Approval of management objects

Prerequisite: The request must be in Approved or Rejected Approval State.

1

Click on for the desired line.

A window opens.

2

Click on Yes.

The approval is canceled.

When a management object to approve contains linked documents, it is possible to view and download them.

In the header of an object to approve, click on:

• to view linked documents when it is an image or the first page of a PDF document.
• to download linked documents on your computer.

From the request header, you can send an email to the requester in order to comment or discuss about the request.

1

Click on for the desired line.

2

Click on Email to requester.

3

In the Send the quotation by email window, enter the following information:

Field	Description
To	Used to define the recipients of the email. Enter the first characters of the employee or the desired contact. Employees and contacts matching the search are displayed directly. Select the desired recipient. Add as many employees or contacts as necessary. If the recipient does not exist in Akuiteo, enter the email address directly. Tip Press F2 from the field to open the list of all existing employees and contacts.
Cc	Used to define the cc recipients of the email. This field is visible only when the Show details option is enabled. Enter the first characters of the employee or the desired contact. Employees and contacts matching the search are displayed directly. Select the desired recipient. Add as many employees or contacts as necessary. If the recipient does not exist in Akuiteo, enter the email address directly. Tip Press F2 from the field to open the list of all existing employees and contacts.
Bcc	Used to define the bcc recipients of the email. This field is visible only when the Show details option is enabled. Enter the first characters of the employee or the desired contact. Employees and contacts matching the search are displayed directly. Select the desired recipient. Add as many employees or contacts as necessary. If the recipient does not exist in Akuiteo, enter the email address directly. Tip Press F2 from the field to open the list of all existing employees and contacts.
Reply to	Allows you to define recipients in case of reply to the email sent with this feature. This field is visible only when the Show details option is enabled. By default, if the recipients reply to the message, the email address of the connected user will be used. If you want the reply to be sent to other recipients, add one or more employees or contacts, or enter the email addresses directly.
Template	The template reports available are shared editions such as Quotation and Quotation list type. Check: either Include report in the email body so the report is added to the email body. The report must be available in the HTML format in order to be included in the email body. either Attach report to the email so the report is added as attachment instead of being in the email body.
Object	Enter the email subject. By default, the number and date of the quotation are specified but you can modify the subject if needed.
Message	Enter the message body. A note indicating the name of the sender is inserted automatically in the email body so that the recipient knows the sender of the email.

4

Click on Send.

The email is sent to the entered recipients.

Prerequisite: A report template for the object type to publish must be set up.

1

Click on on the desired approval then on Print.

A window opens.

2

Select the printing Template in the drop-down list, then choose the printing format.

The formats available depend on the report templates set up from the Desktop Application.

3

Check the box:

• Link document if you want to add the report to the list of linked documents (option not visible if the approval request is for an expense report).
• Include receipts if you want to include the receipts linked to the expense report in the published document (option only visible if the approval request is for an expense report).

4

Click on Validate.

The object is published and downloaded on your computer.

For an expense report or an expense to be approved, it is possible to modify an expense of an employee who is part of the connected manager's team before approving the expense. All the rules, all the expense report profiles and all the refund thresholds applied are the ones set up for the employee who made the expense report.

1

Click on in the Actions column on the expense line.

The detail of the line opens.

2

Modify the desired information.

3

Click on Save.

The expense has been modified.

When an expense report linked to the approval request is to be approved, some expenses can be rejected. An expense report can be approved even if some expenses are rejected. This way, approved expenses can be refunded and denied expenses will not be taken into account when calculating the total amount to be refunded to the employee.

An expense on a custom request cannot be rejected.

1

Click on in the Actions column on the expense line.

A window opens.

2

Add a Comment.

3

Click on Confirm.

The expense is denied.

To cancel the denial, click on in the Actions column of the relevant expense line and confirm the action. In that case, the refunded amount is updated with the initial amount of the related expense.

Prerequisite: The expense report or the expense (depending on whether the approval type is by object or by line) must neither be approved nor denied.

In the expense type setup, a threshold by expense and/or a daily threshold can be specified (see Setting up refund thresholds). When this threshold is exceeded on an employee's expense, the amount past the threshold is not refunded.

If needed, the threshold by expense can be increased on an exceeded expense in order to allow the refund beyond the threshold.

1

Click on from the expense line.

The Authorize exceeding threshold window opens.

2

Specify the new Authorized threshold to apply for this expense.

3

Click on Validate.

The specified threshold is applied on the expense and the refunded amount is recalculated.

When controls on expenses are set up (see Setting up controls), icons can be visible on the expense lines of an expense report, in the Indicators column:

• the icon is displayed when the employee has created the expense twice.
• the is displayed when several employees have created the same expense.
• the icon is displayed when the employee has created their expense on a day not worked.
• the icon is displayed when the employee has created their expense on a day with a leave request.