This article explains how the debit form is approved digitally. The form is usually approved by the employee on the My profile page; a user with INVENTORY_MANAGER can open the same window from the employee list and view past forms.
Before you start
The employee must have at least one assigned item.
The approver's phone number must be up to date; the verification code arrives by SMS.
Each form approval uses 1 digital credit of the company. If credits are insufficient, the form cannot be sent.
Step by step: approve the form as an employee
In the left menu, go to Mine > My profile (also available from Profile at the top right).
Switch to the My assets tab. Your assigned items are listed.
Click Debit Form. The Debit form window opens.
Choose one of the two option cards:
System form: Teamso builds the form from your assigned items. It shows in Preview across the window; zoom with the magnifier buttons or open it large with Full screen.
My own form: upload your company's signed form with Choose a file or drop it on the area. You can upload one file (up to 20 MB).
Click Confirm and send. If the button is disabled, the reason is written next to it (e.g. "Upload a form file to send it.").
In the SMS Verification window, enter the 6-digit code sent to your phone.
Step by step: view forms as HR
In the left menu, go to People > Employee list.
Choose Assigned Inventory List from the employee's ⋮ menu. Click Debit form at the bottom of the Inventory list window. The form opens in the same window, without a second window; Back returns to the item list.
The Sent forms list shows the date of each form; use the buttons on its row to View Debit Form, View QR Form and (if you may view timestamps) View Timestamp.
To send a form on the employee's behalf, follow steps 4-6 above in the same window.
Result
The form is signed with a timestamp, a QR-coded copy is created and it is added to the Sent forms list.
The manager of the employee who owns the form receives a "Debit Form Notifications" email. When HR uploads the form on the employee's behalf, the email says "X uploaded the form on behalf of Y".
Debit form reminders sent to the employee and not yet approved are marked as approved.
An employee's debit forms, their PDF and the employee's item list can be seen only by the employee, the company admin and users with INVENTORY_MANAGER.
1 digital credit is deducted from the company.
Common problems
Symptom: "Digital Confirmation failed." warning.
Cause: The timestamp could not be obtained; the form was not saved.
Solution: Try again in a few minutes. If it persists, contact support.
Symptom: An insufficient credit warning appears.
Cause: The company's digital credit balance is used up.
Solution: Ask your company administrator to top up credits.
Symptom: Debit form is disabled in the Inventory list window and "The debit form needs at least one item assigned to the employee." is written at the bottom.
Cause: No item has been assigned to the employee.
Solution: Assign an item first (Assign).
Symptom: The preview says "There are no active assigned inventories for this user."
Cause: All items have been unassigned.
Solution: A system form cannot be created (Confirm and send stays disabled); if needed, upload the signed form with My own form.