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I wanted to review how others are dealing with Expense approval procedures in the workplace and PSA. Currently in PSA sends the expense to a project manager for approval or line manager if no project is recorded. On Approval this registers the expense against the project creating actuals for Cost and Unbilled sales. All very nice but in the real world with my client they have internal procedures that need to be followed for the reimbursement of the expense to the employee. There appears to be no option to add other parties into the approval process in order to allow a clients expense approval policy to be reflective in the system. How have other people dealt with this situation?
Currently I have created a workflow that runs after the expense has been approved by the project manager. The expense at this stage is not modifiable if rejected.
This does the following:
1. Check if the expense has been self approved by the project manager (PSA allows this yet most clients will not allow this practice) and route the expense to a higher authority
2. Pass to payroll to perform their checks and ensure all a dears to company policies
If rejected at any of the above stages the expense can not be amended and resubmitted. At best we can deal with the "Wrong Expense Receipt" scenario but anything else the end user will need to submit the expense again and then a manual journal adjustment performed afterwards which is time consuming (even with the version 3 feature)
Microsoft should allow a workflow or setup to allow clients to build their approval route. How have other people tackled this
Time and and especially Expense entries are something that customers usually want to develop so that the process is something different.
Unfortunately the ootb logic is very strict in these. Although it is not perhaps the most optimal, changing it is unsupported and should not be done.
You can build views and build ancillary records to help with the approval of the primary entry but the process should remain enter and submit -> journal lines -> project approvals -> actuals.
I've seen some customers change the logic and have tried changing it myself and all it does is it leads to a broken platform.
Time and especially Expense entries can always be left to a system that has more features around this functionality.
Thank you ever so helpful as always and love your blog. No way am I going to interfere with the OOTB process. I think my current solution will remain for the time being (workflow post pm approval) and then a journal if rejected
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