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How Do I Approve Time & Expenses Together?

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You can submit and approve time and expense entries from the individual time and expense entry screens. However, Web Suite reduces this task by providing the Reviewer screen wherein you can view and approve billable time and expense entries-all in one screen!

 

Web Suite automatically routes submitted time and expense entries to the person responsible for reviewing and approving them. The next time they log into Web Suite, it reminds them via the Dashboard that they have time and expense entries waiting for review.

 

To approve time and expense entries together:

 

  1. Click Time-Expense on the navigation bar and select the Reviewer tab.
  2. Select the relevant View By mode. If you are a project manager, you might want to view all entries for your designated projects. Hence choose View By: Projects and then select the desired projects in the From-To fields.
  3. Next, select the Period From-To dates for the review.
  4. From the Show More Filters list, select Unapproved Only and Un-Billed Only.
  5. Click Refresh to apply the criteria specified in the key fields to the Web Suite database. All matching records display in the grid.
  6. Review the entries for hours/units, bill rates, memos, amount and other information.

 

Web Suite calculates Cost Amount as Hours x Cost Rate or Units x Cost Rate, and Charge Amount as [Cost Amount x (1 + Markup)] x [1 + (Tax 1 + Tax 2 + Tax 3)].

  1. Select them by checking the box on the left and then check the A box in the grid. Click Approve button to approve the selected entries.
  2. If you want to send entries to another person for further review (a review chain) or reject it, select the rows and then click Submit.
  3. Choose the desired option for the selected entries: Submit, Reject or Unsubmit.

 

When you reject entries, you have the option of sending a message to the users. They will receive it the next time they log into Web Suite. You can reference the rejected entries in the Workflow screen.

  1. When you have finished, click OK and then Close.