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HQ Reviewer Groups

Company Tracker action: implementation-setup-hq-reviewer-groups Milestone: Headquarters / Module Setup (core_milestone_id=2) Order: 18 Estimated duration: 0.5 hours Typical owner: Controller

Purpose​

Establish reviewer groups that define approval workflows for AP unapproved invoices, timesheets, and job billing.

Prerequisites​

  • HQ Reviewers person records created first, each with VA User Profile linked.
  • Know which group types are needed: Invoice, Timesheet, Job Billing.
  • Policy decisions: action on change data (do nothing vs clear prior approvals); allow up-level approval; thresholds; rejection email targets.
  • For Timesheet groups: understand job/project assignment takes precedence over employee assignment.

Vista configuration article​

See the detailed Vista guide:

Managing HQ Reviewer Groups

Field meanings and form steps live there. Do not restate them on this page.

Implementation guidance​

  • Group types: Invoice (AP unapproved invoices), Timesheet (most Info-tab fields disabled), Job Billing.
  • Each group specifies responsible person, reviewers, approval sequence, and behavior when data changes or is rejected.
  • Action on change data: do nothing (approvals remain) vs clear prior approvals (workflow restarts). Aggressive clear-on-change plus up-level approval can restart workflows more often than intended.
  • Allow up-level approval: approvers for themselves only, or themselves and lower levels.
  • Timesheet precedence: job or project assignment takes precedence over employee assignment.
  • Thresholds add reviewers when amounts exceed limits (line or invoice total). Configure on the Reviewers tab.
  • Rejection email options: originator and/or prior reviewers in the chain.

Done when​

  • Required reviewer groups exist by type with responsible person, reviewer sequence, and change/reject behavior set.
  • Thresholds and optional-reviewer flags configured where the client uses them.