Approve Project Transaction

Explanation

Use this activity to manually approve project time and cost transactions. Manual approval may be required based on company property settings.

When a transaction is approved, it is also approved for cost accounting, meaning that a cost accounting voucher can be created for that transaction.

Approval Considerations

The following system properties influence how confirmation interacts with approval for time transactions:

The property code NOAPRCON controls whether confirmation triggers automatic approval:

• If NOAPRCON is FALSE or not defined, the time is automatically approved upon confirmation.
• If NOAPRCON is TRUE, confirmation only finalizes the time entry; it must then be manually approved.

The property code NOAPRBFCON defines whether manual approval is allowed before confirmation:

• If NOAPRBFCON is TRUE, time must be confirmed before it can be manually approved.
• If NOAPRBFCON is FALSE, time can be approved regardless of confirmation status.

The system enforces consistency between these properties. If NOAPRCON is FALSE or not defined, NOAPRBFCON cannot be TRUE. This ensures that automatic approval does not conflict with manual approval restrictions.

Contractor Project Reporting

For contractor-reported time, manual approval enables matching against a supplier invoice. If the approved internal quantity is equal to or greater than the quantity on the connected purchase order line, the purchase order line is closed automatically.

Multi-Company Reporting

In multi-company project reporting, approving the customer company transaction automatically sets the Customer Transaction Approved field to Yes on the corresponding employee transaction. The NOAPRCON and NOAPRBFCON settings do not apply to customer company transactions.

Prerequisites

Before approving the project transaction, the following must have been completed:

• Time or cost must be reported.
• Property codes that determine the behavior of confirmation and approval (NOAPRCON and NOAPRBFCON) should be defined as needed on the Company Details/Property tab.
• If NOAPRBFCON is TRUE, time must also be confirmed before it can be approved.

System Effects

• The transaction is marked as approved, allowing a cost accounting voucher to be created.
• When a transaction is approved for cost accounting, project costs move from Committed to Used, and hours move from Committed to Used/Actual on the connected project activity.
• For contractor-reported time:
  • Approval enables supplier invoice matching.
  • The related purchase order line is closed if the approved internal quantity is equal to or greater than the quantity on the PO line.
• For multi-company transactions:
  • The Customer Transaction Approved field is set to Yes on the employee transaction.
  • The employee company transaction becomes eligible for further processing based on the selected Multi-Company Revenue Reporting Method:
    • If the method is Project Invoice, the transaction becomes eligible for invoicing.
    • If the method is Multi-Company Project Reporting Vouchers, the transaction becomes eligible for multi-company voucher creation.

Pages

Project Transactions
Project Transactions Review
Time Authorization
Time Card - Details

Activity Diagrams

Approve Transaction
Report Project Time