Manage Official Versions

The Manage official version screen enables you to review and take action on budget proposals. You can approve, modify, or reject these proposals as per your discretion. This screen presents a comprehensive list of official versions listing the associated departments. Each version includes the proposed budget value.

Note: Only the administrator can create the official version and users with approver role can approve official versions but only for the departments for which they are approvers.

You can also view the status of the official versions on this screen. Approvers can only approve the official version which are in open status. If the approver closes a version, contributors cannot submit their budget plans to a closed official version.

Manage Official Versions Buttons

In the Manage official version screen, the following buttons allows you to manage all the working versions which are submitted for approval into official versions:

• Manage Approval
• Add New
• Created By
• Status

Add New

The Add new button allows you to create a new official version. This official version can be used when a user is creating a working version and wishes to submit for approval.

Manage Approval

The Manage approval buttons allows you to approve or reject the budget plans which are submitted for approval into the official version.

Created By

The Created by filter enables you to filter the view on the Manage official version screen. You can choose to view the budget plans created by a specific user by selecting the Email ID of the user in the Created by filter.

Status

The Status filter enables you to filter the view on the Manage official version screen. You can choose to view either Closed or Open budget plans.

Create a New Official Version of the Budget

Only Administrator can create the official version. To create a new official version, follow these steps:

1. Click the Add new button. The following screen appears.



2. Enter a name for the official version in the Version Name field.
3. Click Save Changes.

Approve a Budget

To approve a budget for a departments, you must have the apporver role for those departments assigned to your user account else the Manage approval button will appear disabled.

To approve or reject budget plans, follow these steps:

1. Select a budget plan on the Manage official versions screen and click Manage approval. The following screen appears.



2. On the Manage approvals screen, you have the following options available to approve or reject the budget plan.
   • Approve - enables to approve the selected budget plan of departments.
   • Reject - enables you to reject the selected budget plan. Once you reject, the budget plan status appears as in progress on the Working versions screen for users to make further changes and send it back for approval. However, you can view rejected status and details in the logs screen of the working version.
   • Send back - enables you to suggest modifications to the budget plan and send it back for review. The user can view this budget plan in the Working version screen and make the appropriate changes and send it back for approval.
   • Reopen - enables you to reopen a budget plan after you have submitted the budget plan. Ensure that the budget plan is still in Open status. If the Budget plan is in Closed status, you will not be able to reopen it or you can submit it for approval.
3. Click Save Changes.