Within this article:
- Definition of APIs within LittleBig Connection
- Scope of Operations for Activity reports
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Definition of APIs within LittleBig Connection
For more information on the different ways to use the API feature in the scope of action linked to LittleBig Connection, please refer to our article "APIs - General info - Premium feature"
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Scope of Operations - Activity Reports
With the purpose of avoiding manual interventions and/or the duplication of tasks, LittleBig Connection's REST API offers you the possibility of synchronizing our data with your internal Information Systems.
Within the scope of Activity Reports, the following operations are possible:
- Find details about an activity report (including custom identifiers, Activity Reports, expenses, etc.)
- Search for results within the activity report (from an ID, year and month, status or date of modification)
- Update information in the activity report (Activity Reports, expenses, custom identifiers, etc.)
- Add documents to activity reports as an attachment (for example, an additional file with the Activity Report of a supplier)
Maintaining the hours worked reported by the consultants under control is essential for the success of the "Procure to Pay" process; to allow for the services to be paid at the right time, the last step of the Service Reception process, determines the steps described above, and allows your own internal Information Systems to validate the billing.
Please find below an example of this scenario:
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- Consultant introduce their data on days worked, overtime and expenses, directly in your "supplier's Portal". They may also upload additional documents.
- With an API request, the information is automatically updated in LittleBig Connection
- The activity report is validated by both the Supplier Business Manager and the Operational Manager within your company
- The Service Reception is approved from your internal Information system via the API
Please note that in order to benefit from any of these API premium features, they have to be activated in advance.
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Platform action: Activity report created
The activity report is created within the LittleBig Connection platform, it becomes then possible to fill it in. The information it includes may be updated directly from the Supplier's LittleBig Connection account, alternatively the task may be delegated to your organization's portal.
1. If the Activity Report is filled in within the LittleBig Connection account of your supplier, then:
| Activity Report status in the LittleBig Platform | -> | Status : Pending |
| Activity Report status in the API | -> |
Status: notValidated Detail: pendingConsultantValidation |
2. If the Activity Report update is delegated to your organisation's portal then:
| Activity Report status in the LittleBig Platform | -> |
Status : Pending transmission |
| Activity Report status in the API | -> |
Status: notValidated Detail: pendingTransmission |
Actions to follow: The consultant must then confirm their Activity Report and expenses incurred.
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API Action: Your platform updates the Activity Report
In order to update the activity Report, your internal Information System must first be able to retrieve the pending Activity Reports, importing the information to your portal so that the consultant may view and validate the data.
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Search for non-validated Activity Reports
With the "SearchActivityReports" operation, you may filter out the Activity Reports that have not yet been validated, for a period of a specific month or year:
|
Resource API |
-> |
/activityReports/search |
|
Operation |
-> |
SearchActivityReports |
|
HTTP Verb |
-> |
POST |
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Request Body |
-> |
{ "yearMonth": "2022-04", "status": "notValidated", } |
The response will contain information from the activity report that matches the following criteria:
- Activity Report ID
- Purchase Order ID
- Work units
- Information of the Activity Report
- Status and details
- Seller Information
- Custom Fields
At this stage, only the Activity Reports with the status "Pending Transmission" will be considered:
| Activity Report status in the LittleBig Platform |
-> |
Status : Pending Transmission |
| Activity Report status in the API |
-> |
Status : notValidated Detail: pendingTransmission |
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Send an "Activity Report" update request to LittleBig's API with updated data
When the consultant has already updated the information, you may be able to sync it with the LittleBig platform, with the purpose of allowing the validation by the Supplier Business Manager.
| Activity Report status in the LittleBig Platform |
-> |
Status : Pending Transmission |
|
Activity Report status in the API |
-> |
Status : notValidated Detail: pendingTransmission |
Example of a request:
|
Resource API |
/activityReports |
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Operation |
UpdateActivityReport |
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HTTP Verb |
PATCH |
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Request Body |
{ "id": "CRA-0001-1-1", "externalId": "ExternalId1", "timeSheetMap": { "1": 1, "3": 1, "4": 0.5, "7": 1, "10": 0.5, "14": 0.5, "31": 1 }, "regulation": 1.5, "overtime": { "amount": 5, "currency": "EUR" }, "expenses": { "amount": 30, "currency": "EUR" } } |
Actions to follow : The Supplier Business Manager must approve/reject the Activity Report at this stage
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User Action: The Supplier validates the Activity Report
When the supplier's Business Manager, manually approves or rejects the Activity Report, the Activity Report status will be updated.
1. When the Activity Report is approved by the Business Manager:
| Activity Report status in the LittleBig Platform |
-> |
Status : Validated by the Business Manager |
|
Activity Report status in the API |
-> |
Status : notValidated Detail: validatedBySeller |
Actions to follow : The Operational Manager approves or rejects the billing
2. When the Activity Report is rejected by the Business Manager:
| Activity Report status in the LittleBig Platform |
-> |
Status : Rejected by the Business Manager |
|
Activity Report status in the API |
-> |
Status : notValidated Detail: refusedBySeller Message : Detailed information provided by the Seller |
Actions to follow : The consultant validates the Activity Report once again
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User Action: Service Reception generation
After approval by the Business Manager, the Billing Voucher is generated and delivered. The Operational Manager on your side will review it and either approve it or reject it.
The Activity Report status will be updated accordingly.
1. When the activity report is approved by the Operational Manager:
| Activity Report status in the LittleBig Platform |
-> |
Status : Validated by the Operational Manager |
|
Activity Report status in the API |
-> |
Status : notValidated Detail: validatedByManager |
Actions to follow: Your internal Information System validates the Service Reception generated (as long as the feature has been activated in your account).
2. When the activity report is rejected by the Operational Manager :
| Activity Report status in the LittleBig Platform |
-> |
Status : Rejected by the Operational Manager |
|
Activity Report status in the API |
-> |
Status : notValidated Detail : refusedByManager Message : Detailed information provided by the Operational Manager |
Actions to follow: The consultant must validate their Activity Report again
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Action API : Validation of the Service Reception
You may send a Service Reception update request to LittleBig's API to either confirm or reject the Activity Report.
Here is an example of the request:
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Resource API |
/serviceReceptions |
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Operation |
UpdateServiceReception |
|
HTTP Verb |
PATCH |
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Request Body |
{ "id": " CRA-0001-1-1", "status": { "value": "validated", "message": "OK for this activity report" } } |
1. When the Activity Report is approved by your internal Information System:
| Activity Report status in the LittleBig Platform |
-> |
Status : Validated by your internal Information System |
|
Activity Report status in the API |
-> |
Status : Validé Detail: validatedByExternalSi |
2. When the Activity Report is rejected by your internal Information System :
| Activity Report status in the LittleBig Platform |
-> |
Status : Rejected by your internal Information System, and pending Operational Manager |
|
Activity Report status in the API |
-> |
Status : Rejected Detail : refusedByExternalSi Message : Detailed information provided by your internal Information System |
Actions to follow : The Operational Manager checks the billing voucher (in the instance this feature has been activated).