Workflow

NavigationLists, Workflow

The workflow screen enables you to track the entire submittal-approval process and take required action on them. All submitted Time-sheets, Expenses, Invoices, Personal Time Off, Purchase Orders and Vendor Bills are displayed here in one screen. Reviewers and managers can check the details of who has them, how long they had it, what action has been taken on them and what the current status is.

From here, reviewers and managers can check the details of the event, action taken and status. Besides the submitted and approved items, you can reference the rejected, forwarded and unsubmitted items from this screen.

The following are the descriptions of the fields on the Workflow screen:

Employee:

Select from the drop-down the employee (or vendor) whose actions you want to be displayed in the grid.

Module ID:

Select from the drop-down the module for which you want to view the workflow. You can choose to view the actions related to modules like Time Entry, Expense Log, Vendor Bills, Purchase Orders, Invoice, Personal Time Off, Budget, and  Estimate. You can choose to view all the actions for all modules by selecting ALL from the drop-down.

Action Type:

If you would like to view only a specific type of actions done, you can choose the action type from the drop-down here. The action types that you can choose to view are Submit, Unsubmit, Approve, Forward, Reject or All.

Depending on what is selected in the field above, the grid would display a list of actions. The columns in the grid are:

Event Date:

You can choose to view the work flow for a particular period of time here. The drop-down allows you to select Day, Week, Biweekly, Month, Semimonthly, Year, All and custom. Depending on what is selected in the drop-down, the screen might display From and To fields allowing you to change a range of date.

Period Including:

Allows you to define the date range to include a date that can be selected from the drop-down calendar.

Memo:

This field displays a notes related to a selected entry in the grid.

Workflow Grid

The grid displays the following event details:

Event Date:

Displays the date-time when the event took place. The event could be submission, acceptance, rejection etc. of time entries, invoices etc.

Date:

The date associated with the entries being viewed.  It can be the time or expense entry date, invoice date, PO date, etc.

Source:

Displays the entry-type whether it is Expense Log, Time Entry, Vendor Bills, Purchase Order, Invoice or PTO.

Action:

The icons in this column indicate the action that took place:

Action By:

Displays the ID of an employee who had done the action.

Sent To:

This displays the employee to whom the action was sent to (for further action).

Type:

Displays the type associated with the Work.

While viewing the workflow events of time and expense entry, you can also view additional information such as project, activity or expense item, rate, and more. Similarly, while viewing invoices, you can view additional details such as project, net bill amount, invoice number, and more. While viewing vendor bills, you can also view information about the vendor bill number and amount. This reference information is helpful as it enables you to easily locate the exact entry in the relevant screen.

Workflow Button Panel

Help:

Opens the BillQuick Online Help in the Workflow window.

Print:

Prompts a user to select the relevant data to be printed.

Options:

Select whether you would like to approve, reject or forward the selected event for further action.

Approve:

Select this option to approve selected entry or event.

Reject:

Select this option to reject selected entry or event.

Forward:

Select this option to forward the selected entry or event to the desired manager.

Rows:

Number of records displayed in the grid depends on the selection made in the list box. You can view a maximum of 1000 records in the grid. BillQuick Online memorizes this setting for the user.

Refresh:

Refreshes the grid if any changes are made in the available fields.