Statuses

The Unanet system uses a series of Statuses in order to keep track of where a particular Timesheet, Leave Requests, Expense Report, Expense Request, Purchase Requisition,  Purchase Order, Vendor Invoice, Customer Invoice, or Resource Request is located in the approval process.  The list of possible statuses includes:

• Timesheet and Expense Report Statuses

• • MISSING

  • INUSE

  • SUBMITTED

  • APPROVING

  • COMPLETED

  • DISAPPROVED

  • PENDING REVIEW

  • EXTRACTED

  • EXTRACTED (historical)

  • LOCKED

  • LOCKED (historical)

  • INUSE (Adjustments)

  • SUBMITTED (Adjustments)

  • APPROVING (Adjustments)

  • COMPLETED (Adjustments)

  • DISAPPROVED (Adjustments)
    

   

• Expense Request Statuses

• • REQUESTING

  • PREAPPROVING

  • AUTHORIZATION_APPROVED

  • DENIED

   

• Leave Request Statuses

• • INUSE

  • SUBMITTED

  • APPROVING

  • DISAPPROVED

  • COMPLETED

  • LOCKED

  • CANCELED  

   

• Purchase Requisition (PR)/Purchase Order (PO) Statuses

• • INUSE

  • SUBMITTED

  • APPROVING

  • DISAPPROVED

  • APPROVED (Mods only)

  • OPEN

  • CLOSED

  • CANCELED  

• Vendor Invoice (VI) Statuses

• • INUSE

  • SUBMITTED

  • APPROVING

  • DISAPPROVED

  • APPROVED

  • POSTED  

• Customer Invoice (CI) Statuses

• • DRAFT

  • SUBMITTED

  • APPROVING

  • DISAPPROVED

  • APPROVED

  • COMPLETED

  • EXTRACTED

• Resource Request Statuses

• • INUSE

  • REQUESTED

  • FULFILLING

  • UNFULFILLED

  • FULFILLED

  • REWORK

  • ACCEPTED 

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

• Statuses for Leave Requests

• Statuses for Purchase Requisitions/Purchase Orders

• Statuses for Vendor Invoices

• Statuses for Customer Invoices

• Statuses for Resource 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.  Extracted timesheets are essentially frozen from any further manipulation by end users.  In order to make changes to an Extracted timesheet, you would need to either use the Administrator Timesheet Adjustment feature, or enable the End User Timesheet Adjustment feature.

• The LOCKED Status is a status between the COMPLETED and EXTRACTED status.  It is NOT used by default, but can be enabled by enabling the Auto-Lock feature (Set Timesheets to Locked Upon Completion (unatime.autolock).  When this status is enabled, timesheets immediately move to a LOCKED status upon completion.  Once in the LOCKED status, timesheets are treated as if they are EXTRACTED, meaning any further changes to the timesheet will require either Administrative adjustments (the timesheet can no longer be pulled back to INUSE by anyone).

• The LOCKED and EXTRACTED statuses may have a trailing (historical) indicator if the time associated with a particular time period was loaded via the Historical Time Import.  Timesheets in these statuses cannot be manipulated via the user interface (though they can be deleted via the Historical Time Import - so long as the time has not be included in a Labor Cost Post or Billing and Revenue Post.  

• If the end user adjustment feature is being utilized, an extracted timesheet may be adjusted by an end user.  These timesheets follow a similar approval process and the timesheet may be in any of the following statuses:

• • INUSE (Adjustments)

  • SUBMITTED (Adjustments)

  • APPROVING (Adjustments)

  • COMPLETED (Adjustments)

  • DISAPPROVED (Adjustments)

Expense Report

• 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 (expense reports in this status can continue to be pulled back to INUSE for further editing).

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

• The LOCKED status is used if the Administrator would like to lock the expense reports so that it cannot be opened by the user again to edit, but to note that the expense report also has not been extracted yet.  This status is used as an in-between status of COMPLETED and EXTRACTED.  Expense Reports can be automatically set to the LOCKED status immediately following the event that set it to the COMPLETED if the Auto-Lock feature (Set Expense Reports to Locked Upon Completion (unasense.autolock)) is enabled.  
  

Note that LOCKED or EXTRACTED expenses can be removed from the system via the Expense Import  (so long as none of the line items have been included in the Expense Report Cost Post or the Billing & Revenue Post or a vendor invoice has been created from the expense report via the Create Vendor Invoice from Expense Report process).  Otherwise, any further changes to that data would need to be in the form of an adjusting expense report.

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 AUTHORIZATION_APPROVED 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.

Leave Request

• As soon as the user creates a leave request the status will be set to  INUSE.

• This status will be maintained until the user presses the submit button and sends the leave request for approval. At this point, the status of the leave request may vary depending on whether the particular leave request is subject to any approvals.  If it is not, then the leave request status would be set directly to COMPLETED.  More commonly though, the leave request 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 leave request .

• Once the first person (whether it be a Manager or an Administrator) approves a leave request, the status will be updated to APPROVING.  The status will remain in the APPROVING state until all pending approvals have been completed.

• Once all approvals have been satisfied, the status will then be set to COMPLETED.

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

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

• The LOCKED Status can also be used to prevent further change to a leave request.  This status is NOT used by default, but can be enabled via the Auto-Lock feature ( Set Leave Requests to Locked Upon Completion (unatime.leave_request.autolock)).  When this status is enabled, leave requests immediately move to a LOCKED status upon completion.  Once in the LOCKED status the leave request can no longer be pulled back to INUSE by anyone.

• If a user decides to not take leave after a leave request has been approved, they can cancel the request, at which point the status will be CANCELED.

Purchase Requisition/Purchase Order

• When a user creates a PR or PO document,  the status is initially set to  INUSE.

• This status will be maintained until the user presses the submit button and sends the document for approval. At this point, the status of the document may vary depending on whether the particular document is subject to any approvals.  If it is not, then the document status would be set directly to APPROVED (for Mods) or OPEN.  More commonly though, the document 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 document.

• Once the first person approves a document, the status will be updated to APPROVING.  The status will remain in the APPROVING state until all pending approvals have been completed.

• Once all approvals have been satisfied, the status will then be set to APPROVED (for Mods) or OPEN.

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

• If any approver disapproves the document, the status will be set to DISAPPROVED.  The document would remain in this state until the user edits the document.  At this point the document will then go back to a status of INUSE.

• The Purchase Requestor or Purchaser (or Administrator) can close a PR or PO respectively, resulting in the CLOSED status. They can also re-open resulting in the OPEN status again. See Purchase Order Close and Reopen for more information.

• The Purchase Requestor or Purchaser (or Administrator) can cancel a PR Mod or PO Mod respectively, resulting in the CANCELED status. The Mod cannot be in APPROVED status. Once a Mod is canceled, it can never have another status.

See Purchase Requisition Approval Process and Purchase Order Approval Process for more information.

Vendor Invoice

• When a user creates a Vendor Invoice (VI),  the status is initially set to  INUSE.

• This status will be maintained until the user presses the submit button and sends the document for approval. At this point, the status of the document may vary depending on whether the particular document is subject to any approvals.  If it is not, then the document status would be set directly to APPROVED.  More commonly though, the document 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 document.

• Once the first person approves a document, the status will be updated to APPROVING.  The status will remain in the APPROVING state until all pending approvals have been completed.

• Once all approvals have been satisfied, the status will then be set to APPROVED.

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

• If any approver disapproves the document, the status will be set to DISAPPROVED.  The document would remain in this state until the user edits the document.  At this point the document will then go back to a status of INUSE.

• Vendor Invoices can be POSTED from the following screens:

• • Individual Vendor Invoice Post -- When editing the Details grid or Matched Labor/Expenses for a Vendor Invoice, the current Vendor Invoice can be posted by clicking the Post/Next button.  Vendor Invoices in the INUSE or SUBMITTED status may be posted from this screen.
  • Bulk Vendor Invoice Post -- When listing one or many Vendor Invoices on the Vendor Invoice >> List screen, the user can check one or many Vendor Invoices and click on the Post button to invoke a post for many Vendor Invoices.  Only those Vendor Invoices in the Approved status can be included in a bulk post.

See Vendor Invoice Approval Process for more information.

Customer Invoice

• When a user creates a Customer Invoice (CI),  the status is initially set to DRAFT.

• This status will be maintained until the user presses the submit button and sends the document for approval. At this point, the status of the document may vary depending on whether the particular document is subject to any approvals.  If it is not, then the document status would be set directly to APPROVED.  More commonly though, the document 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 document.

• Once the first person approves a document, the status will be updated to APPROVING. The status will remain in the APPROVING state until all pending approvals have been completed.

• Once all approvals have been satisfied, the status will then be set to APPROVED.

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

• If any approver disapproves the document, the status will be set to DISAPPROVED.  The document would remain in this state until the user edits the document.  At this point the document will then go back to a status of DRAFT.

• Customer Invoices can be COMPLETED from the List Invoices >> Review page.

• Administrators can run the Accounts Receivable export to mark completed invoices as EXTRACTED.

See List Invoices >> Approval Process for more information.

Resource Requests

See Resource Request Statuses for more information.