Today we’re going to take a look at setting up Project Time and Expense (PTE) workflows for Microsoft Dynamics GP. PTE enables employees to enter time and expenses and to create timesheet templates. These documents can then be submitted through workflows for approval.
Project accounting uses the employee setup from Payroll. Open up the Employee Maintenance screen (Cards > Payroll >Employee), select an employee ID, and under the Additional Information button, you can assign the employee to a Microsoft Dynamics GP user. This is required for an employee to use PTE. Click the Project button, in the lower right of the Employee Maintenance screen, to select how much access the employee will have to the system. You can also enable the employee to enter time for other employees (those specified here).
When the employees that will be using PTE are set up, you can set up the workflows (Administration > Setup > Workflow > Workflow Maintenance). Select Project, and you’ll see Expense Report Approval and Timesheet Approval in the left pane. These workflows are set up like other workflows: you’ll have the option to delegate tasks, to enable some users to also be their own approvers, and to require at least one approval for a task. You can also select options for when a task is overdue. Similarly, there are a lot of options for steps that you can create for tasks. Workflows are flexible and can easily be set up to reflect your unique business processes.
You can also set up conditions by which someone can be an approver. Select “Action is required only when the following conditions are met,” then click on the blue arrow next to the field under it. You’ll be able to select from a great many options here, and you can create multiple conditions. Any tasks that do not meet any of your conditions will automatically go to the workflow manager for approval.