How to approve expense?

Created by Alexandra Gallisová, Modified on Tue, 31 Oct 2023 at 11:15 AM by Alexandra Gallisová

The following statuses can be found in the Expenses list:

  • All    
  • Approved     
  • For Approval 
  • For Financial Approval
  • Drafts 

Project managers have the option to save an expense as a Draft for additional editing or ‘Request Approval’ for the finance manager’s final approval. Moreover, finance managers have the option to automatically Save expenses as Final, when all associated budget items bear an ‘Approved’ check mark.

Expenses waiting for approval are divided into two categories, indicating whether a specific project manager or the finance manager is responsible for final approval (Fig. 1).

  • ‘For Approval:’ These expenses aren’t ready for the finance manager’s approval yet, signaling that action from the specific project manager is required.
  • ‘For Financial Approval:’ These expenses are ready for the finance manager’s final approval, provided project managers have approved all the budget items.

Fig. 1

It is not mandatory to assign a ‘Responsible Person’ for each expense. If this field is left blank and an expense awaits approval, the expense will appear in the ‘For Approval’ section, visible to all project managers assigned to the project or brand.

If a project manager approves an expense for a specific budget item by clicking on the Approved checkbox, Allfred automatically designates that project manager as the responsible person once the expense is saved. After reopening the saved expense you can see who and when approved the budget item by mouse over the ‘Approved’ button.

How does the ‘Approved’ Checkbox work?

  • The ‘Approved’ checkbox is marked when an expense is considered final by the project manager or finance manager. If all expense items are marked as Approved, the expense is automatically saved for Financial approval.
  • If it’s unmarked, the expense is still in the ‘For Approval’ stage for the assigned responsible person or for the projects managers responsible for a particular brand or project

After the expense is saved for financial approval, project managers are no longer able to edit it. To enable further editing, the CFO needs to reopen the expense by clicking the 'Approved' checkbox.

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