Cost units /approval/online_help/configuration/cost_units section Setting up the cost units is the first step in setting up the workflow to determine who will approve the incoming documents. This window contains some steps that help you determine who the approvers for the different cost units are. 2024-07-10T16:25:27+02:00 # Cost units Setting up the cost units is the first step in setting up the workflow to determine who will approve the incoming documents. This window contains some steps that help you determine who the approvers for the different cost units are. > Important: > > This functionality is only accessible for system administrators. It is also only available if the service you are sending documents from uses cost units. ## Setting up the cost units Follow the numbered steps in the workflow below. Click on one of the numbered bullets to get more information about each step. 1. **Select cost unit types** - Specify which cost unit types are used to determine who can approve a document. 1. **Assign approvers** - Specify valid combinations of cost units in the approval hierarchy and assign user specific roles to the selected cost unit combination. 1. **Define exceptions** - Set up alternative approvers with specific roles for certain employees. The **Define exceptions** tab is only available if you send the following document types: expense claims, timesheets, leave requests, and purchase orders. Select cost unit types /approval/online_help/configuration/cost_units/select_cost_unit_types section You can create cost unit types in the other service and these are automatically sent to Visma.net Approval. As a system administrator in Visma.net Approval, you can select the cost unit types that are used to determine who can approve a document. 2024-07-10T16:25:27+02:00 # Select cost unit types You can create cost unit types in the other service and these are automatically sent to Visma.net Approval. As a system administrator in Visma.net Approval, you can select the cost unit types that are used to determine who can approve a document. > **Important**: > > This functionality is only accessible for system administrators. It is also only available if the service you are sending documents from uses cost units. ## How to select relevant cost unit types 1. Go to **Configuration - Cost units**. 1. In the **Available cost unit types**, click the cost unit type you want to use and it will automatically be moved to the **Selected cost unit types**. 1. Click **Save**. The selected cost unit types are available in the approval hierarchy. ## How to remove selected cost unit types If a cost unit type is no longer relevant for the selection of approvers, it can be removed from the approval hierarchy. This also automatically removes any approvers assigned to the cost unit. 1. Go to **Configuration - Cost units**. 1. In the **Selected cost unit types**, click the arrow in front of a cost unit type to move it back to **Available cost unit types**. 1. Click **Save**. 1. If any users are assigned as approver for the cost unit type, you will receive a warning message. Click **Yes** if you are certain that the approvers with roles on the removed cost unit type should be removed. Click **No** to cancel the removal process. ## How to change the position of the cost unit type in the hierarchy If you decide to reconfigure the approval hierarchy so that one cost unit type takes a higher precedence than previously, this can be done as described below. 1. Go to **Configuration - Cost units**. 1. Click-and-drag the cost unit type to its new position. 1. Click **Save**. 1. If you have already created an approval hierarchy, you will receive a warning message. Click **Yes** if you are sure that you wish to rearrange the order of the cost unit types. Click **No** to cancel the reordering. The cost unit types will be intelligently re-sequenced and approvers with roles will remain present. The re-sequenced roles can be viewed in the **Assign approvers** window. Assign approvers /approval/online_help/configuration/cost_units/assign_approvers section The Assign approvers tab within the Cost units window allows you to specify valid combinations of cost units and assign approvers to these combinations. 2024-08-07T11:22:23+03:00 # Assign approvers The Assign approvers tab within the Cost units window allows you to specify valid combinations of cost units and assign approvers to these combinations. > **Important**: > > This functionality is only accessible for system administrators. It is also only available if the service you are sending documents from uses cost units. The cost unit combinations are hierarchical, meaning that the order of the cost unit types in the first step of the wizard dictates the order of the cost unit combination. When creating the combinations, you can use the **Any** option instead of a cost unit when you want the approver to approve any of the cost units that has not been specified. ## Example - You have two cost unit types: **Department** and **Business unit**. - You have two departments: **R&D** and **Marketing**. - You have three business units: **Alpha**, **Beta**, and **Charlie**. You make the following cost unit combinations with approver: | Cost unit type 1 | Cost unit type 2 | | | |-----|-----|------|------| | **Department** | **Business unit** | **Approver** | **Role** | | R&D | Beta | Alice | Department manager | | R&D | Any | Henry | Department manager | | Marketing | Charlie | Odin | Department manager | | Any | Alpha | Susan | Unit manager | ### Step 1: Department manager approves You send a document with cost units **R&D - Charlie**. It will go to Henry. But if you send a document with cost units **R&D - Beta**, it will go to Alice. In other words, Henry approves anything under R&D that is **not** Beta. ### Step 2: Unit manager approves You send a document regardless of the department and with cost unit **Alpha**. It will go to Susan. ## How to add a cost unit combination 1. Go to **Configuration - Cost units - Assign approvers**.

You can also add a cost unit combination by clicking next to an existing cost unit combination. The values of the existing combination will then be prefilled.

1. Click **Add cost unit combination**.

Note: (unspecified) means that no cost unit types underneath will be valid. Let us use the example above with Departments and Business units, and that you have a 3rd cost unit type called Project. If you set up the combination R&D - (unspecified), you cannot choose a business unit.

1. Select cost units under each cost unit type. 1. Click **OK**. ## How to assign an approver to a cost unit combination 1. Select the combination. 1. Click **Assign approver.

You can also assign an approver by clicking the person icon next to an existing approver. This will copy that row so you can easily add an approver with the same role.

1. From the drop-down list, select a [role](../../../../online_help/configuration/roles/). 1. Select an approver. 1. Optional: If you are using branches in Visma.net ERP, you can select a specific branch to assign an approver to. If you want the approver to receive documents regardless of the branch used in the document, then you can use the "Any" branch. 1. Optional: Select the **Deputy** check box if the approver only receives documents that cannot be approved by the other approver(s). This function is used to avoid approvers having to approve their own documents. 1. Click **Save**. ## How to change the approver to a cost unit combination 1. Select the combination. 1. Click the **Edit** icon next to an approver. 1. You can change all the fields (**Approver role, Approver, Branch, Deputy**). 1. Click **Save**. ## How to delete the approver from a cost unit combination 1. Select the combination. 1. Click the **Delete** icon next to an approver. The approver is now removed from the cost unit combination. Define exceptions /approval/online_help/configuration/cost_units/define_exceptions section In the Assign approvers tab you can create cost unit combinations and assign one or more approvers to each cost unit combination. In this Define exceptions tab you can assign one or more approvers to a specific employee. The exception will overwrite the assigned approver defined in the previous tab. 2024-07-10T16:25:27+02:00 # Define exceptions In the Assign approvers tab you can create cost unit combinations and assign one or more approvers to each cost unit combination. In this Define exceptions tab you can assign one or more approvers to a specific employee. The exception will overwrite the assigned approver defined in the previous tab. > **Important**: > > This functionality is only accessible for system administrators. It is also only available if you send the following document types: expense claims, timesheets, leave requests, and purchase orders. ## How to add an exception for an employee 1. Go to **Configuration - Cost units** tab **Define exceptions**. 1. Click **Add new exception**. 1. In the **Requester** field, select the employee for whom you want to create an exception. 1. Select with which role the approvers will approve. 1. Add the approver(s). 1. Click **Add exception**.

Once saved, you can add or remove approvers for the employee by clicking the Edit icon. You can also delete the entire exception by clicking the Delete icon.

You can test the exceptions in the workflow simulator. See: [Set up workflows](/approval/online_help/configuration/workflows/set_up_workflows/).