Each request entered into eRequest must be based on a Request form. This form is a template for the request. The forms can be used to customise the Fields and layout of entry form.
Change the required fields for ‘submission’ and ‘approval’ processes and control the users’ limits on approving.
Each company has its own request forms associated with it.
Request Form Name – Name of the request form
Next Request Number - The ‘Request Number’ to use on the next Request created based on this ‘Request Form’. This should be in the form of letters followed by numbers. eRequest will increment the number part as each number is used up.
Track Change History – When enabled, a history of the updates and changed to a request are stored and can be viewed from the ‘History’ button on a request
Allow Self Approval – When enabled requests based on this ‘Request Form’ can be ‘Approved’ by any user with access to it, without being required to submit them to a user in the parent group. NOTE: Users can still only ‘Approve’ a request with a value less than or equal to applicable approval limits.
Approval Limit Includes Tax – Control if the value of the request includes the tax amount, when checking Submit to / Approval limits
Background Colour – Select a colour to use as the background on Requests based on this ‘Request Form’, this can be used as a visual indicator of which ‘Request Form’ is being used.
Default Unit Price from –
User – The users assigned to this request form.
Click on the users to view the Request Form User options LINK
Form Layout – Allow the layout of the fields/grids to be customised.
The Wide layout is used for Teams Desktop and Web Clients. The narrow formats are used for the Teams Mobile client app.
See Form Layouts (LINK)
Customise Header/Line Fields
The business logic can be customized for each field on the request header and lines.
The table shows the available options for each field.
Display Label – Changed the label of the field on the form entry
Required on Submit – Make the field a required field at the point of submitting the request.
Required on Approval – Make the field a required field at the point of approving the request.
Default Value – When a new record is created (header or Line) eRequest will attempt to default the fields value. NOTE: the value must pass the field validation for it to be defaulted.
Read Only – Make the field readonly for the users, you can use this in combination with the Default Value to default a value into a field that the users cannot change.
Lookup Filter – Only available for fields which are of type lookup. Click on the edit buttons to see the options. This allows the lookup to be filtered. Eg. To restrict the items available for a specific request form.
Lookup Filter Edit – Select a field from the Lookup, and Operator such as Equal, Like etc. the available options are dependant on the data type of the fields selected.
Each Clause will be ‘AND’ together in the filter. To achieve an OR type functionality, use the ‘In List’ operator, and provide a comma separated list of values.
Budget Commitments
Use the following options to control how Budget Commitments are calculated.
This feature uses a Budget from Business Central, and the calculated ‘commitment’ of value posted in Business Central, and the value on Request to provide a view of budget consumption
The budget figures are take from the GL Account associated with the Inventory Items, Inventory Posting Group in Business Central.
For the Fisical Year / Year to date to work correct the Business Central Accounting Periods must be configured correctly.
Budget ID – Select the Budget to use from the available GL Budgets in Business Central
Commitment Date Field – Select which date on the request will be used to determine the Financial Year for selecting the Budget
No Budget value Treatment – This option controls how eRequest treats accounts which do not have any Budget information.
‘Treat as infinite budget’ means it will ignore these accounts and no budget error will be called
‘Treat as zero budget’ means it will assume a budget amount of 0.00 for the account
Calculation Range – This option determines whether budget comparison uses the full year budget amount and existing postings and commitments, or uses only year-to-date figures based upon the date field selected in ‘Commitment Date Field’ being validated.
Budget Exceeded Submit/Approval Actions – These actions define the logic to apply when the action takes place on a request. These actions occur on Submit and on Approve.
Ignore -No action its taken
Warning – the User is warning that the commitment exceeds the Budget, but the user can ignore the warning and proceed with the action.
Error – the user is show an error, when the commitment exceeds the Budget, the user cannot continue with the action.
Budget Exceeded Warning / Error Message – Allow the message displayed to the user to be customised.
Budget Exceeded Warning/Error Override Password – When a password is entered, the warning will prompt for the password to allow the user to override the warning and continue with the action.
