Approve the actual costing and report it ready (Profit Projects)

If specified in the project settings, you must approve all the hours, units, materials and purchase invoices entered in the actual costing for further processing. If not, Profit will automatically approve the actual costing lines and report them ready immediately after they have been entered.

You make lines invoiceable by reporting them ready. You can approve and/or report ready separate lines or multiple lines at the same time.

As a manager, you approve the actual costing lines if you agree with the lines in question:

  • Once approved, the lines can no longer be changed or deleted, unless you reverse the approval by using undo approval.
  • When approving, Profit will update the leave balances if the actual costing lines give entitlement to leave or if the actual costing lines refer to time off in lieu. This only happens if it has been set up for the leave type.

Note:

You can authorise the Approve, Undo approval, Report ready and Cancel reporting actions for the purposes of separation of duties. You configure this using action authorisation.

You can perform these actions from both Profit Windows and InSite. The action authorisation that you configure for Profit Windows also applies to InSite.

Note:

If you do not have Profit Projecten, approval takes place via the menu of Profit HR. In this case, please read the Approve declarations (without Profit Projects) topic.

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Approve the actual costing and report it ready using Profit Windows

You can perform the steps for approving and reporting ready separately, but they can also be combined. If you report a non-approved line as ready, Profit approves this line and reports it ready in one action. This can only be done if you are authorised for both approving and reporting ready.

Profit supplies the following views by default:

  • Actual costing (to be approved): contains all lines that still have to be approved.
  • Actual costing (to be reported): contains all lines that still have to be reported ready, including lines that have not yet been approved.
  • Approve actual costing: contains all lines that have not yet been invoiced.
  • Actual costing (not invoiced): this view displays the status per line in the Approved and Reported ready columns. You also see which employees have approved the lines or reported them ready.

The procedure below contains the views that you can use.

To approve the actual costing using Profit Windows:

  1. Go to: Projects / Actual costing / Approve actual costing.
  2. Open the view: Actual costing (to be approved).  

    This view shows all actual costing lines that have not yet been reported ready. You can adjust the display of the columns in this window.

  3. Set a filter, for instance to select all entries for one particular employee or the entries for one particular project.
  4. Click on the action: Open attachment, if you want to view an attachment linked to the entry line selected.

    If the check box in the Attachment column is selected, you know that an entry line has an attachment (such as an hour list, a receipt, etc.). If this column is not shown in your view, you can add it by adjusting this view.

  5. Press Ctrl+S if the column with the check boxes is not in the view.
  6. Double-click on the actual costing line if you want to open and change the actual costing entry.

    When changing an actual costing from the Approve actual costing (or Approve hours) function, you only see the lines that you are authorised to see based on your actual costing authorisation and the project authorisation, for the purposes of separation of duties. You see ALL lines of the selected employee on the selected date, provided you are authorised to see these based on your actual costing line authorisation and the project authorisation. This applies to Profit Windows and InSite. In InSite, additionally the HR employee authorisation is applied.

  7. Select the check boxes for the lines to be approved. Press Ctrl+A if you want to select the check boxes for all lines in one go.
  8. Click on the action: Approve.

    If you use the Actual costing (to be approved) view, Profit refreshes it immediately. The lines that have just been approved, are no longer shown. On this line the Line approved check box has been selected and the name of the user who has approved the line is shown.

To report the actual costing ready using Profit Windows:

  1. Go to: Projects / Actual costing / Approve actual costing
  2. Open the view: Actual costing (to be reported).

    This view contains all lines that still have to be reported ready, including the lines that you still have to approve.

    Profit shows the employee who has approved the lines in the Approved by column.

  3. Select the lines one by one or press Ctrl+A to select all lines.
  4. Click on the action: Report ready.
  5. Confirm that the lines selected should be reported ready.

To approve the actual costing and report it ready in one go using Profit Windows:

  1. Go to:  Projects / Actual costing / Approve actual costing.
  2. Open the view:  Actual costing (to be approved).  

    This view shows all actual costing lines that have not yet been reported ready. You can adjust the column display.

  3. Set a filter.
  4. Select the check boxes for the lines to be approved. Press Ctrl+A to select the check boxes for all lines in one go.
  5. Click on the action:  Report ready.

    Confirm that the lines selected should be reported ready. The view no longer shows the lines that have just been approved and reported ready.