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How does a project manager approve hours?
How does a project manager approve hours?

Understand how a project manager can approve, modify or reject time entries

Claudette Albers-Reid avatar
Written by Claudette Albers-Reid
Updated over a week ago

Note: When you activate the PM approval it will not be possible to change the project status to Active without a project manager assigned. Via the Project Quick Setup or via a CRM deal, PSOhub will automatically set the project as Proposal if no project manager is selected or until a project manager has been assigned.

Choose from the menu Approvals and Project Manager Approval.

If there are no hours to be approved, the following message will appear:

When there are hours to approve, the Approvals page will look as follows:

In the top-left corner, you will see the list of projects with hours to be approved, you can click on the arrow to select another project:

Underneath the project name, you will see the time entries per contract line, waiting for approval. Each contract line name will display the budget hours, used hours and remaining hours (as the Planned vs Used hours view in the project). For each contract line, there is also a traffic light of red or green to identify if the hours logged were within budget or not. If the contract line is red, it indicates the hours were over budget and if green, the hours were within or on-budget:

Auto Approve hours

When hours are within or on-budget for the contract line, you can choose to automatically approve them without manual checking and approving each individual time entry. To do so, click on the Auto Approve button.

The following Confirmation message will appear:

Once you click Proceed, the approved hours will disappear from view:

When you open the project and go to the hours overview, you will see which hours have been approved and which have not, by looking at the PM column:

If you click on one of the time entries, you can see when and who approved the hours, by clicking on the Status tab:

Note: With project manager approval, no one can edit approved time entries unless they are an Admin user.

Manually approve hours

Time entries can be manually approved, by selecting the check box next to the time entry and clicking Approve. The time entry will disappear from view.

If you open the project and go to the hours overview, click on the approved time entry and click on the Status tab. Here, you will see when and who approved the time entry:

Note: With project manager approval, no one can edit approved time entries unless they are an Admin user.

Modify time entries

A project manager can modify submitted time entries prior to approval. To modify a time entry, click on one of the entries in the Approvals overview. The Edit registration window will appear:

Modify the time entry and click Save.

Reject time entries

Time entries can be rejected by the project manager and emailed to the resource with comments. For each time entry, there is a Reject button:

When you click on Reject, the Approval Reject hours window appears, asking you to select the reason for declining the time entry:

Select the reason and click Send.

The approval page will display the rejected time entry with the reason:

The resource will receive the below email.

They can click on the provided link to open the time entry, and select the Status tab to see the reason why the time entry was rejected and correct it in the General tab:

Click Save.

How to use the Approval filters?

As a project manager you can filter on already approved hours. In the Approvals view, click on the Filters link, where the following option appears. To display all approved hours waiting to be invoiced, check the Include approved hours box:

All the approved hours will appear and the PM column will be checked indicating which time entries have been approved. Next to the Filters button, you can switch off the applied filter by clicking the x in the Include approved button.

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