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Approval Procedure

Use

• The approval procedure is an optional time sheet element.
• Most time sheet records contain confidential data relating to, for example, an employee’s payment or the progress of a project.
• If employees maintain their own working time data in the system, the approval procedure can be used to check this data before it is transferred to the target components. Each time sheet record is approved on an individual basis.
• The persons responsible for approving data records, such as supervisors, personnel officers, or project leaders, require special authorizations.

Prerequisites

• For each data entry profile, you must determine whether data is to undergo an approval procedure or not. Activate the Approval required field when maintaining your profile if you want to use the approval procedure.
• Working time data cannot be approved until it is assigned the processing status Released for approval.

Features

• In most cases, you would use SAP Business Workflow to approve released times and give notification of rejected data records. This starts the approval procedure that you enter in the Implementation Guide (IMG) under Cross-Application Components ® Time Sheet ® Settings for All User Interfaces ® Time Recording ® Determine Variant of Approval Report for Workflow.
• If you use this procedure, you receive a message in your inbox informing you of data due for approval. When you choose a personnel number, the system automatically starts the approval report.
• For more information, see Approving Data using SAP Business Workflow.
• You can also issue approvals manually from the time sheet menu. You can still start the approval program manually even if you normally use workflow to approve the data. If you choose this option, the system deletes the relevant tasks from your inbox.
• For more information, see Issuing Approvals.
• If you do not want to approve the data, you can enter rejection reason for the employee or other person who entered the data.
• You can define rejection reasons in the Implementation Guide (IMG), under Cross-Application Components ® Time Sheet ® Settings for All User Interfaces ® Time Recording ® Define Rejection Reasons.
• Once data is assigned the status 30 - Approved, the system writes it to the relevant interface tables. You can then transfer the data to the required target component(s).