Approval History Dialog Box for GL Budgets

Use this dialog box to view the steps for the approval of general ledger budgets that you have open on the General Ledger Budgeting or General Ledger Budgeting Group form.

Nothing appears in the History grid until you submit the general ledger budgets, and the first step of the approval process is started.

Location

To display the dialog box, complete the following steps:

1. From the Vision Navigation menu, click Accounting > Budeting > General Ledger or General Ledger Group.
2. On the General Ledger Budgeting or General Ledger Budgeting Group form, select an existing general ledger budget or create a new one.
3. Open the Progress tab and click the History button.

Contents

History Grid

A separate row of information displays in the grid for each stage that an approval step goes through—Start, In Progress, Rejected, Approved, and Completed. The steps are based on the steps that are configured for the approval workflow (on the Workflow tab in Approval Workflows Configuration) for a general ledger budget or all the general ledger budgets in a group.

History Grid Toolbar

Field

Description

History Drop-Down

Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.

History Grid Fields

Field	Description
Step	This field displays the number of the approval step based on the steps that are configured for the approval workflow.
Description	This field displays the description of the step from the configured approval workflow.
Previous Approval Status	This field displays the status of the step before it changed.
Responsibility	This field helps you identify the employee who took action for the step. The following are possible entries in this field: Create User — This applies only for step 1 when step 1 starts after the general ledger budget is submitted. Create User indicates that the employee who was responsible for this step was the person who submitted the budget. Specific Employee — This indicates that the employee who was responsible for starting or approving the step is an employee who is entered in the Specific Employee field in the Approval Steps grid of the Workflow tab in Approval Workflows Configuration—for the approval workflow, for the general ledger budget.
Name	This field displays the name of the employee who performed the step. If the Instant Messaging feature is enabled in Vision (on the Miscellaneous tab in Configuration > General > System Settings), you can click the icon beside the employee's name to send an instant message or email message to the employee.
Due Date	This field displays the date when the approval step is due (when it must be approved). This is based on the number that is entered in the Days Allotted field in the Approval Steps grid on the Workflow tab in Approval Workflows Configuration, for the approval workflow.
Step Start Date	This field displays the date when the step was started.
Action Taken Date	This field displays the date when an action was taken for the step, such as approving or rejecting the GL budget. By default, the action that has the oldest date displays as the first item.
New Approval Status	This field displays the new status of the step after an action was taken for it.
Comment	This field displays any comments that were entered on the Approve dialog box or the Reject dialog box when an employee approved or rejected a step. In addition, Vision automatically adds a row and displays comments in this field when other actions occur that affect approvals: Comments Displayed Action That Was Taken Approval Workflow Disabled from Company AP Configuration. Approval Workflow Enabled from Company AP Configuration. Approval Workflow Restarted from Company AP Configuration. An approval workflow was disabled, re-enabled, or restarted using a different approval workflow. These changes were made on the Accounts Payable tab in Configuration > Accounting > Company AP. <Employee Name> reassigned. An approval step was reassigned to another employee. You reassign an approval step to another employee using Approvals > Reassign on the toolbar of the General Ledger Budgeting form. Approved, conditions not met. Completed, conditions not met. An approval step is approved or completed because approval workflow conditions were not met. Completed, Final Approved. All the steps in an approval workflow are completed; the approval is final approved.