Introduction
You can define the actions information for a request type, which is useful for directing the users in taking actions upon the request type. For example, actions information such as absence for planning allows the user to obtain the overview of absence request type in the planning of a resource for reference purpose before creating a request for the resource.
Menu path
Go to Workflow/Setup/Requests/Request types, and then click New or open an existing request type. Click the Actions tab.
Roles & rights
To create or modify request types, Function rights 5 – Create request types, and edit request types without responsible or Function rights 232 – Edit all request types is required. Users with Role 1 – General manager and Role 11 – HR have the first function rights while the latter is reserved for users with Role 0 – Administrator.
Button
Save
Click this to save the request type definition.
Delete
Click this to delete the request type. A request type cannot be deleted if there are requests of this type used in the system.
Note: This is available only if you are editing an existing request type.
Save + New
Click this to save the request type and to create a new one.
Note: This is available only if you are creating a new request type.
Copy
Click this to copy the definition from another request type. This is useful if you want to quickly create another request type.
Close
Click this to exit.
Description
Planning section
Absence
Select this check box to define a request of this type as an absence request. 
will be displayed next to the Resource field in the request. When this check box is selected, the request is displayed in the resource planning and is indicated by the color selected at Color under the General tab. Furthermore, requests of this type will be displayed in the resource’s calendar as an absence type.
Out of office
Select this check box to define a request of this type as an “Out of office” request. The resource will be indicated as “Out of office” in the system during the start and end date/time after the request is approved. This is useful for requests such as vacation, or sick leave.
Note: If you select the Absence check box, it is advisable to select this check box too.
Resource
Select this check box to allow requests of this type to be shown in a resource’s personal planning. This can be viewed at HRM/Report/Resources/Search, click Show to search for a resource, click on the corresponding resource and Planning in the Monitor section. Different colors can be used to show different types of requests in the planning screen.
Calendar
Select this check box to display 
next to the Resource field in the request. Click this icon to display the resource’s calendar.
Sales forecast
Select this check box to make the request of this type available in the sales forecast report. A request of this type helps in determining the organization’s expected revenues and lost deals. The sales forecast report can be accessed at Customers/Report/Financial/Forecast. For more information on the sales forecast report, see Overview of Sales Forecast.
Item
Select this check box to show the requests of this type in the item’s planning. This applies to requests that are linked to items with serial numbers. The request types with this option can be seen in the schedule for items and is useful in determining the availability of the item such as a company car or meeting room. The availability can be checked when creating a new request at Workflow/Entry/Requests/Requests: New and is accessed by clicking the Planning icon at the Item field after selecting the item.
Note: The Item field must be available for this to function. For more information, see Creating and Modifying Request Types – Fields Tab.
Assets
Select this check box so that a resource’s assets can be viewed when creating a new request. This is done at Workflow/Entry/Requests/Requests: New and is accessed by clicking the Assets icon at the Resource field after selecting the resource.
Note: The Resource field must be available for this to function. For more information, see Creating and Modifying Request Types – Fields Tab.
Stock
Select this to make the request of this type to be available in the planning overviews. There are three options which include:
This function is currently not available.
Overdue section
Open
Type the number of hours for the request type to remain in the Open status. The request in the workflow exceeding the specified number of hours will be highlighted as overdue.
Approved
Type the number of hours for the request type to remain in the Approval status. The request in the workflow exceeding the specified number of hours will be highlighted as overdue.
Realized
Type the number of hours for the request type to remain in the Realized status. The request in the workflow exceeding the specified number of hours will be highlighted as overdue.
Total
Type the number of hours for the request type to be completed from the start until the end (from the Open until the Process status). The request in the workflow exceeding the specified number of hours will be highlighted as overdue.
Process section
Type
Select the relevant type of action to be carried out upon the processing of a request of this type. These include:
- Empty – Select this so that no action is carried out.
- Sales order – Select this to generate a request for a sales order.
- Purchase order – Select this to generate a request for a purchase order.
- Invoice – Select this to generate a request for an invoice.
- Transaction – Select this to generate a financial entry.
- Internal use – Select this to generate an internal use transaction that would appear in a back office application such as Exact Globe.
- Back office sales order – Select this to generate a back office sales order.
Status: Before
Select the relevant option to define when additional financial information (such as VAT/Sales tax code) is generated before reaching this status. These include:
- Empty – Select this so that no action is carried out.
- Open – Select this to generate the selected type of transaction before the request of this type is being created.
- Approved – Select this to generate the selected type of transaction before the request of this type is being approved.
- Processed – Select this to generate the selected type of transaction before the request of this type is being processed.
- Realized – Select this to generate the selected type transaction before the request of this type is being realized.
Status: After
This option is not in use since the selection does not influence the outcome of the request type.
Process – Financial section
G/L: Origin
Select the appropriate general ledger account where the cost or revenue transactions related to this request type should be recorded depending on the item specified in either the Item 1 or Item 2 fields of the request. There can be one of four options available for this.
Offset G/L
Click to select an offset G/L account. This is the ledger account that will hold the payments to be made or received. In most cases this will either be the main accounts payable or accounts receivable ledger account.
Division: Origin
Select the required option to indicate which division the financial entry should be made to. Select Account to have the financial entry carried out to the division of the specified account or Resource to have the financial entry carried out to the division of the specified resource, both of which refer to the account or resource in the request.
VAT
Select this check box to set whether VAT should be used in creating the financial entry. If this is checked, in the processing phase the user can select a VAT code, and an extra financial entry line will be created to record the VAT to be received or paid.
Type
Select the type of financial transaction the request type is associated with. This will influence the type of financial entry to be made. This will register the transactions for the appropriate financial reports.
Entitlements section
Balance
Select the method of calculating absence balance for the resource specified in the request. The available options are:
- Subtract – The absence balance of the resource is reduced by the number of days entered in the request.
- Add – The absence balance of the resource is increased by the number of days entered in the request.
- No – This request type does not affect the calculation of absence balance.
Buildup
Select the entitlements buildup calculation method for the resource specified in the request. This information is used for automatic calculation of entitlements. The available methods are:
- None – The entitlements buildup will not be calculated.
- Monthly – The entitlements buildup for requests of this type is by month.
- Yearly – The entitlements buildup for requests of this type is by year.
Note: When Buildup is filled, Basis also must be filled.
Basis
Select the basis of the entitlements calculation when Monthly or Yearly is selected in the Buildup field. This option cannot be changed if there are entitlements, as based on this request type, already defined in the HRM: Division Entitlements screen at HRM/Setup/Schedules/Divisions, then selecting the division and clicking on Entitlements or at the HRM: Resource – Entitlements screen, then clicking on Entitlement in the Monitor section of a resource card.
Define the relevant entitlements with the following options:
- Empty – This is the default option and is allowed only if Buildup is set to None.
- Fixed – The entitlements are granted to the resource based on a fixed basis.
- Age – The entitlements are granted to the resource based on the resource age.
- Service year – The entitlements are granted to the resource based on the number of years in service.
Increment factor
Select the increment factor of the entitlements. This field is functional only if Basis is defined.
Define the relevant increment factors with the following options:
- Empty – This is the default option and is allowed only if Buildup is set to None.
- Calendar year – The entitlements are added at the start of a calendar year of a calendar year, which is typically on January 1st.
- Anniversary – The entitlements are added at the anniversary of the employment date the date the resource joined the organization, irrespective of when the calendar year begins.
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