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iDocuments Mobile App v4.2.5 User Guide

First published on: 09/07/2023/1:52 pm

Overview

This document provides an overview of the iDocuments mobile application which includes functionality for expense management and document approval.

These instructions may vary depending on your phone's model.

iDocuments Mobile Apps

Mobile app for iPhones

Available for iOS 10.3 or above (Please note: The app is not designed for use on iPads)
An Apple App Store account is required
The app uses internet, storage, and location and camera services and requires these permissions on your device

Mobile app for Android phones

Available for Android 7.0 (Nougat) or above
A Google Play Store account is required
The app uses internet, storage, and location and camera services and requires these permissions on your device

App Download and Setup

The iDocuments app is available in the Apple App Store (iOS) or the Google Play Store (Android). For data security, users may be bound to only one device at a time.

Search the app store on your device for ‘iDocuments’
Download ‘iDocuments 4’
- iOS users: Don't download the app titled ‘Approvals – for iDocuments’ or ‘iDocuments 5’ – these are legacy versions

Once downloaded, launch the application to configure the device.

When prompted, enter your server hostname: production.idocuments.io:4401
First name/last name/email address are required fields that allow the iDocuments admin to identify which user to bind the request to
Click ‘Send’
- If the send button isn't available, ensure the server details are correct

This will send a Binding Request to the local administrator, who needs to approve the request.

Approving Binding Requests

The local admin will need to approve the binding request. This only happens on the first registration.

Within iDocuments, select Admin > Mobile Devices Management > Devices
- If there are bindings awaiting approval, they'll appear on your dashboard under ‘Pending’, called ‘Pending Mobile Bindings’
Find the user with a ‘Pending user link’ status

Select the user from the dropdown
- Click ‘Authorize’ to allow the binding
- Click ‘Reject' to reject the binding
Click ‘Save’

If authorized, this process will bind the mobile app to iDocuments, giving the user access.

Within a few minutes on the mobile app, users will see a Set PIN screen. They must choose a 4- or 6-digit code to use when logging in. Once the code is selected, click ‘Set.’

Functions on the Mobile App

General

The last tab is the settings tab, where you can refresh your data, reset your PIN, or reset the phone's settings:

Refresh data – Do this periodically to get the latest configuration, accounts, and settings from the server
Reset your PIN – Select a new 4- to 6-digit code on the PIN pad
Reset phone settings – This action severs the connection between iDocuments and the phone. Choosing this requires users to re-bind their account with iDocuments

Create expenses

This section allows users to create expenses.

Create an expense – Click on the circle with the plus sign inside to add a new expense
Select group – This will default to the group you should be raising your expenses against
Select expense type – Select which expense type you are raising; each type requires different information

Add expense detail

This section allows users to enter the expense details. It will vary based on the type of expense and the custom fields in your implementation.

Standard – General expenses that don't relate to mileage or entertainment

Date – Select the expense date
Type – Select the type (GL or item) from the dropdown
Description – Add a description
Purpose – Not a required field
Amount – Add the expense value/cost
Tax – Change if the tax is different from the default
Currency – Change if the currency is different from the default
Custom fields – These analytical fields will often be defaulted, but users can change them by selecting from the dropdown menu
Attachment – To add a receipt, click ‘Take Photo’, then use your phone camera to take a picture or select from your photo library. Click save.

Mileage – Mileage claims require different details:

Amount – This will show as ‘Route Planner’ and will update when users enter mileage
Route – This is from the pop-up 'Plot' screen, or users can enter the distance in miles
Passengers – Optional
Round trip – This will double the mileage entered
Vehicle type – If this is set against your user, it will default so the mileage rate is known

Entertainment – Entertainment claims require different details:

Location
Attendees

Once entered, each line can be sent to iDocuments using the ‘Send’ option, which will create a new draft document or add to an existing one.

Alternatively, ‘Save’ will save onto the mobile app, and all lines can be sent together later by using the upload icon on the 'Create Expense' screen.

The expense will update into the iDocuments website, with updated descriptions and date ranges.

Submit expenses

This allows expenses on the iDocuments site to be viewed in the mobile app and submitted from there. It also includes those entered on the website.

Select the refresh data icon to update the application with changes from the website entries.

Review the details of each line as needed and mark them for submission where required.

Submit the expense for approval.

Expense credit card receipts

This allows you to take a photo of expense receipts you incurred with a company credit card.

Enter the details (image name, receipt date, and amount) to help you match the receipt to a credit card expense line, then take a photo or select one from your library. Save.

Please note: These can be uploaded to the website at any time.

Document approval

This allows you to approve the documents assigned within iDocuments. The approvals have options to sync new approvals to the mobile app and send completed approvals back to the app using the icons on the approvals page.