iDocuments Mobile Application - User Guide

Overview

This document summarises the iDocuments mobile application. These instructions may vary based on the model of phone you have.

Updates from the previous version:

Infrastructure improvements

• Device security functions now support Fingerprint ID and Face ID in addition to pin numbers
• Enhanced security for the latest iOS
• Multiple devices can connect to a single iDocuments user
• New option to test connections to the iDocuments website
• Full-screen design displays more information

Administration improvements

• Automatically binds new users based on user/password
• Basic administration push notifications
• Help URL option

Approval improvements

• Approvers can view expense receipts at the header or line levels
• Approval emails are triggered from the application (i.e., next approver)
• Ability to filter documents to display

Expense improvements

• Two-way synchronisation for expenses
• Headers display separately for documents
• Header-level receipt attachment option
• Ability to view the exchange rate
• Ability to edit draft expenses entered via the website
• Ability to run validation as an option so users can check the website validation in the application (e.g., policies)
• Expense pre-defined mileage journeys
• Credit card processing now includes entry of all required data at the receipt stage.

iDocuments Mobile Apps

Mobile App for iPhones

• Available for iOS 13.3 or above.
• An Apple App Store account is required to download the app.
• The app uses internet, storage, location, and camera services and requires those permissions on your device.

Mobile App for Android Phones

• Available for Android 8.0 or above.  (Note: not all versions of Android are supported due to being open source, each manufacturer can have its own operating system, meaning 100+ versions at any one time)
• A Google Play Store account is required to download the app.
• The app uses internet, storage, location, and camera services and requires those permissions on your device.

Application Download and Setup

The following video demonstrates how to configure the mobile application for the first time.

Users can download the iDocuments app for iPhones and Android phones from the Apple App Store (iOS) Apple Store Link or the Google Play Store (Android) Google Play Link.

1. Search the app store on your device for ‘iDocuments Mobile’
2. Download ‘iDocuments Mobile’

Note: Do not download the apps titled ‘Approvals – for iDocuments’, ‘iDocuments 4’, or ‘iDocuments 5’. Those are legacy versions.

Application Configuration

Once it’s downloaded, launch the application. You’ll be prompted to configure the device.  

Requirements are:

1. Server Host to connect to i.e. production.idocuments.io or productionuk.idocuments.io
2. Server Port: 4449
3. Service Path: not applicable, so leave this blank
4. Username: iDocuments username
5. Password: iDocuments password

Press Send Binding to connect to iDocuments.

If you’ve entered the server details correctly, the app will communicate with the server and check the credentials.

If it finds a valid user, it will automatically bind the device to that user.

If multifactor authentication is enabled, the user must enter a code to log in.

Note: The application saves users’ credentials, so they can skip the authentication step the next time they access the app.

Application Settings

The application settings are available from the main menu, which is in the hamburger button  available on most pages.

From here, you can alter individual application settings, such as:

• Changing the theme between light and dark
• Changing the unit of measure for mileage claims
• Enabling auto-sending of approvals
• Altering the device authentication option (highlighted above) to change your authentication method (e.g., pin number to Fingerprint ID or Face ID)

You can reset all these settings with the ‘restore defaults’ option.

Note: this includes any partially approved and not sent approvals, and personal expense journeys created.

The ‘get help’ option will open the Vision33 website.

Functions on the Mobile App

Dashboard

This section summarises the actions required and messages sent from the system.

• The summary actions automatically load upon opening or can be refreshed via the icon. You can then access them via the hamburger menu button.
• You must enable notifications in your phone settings for summary actions to appear on the home screen, but you can also refresh them here to display.
• You can delete notifications in the application.

New notifications are sent from the website’s bindings page by an administrator.

Create Expenses

The following video demonstrates how to create expenses using the iDocuments mobile application.

This section allows users to create and manage expenses.

• Outstanding expenses – Any expenses that are not completed will show the warning icon next to them, as well as the lines that are not complete, and will need to have the details completed before they can be submitted.  Minimum requirements are:
  • Description
  • Date incurred
  • Amount
  • Tax amount
  • Currency code
  • Either item or account code
  • Vat rate depending on EU or US

• Create an expense – Click on the plus icon at the top right to add a new expense. It will automatically save at specific intervals, but you can manually save at any time via the 3 dots at the top of the screen.

• Enter header information – Include an overall description and start and end dates, then select 'group’. This will default to the group you should raise your expenses against.
• At the bottom of the screen, you can select the lines tab. You can also use the top right-hand icon to choose to add lines.

• Select expense type – Select which expense type you’re raising. Each type requires different information.

Add Expense Detail

This section allows you to enter expense details. Details will vary based on the type of expense and your implementation’s custom fields.

• Standard – General expenses that don’t relate to mileage or entertainment
  • Date – Select the date of the expense
  • Code – Select the type (GL or item) from the drop-down menu
  • Description – Add a description for the expense line
  • Purpose – Not a required field but can be filled in
  • Amount – Add the value/cost of the expense
  • Currency – Change if it’s different from the default
  • Tax code and tax amount – Change if they’re different from the default

• Custom fields – These analytical fields will automatically default, but you can change them by clicking and selecting from the drop-down menu. You can also apply a filter option to easily search a long list.

• Mileage – Mileage claims require these details:
  • Amount – This will show as ‘route planner’ and will update when you enter the mileage
  • Route is from the pop-up Plot screen, and you can alter the distance after selecting the route.

You can now save frequently used journeys by accessing the journeys option from the menu and entering the summary before selecting from the expense entry screen. Enter a journey name and description, then select the ‘configure route’ option.

When using the configure route option, you can search for addresses or select from a map pin manually.

Note: the 'From' and 'To' fields will then be populated but can then be manually edited to remove any specifics. e.g. The exact home addresses can be replaced with just 'home' or similar, so the approver doesn't see the exact address

• Passengers – Not a required field but can be filled in
• Round trip – Will double the mileage entered
• Vehicle type – If set against your user, it will default so the mileage rate is known

• Flight– Flight claims require these details:
  • Airline
  • From
  • To
  • CO2 emissions

• Entertainment – Entertainment claims require these details:
  • Location
  • Attendees

• Accommodation – Hotel-type claims require these details:
  • Number of days

• Line attachment – To add a line receipt, click the red picture icon and choose ‘capture attachment’. This will prompt you to use your phone camera or select a photo from your library. Once you add an attachment, the picture icon will turn green. The red picture icon also lets you view, delete, or add to the image.

• Header attachment – You can attach an attachment to the expense by selecting the bottom option instead of a line. Here, the application will prompt for a description.

Note: for SAP-specific business partners, when ‘Type of Business’ is set to Employee, the Expense Type option is available.  This is a mandatory field and, when selected, this also defaults the code and the tax code fields from the expense type set-up in SAP.

Submit Expenses

Expenses can be created, viewed, and submitted on the iDocuments website or in the application.

Once lines are completed, they’re automatically saved and synchronised with iDocuments. There’s also a manual ‘save’ option to force the changes.

Using the ‘back’ option in the lines will return you to the list of lines and the header option page. The three dots menu allows for additional options to complete the processing.

• Back to list – Takes users back to the full list of non-completed expenses
• Copy – Copies the current expense to create a new one
• Submit – Sends the expense for approval. Once submitted successfully, expenses will be removed from the application list, including expense policy validations. This will allow you to enter a reason.
• Validate – Carries out all validations from the website and alerts users of submission errors. Because transactions can be entered throughout the month, changes after the entry date may make an element of the original submission invalid. Note: The validation will automatically occur upon submission, so this action is optional.
• Save – updates any changes not yet saved

Expense changes in the application are updated on the iDocuments website with all the same details.

Credit Cards

Credit card expenses uploaded to the iDocuments website will also be available as expenses.

These can be processed the same way as expenses, except for copying and deleting lines. Only the credit card lines can be processed.

This additional credit card receipts option lets you record credit card images for future expense claims (requires company setting ‘Credit Card Receipts’ to be enabled).

After entering an 'ERP Expense Type' (if enabled) and 'Type' (which is a GL account or item code, depending on your configuration), the user can then enter a description for the expense 'Purpose' along with the receipt 'Amount'.  You can then store a new image via the picture icon, found under the plus icon.

Users can utilise these when selecting an image in the expense line by selecting ‘receipt uploads’.

Note: when the credit card expenses are first created by uploading the statements to the iDocuments website, any receipts that match (by user, date and amount) are automatically assigned to the relevant lines in the expense, so they may be already assigned.

Document Approval

This facility allows you to approve the documents assigned within iDocuments. The approvals options will sync all approvals to the mobile application when accessed. You can filter documents by the type icons (e.g., as seen below, displaying only the purchase order approval).

You can also filter the documents by amount, date range, or specific document reference using the filter button  in the top right of the approvals screen.

Carry out the approval by selecting the question mark to show the approve/reject options.

Alternatively, you can view each document’s details using the arrow option.

This displays the header information. You can view the lines by swiping through the pages along with the previous history of the document for original submission and any prior approvals.

If approved, the icon will show the green tick and with rejection comment before showing the red cross. A cloud icon will appear to allow a sync to the iDocuments website.

Note: Any sync using the cloud icon will update only that entry. A message will appear to show ‘sending approval’. Once the approval is successfully sent, the entry is removed from the approver’s view.

These approvals will be updated in iDocuments.

Travel Requisitions

The travel requisitions are currently not enabled.

Admin Binding Information

The local admin can view all device bindings within iDocuments by selecting Admin > Mobile Devices Management > Devices.

There are three options for each user: 

• Force the user to re-enter the password
• Remove the binding between the phone and the iDocuments user
• Send a message to the user via the application

Frequently Asked Questions

If the expense menu is not showing on the mobile app for the user, check the following:

• The user has a default company that is not disabled.
• The user has access to at least one group in that default company that is set as valid for expenses.
• The user has access through the user role has the page add expense or expense SC
• The user has a BP card code (supplier) set-up.
• The user has a status of active

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