General Workflow

  • Staff will be notified when requisitions are awaiting their approval or items have been received.
  • Electronic workflow for submission and approval of Time Off and Time Tracking transactions.

General Ledger

  • Qmlativ supports automated approval workflows for journal entries.
  • Ability for new General Ledger accounts to be created during the budget preparation process with review and approval by Finance/Accounting.

Budgeting

  • Ability for budget owners or authorized managers to submit budget change requests, which are routed via workflow for approval, and then update working budget amounts automatically upon approval.
  • Ability to configure multi-level budget approval workflows by location, fund, account, cost center, department, etc.
  • Ability to enter budget amendments either by changing the budget or loading the new budget as desired by the user. Required approval per configurable criteria (threshold, account, funding source).

Purchasing

  • Qmlativ creates PDF version of POs, PO change orders, and contracts at time of approval and/or print function. PDF is automatically attached to respective records for viewing by users.
  • Qmlativ allows users to view approval history of a requisition/PO/PO change order/service contract.
  • Allows for multiple levels of approval on requisition and purchase order.
  • Allows for requisition to be routed to various management areas for approval prior to conversion to PO.
  • Provides for various approval paths based on direct chain of command, based on dollar amount of order, based on account code and other user defined options (example: technology items, furniture, etc.).
  • Allows users to send requisition electronically to Budget Administrator/Department Head for electronic approval with warning messages available when budget capacity has exceeded.
  • Provides the ability to have requisitions sent electronically to Budget Department for final review and approval prior to submission to the Purchasing Department.
  • Allows the highest level of approval (purchasing) to ‘reject all levels of approval’ at once.
  • A requisition or purchase order should not appear in an approver’s approval queue until prerequisite approvals are completed.
  • Date requisition approved/returned by all approval levels – user defined unlimited routing process.
  • Qmlativ automatically liquidates/encumbers affected account numbers upon approval of change order.
  • Ability to electronically transfer orders to vendor after final purchasing approval and reference contract.
  • Pending Purchasing Approval report lists all requisitions, PO change orders, and service contracts that are ready for Purchasing to approve.

Accounts Payable

  • Qmlativ allows staff to enter travel expense statements for supervisor approval with automatic processing into the Payables module.
  • Qmlativ supports customizable invoice approval workflow, with the ability to define various dollar amount thresholds requiring different approvers.
  • Prompts user to override insufficient account balance. Override approval resides with supervisor and authorization.
  • Qmlativ provides the ability to void a check and have the transaction automatically reversed throughout the financial accounting system. Users must gain management approval prior to allowing or preventing the crossing of fiscal years.

Cash Receipts

  • Qmlativ allows completed cash receipts to be submitted to a supervisory employee for approval prior to recording transactions in the general ledger.

Employee Expense Reimbursement

  • Ability for supervisors to reject a previously approved employee travel request prior to event, with notification to employee. Allows reimbursement for employee prior expenses associated with prior approval.
  • Notification to employee or originator (configurable by client) of travel request or expense reimbursement approval/payment.

Payroll

  • Qmlativ allows users to complete payroll journal entries to automatically transfer an employee’s payroll and benefits from one GL account to another – history is changed and JE processed in general ledger system with approval.

Benefits

  • Qmlativ allows for updated employee information to be processed outside of open enrollment periods, including accommodation for life events. Users can change participant records prior to the new plan year starting even after enrollment period has closed (with requisite approval).
  • Ability to view the status of any employee request (i.e., certification renewal, expense reimbursement, transfer request, grievances, leave requests) awaiting approval.
  • All updates entered in ESS must automatically transfer throughout the system (e.g., to HR, Benefits, etc.) after proper notification and approval.

Time Tracking

  • Ability to electronically approve and route time and attendance data with multiple approval levels.
  • Approval process allows approvers to view all time records in a spreadsheet format without opening each employee record.
  • Ability to restrict updates to a record after each level of approval.

Time Off

  • Ability to configure workflow for approval of leave requests, with ability to support multiple approvers.
  • Ability to support multiple leave types, and different approval workflows for different types.