your request and requests assigned to you All Records: Everyone s requests Applies the employee record level access.

29 Approval Process Time Analysis Vision allows the application of different approval workflows to different benefit types.

30 Enabling the Approval Process Expense Approval Upgrading to 7.6 with Expense Approval on Post all expenses prior to the upgrade What happens if you have unposted expenses? Any submitted but unapproved expenses go back to In Progress 30

31 Enabling the Approval Process Expense Approval If Line Item Approval is turned on and only some of the line items were approved then all the lines go back to Unapproved and In Progress If both Expense Report and Line Item is on then if either the entire submitted report or a line item is not approved then the whole expense report goes back to In Progress 31

32 Approving and Tracking Requests Expense Approval The Approval options have been removed from the Employee\Expense tab and have been transferred to the workflow. System Level employees can edit in progress and create new expense reports. Expense reports in the approval process can be edited by the approver. 32

33 Enabling Expense Approval Company Expense Company Expense Configuration Both Expense Report and Line Item approvals use single workflow. Expense approval is configured by company. Have the workflow setup completed prior to activating.

34 Approving and Tracking Requests Dennis McGuire 34

35 Approval Review The Approval Review screen can be a one stop shop for all the approvals

36 Making Absence Request from Timesheet

37 Making Absence Request from Timesheet 37

38 Making Absence Request from Timesheet Select single or multiple days Show the days selected and total hours Start the approval process by clicking on the submit button

39 Making Absence Request from Timesheet

40 Making Absence Request from Timesheet Show or hide pervious requests View all the current absence requests 40

41 Approving and Tracking Requests Absence Request Linked records will disappear as you click on them Notification can appear as either an or a dashboard alert 41

42 Approving Absence Request 42

43 Approving Absence Request Approve: Move the request to the next step or other approver. If there are no additional steps then final approve. Reject: Fire the reject actions Reassign: Allows the approver to hand off the request to another user. Requests pending approval are in yellow and the one in the current request is in bold 43

44 Approving Absence Request History 44

45 Approving Absence Request History View All Absence Request pulls all of the requests into a calendar view Adding the dates to the comment can help track the date being approved. A custom report could be created showing what employees will be off for the week. 45

46 Approval Absence Request Calendar 46

47 Tracking Expense Approval Expense Report With line item approval enabled each line has an approval status. Clicking on the line will show the current step in the approval process. 47

48 Tracking Expense Approval Expense Report Expense reports now have a new tab to track the progress of the request though the approval workflow 48

49 Expense Report Approval History Expense reports now have a new tab to track the progress of the request though the approval workflow States: 1. Start Not yet submitted/started 2. In Progress The record can be edited and approved or rejected 3. In Approval - The record can be approved or rejected 4. In Review The record can be approved or sent back to step 1 after editing 5. Completed - Record has been final approved 49

50 Posting Expense Report Transactions The approval columns no longer appear in the transaction expense posting Group and organization columns were added to the Transaction Expense Posting 50

51 Summary Dennis McGuire 51

52 Summary Remember to Plan your approval process Approval workflows provide a flexible tool to control the approval steps Leverage the actions for validation and notification Using the interfaces to track and approve records 52

53 Please submit a survey for this session via the mobile app.

54 Check out these Insight Presentations: VI-14: Customer Spotlight: Seeing Your Business in 4D with Vision - Win, Plan, Manage and Profit VI-74: Customer Spotlight: Achieving Enhanced Operational Efficiency and Coordination with Vision CRM VI-47: Streamline Accounts Payable with Vision VI-46:Tune Up Your Project Management with Vision 54

55 Questions? Come visit the SilverEdge booth in the Expo Hall to discuss further! Dennis McGuire SilverEdge System Software, Inc. 55