Job Approval
After the income and expenses are added to the estimate accounts, the user who has 'Request Approval' action enabled needs to request for estimates approval, and the user who has 'Approve estimate' action enabled will have to approve the estimates.
A sample is given below after approving the estimates:
Click on Request Approval or Approve Estimates.
Request Approval - This will send an email to all users who have access to approve only if the user has similar company assigned to the requestor else not.
Approve Estimates - User can directly approve if having permission to.
Cancel Job - Click on the given button to cancel the finance job.
All the account in the estimates tab gets locked and copied to the Actuals tab as shown below:
Changes that follows after the above action are:
Finance Job Status changes to Approved from Approval Requested.
Account Summary shows the total income, expenses, and disbursement amount is copied to actual's column.
Estimates tab gets locked.
Add Accounts - Further accounts can be from here.
Quick Edit - This option allows you to edit multiple accounts in one go.
Tasks - This option allows to perform actions as below
Approve Account: This allows to approve accounts which are set to be approved in finance masters. If accounts in job are not approved then system will not allow approving the Invoice the account is linked to.
Assign Entity: Allows assigning/replacing entity of account in the job. The entity cannot changed be of the account linked to invoice/bills.
Set Amount: Allows to update the amount of one or more accounts.
Hide Accounts: Allows to hide/unhide accounts.
Delete Accounts: Allows to delete account.
Refresh Quantity: This allows to refresh the quantity of accounts in job. If one or more accounts are added to a job (in Operations) and the quantity may not match between the finance job and operations.
In that case you get warning icon says "Qty doesn't match Ops". To refresh quantity, click on the 'Refresh Quantity' option.
Note: This updates the quantities for all accounts that are not applied 'Per TD', 'For WO' or 'Manual'. Accounts linked to invoices that are approved or bills that are validated will not be updated.
Mentioned icon shows that the user cannot edit any account or even change the sequence of the accounts in estimates.
Note:
Grouping of Accounts - Account applies to 'For WO' can be grouped by checking the Group WO Accounts box given given next to the Account Search icon.
Account Lines Mismatch error on job information, this error comes if the count of accounts applied to For WO does not match the total count of the work order in the job.
Appears in line item if X amount is more than Estimates in Actuals.
Appears in line item if X amount is less than Estimates in Actuals.