Custom requests

From the Akuiteo Mobile application, tap from the menu bar to access the Custom requests menu.

Custom requests enable employees to create specific requests depending on each company needs. For example, a company can create a category of custom request so that employees can request days of remote work, to travel for work or even to participate to a training. Each company can use as many custom request categories as needed to manage its internal processes.

When a custom request is created, it is categorized as To be requested. The employee must then complete the request in order to transfer it to the manager or any person in charge of approving these requests. The custom request is now categorized as To approve. The custom requests approved are displayed as Approved and the ones denied are displayed as Denied.

A custom request is made up of:

• a base of fields that are shared with all custom requests;
• custom data that are specific to each type of custom request.

The application displays custom request categories created and set up from the Desktop Application > Tools > Setup > General setup > Custom requests > Issue categories.

In the Custom requests menu, custom requests status are displayed next to the request number. Custom request can be in the following statuses:

Custom requests can be created:

• From an empty custom request ;
• Adding custom request, to automatically retrieve all the fields specified in a time or schedule block and only modify the desired values;
• By duplicating an existing custom request.

From an empty custom request

1

From the Custom requests menu, select the request type to create.

2

Tap at the bottom right of the screen.

A custom request form opens. This screen displays the fields shared with all custom requests as well as the custom data that are specific to the custom request's category.

3

In the input form, add one or multiple receipts or documents linked to the custom request. For example, a training contract for a training custom request. To do so, tap to open the file explorer and select the desired receipts.

Tip

To avoid having to authorize the application every time you use the camera, you can manage your smartphone's authorizations from the website's parameters. To do this, open the application in a web browser from your smartphone, access the website's parameters or settings and authorize the use of the camera.

For more information, search for authorizations to use the camera depending on your OS and web browser.

4

Specify the fields that are shared with all custom requests:

Field	Description
Call name	Give a title to the custom request.
Date	Touch to select the date and time of the custom request. Example An employee wants to have a training session on March 3rd. When creating the custom request, the employee select the date March 3rd in the Date field.
Currency	Select the currency from the help list. This currency will be used if the custom request implies expenses.
Customer	Touch the field and specify the first 3 letters of the name or code of the customer in the search field. The list of relevant customers is automatically displayed. You can therefore select the desired customer.
Assignment	Touch the field and specify the first 3 letters of the name or code of the project, phase or sub-phase in the search field. The list of relevant projects is automatically displayed. You can therefore select the desired project. Note If the Customer field is already filled in, you can only select a project linked to this customer. On the contrary, if the Customer is not already specified, it is automatically specified when the analyticalassignment is specified.
Description	If needed, specify a comment to give more details about the request.

5

Fill in the custom data that are specific to the custom request's category.

6

Tap SAVE.

The custom request is created but has not been transferred for approval yet. The custom request is categorized as To be requested.

By duplicating an existing custom request

An existing custom request can be duplicated to quickly create a new request with the information retrieved from the original request.

1

From the Custom requests menu, touch the custom request to duplicate. At the bottom of the screen, touch DUPLICATE.

The duplicated request screen opens.

2

Modify the desired information.

3

Tap SAVE and confirm the action.

The custom request is duplicated but has not been transferred for approval yet. The custom request is categorized as To be requested.

An employee can add one or multiple planned expenses in a custom request. For example, if it is a travel request, the employee can add the expenses planned for the travel (accommodation, transportation, meals, and so on).

Adding expense lines

1

Touch the custom request to which add an expense line.

2

Under the Lines section at the bottom of the form, touch then specify the following fields:

Field	Description
Expense type	Select the planned expense's type from the help list.
Quantity and Unit price	Fill in the quantity and the unit price for the selected type. The currency is filled in automatically with the currency selected for the custom request.
Expense reports	Enables the switch to automatically transfer the expected expense into an expense report on the date of the custom request.
Comment	Describe the expense to give more details.
Customer	This field is only for information and retrieves the customer and analytical assignment specified in the custom request. This field is grayed out and cannot be modified.

3

Tap SAVE.

4

At the bottom of the custom request form, touch SAVE.

The amount of the expense appears at the right of the custom request status. A line is also added under the request, under the Lines section, retrieving the specified information of the expense.

Modifying expenses

Prerequisite: The request must be in the To be requested state.

1

Touch the relevant custom request then touch the expense line under the Lines section of the form.

2

Modify the desired information.

3

Tap SAVE.

The expense has been modified.

Generating expenses

Prerequisite: The request must be in the Approved state.

When a custom request containing expenses lines is approved, it is possible to generate expenses in order to see it in the Expense reports menu.

1

Touch the relevant custom request containing expense lines.

2

At the bottom of the form, touch GENERATE EXPENSES.

The expense line is available in the current expense report, in the Expense reports menu. If there is no current expense report, a new expense report is created with the expense line.

Deleting an expense

Prerequisite: The request must be in the To be requested state.

1

Touch the custom request containing the expense line to deleted.

2

Under the Lines section of the form, touch the expense to delete.

3

Touch DELETE.

The expense is deleted.

Prerequisite: The request must be in the To be requested state.

When a custom request is created, it is not transferred automatically for approval to the manager. This way, the employee can still modify and fill in the request. However, the employee must request the manager approval to transfer the custom request.