User Modules

AyMINE supports the approval of activities and job statements by the manager. The purpose of the step is to confirm that the activity has actually been performed and can be invoiced.

Approval states

Processing records have several possible states:

Not filled in – until the manager performs the record, the value is not filled in
Approved – the execution is approved
Approved internally – the execution is approved, but only internally. Either the approval by the customer has yet to take place (and subsequently the status is changed to Approved) or the activity remains internal. If activities are subsequently invoiced, this activity will not be invoiced. From the point of view of the job statement, it is counted in the time worked.
Rejected – The activity is considered by the manager as not performed. The time declared will not be counted in the job statements.
Invoiced – The status is set automatically when an invoice is issued from the system to records. The invoice can only be issued to approved records.

What the approval is for

The main purpose of approvals is to confirm to the project, contract or department manager that the activity has actually been performed. The approvals serve as a basis for both invoicing and verification of the worker's work performed.

Employee

Employee's work reports serve to confirm that the worker has performed the work. They serve as a basis for payment of wages (if linked to hours) or for confirmation that the employee has fulfilled his/her work obligations. Attention, if the employee did not have the tasks for which he/she declares his/her working time, he/she cannot be penalized for non-performance of his/her work obligations

Collaborator

The reports for the hired workers serve to confirm that they can invoice their work. When the hired workers are confirmed by the manager, you have an internal verification of how much work they have actually worked for you.

Protection against double payment / reimbursement The work reports can be assigned to both the workers' contracts and the employees' contracts. This allows you to easily check that you are not paying for the same work twice – once at regular wage and the second time at work done on a work agreement.

Contract splitting can be done by a worker who has multiple concurrent contracts registered. The splitting must be done before the supervisor approves; the approved records cannot be changed by the worker.

Invoice check

For reports, you can set the invoice status if it is included with the invoice (in the finance module). The change in status ensures that the work is not invoiced repeatedly and at the same time a check of what has been invoiced (The invoice can be searched from the record.)

Invoice check by the worker

If the worker who created the report is registered as an invoicing collaborator, he or she has the option to select the records to include in the invoice and indicate the invoice number. This saves the information that he or she will invoice the selected records and assign them to a "virtual invoice" (The invoice is virtual because it is not an invoice issued by the organisation but an invoice received from the service providing worker. From the worker's point of view, however, he or she can directly generate this invoice from the system and possibly send it directly for further processing.)

The invoicing by the worker does not change the status of approval. On the contrary, but the control works, the worker can only include activities in the Approved and Invoiced states in the invoice. If you insist on statements within the system for the hired workers, you have a very simple option to check their invoices. The check can be made against the invoice number specified by the invoice processing department, because the system also records hourly rates for individual contracts. By approving the works, the manager therefore effectively approves in advance all data on the invoice, which he or she does not have to check again.

Who can approve

Approval can only be made by the project manager, or by the head of the area in which the activity performed falls. No one else can approve.

How to approve

Approval can be made for records concerning one object or one area. It is always possible to approve records in bulk.

It is possible to change the status, and for how long

Yes, the manager can change the status, but only 6 months back. It is not possible to change the status further into the past. (The 6-month limit is the default value, your organisation may have requested a different deadline. It may not therefore apply to your organisation.)

You ask

Can I enter approval even if I am not the manager?

In some cases, the application may not accurately evaluate whether you have the right to approve the activities, e.g. because there are activities under the authority of different managers within the list of activities. Even in this case, the option to enter approval will be offered, but the server will only make approval for those records for which you actually have the authority to approve. The others will remain unchanged.