The Submit-Approve screen enables you to submit the selected time and expense entries for approval. It will submit only the currently viewed time or expense entry. You cannot submit entries that are already approved. When entries are submitted, the supervisor/manager will get a reminder message to approve these entries. Each entry made by you has to be approved or posted by the supervisor. You can directly approve the entry or submit it for approval, depending upon your access rights in Security screen of BillQuick Online.
In the Submit-Approve screen, you can submit the entries to the Client/ Project/Employee Manager or to any other specific person. Being a timekeeper, employee or staff member, you can submit the selected entries for approval.
Being a manager or any authorized person, you can approve, reject or unsubmit entries. Approving the entry sends it for billing and payroll. Rejecting or unsubmitting an entry returns it to the timekeeper, employee or staff member using BillQuick Online.
The following are descriptions of fields on the Submit-Approve screen:
Submit To
You can choose to submit the time and expense entries, vendor bills or purchase orders to a designated manager or any other person.
Client Manager:
The entries are submitted to the client manager of the respective projects on which the employee is working.
Project Manager:
The entries are submitted to the project manager of the respective projects on which the employee is working.
For vendor bills and purchase orders, submission to a project manager is unavailable.
My Manager:
The entries are submitted to the employee manager specified in the Employee screen.
Specific:
You can choose to submit the entries to any specific person from the drop-down.
If you have marked the Show Vendors check box, the drop-down displays the vendors alongside the employees.
You can choose any one of the options for the submitted entries:
Approve:
Accepts and approves the submitted time entries/expenses/purchase orders/vendor bills. The status of these entries or records changes from Submitted to Approved. This information can now be used in the billing process. Approving the time and expense entries sends it for billing or payroll.
Reject:
If you reject a time entry/expense entry/purchase order/vendor bill, BillQuick Online prompts you to send a message to the employee or vendor whose entries have been rejected. If you choose yes, the Messages screen opens up. Here you can give reasons for your rejection. Rejecting or unsubmitting an entry returns it to the timekeeper.
Unsubmit:
Changes the status of a time entry/expense entry/purchase order/vendor bill to unsubmitted. If you have submitted the entries but want to make some changes before the supervisor reviews them, you can choose to unsubmit it here.
The Workflow panel on the Company Navigator shows a list of timekeepers who have submitted time and expense entries for approval. This list displays only on the navigator of the designated manager.
Workflow Type:
Here you can select the type of workflow assigned to the entry being submitted. For example, You might be submitting time only for payroll purposes and not billing; in that case you can choose 'Payroll' option. The drop-down allows you to select any one option—Billing and Payroll, Billing or Payroll. This allows sorting of submitted entries in the Workflow screen based on their type.
I Agree:
Check this option to agree to the disclaimer set by the company before submitting your time or expenses. The disclaimer message appears here only if your supervisor or manager has turned on this rule in Global Settings-Security. You can set your own custom message there.
Some companies require their employees (or vendors) who enter time and expenses to sign a disclaimer while submitting their entries. E.g., your company can ask you to certify that all the time and expenses reported by you are accurate and complete.
Memo:
Enter a note or comment in this field. It can be anything related to your submission of entries or approval/rejection of submitted entries. You can enter unlimited length text or add Auto Complete shorthand codes.
OK:
After choosing the relevant options, click OK to apply the settings and close the Submit-Approve screen.
Cancel:
Cancels the choices you have made and closes the Submit-Approve screen.