Statuses

The Unanet system uses a series of Statuses in order to keep track of where a particular Timesheet, Expense Report or Expense Request is located in the approval process. The list of possible statuses for time and expense includes:

MISSING

INUSE

SUBMITTED

APPROVING

COMPLETED

DISAPPROVED

EXTRACTED

LOCKED

REQUESTING

PREAPPROVING

PREAPPROVED

DENIED

The following sections provide a description of these various statuses and which areas of the system they apply, including:

Statuses for Timesheets
Statuses for Expense Reports
Statuses for Expense Requests

Timesheet

If a user has not created a timesheet for a time-period, the timesheet will be listed as MISSING in the system.

As soon as the user creates a timesheet the status will be changed to INUSE.

This status will be maintained until the user presses the submit button and sends the timesheet for approval. At this point, the status of the timesheet may vary depending on whether the particular timesheet is subject to any approvals. If it is not, then the timesheet status would be set directly to COMPLETED. More commonly though, the timesheet may require some level of approval and thus the new status would be set to SUBMITTED. The status would stay in the submitted status until the first person in the approval process approves the timesheet.

Once the first person (whether it be a Manager, a Project Manager or a Customer) approves a timesheet, the status will be updated to APPROVING. The status will remain in the APPROVING state until all pending approvals have been completed.

At this point, the status will then be set to COMPLETED.

If the user chooses to edit the timesheet at any time during the approval process period, the timesheet can be withdrawn from the approval process and the status will be returned to INUSE. This timesheet would need to go through the entire approval process again.

If any approver disapproves the timesheet, the status will be set to DISAPPROVED. The timesheet would remain in this state until the user re-opens, edits, and saves the timesheet. At this point the timesheet will then go back to a status of INUSE.

If the Administrator extracts the timesheet from the system the status will be set to EXTRACTED.

The LOCKED status is used if the Administrator would like to lock the timesheet record so that it can not be opened by the user again to edit, but to note that the timesheet also has not been extracted yet. This status is used as an in-between status of COMPLETED and EXTRACTED. Timesheets can be automatically set to the LOCKED status immediately following the event that set it to the COMPLETED status if the Auto-Lock feature (property) is enabled.

Expense

When a user creates an Expense Report the status is initially set to INUSE.

Once the user submits the Expense Report, the status is set to SUBMITTED.

Once the first person in the approval group approves an Expense Report it is set to a status of APPROVING.

If any approver disapproves the Expense Report, the status will be set to DISAPPROVED until the user edits and re-saves the Expense Report details. The status would once again be set to INUSE.

After the last person in the approval group has approved the Expense Report the status is set to COMPLETED and locked from being able to be retrieved by the original user for further modification.

If the Administrator extracts the expense from the system, the status will be set to EXTRACTED.

Expense Request

If a user creates an Expense Request, the initial status is set to REQUESTING until the submit button is pressed at which point the status becomes PREAPPROVING.

The status remains PREAPPROVING until the last manager has approved the Expense Request.

At that point, the status becomes PREAPPROVED in the Expense Request history and INUSE as a new Expense Report.

If a manager disapproves the Expense Request, the status will be set to DENIED until the user edits and re-saves the Expense Details, at which point the status would return to REQUESTING again.

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