Review approval/rejection
This function makes it possible for the signer to approve or deny the review requests addressed to them by means of a workflow message or by direct access to the list of approvals to be processed.
Upon receipt of the message, the signer can either sign directly from the message, or access the review request list pending their approval. If the approval process includes several signers, the next signatures follow the same process as for the first signer.
The review status is set to Approved after the last signature has been obtained. When a review request is approved, the Approved amount on all linked records is not updated. This amount is frozen with the value of the first approved amount for traceability purposes. To see how the Approved amount has changed, run the Review inquiry function.
If one of the circuit signers denies the review, its status is set to Rejected.
During the entire approval cycle, you cannot modify the envelope, budget, budget lines, and review request. This control ends as soon as the review is approved or rejected.
You can only cancel a review after approval with a reverse review.
Review limitations
Reviews have the following limitations:
Increasing reviews
For an envelope
No limitation to the increase. Update of the budgeted envelope amount.
For a budget
Increase limited to the left to distribute and the envelope reserve. Update of the budgeted amount of the budget, of the left to distribute and the envelope reserve.
For a budget line
Increase limited to what is left to distribute and the budget reserve. Update of the budgeted amount of the budget line, the left to distribute and the envelope reserve.
Decreasing reviews
For an envelope
Within the limits of the envelope left to distribute. Update of the budgeted envelope amount.
For a budget
Within the limits of the budget left to distribute Update of the budgeted amount of the budget.
For a budget line
Within the limits of the budget line left to distribute. Update of the budgeted amount of the budget line.
When creating a review request or entering a new review request, it is prohibited to make any modification on the envelope, the budget or budget line (the fields are grayed and there is no [Save] button) as soon as the review request has not been approved or rejected.
Approval and inquiry of reviews
Review approval
This function is used to approve or reject the review requests made. This approval process can be associated with a signing circuit managed by WORKFLOW.
During the entire approval cycle, you cannot modify the envelope, budget, budget lines, and review request. This control ends as soon as the review is approved or rejected.
The review status is set to Approved after the last signature has been obtained. When a review request is approved, the Approved amount on all linked records is not updated. This amount is frozen with the value of the first approved amount for traceability purposes. To see how the Approved amount has changed, run the Review inquiry function.
You can only cancel an Approved review with a reverse review.
If one of the circuit signers denies the review, its status is set to Rejected.
Rejecting the review and adding a reason for the rejection sets the status to Rejected, which unblocks the envelope, the budget or the line under review.
Review inquiry
Each approved or rejected review is stored in the review table, irrespective of the object concerned (envelope, budget and lines), and can be inquired via the object concerned or the dedicated menu.
Signing circuits
Preliminary setup
The approval of envelopes, budgets and budget lines, and the approval of the budget reviews can be associated with a signing circuit that can be set up. The implementation of these signing circuits is linked to the setup of the following elements:
- BUOAPP data model for the group of tables linked to table BUDAPP (BOA) for budget approvals and BUOREV for the group of tables linked to table BUDREV (BRV) for the reviews.
- BUOAPP, BUOAAPPREF and BUOAAPPVAL workflow rules for the budget approvals and REVAPP, BUOREVREF, BUOREVVAL workflow rules for reviews.
- Allocation rules of the BUOAPP users for the budget approvals and BUOREV users for the reviews.
- User assignment. This function is used to enter formulas in the "user" fields when the "Formula/user" field is selected. This formula will be valued when executing the Workflow. If the value of the field is smaller than or equal to 5, the user code is considered to be entered and this field will not be valued.
Formulas used to search for signers
The search for signers can be performed by entering the signer code or using a formula that will enable the signer to be found via entities.
Each entity contains:
- A user code,
- The responsible entity,
- The approval entity,
- A linking entity.
The envelope, its related budgets and lines contain a responsible entity, an approval entity (EA1) and a linking entity (ER1). The approval entity EA1 contains itself an approval entity EA2, and so on and so forth down to the last entity in the pyramid. It is the same principle for the linking entity ER1 linked to ER2, itself linked to ER3, down to the last entity in the pyramid. Each entity contains a responsible code which can be searched using a formula replacing the user code entered in the setup (see grid below).
Approval pyramid | RES | Level | Linking pyramid | RES | Level |
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APP entity = 1 | MCL9 | EA3 | RAT entity = 1 | MCL9 | ER4 |
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APP entity = 10 | MCL2 | EA2 | RAT entity = 20 | MCL4 | ER2 |
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APP entity = 103 | MCL1 | EA1 | RAT entity = 203 | MCL3 | ER1 |
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Entity 20301 |
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| Entity 20301 |
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|
|
The "User assignment" can be set up as follows:
- Approval entity = 103
- Signer 1 = [F:ER1]USR (USR of entity 203, i.e. MCL3)
- Signer 2 = [F:EA1]USR (USR of entity 103, i.e. MCL1)
- Signer 3 = [F:EA2]USR (USR of entity 10, i.e. MCL2)
- Signer 4 = [F:ER2]USR (USR of entity 20, i.e. MCL4)
- Signer 5 = [F:EA3]USR (USR of entity 1, i.e. MCL9)
- Signer 6 = [F:ER3]USR (USR of entity 1, i.e. MCL9)
In the event of modification of the person responsible for an entity, the use of formulas makes it possible to maintain the signing circuits as they are implemented, without having to modify anything, since this modification is automatically taken into account when the entity is modified.
Screen management
This screen is comprised of two parts: The first part is used to enter the company or site code of review requests definition, the second part is used to view a grid displaying all the objects containing a review request.
The maximum number of lines authorized by selection is 500.
Each review request can be initialized individually by carrying out a selection in the column "Processing" or globally via the button "Review all" or "Reject all".
Entry screen
Presentation
The grid displays the review requests to be approved by the signer.
For review requests with status "Multiple", the amounts are not displayed. With a right click, it is possible to access the button Review detail listing the review requests carried out for each review level: Envelope, budgets, lines.
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Fields
The following fields are present on this tab :
Selection
| Field entered via the next signatory code of the approval circuit of revisions. |
| Site or company code, to be entered or selected from the list. This code makes it possible to select all review requests to be signed by the User for this Company. If the information entered corresponds to a company, the selection displays all the objects defined for the company, including those defined for the sites of this company. If the information entered corresponds to a site, the selection only displays the budget objects defined for this site. |
| Title associated with the site or company code. |
Review
| The button "Review all" is used to select, in a single operation, all the budget objects originating from the selection for refusal of the review request. Using it replaces, in the column "Processing", the status "None" with the status "Review". This action can be cancelled by using the same button that recovers the selection in status "None". |
| The button "Reject all" is used to select, in a single operation, all the budget objects originating from the selection for refusal. Using it replaces, in the column "Processing", the status "None" with the status "Reject". This action can be cancelled by using the same button that recovers the selection in status "None". |
Refusal
Grid Details
| This columns proposes three options: None (Default status of the selected budget objects), Review and Refuse. Each review request can be approved or refused by selecting the appropriate processing in an individual way. For a global processing of all the review requests, use the button "Review all" or "Reject all". |
| Code of the review request reason entered or selected in the miscellaneous table 349. |
| Text field used to enter a detailed revision reason. |
| Level description of the object submitted for approval: Envelope, budget fiscal year and budget line. The level "Multiple" indicates that the revision concerns several objects: envelope, budgets and/or lines. In this case, the amounts are not displayed. With a right click on the line, it is possible to access the button [Revision detail] listing the revision requests carried out for each revision level. |
| Code of the budget envelopes relating to a revision request, submitted for approval. |
| Description associated with the budget envelope code. |
| Accounting fiscal year code associated with budgets by fiscal year. |
| Budget account entered for a budget line. |
| Code of the currency used to manage envelopes, budgets and budget lines, controlled in the currency table. |
| Budgeted amount before revision, expressed ex tax, of the selected envelopes, budgets and budget lines. This amount corresponds to the approved amount, increased or decreased, of previous revisions. |
| Amount of the requested revision, expressed ex tax. This information is only displayed for an approval by object or by access to the detail of a multiple approval. |
| Amount, expressed ex tax, entered in the revision request, to be taken from the reserve:
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| Amount expressed ex tax entered in the revision request, to be taken from the Left to distribute:
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| Amount, expressed ex tax, entered in the revision request, corresponding to the requested envelope increase. |
| Total of the purchases requests, orders, posted invoices on the budget lines, budgets and envelopes. This information is displayed only for an approval by object or via the detail of a multiple approval. |
| Balance of the budget lines, budgets and envelopes corresponding to the budgeted amount - the actual amount. This information is displayed for a "single" revision. For this "multiple" revision, this zone is not loaded, you have to check the table "Detail". |
| If the envelope is attached to a project, its code will be displayed in this column. |
| Entity responsible for the management of the envelope, its budgets and budget lines. |
| Expense-consuming entity. Information that cannot be modified taken from the budget line. |
| Identification code of the lot defined in the project |
| Review number that is generated by the system according to this format: (REV-)(MONTH)(YEAR)(Order number). |
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Action icon
Envelope
This button is used to access the envelope inquiry for the selected line in the grid.
Line
This button is used to access the budget line inquiry for the selected line in the grid.
Review detail:
This button displays the detail by object (envelope, budgets and lines) for the requested revision in the event of a revision of "Multiple" type.
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Error messages
In addition to the generic error messages, the following messages can appear during the entry :
You have not checked anything. Do you want to exit without performing any action?
After presentation of the objects coming from the selection, this message is displayed when clicking on [OK] without having carried out a selection. Answering "Yes" to this message brings you back to the menu, and answering "No" makes you stay in the selection screen, allowing you to approve a review request.
*
This message is displayed when the user tries to carry out an approval via their messaging service without being logged in with the signer code expected for the approval.
The review does no longer need to be approved
This message is displayed if the user tries to conduct an approval through their mailbox: the object has already been approved through the dedicated menu or through the linked file received by mail.
Mandatory field
This message is displayed when the approval is rejected without a reason having been entered for this rejection.
You cannot exceed the authorized envelope amount. Review the envelope first.
You have entered a budget revised amount larger than the envelope revised amount. Modify the budget revised amount or the envelope revised amount.
You cannot exceed the authorized amount of the fiscal year budget. Review the budget first.
You have entered a budget line revised amount larger than the budget revised amount. Modify the budget line revised amount or the budget revised amount.
The available amount of the envelope cannot be prior to the amount broken down among the budget(s)
You have carried out a review decreasing the envelope amount, and the envelope available amount is now insufficient. Modify your entry, or first decrease the budget if such a review is possible.
The sum of the amounts of the budget lines must not exceed the available amount of the fiscal year budget.
You have carried out a review decreasing the budget amount, and the budget available amount is now insufficient. Modify your entry, or first decrease the budget lines if such a review is possible.
The line amount cannot be less than the achieved amount
You have carried out a review decreasing the budget line amount, but the budget line contains expense entries that are larger than the modified budget line amount. Modify your entry.
The requested amount must not be equal to the initial amount.
You have entered a revised amount equal to the initial amount: this is not a review. Modify your entry or abort review.
The available amount of the envelope reserve has been exceeded.
When reviewing a budget by fiscal year, you have entered an amount "Taken from the envelope reserve" larger than the amount of this reserve. Selecting [OK] in this message brings the amount "Taken from the envelope reserve" up to the maximum amount for this reserve.
Part appropriated from the lower-level reserve not sufficient. Minimum amount:
It is incorrect to distribute the increase between the reserve and the left to distribute from the higher level. The minimum amount to take from the reserve is displayed in the message and calculated according to the left to distribute, which in this case is insufficient for the entered reserve amount to be approved.
The available amount of the fiscal year budget reserve has been exceeded.
When reviewing a budget line, you have entered an amount "Taken from the budget reserve" larger than the amount of this reserve. Selecting [OK] in this message brings the amount "Taken from the envelope reserve" up to the maximum amount for this reserve.
You must enter the new requested amount first.
You have tried to enter an amount in columns "Taken from reserve", "Taken from not distributed" or "Extension" before entering the amount of the requested review. Enter the amount of the requested review first.
The sum of amts taken from the reserve and from the amt to be allocated must be = the difference with the original amt
This message is displayed when the distribution between the amount taken from the reserve and the amount taken from the left to distribute does not match the amount of the review requested. Check your entry and correct the distribution.