Sicon Approvals Help and User Guide – Approvals App

1. App – Desktop Configuration

The next sections are aimed at Consultants and Superusers or Administrators looking to set the app up for the first time.  Other Help and User Guides contain more detailed information on some of the points raised in this guide.

1.1. App Prerequisites

Further detail on each of these steps is covered briefly in the next sections and in more detail in the main Approvals Help and User Guide.

1.2. Approvals Enable Module (Desktop Website)

For the app to be used, Approvals needs a valid licence string entered within the desktop.  The module expiry date is shown along with the modules that have been enabled and the maximum number of users.

For further information on licencing, please speak to your Sage Business Partner in the first instance.

The Approvals app is currently compatible with entering Requisitions, Expenses, Timesheets, Holidays and HR Absence requests.  It can also be used to approve all these document types and Invoices.

1.3. Configure App and Endpoint Address

This should already have been done at set-up and is covered in the Approvals App Install Guide (IT).

1.4. Configure App System Settings

These settings are also covered in the Approvals App Install Guide (IT) so may already have been completed depending on IT’s access rights to the system.

Within the main Approvals System Settings there are configuration options relating to the app (System Settings –Miscellaneous – Mobile Access).

Enable Mobile Service: this will enable the Approvals system to allow access from devices connected via the Approvals app.

Http protocol:  choose https, http or http behind https proxy (use this only if Https is handled exclusively (aka SSL Offloading) by an external web proxy such as Amazon Web Services); the applicable setting will depend on how the connection has been configured by IT.

Service Address:  the address used by the app to connect to the server. The default would be the server name (e.g. APPROVALSSERVER or SAGESERVER), for external access this would be whichever host name has been configured in the external DNS (e.g. Approvals.company.com). Refer to the site’s network administrator if there are any queries on this.

Port number:  enter port number opened for Approvals app to use.

Mobile Service endpoint address: this will be generated automatically; e.g. “http://[Web address Domain]:[Port Number]/ApprovalsService”.

Https certificate thumbprint to bind the port number to: required for users that require a secure connection.

Max file upload size from mobile device: if a maximum upload limit for attachments (in Mbs) is required, enter the maximum size here.

Enable Mobile Timesheets: tick to allow for timesheet configuration within the app.

Enable Mobile Requisitions: tick to allow for requisition configuration within the app.

Enable Mobile Holiday Requests: tick to allow for holiday request configuration within the app.

Enable Mobile Expenses: tick to allow for expense configuration within the app.

Enable Mobile Invoices: tick to allow for invoice configuration within the app.

Enable Mobile OCR: tick to allow OCR within the expense module (i.e. to create an expense line from a scanned receipt).

Enable Mobile Biometric/PIN Login:  tick to allow users to log into the app using either biometrics or PIN.  For further information on setting this up, please see later in the HUG.

Enable Mobile Absence Requests:  tick to allow for absence request configuration within the app.

Mobile App Links

IOS:  scan the QR code to be taken through to the correct location to download the app.

Android:  scan the QR code to be taken through to the correct location to download the app.

Endpoint Address:  scan the QR code to populate the end point address from System Settings into the app settings.

For all other set-up, refer to the relevant module in the Approvals Help and User Guides. The desktop website must be fully configured and tested prior to using the app as not all features available on the desktop are available in the app.

1.5. Configure App User Settings

User Types

In addition to the system settings, user types will also need to be configured to allow mobile access:

Mobile User:  if a user is to be adding documents through the app, they need to be configured as a mobile user.

2. Using the App

The next sections are aimed at end users who will be entering and approving documents in the app, covering the features they may use in their day-to-day role for each supported module.  Desktop configuration must be set up prior to using the app.  Please be aware that the app does not support the full functionality of the desktop system, and the desktop website must be fully configured and tested prior to using the app.

User App Setup Quick Glance

3. App Install (End User)

Please see our End User Install Help and User Guide for information which has been summarised below.

To install the app to either an Apple or an Android device, users will first need to navigate to their User Settings on the website:

From here there are three tabs: IOS, Android and Endpoint Address.  Either scan the QR code from the first two tabs or alternatively the app can be manually searched for within the Apple or Google stores; search for Sicon Approvals and find the correct version to download.  All options are explained in the next sections.

3.1. Where to download Apple Approvals App

Option 1

Using the device’s camera or a QR Scanner app, scan the link in the first tab (IOS) and browse; the app will be opened on the app store.

Option 2

Alternatively search within the app store for Sicon Approvals:

3.2. Where to download the Android Approvals App

Option 1

Using the device’s camera or a QR Scanner app, scan the link in the second tab (Android) and browse; the app will be opened on the app store.

Option 2

Alternatively search within the app store for Sicon Approvals:

Microsoft App Centre:

Google Play Store:

3.3. Approvals App Configuration

Only start this section once the app has been downloaded onto the device.  Before starting, it is advisable to have the Endpoint Address tab open from the desktop settings:

On the device, navigate to the app that has now been installed:

Click on the Cog to configure settings to connect the app to the desktop:

Once pressed, if this is a new install, the user will be prompted to configure settings:

The user will also be prompted to allow permissions throughout using the app, such as access to camera to scan the endpoint address (explained next).

Mobile Endpoint Address:  use the inbuilt QR scanner below to scan the URL from the desktop Personalised settings.  This will enter the URL that has been configured for using the app.  This URL can be entered manually by the user but must match the address within the desktop settings.  If this URL is not entered correctly, users will not be able to log into the app.

If using the scan option, the user will be prompted to allow access to the camera:

Use Windows Authentication:  tick this if Windows Authentication is configured in the Approvals website. If configured, users will log into the app with the same credentials as they log into Windows; the app will validate the password against the domain account.  For this to work, usernames in the Approvals website must match the usernames as created in Windows Active Directory.

Enable Skip Dashboard: By default, users will be logged in to a dashboard displaying all modules available to them.  By turning this setting on and selecting a module, the user will instead be defaulted to the Existing Documents screen for either the Expenses, Requisitions or Timesheets module by default.

Weeks to Sync:  choose the number of weeks to sync; by default, this is set to 24 weeks.

Enable Online Projects: relevant to sites using either Sicon Projects or Sage Project Accounting as a costing module; this will be on by default.  With this setting turned on, the initial sync will sync everything except the projects.  When entering a document, the project information will instead be collected directly from the server when searching for a project.  This setting requires a data/WIFI connection to collect the projects for this purpose.

Reset DB:  this option can be used to reset all data stored on the device.  If the user is logged out of the app, this setting will remove any journeys the user has marked as on their favourite list (if they are logged in, it will still clear many background settings but journeys will be retained).  When the database has been reset, a full sync will need to be done once the user has logged in.  If multiple users are logging in via the same device, it is recommended that the database is reset between logins and storing favourite journeys would not be recommended as these will be lost between logins.

4. Getting Started

Once the app has been installed and the Mobile Endpoint address entered, users will now be able to start using the app on their device.

Prior to logging in, the app will prompt for certain permissions, such as access to network so that users can log in:

4.1. App login

Logo: if the company has uploaded a logo in System Settings, this will be displayed.

Version: version of app installed.  This is helpful if a support case needs to be raised.

Username: This will be the same username as configured in the desktop.  Enter username and password and click to log in.

Password: This will be the same username as configured in the desktop (unless Windows Authentication has been configured).  If the user requires to view their password on entry, click the eye icon.

Cog: Main app Settings

Users will not be able to login if the endpoint address is not correct (a common error is to scan the QR code from the iOS or Android tabs, rather than the Endpoint tab, so always make sure the correct endpoint address shows in the app settings):

4.2. Sync

For the app and the desktop to communicate with each other, a sync process will be required.  This is a way to bring data into the app from the desktop, and from the app back to the desktop.

When a user first logs in they will see a message to state that an initial sync is required.

Click ‘Start Sync’ to begin the initial sync process.

While the sync is happening a progress bar will appear showing exactly what is being synced.

Once the sync is successful, users will be brought to the main Dashboard, or the default module defined in the app settings:

There are three types of sync in the app:

Initial sync – when a user first logs into the app, either after install or after resetting the database within the app settings. This sync collects all the up-to-date data for a user, such as nominals, projects, expense types and delivery addresses.

Full Sync – similar to the initial sync, but can be run any time to retrieve updated information. Both of these options will bring relevant information over from the desktop and Sage server, and bring it over to the app to be accessed on the user’s device through the app.

Sync Waiting – when a user has performed an action on a document, such as saving, submitting or approving a document. Before that document will upload back to the desktop and Sage, ‘Sync waiting’ must be done to bring the information over from the app.

Syncing is required when:

A user first downloads and logs into the app to collect user’s data from the System (initial sync).

There is new information for the user to pick up, for example projects or nominals that have been added through the desktop, or new items to approve, and to ensure the latest status of a document or entitlement is shown (full sync).

A document has been submitted or approved through the app (‘Sync waiting’).

It is not possible to select to run a full sync if there are items waiting for sync.  The app will always prompt the user for the relevant sync at the time they tap the sync icons throughout the app.

4.3. General Navigation

Once the settings have been configured, the user has logged in and the initial sync has been performed, the user will either be taken to the dashboard, or can navigate to it to get to other modules:

The list of modules shown will differ depending on what has been configured on the desktop system settings however, the main navigation is the same for all users whether they are raising or approving documents.  In the above screenshot, the main navigation features have been numbered 1-8 and are explained in more detail below:

	Hamburger Menu: This is an alternative way to navigate to existing documents, and also the Goods Received option if this is being used with Requisitions.
	Notifications: If notifications have been enabled, as and when notifications come through they will be visible through here.
	Existing Documents: Clicking to the left of the document header (e.g. Requisitions) will take the user to Existing Documents, where new documents can be entered and existing documents can be viewed.
	Approve Documents: Clicking to the right of the document header (e.g. Requisitions) will take the user to items awaiting their approval in that module.  In the highlighted example above this user has 1 requisition to approve.
	Settings: takes the user to the settings screen explained in the earlier section.  Note, if the user resets the database this way (e.g. still logged into the app), favourite journeys will not be lost.  Unsubmitted documents will be though, so it is recommended to save these and sync prior to running Reset DB.
	Sync: If the user needs to perform a sync, this can be done here.  If there are document waiting to be uploaded back to the desktop this will default to Sync Waiting.  Or if there are no documents awaiting upload, this will default to Full Sync.  Refer to the earlier section for further information on when to sync.
	Capture: this can be used to capture pictures of attachments that can later be attached to a document in the app (e.g. a receipt for an expense).  These pictures are stored in the camera roll of the device, and the app will prompt and require permission to access photos to enable this feature if this has not already been enabled. Pictures can also be taken at the time of entering the document and this would be recommended rather than using this feature.
	Journey: If Google API is enabled in the desktop, the Start Journey icon allows an expenses user to begin recording a journey that can be saved and later used to submit a mileage claim.  The app will prompt for permission to allow access to location before this can be used. See the Expenses section for further information on this feature.

As mentioned above, a further menu is available through the Hamburger menu:

Expenses: Allows the user to enter expense and mileage lines.

Journeys: Allows the user to create or retrieve regular journeys for mileage claims.

Holidays: Allows the user to enter a holiday request.

Requisitions: Allows the user the user to enter a requisition.

Goods Received: Allows the user to receive goods on requisitions through the app.

Timesheets: Allows the user to enter timesheets through the app.

Invoices: Allows the user to view Invoices for approval and invoice approval history.

Logout: Allows the user to log out of the app on the device.

Last Sync: once the user has started using the app, a date and time will be displayed to indicate when the last sync was done.

v: The version number will be displayed at the bottom right, e.g. v.221.0.4.  This will not be the same as the version number on the desktop, and will assist if any support queries need to be raised with Sicon.

General document navigation

Throughout the module when adding a document, generally the module name and option to add attachments will be found at the top of the screen, and the tabs to navigate through the documents and existing documents are at the bottom of the screen.

There will also often be a Sync icon at the top right of screens.  This can be tapped anytime to complete a full sync.  If a number is displayed with the icon, this indicates that documents are waiting to sync and ‘Sync waiting’ will need to be completed before a full sync can be run.

Note: currently the dashboard will show all modules enabled from desktop System Settings – Miscellaneous – Mobile Access, regardless of User Type permissions.

5. Video Help and User Guide

The next sections show the general navigation using the app.  These links cover the older style app so there will be some minor differences however the main navigation has not changed and these are a good starting point to demonstrate how to use the app.

5.1. App Download and Install

5.2. Expenses Entry and Approval

5.3. Holidays Entry and Approval

5.4. Invoice Approval

5.5. Requisition Entry and Approval

5.6. Suggested Payments Approval

6. Requisition Entry

For the purposes of this help and user guide it is assumed that users have already been configured and can raise requisitions in the desktop.  For any setup queries, please refer to the Requisitions Help and User Guide.

From the Dashboard or Hamburger menu click on Requisitions:

The user will then be presented with three tabs at the bottom of the screen:

New: Displays any of the user’s new requisitions that have been entered through the app and either not yet synced or not yet submitted.  Requisitions saved but not submitted through the desktop will also appear here.  New requisitions can be entered from this tab using the + Add Requisition at the top of the screen.

Waiting: Displays any requisition submitted by the user through the app and ‘Sync waiting’ has since been run.

Approved/Rejected: Displays any requisitions approved or rejected by the user in the app.

The sync icon at the top right indicates if any items require a sync and will be updated as the user progresses with documents on the app.

6.1. Requisition Header Tabs

From the new tab, select + Add Requisition to be brought into the Requisition Header details where the main details of the order can be entered:

Details tab

The app will open on the Details tab initially:

Attachments: click here to add an attachment to the requisition if required.  Any attachments will be visible to approvers within Approvals, and if linking with Sicon Documents, the attachment will also post to Sage when the requisition is fully approved. Note: The header information must be completed prior to adding any attachments.

Sage Company:  the user’s default company will be selected here.  Currently this field cannot be changed as only one company (the default) is supported in the app.  If the user has access to multiple companies, the desktop will need to be used to enter a requisition for other companies.

PO Number:  this field will only become populated once the order has been fully approved.

Urgent: If the user marks a requisition as urgent they will need to enter a reason for the urgency in the Urgent pop up box.  Once the requisition is then submitted an email will be sent instantly to approvers advising them there is a requisition awaiting approval.

Document Date:  this will be automatically populated with the current date but can be overridden as needed.  This is the date that is used for budget checking purposes so if a spend is to hit a future month’s budget, this date can be moved to a future date.

Delivery Date:  this will be automatically populated with the current date but can be overridden as needed.  This is a mandatory field and will be used to generate Goods Received notification reminders if configured.  Individual delivery dates can also be set per stock item or free text line if required.

Supplier:  select the correct supplier from the dropdown list either by typing the supplier name or code, or scrolling to the required supplier.

Project Search:  if using Sicon projects, a default project can be selected from the list by typing the project name or code.

Requested By:  this is automatically populated with the user’s name.

Status: the status will update as the order progresses through.

Values: the gross, net and VAT figures will update as lines are added and the order progresses.

Notes: Enter any notes as required for the order for the approver to see.

Close: Closes the order without saving any information.

Save: Saves the order with the current information.  This can only be done once lines have been added to the requisition.  Refer to the later section on Saving, Submitting and Syncing Requisitions for further information on this.

Delivery tab

Across the bottom of the screen, navigate to the Delivery tab to check or amend details of the delivery and invoice address (if permitted):

The delivery addresses will be automatically populated depending on user and system setup.  If the permissions have been enabled users may be able to select an alternative delivery address:

Lines tab

Across the bottom of the screen, navigate to the Lines tab to begin entering the specific line information for the order:

See the following sections for further information on each.

6.2. Adding a Free Text Line

From the Lines tab, click + Free Text Item and enter the information as required:

The free text entry screen will open and detail can be entered as required for the order line:

Item Details:  free text field to enter the description of the item required.

Delivery Date: enter the delivery date for this line – this will default to today’s date and can be overridden if required.  This is particularly useful if expecting staggered delivery or part invoicing an order.

Quantity:  enter the quantity required.

Unit Price:  free text box, enter the price per unit as required.

Tax Code:  this can be configured in the desktop to pull through the tax rate configured against the supplier in the PL or the standard tax rate against the Sage Company in Sage Connections.

Project Search: this will only appear if Sicon Projects, Sage Project Accounting or Approvals Projects has been configured as the Costing Module.  If a project has been added to the header this will pull through to the line, or can be edited if required.  If a user has ‘Access all Projects/Projects’ ticked on their User profile, all live Projects will appear in the list.  Alternatively, users can be given access to specific Projects and Project Headers/Project Items.

Activity: this will only appear if Sicon Projects is being used.  If activities are being used in the Project structure, these will be available for selection as in the above screenshot.

Project Header: Select the appropriate header for the requisition line.  With Sicon Projects, only Project headers that belong to a Project Header Type with an Approvals type of ‘P’ will be shown.  This will show once the Project has been selected.

Nominal: select the nominal code required.  This may be defaulted depending on desktop settings and costing module.

Confirmation Method:  this will pull through from the standard configuration in Sage and on the desktop, and can be overridden per line if required.

Save:  click to save the line to the requisition and be returned to the requisition header tabs.

Close:  click to close the line without saving the details entered and be returned to the requisition header tabs.

From here they can continue adding lines, or navigate back to the Details tab to save the requisition.  Refer to the later section on Saving, Submitting and Syncing Requisitions to show how to submit the requisition.

6.3. Adding a Stock Item Line

From the Lines tab, click + Stock Item and enter the information as required:

Stock Item:  tap the field to search for the stock item required.

Warehouse: select the correct warehouse for the stock item.

Item Details:  information on the stock item will show here.

Delivery Date: enter the delivery date for this line – this will default to today’s date and can be overridden if required.  This is particularly useful if expecting staggered delivery or part invoicing an order.

Quantity:  enter the quantity required.

Unit Price:  free text box, the unit price will be pulled through from the stock item and can be overridden if required.

Tax Code:  this will pull through the tax code configured against the stock item in Sage but the users can override.  This field can be hidden from view if required.

Project Search: this will only appear if Sicon Projects, Sage Project Accounting or Approvals Projects has been configured as the Costing Module.  If a project has been added to the header this will pull through to the line, or can be edited if required.  If a user has ‘Access all Projects/Projects’ ticked on their User profile, all live Projects will appear in the list.  Alternatively, users can be given access to specific Projects and Project Headers/Project Items.

Activity: this will only appear if Sicon Projects is being used.  If activities are being used in the Project structure, these will be available for selection as in the above screenshot.

Project Header: Select the appropriate header for the requisition line.  With Sicon Projects, only Project headers that belong to a Project Header Type with an Approvals type of ‘P’ will be shown.  This will show once the Project has been selected.

Nominal: select the nominal code required.  This may be defaulted depending on desktop settings and costing module.

Confirmation Method:  this will pull through from the standard configuration in Sage and on the desktop.  This cannot be overridden for stock items, but for service items it may be possible.

Save:  click to save the line to the requisition and be returned to the requisition header tabs.

Close:  click to close the line without saving the details entered and be returned to the requisition header tabs.

From here they can continue adding lines, or navigate back to the Details tab to save the requisition.  Refer to the later section on Saving, Submitting and Syncing Requisitions to show how to submit the requisition.

6.4. Adding a Comment Line

From the Lines tab, click + Comment and enter the information as required:

Item Details:  enter the description of the comment line.

Show comment on supplier documents:  select whether the comment should appear on the PO once the order is fully approved.

From here the user can continue adding lines, or navigate back to the Details tab to save the requisition.  Refer to the section on Saving, Submitting and Syncing Requisitions to show how to submit the requisition.

6.5. Saving, Submitting and Syncing Requisitions

Once the user is happy with the requisition, navigate to the Details tab where the options for saving and submitting the requisition will be available, and the value of the order will have been updated too.

Close: Closes the order without saving any information.

Save: Saves the order with the current information.  The user will be prompted whether they wish to save the requisition and once saved, it will appear on the Existing Requisitions screen in the New Tab:

In the example above, the top item is the one that’s just been saved.  This has been given a mobile ID 3 (starting with M).  It still requires a sync before it will be given an Approvals ID (starting with W).

The icons on the existing requisitions screen are explained below:

	There is (1) item that need to be synced
	Requesting User
	Mobile ID (M#), and/or Approvals ID (W#) if sync has taken place since order was raised
	Supplier
	Document Date
	Requisition Status
	Requisition Value (£ symbol denotes a value only, and not the currency the item is)
	Submitted but needs a sync to update Approvals
	Needs a sync to update Approvals
	Sync complete and item in Approvals
	Documents have been attached to requisition

When the user is ready to submit the item, tap on the requisition and select Submit:

The document will be updated with a Submitted icon, but the sync icon is red which indicates it still requires the user to ‘Sync waiting’ before the requisition will show in the Approvals desktop, and be available for the approver.

The user can sync from the top right Sync prompt, or by clicking Back and navigating to the Dashboard and syncing all items from the bottom of the screen there.

From here, tap ‘Sync Waiting’.  In the above example, 1 item has been updated in the app and will update Approvals once the sync is complete.

After ‘Sync waiting’, submitted documents will move to the Waiting tab.  If a document has been saved only it will stay in the New tab.  In both examples they will be given the Approvals ID that links the mobile requisition to the desktop.  Note, this ID is only relevant for the user during submission and navigation, the Approvals ID is the ID that is best used to search for requisitions in the desktop. Our example above, ID3 has now moved to the Waiting tab and been allocated Approvals ID 70261:

On the desktop, the item is visible in the Submitted tab:

The approver will also receive a notification on their desktop that it is waiting for their approval:

7. Requisition Approval

Users should do a full sync prior to approval to ensure they have the latest items awaiting approval.

When the sync has been run, the number of items for approval will be displayed on the dashboard.  In this example, the approver has 2 requisitions for approval:

Tap either the Requisition wording or on the number next to Requisitions to be brought into the approval screen.

7.1. Require Approval Tab

Once Requisitions has been tapped, the approver will be presented with the Require Approval tab which lists out all requisitions awaiting approval:

Tap on the requisition to be brought into the requisition information for further information.

The Details tab across the bottom shows the header information and any notes the user may have provided.  From here the user can Reject or Approve the requisition:

Notes can also be added during approval which other approvers afterwards would see on the order.

The Lines tab across the bottom shows a summary of the lines on the order, which again can be tapped to expand the information further:

Close to come out of the detailed line information.  If an attachment has been added to the requisition, this will be visible on the Attachments tab across the bottom:

Tapping the image will zoom in if required.

Once the order has been checked, navigate back to the Details tab to approve or reject the requisition from here.  The user will be prompted to ensure they are happy to approve:

The requisition will not show as approved in the desktop until ‘Sync waiting’ has been run again.  As soon as the item has been approved, the sync counter at the top right will be updated to remind the user to sync the items:

If wishing to approve more than one item at once after viewing the requisition detail, it is possible to select multiple items using the left-hand checkboxes, at which point the Approve and Reject options will appear again:

Please note in the app it is only possible to approve or reject the whole requisition.  If individual lines are to be rejected or approved, this should be done on the desktop.

Once approved, and ‘Sync waiting’ has been run, the order will be available for the next approver if necessary.  Once fully approved the order will be posted to Sage with a PO number:

7.2. Approved/Rejected Tab

Once items have been approved and sync run, they will display in the Approved/Rejected tab:

The requisition will not show as approved in the desktop until a sync has been run.

8. Goods Receiving

Use the hamburger menu and select Goods Received to begin:

At the point of opening this menu item, the app will immediately update the current status of all goods received and download items awaiting receipt.  Please note that unlike most areas in the app, this will immediately use data so users should ensure that they are on a WIFI connection or have an adequate data plan on their device prior to receiving goods:

From here, users can either Confirm or Amend Goods Received using the tabs at the bottom of the screen, as explained in the following sections.

8.1. Receiving Goods/Services

Once the list has loaded, it can be searched (or refreshed, if new orders expecting items to be received need to be pulled through).

Search for the Purchase Order to be received, tap the selection box on the left and click Receive at the bottom of the screen:

Receive: Click to receive the items on the order selected.

From Receipt Details screen – Details tab, the receipt header detail can be entered and any attachments added using the paperclip button at the top to Attach GR Note.

Click on the Lines tab at the bottom to enter the quantity to be received:

Once the receipt quantities have been entered on the line, click back to the Details tab and click Save to save the receipt, and confirm receipt:

Again, at this point data will be used to push the receipt back into Approvals, so no syncing is required when receiving goods, and the desktop is updated if the app is able to connect to the server (e.g. with WIFI or data access):

8.2. Amending Goods Received

If a user needs to amend a receipt, click on the Amend tab and search for the GRN to be amended:

This will open the original Receipt header information on the Details tab:

Click on the Lines tab to enter any amendments to the GRN.  In the example below, the user originally received 1 and has now corrected this to 2:

Once the receipt quantities have been entered on the line, click back to the Details tab and click Save to save the receipt, and confirm receipt:

Again, at this point data will be used to push the receipt back into Approvals, so no syncing is required when receiving goods, and the desktop (and Sage) is instantly updated:

9. Invoice Approval

For the purposes of this Help and User Guide it is assumed that users have already been configured and can approve invoices in the desktop.  For any setup queries, please refer to the Invoices Help and User Guide.

Users should do a full sync prior to approval to ensure they have the latest items awaiting approval.

When the sync has been run, the number of items for approval will be displayed on the dashboard.  In this example, the approver has 21 invoices for approval:

Tap either the Invoice wording or on the number next to Invoices to be brought into the approval screen.

9.1. Require Approval Tab

Once the Invoices approval number has been tapped, the approver will be presented with the Require Approval tab which lists out all invoices awaiting approval:

Tap on the invoice to be brought into the invoice information for further information.

The Details tab across the bottom shows the header information and any notes the user may have provided.  From here the user can Reject or Approve the invoice:

Notes can also be added during approval which other approvers afterwards would see on the invoice.

The Lines tab across the bottom shows a summary of the lines on the order, which again can be tapped to expand the information further:

Close to come out of the detailed line information.  If an attachment has been added to the invoice, this will be visible on the attachments tab across the bottom.

Once the invoice has been checked, navigate back to the Details tab to approve or reject the invoice from here.  The user will be prompted to ensure they are happy to approve:

The invoice will not show as approved in the desktop until ‘Sync waiting’ has been run.  As soon as the item has been approved, the sync counter at the top right will be updated to remind the user to sync the items:

If wishing to approve more than one item at once after viewing the invoice detail, it is possible to select multiple items using the left-hand checkboxes, at which point the Approve and Reject options will appear again:

Please note in the app it is only possible to approve or reject the whole invoice.  If individual lines are to be rejected or approved, this should be done on the desktop.

Once approved, and ‘Sync waiting’ run the order will be available for the next approver if necessary.  Once fully approved the invoice will post to Sage and will be found in the Completed section of Existing Invoices (for users with permissions to view all invoices):

9.2. Approved/Rejected Tab

Once items have been approved, they will display in the Approved/Rejected tab:

The invoice will not show as approved in the desktop until ‘Sync waiting’ has been run.

10. Suggested Payment Approval

For the purposes of this Help and User Guide it is assumed that users have already been configured and can raise requisitions in the desktop.  For any setup queries, please refer to the Invoices Help and User Guide.

Users should do a full sync prior to approval to ensure they have the latest items awaiting approval.

When the sync has been run, the number of items for approval will be displayed on the dashboard.  In this example, the approver has 35 suggested payments for approval:

Tap either the Suggested Payment wording or on the number next to Suggested Payments to be brought into the approval screen.

10.1. Require Approval Tab

Once the suggested payments approval number has been tapped, the approver will be presented with the Require Approval tab which lists out all suggested payments awaiting approval:

Items with a paperclip icon indicate there are attachments as well.  Tap on a payment to be brought into the payment details for further information.

The Details tab across the bottom shows the header information for the supplier payment.  From here the user can Reject or Approve the payment:

The Lines tab across the bottom shows a summary of the lines making up the payment, which again can be tapped to expand the information seen on screen.

If an attachment has been added through Sicon Documents to the invoices that make up the payment, these will be visible on the attachments tab across the bottom:

Tapping on the attachment will allow the user to zoom in:

Once the payment has been checked, navigate back to the Details tab to approve or reject the payment from here.

Please note, editing the payment is not supported in the app.  If the approver needs to make changes to the payment to only pay some of the lines, this will need to be done through the desktop.

The user will be prompted to ensure they are happy to approve:

The payment will not show as approved in the desktop until ‘Sync waiting’ has been run.  As soon as the item has been approved, the sync counter at the top right will be updated to remind the user to sync the items:

If wishing to approve more than one item at once after viewing the invoice detail, it is possible to select multiple items using the left-hand checkboxes, at which point the Approve and Reject options will appear again:

Please note in the app it is only possible to approve or reject the whole payment.  Editing the payment is not supported and would need to be done in the desktop instead.

Once approved, and ‘Sync waiting’ run the payment will be available for the next approver if necessary.  Once fully approved the payment will post to Sage and will be found in the Completed section of Existing Payments (for users with permissions to view all payments):

11. Expense and Mileage Entry

For the purposes of this help and user guide it is assumed that users have already been configured and can raise expenses in the desktop.  For any setup queries, please refer to the Expenses Help and User Guide.

From the Hamburger menu or Dashboard click on Expense:

The user will then be presented with three tabs at the bottom of the screen:

New: Displays any of the user’s new expenses that have been entered through the app and either not yet synced or not yet submitted.  Expenses saved but not submitted through the desktop will also appear here.  New expenses can be entered from this tab using the Add Expense at the top of the screen.

Waiting: Displays any expenses submitted by the user through the app and ‘Sync waiting’ has since been run.

Approved/Rejected: Displays any expenses approved or rejected by the user in the app.

The sync icon at the top right indicates if any documents require a sync and will be updated as the user progresses through the app.

11.1. Expense Entry Header Tabs

From the New tab within this screen, click on the blue Expense button to open the expense detail tab:

Details tab

Enter the header information as required.  As the claim progresses, this tab will be updated with the expense values.

Sage Company:  this will be the user’s default company assigned to them within Approvals, User profile settings and cannot be amended in the app.  If users are required to enter expenses in multiple companies they will need to enter the other company through the desktop.

Urgent:  click to indicate if the expense should be treated as urgent.  A reason will need to be entered and this will send an immediate notification to the approver once the expense has been synced.

Expense Date:  the date of the overall expense claim.

User Name:  this will show the user who is submitting the claim and cannot be amended in the app.

Expense ID:  this will show the ID of the expense claim.

Status:  this will become populated once the expense has been submitted.

Net / VAT / Gross:  these amounts will be populated once the expense has lines entered.

Notes:  if the user wants to include any overall notes for the approver, these can be added here.

Expenses Tab

Expense lines are entered and visible on this tab, refer to the following sections for further information.

Mileage Tab

Mileage lines are entered and visible on this tab, refer to the following sections for further information.

11.2. Expenses Tab

Navigate onto the Expenses tab at the bottom and click on the Add Expense Item button to start adding expense lines:

Enter the detail as required:

Attachments:  the paperclip at the top allows the user to add attachments (this will take the user through to a separate screen where they can either navigate to their camera roll or take a new picture of a receipt to upload to the expense).  N.B. When adding the receipt, if the wrong image is incorrectly selected, slide the image to the left to be presented with an option to delete the incorrectly-added attachment.

Receipt Attached:  has a receipt been attached?  Click the slider toggle if so – VAT will stay as zero if no receipt is attached.  If an attachment is added, this slider will be ticked automatically.

Date:  enter the date of this expense line.

Expense Type:  select from the dropdown list the correct expense type.  If a memo has been linked with the expense item type, this will be visible to the user in an orange highlight.  If no expense types are showing, first log out, reset the database in the settings on the app, then log back in and do another full sync.  N.B. if resetting the database from within the app this way, favourite journeys will be lost (relevant if claiming mileage).

Payment:  select whether this is a personal or company card claim.  If a company card line, another selection field will appear showing the card linked with the expense.

Currency:  select the correct currency for the expense claim.

Amount:  enter the full amount (including VAT) of the expense claim.

VAT rate:  select the VAT rate (if this is not already populated correctly or needs changing).

VAT Override:  if the user has permission, they can highlight the override slider which will allow them to change the VAT value.

VAT Value:  this value will get populated based on the receipt attached value and the expense type; if users have permission they may be able to override this value.

Exchange Rate:  if another currency had been selected, the exchange rate will be populated with the exchange rate from Sage.  Users can override if required.

Amount Payable:  the expense amount to be paid to the user will show here and cannot be changed.

Project Search:  if Approvals has been linked with a costing module, search for the correct project and activity (if applicable).

Header:  if Approvals has been linked with a costing module, select the correct project header from the dropdown list.

Nominal:  the nominal code will get populated based from the expense type and if users have permissions, they will be able to override.

Details:  enter the description of the expense line.

Once the detail of the line has been entered, click Save to be returned to the expense, where a summary of the expense line entered is displayed.  Further lines can be added using the blue Add Expense Item button if required:

11.3. Mileage Lines

From within the expense, navigate to the Mileage tab on the bottom and click on the blue Add Mileage Item button to enter a new mileage claim:

Like the desktop, users may be required to accept the mileage line declaration before details can be entered.

Add Attachment:  the paperclip at the top allows the user to add attachments (this will take the user through to a separate screen where they can either navigate to their camera roll or take a new picture of a receipt to upload to the expense).

Add Journey:  Clicking on this will take the user through to manually enter a previous journey (see the end of this current section for further information on adding journeys).  Further information on adding a journey prior to completing an expense is covered in the next section.  Note; this feature requires a Google API key to be configured in the Approvals desktop.

Receipt Attached:  has a receipt been attached?  Click the slider toggle if so.  If an attachment has been added using the option at the top, this will be ticked automatically.

Vehicle:  from the dropdown list select the correct car for the mileage trip.  Vehicles linked with the user will be shown here and users should always be able to select a private vehicle.

Date:  enter the date of this mileage line.

Project Search:  if Approvals has been linked with a costing module, search for the correct project and activity (if applicable).

Header:  if Approvals has been linked with a costing module, select the correct project header from the dropdown list.

Passengers:  enter any number of passengers included on this mileage trip.

Miles (if selected):  enter the total distance for this mileage line.

Business/Personal:  select whether the mileage journey was a business or personal trip.

Journey (if selected):  select the correct saved journey from the dropdown list.  Alternatively enter a start and finish postcode location to manually enter a journey.  It is also possible to add a journey from the top right of this screen which can then be selected in the bottom half of the screen, as below.

Details:  enter the description of the mileage line.

Once the detail of the line has been entered, click Save to be returned to the expense where a summary of the mileage line entered is displayed.  Additional lines can be added using the blue Add Mileage line button as required.

11.4. Add Journey (for mileage claims)

Within the app there is additional functionality to add a journey, as briefly explained in the last section.  There are two methods to enter a journey through the app.

Note; this feature requires a Google API key to be configured in Approvals.

1. Save a journey manually (to use manually later on an expense claim)

From the Hamburger menu navigate to Journeys:

From the next menu click the blue Add Journey button to enter a journey that can be used on a mileage claim later.  There are 3 areas where these journeys can be stored; Current, Favourite, Archived. These can be navigated to using the tabs at the bottom of the Journey entry screen.

Once ‘Add Journey’ has been selected, the journey information can be entered:

Business: Select if the journey should be recorded as business mileage

Personal: Select if the journey should be recorded as personal mileage

Journey Type: Select from Current or Favourite.  This will determine which tab the journey can be found in when viewing journeys, or adding to an expense mileage claim.

Return: Select if this is a return journey

Total Miles: This is an automated field that will be updated once the start and end locations have been entered.  The distance entered is the distance that Google calculates between the Start and End point.  It cannot include waypoints for diversions.

Start Location: Enter the postcode of the starting point.  The app will check this is valid before the line can be saved.  The Longitude and date cannot be changed.

Start Time: This will default to the current date and time and cannot be overridden.

End Location: Enter the postcode of the end point.  The app will check this is valid before the line can be saved.  The Longitude and date cannot be changed.

End Time: This will default to the current date and time and cannot be overridden.

Once saved the journey can be found on the relevant Current or Favourite tab depending on what Type was selected.  Clicking on the journey will provide options to view or delete the journey.  If a mistake has been made, select View and amend as required.  If the journey is no longer valid, the Type can be changed to Archive.

Note: If the user resets the database within the app settings or logs out of the app, journeys will be cleared at the point of resetting the database.  It is therefore important to ensure these journeys and the related expense are submitted as soon as possible to avoid losing data.

1. Record a journey (to use manually later on an expense claim)

After logging into the app, select the Journey button from the bottom right of the Dashboard screen:

Click Start for the app to record the start location:

The journey button will change colour to indicate a journey recording is in process:

Tap the journey button again when arriving at the destination and click End to record the end location:

Enter the Journey Detail as described earlier in this section:

Populate the detail as detailed earlier in this section.

Please Note; the Journey function records the start location and end locations and uses Google API to calculate the distance between the two.  The app does not track the exact route a user has driven and will therefore not use additional data in this feature.  Some users may therefore prefer to enter mileage manually to ensure any diversions are considered.

11.5. Saving, Submitting and Syncing Expenses

Once the user is happy with the claim, navigate to the Details tab where the options for saving and submitting the claim will be available, and the value of the expense will have been updated too.

Click Save and choose to either Save, or Save and Submit:

Save: clicking this will allow the user to save the expense before submitting; i.e. if extra lines need to be added before the expense is submitted.

Save and Submit: this will set the expense claim ready for approval.  ‘Sync waiting’ will need to be run before the expense will be uploaded and ready for approval in the desktop or the approver’s app.

When all expenses have been entered, they will have a mobile ID beginning with M (M6 in the below example).  Tap on the expense line to edit, submit or delete the expense.  To upload them for approval, users will need to ‘Sync waiting’ by clicking on the sync icon at the top right:

This will bring the user to a list of items waiting for sync and from here select ‘Sync waiting’ to upload the expense to Approvals:

Once the sync has completed and the expense had been submitted, the waiting items will disappear from the new tab.  Click on the Waiting tab and the submitted and synced expense(s) will show with a new Approvals ID (in the example below, W60728) which would be visible in the website or for an approving user within the app:

It is not possible to log out of the app until the ‘Sync Waiting’ routine has been run (if there are items waiting to be synced).  It is also necessary to run this process if the user needs to Reset Database in the app settings (for example, if new projects or expense types have been added to the user and they need to reset the database to bring them through).

Please see below for a further explanation of the summary icons within the expenses section of the app:

Expense / mileage has been submitted but needs syncing

	Requesting User
	Mobile / Approvals ID
	Urgent
	Payment status (this will be updated as the expense progresses)
	Expense / Mileage Date
	Expense / Mileage includes attachments
	The current status of the expense / mileage
	The value of the expense / mileage
	Expense / mileage has been submitted but needs syncing
	Expense / mileage requires Syncing
	Expense / mileage has completed a sync with Approvals
	Sync waiting required

12. Expense Approval

Users should do a full sync prior to approval to ensure they have the latest items awaiting approval.

When the sync has been run, the number of items for approval will be displayed on the dashboard.  In this example, the approver has 12 expenses for approval:

Tap either the Expenses wording or on the number next to Expenses to be brought into the approval screen.

12.1. Require Approval Tab

The user will be taken to the Require Approval tab where they have two ways the expense can be approved.  Tap on the tick box next to the expense to either approve or reject:

Or alternatively, tap on the expense itself to view in more detail; click on the Lines tab to view the individual lines.

If attached, the image can be clicked on to zoom in.

The expense can be approved or rejected from the Details screen.

12.2. Approved/Rejected Tab

Once items have been approved, they will display in the Approved/Rejected tab:

The expense will not show as approved in the desktop until a sync has been run.

Once the required expenses have been approved, the approver will need to ‘Sync waiting’ for these to feed back to Approvals.  Click on the sync icon at the top right to ‘Sync waiting’.

Once it is complete, it will either move onto the next approver, if applicable, or if fully approved, it will show in the users’ Complete section of the Approvals website and post to Sage in the PL Supplier account:

13. Holiday Entry

For the purposes of this help and user guide it is assumed that users have already been configured and can raise holidays in the desktop.  For any setup queries, please refer to the Holidays Help and User Guide.

From the Hamburger menu or Dashboard click on Holiday Requests:

The user will then be presented with three tabs at the bottom of the screen:

New: Displays any of the user’s new holidays that have been entered through the app and either not yet synced or submitted.  Holidays saved but not submitted through the desktop will also appear here.  New holidays can be entered from this tab using the ‘+ Add New Holiday’ at the top of the screen.

Waiting: Displays any holiday submitted by the user through the app and ‘Sync waiting’ has since been run.

Approved/Rejected: Displays any holidays approved or rejected by the approver in the app.

The sync icon at the top right indicates if any items require a sync and will be updated as the user progresses with documents on the app.

Clicking on the calendar icon at the top right shows the user their Holiday Entitlement.

13.1. Holiday Line

From the new tab, select + Add Holiday to be brought into the Holiday Header details where the main details of the holiday request can be entered:

Calendar icon: The user’s holiday entitlement can be viewed by clicking on the icon at the top right.

Days/Half Days – Hours:  if configured to allow holiday entry in hours, choose whether this holiday request is Days/Half Days or Hours.  By default, Days/Half Days will be selected.

Start Date: Tap to enter the start date of the holiday.  The user will need to select whether this will start in the morning (AM shift) or in the afternoon (PM shift).  The times of the shifts can be ignored.

End Date: Tap to enter the end date of the holiday.  The user will need to select whether this will end in the morning (AM shift) or in the afternoon (PM shift).  The times of the shifts can be ignored.

Select Leave Type: select whether this holiday is either from the user’s annual leave or unpaid.

Notes: Add any notes if required, these may be visible to colleagues in the Holiday Calendar.  This is an optional field.

Close: Close the holiday request without saving changes.

Save: Save and close the holiday request.

Like the desktop, only one holiday line can be created and submitted per holiday request.  Tap Add Holiday to add further holiday dates.

13.2. Saving, Submitting and Syncing Holiday Requests

Once the user is happy with the holiday and has saved it, they will be returned to the Existing Holiday Header tabs and this holiday will be sitting in the New tab.

In the example above, the saved holiday request has been given a mobile ID 11 (starting with M).  It still requires a sync before it will be given an Approvals ID (starting with W), and submitting before the approver will see the holiday request.

The icons on the existing holidays screen are explained below:

	Holiday Entitlement
	There are items that need to be synced
	Requesting User
	Mobile ID (M#), and/or Approvals ID (W#) if sync has taken place since order was raised
	Start Date
	End Date
	Holiday Status
	Annual Leave or Unpaid Leave
	Submitted but needs a sync to update Approvals
	Needs a sync to update Approvals
	Sync complete and item in Approvals

When the user is ready to submit the item, tap on the holiday and select Submit:

Tap on the holiday request to submit the holiday.

The document will be updated with a Submitted icon, but the sync icon is red which indicates it still requires the user to ‘Sync waiting’ before the holiday will show in the desktop, and be available for the approver.

The user can sync from the top right Sync prompt, or by clicking Back and navigating to the Dashboard and ‘Sync waiting’ from the bottom of the screen there.

From here, tap ‘Sync Waiting’.  This process will update Approvals once the sync is complete.

After completing ‘Sync waiting’, submitted documents will move to the Waiting tab.  If a document has been saved only it will stay in the New tab.  In both examples they will be given the Approvals ID that links the mobile requisition to the desktop.  Note, this ID is only relevant for the user during submission and navigation, the Approvals ID is the ID that is best used to search for holidays in the desktop. Our example above, ID11 has now moved to the Waiting tab and been allocated Approvals ID20173:

On the desktop, the item is visible in the Submitted tab:

The approver will also receive a notification on their desktop that it is waiting for their approval:

Please note, unlike the desktop, users will not see any conflicts when submitting holidays in the app and are unable to view the holiday calendar for other users.  If necessary, the holiday calendar should be checked on the desktop prior to submitting any requests, or alternatively users can book holiday through the desktop and will see a warning at the point of submission if there are any conflicts.

14. Holiday Approval

Approvers should do a full sync prior to approval to ensure they have the latest items awaiting approval.

When the sync has been run, the number of items for approval will be displayed on the dashboard.  In this example, the approver has 2 requests to approve:

Tap either the Holiday wording or on the number next to Holiday Requests to be brought into the approval screen.

14.1. Require Approval Tab

Once Holidays approval has been tapped, the approver will be presented with the Require Approval tab which lists out all holidays awaiting approval:

The approver can see from a quick glance the holiday requests for approval and if there are any conflicts these will be highlighted.  To view further detail on holiday conflicts, the approver would need to log into the desktop to view these and more detailed information such as entitlement.

The main Holiday information is available in this screen.  If preferred, tap on the holiday to be shown the holiday line information, including a description if given.

Tap close to come out of the line information and back to the approve screen.  When ready, select the items for approval using the checkboxes on the left.  Approve and Reject options will appear at the bottom of the screen.

Approve as required and confirm the approval.

The holiday will not show as approved in the desktop until ‘Sync waiting’ has been run.  As soon as the item has been approved, a sync will be prompted.  Either sync from there or navigate back to the Dashboard to use the sync option at the bottom of the dashboard.

Once approved, and ‘Sync waiting’ run the order will be available for the next approver if necessary.  Once fully approved the holiday will move to Approved:

The user who raised the item will also receive a notification on their desktop:

14.2. Approved/Rejected Tab

Once items have been approved, they will display for the requester:

15. Timesheet Entry

For the purposes of this help and user guide it is assumed that users have already been configured and can raise timesheets in the desktop.  For any setup queries, please refer to the Timesheets Help and User Guide.

From the Hamburger menu or Dashboard click on Timesheets:

The user will then be presented with three tabs at the bottom of the screen:

New: Displays any of the user’s new timesheets that have been entered through the app and either not yet synced or submitted.  Timesheets saved but not submitted through the desktop will also appear here.  New timesheets can be entered from this tab using the Add Timesheet at the top of the screen.

Waiting: Displays any timesheet submitted by the user through the app and ‘Sync waiting’ has since been run.

Approved/Rejected: Displays any timesheets approved or rejected by the user in the app.

The sync icon at the top right indicates if any items require a sync and will be updated as the user progresses with documents on the app.

15.1. Timesheet Line (initial)

From the new tab, select Add Timesheet Entries to be brought into the Timesheet line details where details of the first timesheet request can be entered:

This initial view allows users to enter multiple days at a time. For example, a user who only books time to overheads all week may complete their timesheet in one step by selecting Monday to Friday and 8 hours.  This would result in a timesheet of 5x days at 8 hours.

More likely, users will need to enter additional entries after this initial line to enter time for other projects until they have reached their working week, which is covered in the next section.

Week: pick the week start date the timesheet is due to be entered for.

Days: Select the days for the days and hours being entered against this project.

Project Search: this will only appear if Sicon Projects, Sage Project Accounting or Approvals Projects has been configured as the Costing Module.  If a project has been added to the header this will pull through to the line, or can be edited if required.  If a user has ‘Access all Projects/Projects’ ticked on their User profile, all live Projects will appear in the list.  Alternatively, users can be given access to specific Projects and Project Headers/Project Items.

Activity: this will only appear if Sicon Projects is being used.  If activities are being used in the Project structure, these will be available for selection as in the above screenshot.

Project Header: Select the appropriate header for the requisition line.  With Sicon Projects, only Project headers that belong to a Project Header Type with an Approvals type of ‘T’ will be shown.  This will show once the Project has been selected.

Cost Rate: Select the cost rate for this time.

Notes: Add any notes if required.

Close: Close the timesheet without saving changes.

Save: Save and close the timesheet.

Once saved, the user will be returned to the Existing Timesheets screen and the hours saved will be visible:

15.2. Timesheet Line (additional)

To add additional hours, the user can repeat the same steps as in the last section.  Any hours currently saved will be displayed in the Week Start Date field, and the user will be prompted at the point of saving the line that the hours will be added to the existing timesheet.

Alternatively, tap on the existing timesheet from the New tab and select Edit:

This will bring the user to an alternative week view where they can edit existing lines or add new time each day using the Add Time Entry button once the correct day has been selected at the top:

Multiple entries can then be added as required to make up the timesheet.

15.3. Saving, Submitting and Syncing Timesheet Requests

Once the user is happy with the timesheet and has saved it, the timesheet will be sitting in the New tab.

In the example above, this has been given a mobile ID 9 (starting with M).  It still requires a sync before it will be given an Approvals ID (starting with W), and submitting before the approver will see the holiday request.  It is the Approvals ID that will enable a user to find their timesheet in the desktop, the mobile ID is temporary and only relevant to the user at this point.

The icons on the existing holidays screen are explained below:

	There are items that need to be synced
	Submitting User: The user who has submitted the timesheet. Currently the app does not allow users to submit timesheets on behalf of other users.
	Mobile ID (M#), and/or Approvals ID (W#) if sync has taken place since timesheet was raised
	Requesting User: The user the timesheet has been requested for.  Currently the app does not allow users to submit timesheets on behalf of other users.
	Date: the start date of the week the timesheet has been entered for
	Timesheet Status
	Hours on timesheet
	Submitted but needs a sync to update Approvals
	Needs a sync to update Approvals
	Sync complete and item in Approvals

When the user is ready to submit the item, tap on the timesheet and select Submit:

The user will be asked to confirm they wish to submit the hours and the document will be updated with a Submitted icon, but the sync icon is red which indicates it still requires the user to ‘Sync waiting’ before the holiday will show in the desktop, and be available for the approver.

The user will be asked to confirm they wish to submit the hours and the document will be updated with a Submitted icon, but the sync icon is red which indicates it still requires the user to ‘Sync waiting’ before the holiday will show in the desktop, and be available for the approver.

From here, tap ‘Sync Waiting’.  This process will update Approvals once the sync is complete.

After ‘Sync waiting’, submitted documents will move to the Waiting tab.  If a document has been saved only it will stay in the New tab.  In both examples they will be given the Approvals ID that links the mobile requisition to the desktop.  Note, this ID is only relevant for the user during submission and navigation, the Approvals ID is the ID that is used to search for timesheets in the desktop. Our example above, ID9 has now moved to the Waiting tab and been allocated Approvals ID 555000109:

As this setup is configured to use Sage Sicon Timesheets, the ID is also available within Sage.

On the desktop, the item is visible in the Submitted tab:

The approver will also receive a notification on the desktop that it is waiting for their approval:

The time is also visible within Projects, along with any notes added to the timesheet during submission:

16. Timesheet Approval

Approvers should do a full sync prior to approval to ensure they have the latest items awaiting approval.

When the sync has been run, the number of items for approval will be displayed on the dashboard.  In this example, the approver has 4 timesheet requests for approval:

Tap either the Timesheets wording or on the number next to Timesheets to be brought into the approval screen.

16.1. Require Approval Tab

Once Timesheets approval has been tapped, the approver will be presented with the Approve Timesheets tab which shows all timesheets awaiting approval:

If approvers have multiple timesheets, they can use the filters at the top to search by employee or week start date.

The approver can see from a quick glance the timesheet requests for approval and the number of hours on the timesheet.  To view further detail on where the hours have been coded to, tap on the timesheet to be shown an option to download the entries (this acts as a prompt as downloading the project information will use data):

View Entries to see the specific detail that makes up the timesheet.  From here the approver will see two tabs.

Details

Main header information already viewed, and also where the approver can approve or reject this individual timesheet.

Entries

Navigate to the Entries tab to view the specific timesheet hours that make up this timesheet:

The user can also tap on any entry to see this same information.

Once reviewed, navigate back to Details and approve or reject from here.  Or alternatively, use the ‘Back’ button at the top left to navigate back to the main approval screen.

When ready, select the items for approval using the checkboxes on the left.  Approve and Reject options will appear at the bottom of the screen.

Approve as required and confirm the approval.

The timesheet will not show as approved in the desktop until ‘Sync waiting’ has been run.  As soon as the item has been approved, a sync will be prompted.  Either sync from there or navigate back to the Dashboard to use the sync option at the bottom of the dashboard.

Once approved, and ‘Sync waiting’ run the timesheet will be available for the next approver if necessary.  Once fully approved the timesheet will be posted to Sage and move to the requesting user’s Approved Timesheets section of the Existing Timesheets screen in the desktop:

The user who raised the item will also receive a notification on their desktop:

Time will be posted to the project as an actual cost:

16.2. Approved/Rejected Tab

Once items have been approved, they will display in the approver’s Approved/Rejected tab:

17. Approved/Rejected Tab

For the purposes of this help and user guide it is assumed that users have already been configured and can raise absence requests in the desktop.  For any setup queries, please refer to the HR Help and User Guide.

From the Hamburger menu or Dashboard click on Absence Requests:

The user will then be presented with three tabs at the bottom of the screen:

New: Displays any of the user’s new absence requests that have been entered through the app and either not yet synced or submitted.  Absences saved but not submitted through the desktop will also appear here.  New absences can be entered from this tab using the ‘+ Add New Absence at the top of the screen.

Waiting: Displays any absence requests submitted by the user through the app and ‘Sync waiting’ has since been run.

Approved/Rejected: Displays any absences approved or rejected by the approver in the app.

The sync icon at the top right indicates if any items require a sync and will be updated as the user progresses with documents on the app.

Clicking on the calendar icon at the top right shows the user their Holiday Entitlement.

17.1. Absence Line

From the new tab, select ‘+ Add Absence’ to be brought into the Absence Header details where the main details of the absence request can be entered:

Calendar icon: The user’s holiday entitlement can be viewed by clicking on the icon at the top right.

Days/Half Days – Hours:  choose whether the request is single hours on a day or across multiple days or half days.

Start Date/Start Time: Tap to enter the start date or time of the absence.  The user will need to select whether this will start in the morning (AM shift) or in the afternoon (PM shift).  The times of the shifts can be ignored.

End Date/Time: Tap to enter the end date or time of the absence.  The user will need to select whether this will end in the morning (AM shift) or in the afternoon (PM shift).  The times of the shifts can be ignored.

Select Leave Type: choose the correct absence type from the list.

Notes: Add any notes if required, these may be visible to colleagues in the calendar or during approval.  This is an optional field.

Close: Close the absence request without saving changes.

Save: Save and close the absence request.

Like the desktop, only one absence line can be created and submitted per request.  Tap Add Absence to add additional dates.

17.2. Saving, Submitting and Syncing Absence Requests

Once the user is happy with the absence and has saved it, they will be returned to the Existing Absence Header tabs and this absence will be sitting in the New tab.

In the example above, the saved absence request has been given a mobile ID 6 (starting with M).  It still requires a sync before it will be given an Approvals ID (starting with W), and submitting before the approver will see the absence request.

The icons on the existing absence screen are explained below:

	Holiday Entitlement
	There are items that need to be synced
	Requesting User
	Mobile ID (M#), and/or Approvals ID (W#) if sync has taken place since order was raised
	Start Date
	End Date
	Absence Status
	Leave type
	Submitted but needs a sync to update Approvals
	Needs a sync to update Approvals
	Sync complete and item in Approvals

When the user is ready to submit the item, tap on the absence and select Submit:

Tap on the absence request to submit.

The document will be updated with a Submitted icon, but the sync icon is red which indicates it still requires the user to ‘Sync waiting’ before the absence will show in the desktop, and be available for the approver.

The user can sync from the top right Sync prompt, or by clicking Back and navigating to the Dashboard and ‘Sync waiting’ from the bottom of the screen there.

From here, tap ‘Sync Waiting’.  This process will update Approvals once the sync is complete.

After completing ‘Sync waiting’, submitted documents will move to the Waiting tab.  If a document has been saved only it will stay in the New tab.  In both examples they will be given the Approvals ID that links the mobile requisition to the desktop.  Note, this ID is only relevant for the user during submission and navigation, the Approvals ID is the ID that is best used to search for absences in the desktop. Our example above, ID6 has now moved to the Waiting tab and been allocated Approvals ID20174:

On the desktop, the item is visible in the Submitted tab:

The approver will also receive a notification on their desktop that it is waiting for their approval:

18. Holiday Approval

Approvers should do a full sync prior to approval to ensure they have the latest items awaiting approval.

When the sync has been run, the number of items for approval will be displayed on the dashboard.  In this example, the approver has 2 requests to approve:

Tap either the Absence Requests wording or on the number next to Absence Requests to be brought into the approval screen.

18.1. Require Approval Tab

Once Absence approval has been tapped, the approver will be presented with the Require Approval tab which lists out all absences awaiting approval:

The approver can see from a quick glance the absence requests for approval.  The main Absence information is available in this screen.  If preferred, tap on the absence to be shown the absence line information, including a description if given.

Tap close to come out of the line information and back to the approve screen.  When ready, select the items for approval using the checkboxes on the left.  Approve and Reject options will appear at the bottom of the screen.

Approve as required and confirm the approval.

The absence will not show as approved in the desktop until ‘Sync waiting’ has been run.  As soon as the item has been approved, a sync will be prompted.  Either sync from there or navigate back to the Dashboard to use the sync option at the bottom of the dashboard.

Once approved, and ‘Sync waiting’ run the order will be available for the next approver if necessary.  Once fully approved the absence will move to Approved:

The user who raised the item will also receive a notification on their desktop:

18.2. Approved/Rejected Tab

Once items have been approved, they will display for the requester:

19. Mobile Biometric/PIN Login

19.1. Approvals Setup

Within System Settings – Miscellaneous, switch on to enable biometric / PIN login.

19.2. App Configuration

When the user first logs into the app they’ll see a prompt to choose whether to use biometrics to login or setup a PIN.  If using a PIN, this is not stored within the desktop, it is just linked with logging into the app.  If using Biometrics, ensure permission is given to allow this within the phone (the app will prompt for this).

Once chosen, the next time the user logs into the app, they’ll either be prompted to enter the PIN or use their biometrics and then be logged in.

If the user logs out of the app or resets the DB (within app settings), they’ll be prompted to login again and choose their login method again – this can be useful to do if the user forgets their PIN.

20. Trouble Shooting

Before logging a case with your Business Partner or the Sicon Support team, below are some common errors and troubleshooting steps that may assist users.  If a support case still needs to be raised, please include steps taken to replicate the error prior to logging a case.

Message	Troubleshooting Tips
“The mobile endpoint address is not reachable, check service is running and the endpoint address from user settings is correct”	Ensure that the user receiving the message is definitely connected to a network or WiFi. Ensure that the user can manually navigate to the endpoint address from within ‘My Settings’ in Approvals through a browser on their device.  The top of the page should say something like “You have created a service. To test this service, you will need to create a client and use it to call the service. You can do this using the svcutil.exe tool from the command line with the following syntax”. If it says “This site can’t be reached”, this indicates the service is not running (or if first install, perhaps the app website has not been configured correctly).  Try restarting the Service (see next point). This could also be a result of the Service not running.  Restarting the Service may resolve this. The Service can be restarted by whoever maintains the server where Approvals is installed (usually IT departments, or sometimes Business Partners).
Sync Failed	When doing a full sync, it may be that the Service has stopped since the last sync was completed.  It may be that the endpoint address is not accurate. Make sure the Service is running and the endpoint address is correct in the app settings screen. The Service can be restarted by whoever maintains the server where Approvals is installed (usually IT departments, or Business Partners). Alternatively, it could be because of the amount of information required to sync, in which case increasing the “Connection timeout” within the Settings section of the of the app settings may assist.
Approvals Version Check “The current Approvals Service version (2XX.X.X) is not compatible with this version of the Approvals Mobile App (2XX.X.X).  Please contact your system administrator.”	This may occur if a hotfix has been applied to the desktop and Service.  Check with your Superuser, most likely the latest release of the app will need to be installed from the relevant app store.

If a support call does need to be logged, it is recommended that prior to logging a call, if possible, to download TeamViewer’s Quick Support app onto the device.  BP or Sicon support teams would then be able to assist users through TeamViewer’s remote software which allows sites to connect in with the mobile user directly.  This may also be beneficial if the user is new and needs some assistance on the use of the app.

21. Release Notes

The release notes page shows which release of the system includes new features or issues resolved.

At the release of Sicon v21 we announced that going forward, we will only be supporting Sage 200c and as such we are able to drop the year from our version numbers. We moved from 201.201.0.0 to 210.0.0.

New features detailed in the Release Notes relating to Pre-Release versions will not be detailed in the current Help and User Guide until the end of development phase.

22. Help & User Guide Archive

23. New Features and Important information