The Job PL Integration Extended Approval app is designed to extend the standard approval workflow functionalities of Business Central to support budget adjustments within project management. By integrating approval processes similar to those found in sales and purchasing documents, this app provides a structured, efficient, and transparent mechanism for handling project budget shifts.
Key Features
Approval Process for Budget Adjustments:
Automatically triggers an approval workflow when a budget shift or adjustment is made.
Budget changes move through specific approval statuses: pending approval, released, and transferred after successful approval.
The approval process ensures that every change in the project budget is vetted and confirmed before finalizing.
New Fields and Status Options:
The app introduces new fields in the Budget Change Card to capture important information like the workflow type, workflow code, and assigned user.
New status options (pending approval, released) are added to better track the approval stages of the budget adjustments.
Approval Workflow Integration:
This app leverages the existing Business Central workflows to allow users to send or cancel approval requests directly from the Budget Change Card.
Customization mimics standard workflows used for sales and purchasing documents, providing a familiar interface for users.
You can approve, reject, or delegate approval tasks directly from the action menu, which now includes additional actions related to budget changes.
Factbox and Action Tabs:
The app adds a Factbox for displaying user group members involved in the approval process.
A new action tab, specifically for approvals, allows users to send and cancel approval requests, approve or reject changes, and view approval logs.
Integration with Other Modules:
The app integrates with existing project management modules, ensuring that budget shifts between projects are reflected in all relevant areas.
After successful approval and transfer, the app automatically updates the budget in the system, reducing manual errors and ensuring consistency.
How to Use the App
Set Up Approval Workflow:
The administrator can create approval workflows for budget changes by navigating to the Workflow Templates and configuring the approval chain specifically for Budget Change Headers.
The same approval logic applied to sales or purchasing workflows can now be applied to budget adjustments using the customized workflow template.
To ensure proper functionality of the Job PL Integration Extended Approval app, the workflow parameters in Project Setup should be configured correctly.
Creating and Sending Budget Change Requests:
When a project requires a budget adjustment, a new Budget Change entry is created.
The user fills in the necessary fields like the project, adjustment amount, and assigns a workflow for the approval process.
Once the change is submitted, the app automatically sets the status to pending approval and routes the approval request to the designated approvers.
Approval Process:
Approvers will receive notifications for the pending budget change requests. They can review the request details directly within the Budget Change Card, and either approve, reject, or delegate the request.
After successful approval, the status of the budget change is updated to released and eventually transferred once the budget is successfully adjusted in the system.
Monitoring Approvals:
Users can monitor the status of their budget change requests through the Approval Entries and Factbox extensions that display all pending and completed approval workflows.
Finalizing Budget Shifts:
Once approved, the system automatically transfers the budget to the designated project, marking the change as successfully processed.
Users can review the budget adjustments and ensure that they align with the overall project plan.
