Processing Time and Expense Transactions that Require Approval

Introduction

This document describes the usage of program (MOS810) for processing time and expense transactions that require approval.

(MOS810) is the core program for submitting, reviewing, editing, approving, and rejecting time transactions that require approval. You can view reported time transactions from several different views, for example, per individual technician or a group of technicians connected to a specific service manager. A range of functions and details are available for the review of time transactions, for example:

Before you start

Processing time transactions

When labor time transactions are reported through one of the work order time reporting functions in M3, transactions are created in table MMOPTR and displayed in (MOS810).

If mandatory approval of time is deactivated for the work order, the transaction status will get status 90. Accounting and MCO invoice specification in (COS170) will also be updated directly with time transaction details.

If mandatory approval of time is activated for the work order and the conditions for activating time approval for the work order type, facility, and cost type in (MOS129) are met, time transactions will stop in status 10 or 20 in (MOS810). The status that the time transaction will get depends on the setting on the work order type (MOS120 prm 380). Accounting and the MCO invoice specification in (COS170) will not be updated until the time transaction has status 90 in (MOS810). The work order cannot be closed in (MOS050) if time transactions in status less than 90 exist in (MOS810) for the work order operations.

Time transaction statuses

Processing expense transactions

In (MOS810) a, column 'Exp' exists to indicate that expenses have been reported against the work order operation. The column is blank if no expenses have been reported. If an expense has been reported against the work order operation, the 'Exp' column will display the status of the expense from (COS150). If multiple expense lines exist in (COS150), the indicator will show the expense with the lowest status. This indicator helps the users to identify the expenses reported on the work order that still requires approval. The expense transactions cannot be edited or processed within (MOS810) but a related option 'Expenses' in (COS150) is available where the expenses can be edited and approved. The expense approval process is described in a separate UDI document for (COS150).

The work order cannot be closed in (MOS050) if expenses in status less than 90 exist in (COS150) for the work order operations.

Follow these steps

'WO Operation. Time Transactions' (MOS810) can be launched from the menu, from (MOS195), or (MOS100) with related option 48='Time transactions'.

Approve time transaction

  1. Start (MOS810).

  2. Position on the time transaction.

    • Time transactions in status 10: Click related option 8='Submit for approval' to update the status to 20.
    • Time transactions in status 20: Click related option 9='Approve' to update the status to 90.
  3. Close the program.

Reject time transaction

  1. Start (MOS810).

  2. Position on a time transaction with status 20.

  3. Select related option 23='Reverse to reporter'.

  4. Status on time transaction is updated to 10–'Preliminary'.

  5. Close the program.

Approve expense line

  1. Start (MOS810).

  2. Position on the expense in the 'Expenses' column.

  3. Select related option 16='Expenses'.

  4. 'MCO. Report Expenses' (COS150) is started.

    • Expenses in status 10: Click related option 8='Submit for approval' to update expense status to 20.
    • Expenses in status 10: Click related option 9='Approve' to update expense status to 30 and then automatically to 90.
  5. Close the program.

Reject expense line

  1. Start (MOS810).

  2. Position on the expense in the 'Expenses' column.

  3. Select related option 16='Expenses'.

  4. 'MCO. Report Expenses' (COS150) is started.

  5. Select relevant line with status 20.

  6. Select related option 23='Reverse to reporter' to return the status to 10.

  7. Close the program.

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