Certify's Pre-Approval feature enables end-users to budget for an expense before the spend occurs. Once the Spend Request is submitted, a Manager can see the expected costs for specific projects, trips, or people, providing opportunities for increased spend management.
Once a Spend Request has been submitted, the Manager can review the expected costs and approve of deny the request.
This article shows you, a Certify Manager, how to approve and disapprove a Spend Request.
Spend Requests and Expense Reports follow the same initial Approval Workflow. Though once a request is approved by all Approvers in the workflow, it is returned to the submitter's Approved Spend Requests folder rather than being moved along to the Accountant.
Approving a Spend Request
Step 1: Open Approval Requests on your Certify homepage.
Step 2: Once the Approval Requests page opens, select a Spend Request to view.
Step 3: After the request opens, click the arrow (>) under the Details or Reason columns to see more information about the Spend Request Items.
Step 4: View the Spend Tracker tool at the top of the expense report to compare the user's spend against the pre-approved amount from the spend request. This helps you know right away if the user spent more than what they were approved for, and by how much.
Step 5: Once the Items have been reviewed, select the Approve button for each line. To approve all Items at once, click the Approval All button.
Step 6: When an Item is approved, a green checkmark will appear in the Status column. Click Complete Request once all Items are approved.
Step 6: On the next page, click Complete to finish approving the Spend Request.
Disapproving a Spend Request
A Manager can disapprove single Items, or an entire Spend Request. If the entire Spend Request is disapproved, it will return to the submitter's Spend Request Drafts.
Step 1: To disapprove single Items, click the arrow (>) under Actions. Select Disapprove in the Other Actions pop-up window.
Once the Item has been disapproved, a red X will appear in the Status column.
Step 2: As items are disapproved, the spend tracker tool will update accordingly bringing the user under their budget.
Step 3: To disapprove a Spend Request completely, click the Disapprove Request button.
Step 3: On the Disapprove Spend Request Page, click Submit.