Approving a Construction Cost Sheet and the Approval Confirmation Message
Approving a Cost Sheet locks in the pricing, and if the sheet has an approved or issued Quotation, changes to the sheet are reflected in that Quotation. For this reason, the confirmation message states the number of the Quotation that will be affected, so you know what will change before you approve.
Table of Contents
When does the Approve button appear?
- The sheet’s status is Issued.
- You have the Approve & Reject Cost Sheets permission.
- The button appears in the header of the sheet page with the status buttons; for Reject, go to the actions bar.
Approval steps
- Open the issued sheet and click Approve.
- Read the confirmation message (see the table below).
- Click Yes to approve, or No to go back.
Confirmation messages
| Status | Message |
|---|---|
| The sheet has a Quotation with the status approved or Issued | The changes in the Cost Sheet will be reflected in Quotation #(number). Are you sure you want to continue? |
| There is no Quotation, or the Quotation has another status | Are you sure you want to approve Cost Sheet #(number)? |
Cost Sheet status transitions
| Current Status | Button | New status | Permission |
|---|---|---|---|
| Draft | Issue | Issued | Add Cost Sheets |
| Issued | Set as Draft | Draft | Edit Cost Sheets |
| Issued | Approve | Approved | Approve & Reject Cost Sheets |
| Issued | Reject (actions bar) | Rejected | Approve & Reject Cost Sheets |
| Approved | Link its Quotation to a contract | Linked to a contract | Automatic |
Editing an approved sheet linked to a Quotation or contract
- When you delete a sheet linked to a Quotation, this message appears: Cost Sheet #(number) is approved and linked to Quotation #(number). Are you sure you want to continue?
- If the sheet is linked to a contract, it cannot be deleted, and editing it affects only the Project budget and does not change the contract or the Quotation.
- All sheet edits and status changes are recorded in the Activity Log with the user and the time.
Why doesn’t the Approve button appear for a user?
| Reason | Solution |
|---|---|
| The sheet is a Draft. | Issue it first. |
| The sheet is approved, linked to a contract, or Rejected. | It cannot be approved again. |
| The user does not have Approve & Reject Cost Sheets. | Add it from Roles. |
Error messages and solutions
| Message | Reason | Solution |
|---|---|---|
| Cost Sheets linked to a contract cannot be deleted. | You tried to delete a sheet whose status is linked to a contract. | It cannot be deleted; the sheet is part of an existing contract. |
| A Rejected Cost Sheet cannot be edited. You can clone it instead. | You tried to edit a Rejected sheet. | Use Clone. |
Frequently asked questions
Why doesn’t the Approve button appear?
Because the sheet is not Issued or you do not have Approve & Reject Cost Sheets.
Does a Rejected Quotation change when the sheet is approved?
No; the specific message appears only if the Quotation is approved or Issued.
Can a Draft sheet be approved?
No, issue it first using the Issue button.
Where did the Reject button go?
to the Actions bar before Delete.
Does approval create journal entries?
No, changing the status of a Cost Sheet does not create journal entries.
Can you cancel an approval?
There is no button to return an approved sheet to Issued.
Do the prices in the estimate change as soon as you approve?
Changes to the sheet are reflected in the linked approved or issued Offer, as the Message states.