Approve or Reject Budget - EcoSys - 4.11 - Help - Hexagon

After a budget has been submitted for approval, workflow users with budget approval permissions may approve or reject the budget if the budget cost exceeds the Approval Threshold Level 1 setup in the Project Setup screen (Projects > Project Setup – Project Settings – Budget Settings section).

All the workflow users with approval authority will be listed in the spreadsheet. However, the View hyperlink will be available to the workflow users signed into the EcoSys application and only if that user is also an established budget approver. The budget creator and workflow users identified in the Project Setup screen (Projects > Project Setup – Distribution Lists) are notified through email, and the budget log is updated.

After the budget is approved by the required level of approver (s), the budget status changes to Approved and the budget is posted to the current budget and current forecast.

The budget can be approved in two ways:

• Through the EcoSys application - The workflow users with permissions can login to the EcoSys application and approve or reject the budget.

• In the email, the users can click the Approve or Reject hyperlinks which will trigger an email to the EcoSys server. The budget will be approved or rejected based on the hyperlink clicked and a confirmation email will be sent to the approver’s mail box.

  

  Optionally, through email, the link "Click for information relevant to this step in the workflow" will navigate the user directly to a dedicated dashboard pertaining to the Budget and its details. The options to process the budget will be available on the dashboard screen.

  

  The View hyperlink in the Budget Header Summary panel does not appear if the Budget is already submitted.

Follow the procedure below to approve or reject the submitted budget from EcoSys application.

1. Navigate to Budgets > Original Budget.

2. Click the Register tab.

3. In the Submit column, click the View hyperlink.

   

4. Perform any of the following actions.

   1. Approve the Budget. Follow the procedure below to approve the budget.

      1. (Optional) Type the required Comments.

      2. Click the Approve hyperlink.

      3. In the Visual Workflow Instance dialog, click CLOSE.

      4. In the Original Budget Register panel, click the Refresh icon. The budget status changes to Approved.

         If a budget cost is greater than the Approver Threshold Level 2 or Approver Threshold Level 3 setup in the Project Setup screen (Projects > Project Setup – Budget Admin tab). Then the higher most approver (Approver Threshold Level 2 or Approver Threshold Level 3) as well as all the approvers below the higher most approver (Approver Threshold Level 1 or Approver Threshold Level 2) must approve the budget. Until the higher most approver approves the budget, the budget status remains Partially Approved. Only after the higher most approver approves the budget, the budget status changes to Approved.

   2. Reject the Budget. Follow the procedure below to approve the budget.

      1. (Optional) Type the required Comments.

      2. Click the Reject hyperlink.

      3. In the Visual Workflow Instance dialog, click CLOSE.

      4. In the Original Budget Register panel, click the Refresh icon. The budget status changes to Open and a Submit hyperlink appears.

         You can re-submit the budget for approval.

         The approver can also approve or reject from their email, by clicking on the Approve or Reject hyperlink in the email.

   3. View more details of the budget, then Approve or Reject the Budget.

      1. Click the More Information hyperlink.

         Budget Register screen appears wherein you can view the following details:

         Budget Header Summary

         Original Budget Summary

         Unapproved Cost Details

         Time-Phasing Summary - Appears when you click the View Time-Phase Summary hyperlink

         The View Time-Phase Summary hyperlink appears only for the Time-Phased projects.

      2. After reviewing the budget details, click the View hyperlink.

      3. In the Visual Workflow Instance, click Approve or Reject hyperlink.