Operations



Project Master

User can manage project data in project master page. Click Operation tab in system main menu, then click Project to open prject master page as below,

Add New Project

To add a new project, click (add icon) in the top right corner of the project master page, the add new project window opens,

Project Info Tab

In Name box, enter project name.

In Abbreviation box, enter project name abbreviation.

In Company box, select company name.

In Department box, select department name.

In Incharge box, select person in charge.

In Client's Project Number box, enter client side project number if available.

In Type box, click commercial or overhead to indicate project type.

In Project Duration box, click to select project start and end date from calendar.

In Status box, click to select status as In Progress/Closed/Terminated.

In Team box, enter team information.

Click Next to save project info and open Approval Info tab.

Approval Info Tab

In Mode of Approval box, click to select approval mode as Email/Hardcopy/Phone.

In Work Order Mode box, click to select work order mode as single or multiple.

In Client WO Ref No box, enter client work order reference number.

In Hardcopy Received box, tick to indicate received approval hardcopy document.

Client Contract No box, enter client contract number.

In Attach WO area, click to choose file to upload.

In Remarks box, enter remarks if any.

Click Next to save approval info and open Technical Info tab.

Technical Info Tab

In Technical Details box, enter project technical detail.

Click Next to save technical info and open Commercial Info tab.

Commercial Info Tab

In Commercial Details box, enter project commercial detail.

Click Next to save commercial info and open Project Description tab.

Project Description Tab

In Project Description box, enter project description.

Click Next to save project description and open Resource Plan tab.

Resource Plan Tab

In Minimum Manday box, enter minimum man days.

Click Next to save resource plan and open Estimation tab.

Estimation Tab

In Estimated Man Hours box, enter estimated man hours.

In Estimated Man Hour Cost box, enter estimated cost.

In Estimated Material Cost box, enter estimated material cost.

Click Save to save all data entered in project tabs, a project creation notification window opens as below,

Click Confirm to create project.

Project Status

Once project is completed, the status can be changed from "In Progress" to "Closed" . Edit functionality will not be available for the project to edit further.

Special permission "projectSplEditforNonActive" available to edit "Closed" status project.

Edit Project

Click the(edit icon) in front of the project name. The project details window will open. Edit the details and click Save to save updates.

Project Management

Click icon, the project management page opens as below,

User can view all relevant project information and also add project milestones.

Project Site

Project site is used to define single or multiple site locations for a project. Each site will have geolocation (latitude & longitude) and shift name.

To establish geofence, allowing employees to perform Geopunch within the defined or default radius after accurate latitude and longitude coordinates enabled or radius can be drawn directly on the map.

Click Project Name and choose the project. *

Enter Site name *

Enter Latitude and Longitude of the location

Enter Shift name

Change the distance (default radius), if required.

Save the record.

Go to main page and click Geo icon. 

Click search and enter the pin code.

Click Polygon to draw radius to define the boundary to perform geopunch. (Enable the geofence under global settings to true. Within the boundary, user can perform clock in & clock out. Beyond that, it is not possible )

Settings

* Mandatory fields

Project Milestone

The Project Milestone is to brief the various important milestones of the project. Entry of the Milestones for a Project is mandatory and the following validation needs to be implemented.

The Start date of the Milestone (for Sno 1) should be the start date of the Project and the last Milestone End Date should the Project End Date created

Milestone to be identified whether they are Payment Milestone Yes/No

If the Payment Milestone is Yes, Milestone Amount is mandatory

Total Milestone Amount should be equal to the Project Amount

Linking Project Quotations to Milestone Yes/No

In the Quotation field for the Milestone creation, validate the Quotation selected to be the same company. Also provide a dropdown of Quotation for this project. If no quotation is not there for this project in Enquiry, then display all the quotation for the company

If there is only one quotation display instead of selection

Once the Milestone Status is complete, 100%, Edit to be not provided for the Milestone. For milestones which has quantifiable output(for eg: 100m insulation of pipes) must have a field to enter the final output of the respective milestone. There can be multiple records as output. To capture Item Name, description. UOM and Quantity if output is selected• . Change the below UI accordingly

Click icon,

Project Billing

Click icon, the project billing page opens as below,

User can manage project expenses and project invoices in this page.

To a

Project Attachment

Click icon, the project attachment page opens,

Click Choose Files to open file upload window.

Click Save to confirm uploading selected file as project attachment.

Project Renewal

Click icon, the project renewal page opens,

Enter project renewal status, renewal duration, remarks etc..

Click Save to save renewal updates.

Delete Project

Click delete icon in the delete column, system will prompt confirmation notification. Click Yes to confirm deletion of a project.

Settings

OT Not Applicable for Project

In the project, when "OT Not Applicable for Project" setting is enabled with normal hrs, the system will display only normal hours in the time log without OT1 & OT2 hrs.

Note : If NH is 00:00, the system will use the actual NH calculation; otherwise, it will update the configured value.

Other View Options

Click icon to show active projects.

Click  icon to show column filters.

Click icon to export project list to excel file.

Scaffolding



Scaffolding is a temporary structure that helps workers manage materials during construction or maintenance work. The workers perform erection and dismantle with the use of tags differentiate by colors to indicate the status of the scaffolding.

Master

There are two types of master data in Scaffolding module:

Item Master-The list of items data that will be used in Scaffold module. They are managed centrally so that duplicate items are not entered into the system.

Site Master-The list of sites data that will be used in Scaffold module. They are managed centrally to use Client site code for various project.

Item Master

To view items master, click Item Master submenu in the Master, the item master list page opens as below,

Add New Item

To create a new item in item master,

Click button on the top left corner in the Scaffold item Master list view page, the add item page opens as below,

Enter details in the below fields,

Code (Mandatory)

Sub Type (Mandatory)

Select unit - UOM (mandatory)

Description (Optional)

Remarks (Optional)

Click to save the item in the item Master. The new added item will be saved to item master list page.

Once new item is added to master, user shall add cost details of the item. Navigate to the item name in the item master page, and Click cost icon.

The item cost page opens as below and enter the following details,

Click to select Sub Contractor to add item cost for work assigned to sub contractor workers, enter details in below fields,

Choose Effective Date

Select Sub Contractor

Enter Erection Cost

Enter Dismantle Cost

Click Save. Item cost will be saved, and user can scroll down and view in the cost page.

Click to select Employee to add item cost for work assigned to employees, enter details in below fields

Choose Effective Date

Enter Erection Cost

Enter Dismantle Cost

Click Save. Item cost will be saved, and user can scroll down and view in the cost page. 

Edit Item

To edit item,

Clickedit icon on the main page to update Item fields.

Update the respective fields.

Click Save  button to save edit.

Delete Item

To delete Item record from the Item Master,

Click delete icon in the delete column in item master list page.

A confirmation window opens, click Yes and the Item record will be deleted.

Site Master

To view Site master, click Site Master submenu in the Master, the Site master list page opens as below,

Add New Site

To create a new Site in Site Master,

Click button on the top right corner in the Scaffold Site Master view page, the add Site page opens as below,

Enter details in below fields,

Code (Mandatory)

Location (Mandatory)

Select Supervisor (Optional)

Select Employee (Optional)

Select Sub Con (Optional)

Click Save to save the Site details in the Site Master. Important notes: 1) Only selected supervisor and selected employees can view and access projects associated with this Site Code.

Only project configured with Client Site code will be available in the scaffold module to create request. To configure client site code in projects,

First, in Admin Settings, check and make sure showSiteCodeConfig setting value is True, so that in project master, client site code field will be enabled. 

Second, navigate to the project in Projects Master in Operation, in the Client Site Code field, click to select  

Note: Site can be active or inactive, in the Active Column in site master list page, user can click to set to active  or inactive .

Edit Site

To edit site,

Clickedit icon on the main page to update site fields.

Update the respective fields.

Click Save  button to save edit.

Delete Site

To delete Site record from the Site Master,

Click delete icon in the delete column in site master list page.

A confirmation window opens, click Yes and the Item record will be deleted.

Request

Scaffold Request

A Scaffold Request shall be raised against Site code and Project to start the scaffolding procedure. The user can add the Scaffold request to create Temporary tag, Permanent tag and Internal size for scaffolding Erection, Dismantle, Modification and Rental days. They perform checklists like Construction Checklist, Monthly Checklist and Weekly Checklist to abide by safety rules and regulations. To view Scaffold Request, click Scaffold Request submenu in the Request, the Scaffold Request page opens as below,

Add New Scaffold Request

To create a new Scaffold Request,

Click button on the top right corner in the scaffold request page, the add Scaffold Request window opens as below,

Enter details in below fields,

In Site Code field, click to choose site code.

In Project field, click to select project.

In Occupier/Main Contractor field, enter Main Contractor name.

In Location of Worksite field, enter worksite location.

In Client Contact field, enter client contact number.

In Free Rental Days field, enter number of free rental days.

In Checklist field, click to select checklist option.

Click Save to save the Request in the Scaffold Request page. And a unique Scaffold request Key will be generated against the new added Scaffold Request.

Temporary Tag Creation

Based on the client request, admin user will create a few temporary tags against a new scaffold request.

To Create Temporary Tag,

Click (Tag icon) to create temporary tags for the new Scaffold request , the Scaffold Request page opens as below,

Click (Create Temporary tag icon)  , the below page opens,

Enter details in below fields,

Type of Scaffold

Unit

Quantity

Sizes

Location

Requestor

Remarks

PE Design (click to enable if applicable)

Click Save to save the Temporary tag. Once saved successfully, on the scaffold main page, the Tag’s Count Column “T” changes from 0 to 1 and L changes from 0 to 1.

Note:  T – Temporary

        P – Permanent

        M – Modify

        D – Dismantle

        R – Rental

        L – Total Line numbers

Combined Tag Creation

If Client request to create combined tag creation against the temporary tag, user can create combined tag.

To Create Combined Tag Creation

Click (Combined Tag icon) in the combined Tag’s column, the Combined Tag Creation page opens as below,

Enter details in below fields,

Type of Scaffold

Unit

Quantity

Sizes

Click Save to save the Combined tag. Note: Client Size column in the scaffold request consists of size details of the Scaffold Type.

Checklist

Checklist will be performed after Temporary Tag Creation.

Perform Construction Checklist

To perform construction checklist,

Click (Checklist icon) in the scaffold request, the Scaffold Request Checklist page opens to perform Construction Checklist.

Choose Date and Construction Checklist. Note: Date can be modified based on the checklist activity performed date.

Click Select icon.

Enter Height of Erection,

Click Next, the Construction Checklist opens to perform the checklist.

Click to choose from any of the three

  or NA for all the line items in the checklist and enter remarks if required.

Click Next , the below page opens with e-Signature,

Enter signature, and click Submit. Note: Once construction checklist is completed, the Checklist icon color will  change from blue to green.

Click Print icon in the checklist to print the checklist performed, the Checklist screen opens. Click Print.

Perform Weekly Checklist

Every week, the employee performs Weekly checklist to cross check the scaffold tag no(s) maintained properly in the site.

Click (Checklist icon) and perform weekly checklist.

Choose Date and Weekly Checklist to perform.

Click (Select icon).

Enter Location Work Site.

Click Next, the Weekly Checklist opens to perform the checklist.

Click Next , the below page opens with e-Signature

Enter signature, and Click Submit.  

Number changes from 0 to 1 indicates a weekly checklist performed for the scaffold tag numbers in the line item 1(L-1).

The orange colour of the Checklist indicates the lapse of the weekly checklist.

Summary of the Checklist available in the Print icon.

Create Permanent Tag

In the Create Tag page, icon is used to create permanent tag size against the temporary tag size. The salary will be computed for the workers based on the permanent tag size.

To Create Tag,

Click (create tag icon), the below Permanent Tag Creation window opens,

Enter details in the following fields,

Date

Select Tag (Drop-down list of Temporary Tag(s))

Choose Partial or Full

Choose Sub Con, Employees or NA (Choose from drop-down list)

Size/Manhours

Type of Scaffold (open to choose anything from the drop-down list)

Click Save to save the internal size.

Modifying Tag

Tag can be modified based on additional size request or to modify the request itself by using Tag Modification Request.

To Create Tag Modification Request,

Click (Tag Modification icon), the below Tag Modification Request window opens,

Enter the following details

Option 1:

Choose Addition size Request

Type of Scaffold (open to choose anything from the drop-down list)

Purpose/Remarks

Sizes

Option:2

Choose Modify Request

Type of Scaffold (open to choose anything from the drop-down list)

Purpose/Remarks

No of Supervisors

No of Erectors

Click from Date & time

Click To Date & time

Click

Click Save to save the Modification Tag.

Modification tag available in the Tag No column.

Create tag appears to create internal size for the worker. If internal size is not required for the modification tag, choose NA  inside the Permanent Tag creation

.

Rental Request

Users shall raise Rental Request after the free rental days get over.

To Create Rental Request,

Click  (Rental Request icon), the below Rental Request window opens.

Choose From date and To date.

Enter remarks in the Remarks field if any.

Click Save to save the Rental Request.

Rental Request available in the Tag No column in freeze status. As it is redirected to the pending billing tag.

The tag no in blue colour can modify at any stage. If it changes to white colour, it cannot be modified (freeze for billing)

Dismantling Request

The user raises dismantling Request for internal sizes when the process beings to scaffold dismantling.

To Create Dismantling Request,

Click  (Dismantling Request icon), the below Dismantling Request window opens.

Enter details in the following fields,

Select Tag

Client Billing? ( ”Yes” /

“No”)

Date

Choose Sub Contractor/ Employee/ NA

Choose Dismantling Partial/Full

Choose Rental Chargeable? “Yes” or “No”

Click Save to save the Dismantling Request.

Comment

The user can add comments against the Tag Number for the Scaffold request.

To add Comment,

Click (Comment icon), the below Comment Update window opens,

Enter comments.

Click Save to save the comments.

Status

The user can change the status of the Tag number either active or inactive.

To inactive Status,

Slide the toggle button from Green to Red.

Attachment

The supporting documents can be attached against the Tag Number using attachment   available under attach column.

To Attach supporting documents,

Click (attach icon), the below screen open to choose file to attach against the Tag Number.

Click Add Document and Choose file to upload the document.

Click Upload. The attached document is available under Documents.

Click Close. 

History

History gives details about the Client size, Internal size and Created by against Tag Number. Click History and view Client size and Internal size details of the Tag Number.

PTW - Permit To Work

Permit to Work are special authorization documentation used within an organization to control selected work activities and ensure their safe execution on-site.

Users can make request for permit to work with required documents and checklist. The request will go through the approval process before the work commences. The permit can be closed or cancelled as per the requirements.

PTW Applicant

The user who has PTW Applicant role can create PTW Request for the projects which are assigned to him. If no projects assigned to the user, user can create PTW Request for all projects of his company and department.

By default last generated PTW request data (created by particular user) will be populated for add.

Based upon Type, Capturing data will be differ for adding PTW Request. After save PTW request, PTW request No will be generated based on below criteria

There are 5 parts in request no. For example LE-NPARKS/N/110/2017-LLC1-13.03.24

Part 1: LE- for all requests (LE-)

Part 2: Selected project abbreviation (NPARKS/N/110/2017)

Part 3: This will be differ for each type as follows (LLC)

Type is Lifting Operation and Type of Crane is Lorry Crane – LLCType is Lifting Operation and Type of Crane is Mobile Crane – LMCType is Lifting Operation and Type of Crane is Crawler Crane – LCCType is Lifting Operation and Type of Crane is Overhead Crane – LOCType is Lifting Operation and Type of Crane is Using Excavator – EXC

Type is Pilling Works and Type of Pilling is Vibro – VibroType is Pilling Works and Type of Pilling is Piler – PilerType is Work at Height and Type of Work is Scaffold  – SCAFType is Work at Height and Type of Work is Mobile elevated working platform  – MEWPType is Work at Height and Type of Work is LADD  – LADDType is Work at Height and Type of Work is Others – OTHSType is Excavation  – EX

Type is Hot Work – HW

Type is General – GENType is Demolition Work – DW

Part 4: Running Number for the particular date (PTW request From Date) and type (1)

Part 5: PTW request From Date (13.03.24)

PTW Applicant can view his project’s request only in the list

After adding request, user can view the request. This screen will be different for each type.

Lifting Operation

Lifting Operation has the following segments

Workers

LM / Lifting Plan

Lifting Operation

Lifting Equipment

Checklist

Sketch Document

Supporting document

Comments

General

General has the following segments

Part A - Application by Supervisor-in-charge

Part E(tick one)* - Notification of Work Completion / cessation of Work

Checklist

Supporting document

Work at Height

Workers

Safety Conditions for night work

Checklist

Sketch Document

Supporting document

Excavation

Workers

Checklist

Sketch Document

Supporting document

Hot Work

Workers

Safety Conditions for night work

Checklist

Sketch Document

Supporting document

Piling Work

Workers

Checklist

Sketch Document

Supporting document

Demolition Work

Checklist

Supporting document

Workers

User can add internal workers and external workers

If internal worker toggle set to No, then user can add already added external workers from External worker drop down (multiple selection) OR user can add the details of external worker and save.

If internal worker toggle set to Yes, user can add multiple internal worker (Employees who has designation contains Worker)

After adding Workers, Workers can sign against his/her name.

Checklist

Checklist will be different for each Type.

User can add checklist by clicking on Checklist button in the view screen OR checklist button in the list screen.

Multiple checklist can be added against each PTW Request at any status.

When clicking on Checklist button, Checklist screen will be displayed with 3 levels

First level, user can enter checklist name and give next

Second Level, Enter checklist of particular type and give next

Third Level is Signature. If user has signed in my Profile screen, then in this level signature will displayed. Otherwise user has to sign here and give submit.

User can print the checklist either in view screen or list screen

On clicking this report icon, popup will displayed with all the checklist details and user can get report for each checklist.

PTW Applicant role user can Submit the request to the users who has role as PTW Notifier.

After submit Email will send the users who has role as PTW Notifier and has access to the project of PTW request

And also mobile push notification will be send to them. Mobile push notification will send only when the user has minimized/closed PTW application.

Now the status of request is Applied.

PTW Notifier

Users who has role as PTW Notifier and has access to the project of PTW request can view the request and send for Assessor (Users who has role as PTW Assessor and has access to the project of request)

PTW Notifier also can return the request to the PTW Applicant.

After send for Assessor Email will send the users who has role as PTW Assessor and has access to the project of PTW request

And also mobile push notification will be send to them. Mobile push notification will send only when the user has minimized/closed PTW application

Now the status of request is Reviewed.  `

PTW Assessor

Users who has role as PTW Assessor and has access to the project of PTW request can view the request and send for Approval (Users who has role as PTW Approver and has access to the project of request)

PTW Assessor also can return the request to the PTW Notifier.

After send for Approval Email will send the users who has role as PTW Approver and has access to the project of PTW request

And also mobile push notification will be send to them. Mobile push notification will send only when the user has minimized/closed PTW application

Now the status of request is Accessed.        

PTW Approver

Users who has role as PTW Approver and has access to the project of PTW request can view the request and approve the request

PTW Approver also can return the request to the PTW Assessor.

Email will send to all the users involved in the particular request.

And also mobile push notification will be send to them. Mobile push notification will send only when the user has minimized/closed PTW application

Now the status of request is Approved.HSE Module

Health Safety Environment

HSE refers to a set of principles, strategies, and best practices that organizations implement to create a safe and healthy work environment.

Role:

1.HSE Creator - To create offence against employee

2.HSE Reviewer - To Review offence

3.HSE Approver - To Approve offence

Screen Shot 1

User list:

Screen Shot 2

Go to user list and choose company and department. For this company and department based employee data load to create/review/approve offence.

Screen Shot 3

Dashboard :

Can see Waiting for approval list based on user company and department.

Screen Shot 4

Master:

Non-Compliance Charges

Non compliance charges list.

Screen Shot 5

Offence Type:

Type of offence master.

Screen Shot 6

Merit/Demerit

Action List:

Screen Shot 7

Action Detail - can review / approve and edit the details.

Screen Shot 8

Add Action :

Logged in HSE creator role employee department, company based load employee details and choose offence type and charges.

Screen Shot 9

Search:

Based on employee can see the offence with history

Screen Shot 10

Mobile search based on employee qrcode find the offence detail.

Screen Shot 11

QR Print : Generate QRcode for employee to view employee offence.

Screen Shot 12

Generated QR code. Scan this qrcode from any scanner and link ill open and scanned employee offence details.

Screen Shot 13

SRM - Service Request Management for Jetting Companies

cuteOffice has SRM functionality as well as both client and technician self-service access. SRM functionality includes adding a service job request, assigning the job to technician, verifying the completed job, invoice generation, and payment process.Reporting functionality is available with the SRM module. In SRM, service request metrics can be analyzed and reported on through customizable dashboards and reporting features.

Master Data Management

User Access Management

Service Job Request Management

Verification after Job Completion

Invoice and Payment Management

Reporting

User Access Matrix

In the cuteOffice-SRM application, users can be assigned with different roles. Depending on the roles, the users can access the various functionalities included in the application. The following are the various roles to be assigned to the user including their permission details,

Roles

Access Permissions

Administrator

Dashboard

Master

Service Request

add Service Job Requests

assign technician and vehicle

verify the completed job record

assign rework for the technician

add and view AdHoc Service Requests

generate and view the invoices

do service payment

Report

Technician

Service Request

view their assigned service jobs and indicate starting and ending of jobs

send the Verification Form to the respective admins to verify the completed job

add and view AdHoc ServiceReques

The SRM module in the cuteOffice application helps admins in managing the service based job functionalities. To navigate to the SRM module, click the SRM menu in the menu bar, the SERVICE REQUEST MANAGEMENT page opens as below.

The SERVICE REQUEST MANAGEMENT page consists the following sub menus:

OPERATIONS - Allows admin to add the service job requests, assign the jobs to technicians, generate invoice for completed job, and so

MASTER - Allows SRM admin to add the vehicle master

REPORTS - Helps admin to view the various reports corresponding to the service request

Master

The Master submenu in the SRM menu manages the master data such as details of vehicle including vehicle insurance, Housing and Development Board (HDB) season parking, and other details.

The Master submenu contains the following tab,

Vehicle-Users assigned with srm_admin role can only have access to this Master submenu and add the master data.

The Vehicle tab in the Master submenu helps you to add the information of a vehicle to be used as a master data in the further request process. Click the Vehicle tab in the Master submenu, the Vehicle page opens.

Add a Vehicle

If you want to add a vehicle,

Click (Add Vehicle button) in the Vehicle, the Add Vehicle window opens. (Note: The fields highlighted with red color are mandatory. You must enter the relevant details in that fields before saving.)

In the Vehicle section, enter the following details,

In the Number box, enter the vehicle number.

In the Name box, enter the vehicle name.

In the Company box, select a company from a drop-down list.

In the Asset Tag Number box, enter the asset tag number.

In the Invoice Number box, enter the invoice number.

In the Invoice Date box, select the invoice date.

In the GPS Sim Number box, enter the GPS sim number.

In the No-Claim Discount (NCD) box, enter the NCD number.

In the Driver box, select a driver from a drop-down list.

In the IDD Code box, select the IDD code.

In the Area Code box, enter the area code.

In the Contact Number box, enter the contact number.

In the Parking Location box, enter the parking location name.

In the Vehicle Description box, enter the description for the vehicle.

In the Insurance section, enter the following details,

In the Number box, enter the insurance number.

In the Next Due Date box, select the due date for the insurance.

In the Vendor box, enter the insurance vendor name.

In the Agency box, enter the agency name.

In the Next Due Date section, enter the following,

In the Maintenance box, select the due date for maintenance.

In the Parking Coupon box, select the due date for parking coupon.

In the Road Tax box, select the due date for road tax.

In the Inspection box, select the due date for vehicle inspection.

In the Vehicle Parking Certificate (VPC) box, select the due date for VPC.

In the LG box, select the due date for LG.

In the LM box, select the due date for LM.

In the Certificate of Entitlement (COE) Expiry Date box, select the expiry date for COE.

In the HDB Season Parking field, enter the following,

In the Next Due Date box, select the due date for HDB season parking.

In the Payment Mode box, select a payment mode from a drop-down list.

In the Address box, enter the address where the vehicle has parked.

In the Others field, enter the following,

In the Dealer Name box, enter the dealer name.

In the Invoice Ref box, enter the invoice reference number.

In the Amount box, enter the invoice amount including GST.

In the In-vehicle Unit (IU) Label Number box, enter the IU label number.

In the Propellant box, enter the propellant name.

In the Shell Card Number box, enter the shell card number.

In the Shell Pin box, enter the shell pin.

In the Vehicle Preparation Center (VPC) Address box, enter the VPC address.

In the Remarks box, enter your remarks if any.

Click Save. The vehicle is added and listed in the Vehicle page.

If your vehicle is in the workshop, you need to click to enable  (Radio button) in the Workshop column for the respective vehicle. The Confirmation dialog box opens. Click Yes to confirm. 

Edit a Vehicle

You can edit the details of the added vehicle by using    (Edit icon) provided in the Edit column of the Vehicle page. To edit the added vehicle details,

Click (Edit icon) of the respective vehicle, the Add Vehicle window opens with the added vehicle details.

Edit the vehicle details where suits.

Click Save.

Attach/View a Document into a Vehicle

If you want to add a new document with the vehicle, do the following steps,

Click (Attachment icon) of the respective vehicle for which you want to add, the Add/ View Attachment window opens.

Click (Add Document button).The file choosing and uploading option will be enabled.

Click (Choose File button) and select the document which you want to upload.

Click Upload, The selected document will be uploaded and displayed in the Add/View Attachment window.

If you want to view any attached document with a vehicle,

Click (Attachment icon), the Add/ View Attachment window opens with a list of attached documents. (Note: The subscript number displays with attachment icon shows the total number of attached documents with the vehicle..

If you want to download the attached document, click (Download icon) in the Download column. The document will be downloaded.

Delete a Vehicle

You can delete the added vehicle by using delete option provided in the Delete column of the Vehicle page. To delete any added vehicle,

Click (Delete icon) of the respective, the Confirmation dialogue box opens with the following notification: “Are you sure you want to delete record?”.

If you want to delete the vehicle, click Yes otherwise click No.

The deleted vehicle will be removed from the Vehicle page.

Filter a Vehicle

If you want to view any specific vehicle details among multiple vehicles listed in the Vehicle page, you can use the filter option provided in the upper left corner of the Vehicle page. To filter any vehicle you want,

Click (Filter button). A filter box opens in each column of the Vehicle page.

Enter the relevant data in any column filter. The vehicle(s) that qualifies will be filtered and display in vehicle page.

Export a Vehicle List

The application has a feature to download the added vehicle list in an excel format. You can use export option to download the added vehicle list. To download the added vehicle list, click

(Export Excel button). The vehicles added in the Vehicle page will be downloaded as an excel file.

Service Request

The Service Request submenu in the SRM page helps you to add and manage the functionalities related with the service schedule and the service request.

The Service Request submenu contains the following tabs,

Service Schedule

Service Request View

Service Request Verification

Add Invoice

Manual Invoice

Lump Sum Invoice

Invoice View

Payment

Bulk Payment

Clear Cache

Service Schedule

The Service Schedule tab in the Service Request submenu helps you to add a service schedule. Click Service Schedule in the Service Request submenu, the Service Schedule page opens.

View Service Schedule

If you want to view any specific service schedule among the list of service schedules, you can use column filter to select the respective data such as Schedule No, Customer, Location, and Date Range in the respective fields given in the Service Schedule page. You can click the page expand icon at the top right corner to expand the filters.

If you want to view the scheduled schedule of any customer,

Select a customer from the Customer field.

Click 

 ( print Schedule button), the schedule details for the selected customer will be downloaded as a pdf.

Add a Service Schedule

To add a service schedule, do the following steps,

Click

 (Add button) in the Service Schedule page, the Add Service Schedule window opens (Note: The fields highlighted with red color are mandatory. You must enter the relevant details in that fields before saving).

In the Project List box, select a project list from a drop-down list. Once you have selected a project, the customer, the customer location and contact number of the selected project will be automatically populated.

Note: If you want to select all projects, click to enable the All checkbox provided with the Project List box.  And then select relevant details in customer, customer location and contact number box. 

In the Start Date and End Date boxes, select the schedule’s start and end dates.

In the Frequency box, select the frequency of doing service based on the customer requirement. For example, if the customer expects to do the service for three times in a month, select 3 x Monthly. Note: If you want to view the location in the map, click

(Location Map icon) provided with the Frequency box.

In the Type box, select a type of medium.

In the Service Description box, enter the service description.

In the Invoice Description box, enter the invoice description.

In the Effective Date box, select the effective date of the service schedule.

In the Invoice Due Days box, enter the due days for invoice.

In the Term Days box, enter the term days.

In the Plan Schedule box, select the plan schedule whether Day Job or Night Job.

In the Tanker Size box, select the tanker size whether small or big.

If the service is jetting, select Jetting or if the service is PUB, select the PUB.

In the Grease Trap Size box, enter the grease trap size.

In the Total Grease box, enter the total grease value.

In the Manpower box, enter the required manpower.

In the Price box, enter the price for the service.

In the Service Note box, enter the service note.

In the Invoice Note box, enter the invoice note.

In the Private Note for Internal box, enter the note for internal.

In the Effective Time box, select the effective time. The calendar will be displayed based on the selection of frequency.

In Old SRM Sales Contract No box, enter the old SRM sale contract number associated with the service schedule.

Click Save. The service schedule will be added and listed in the Service Schedule page.

Activate/Cancel a Service Schedule

To activate a service schedule, do the following steps,

Click

  (Active icon) that is provided in the Action column in the service schedule page. The Service Request List window opens and shows the list of service requests added against the selected service schedule number.

Click Ok. The Remarks box opens.

Enter your remarks and click Save. The service schedule will be activated. The remarks you have entered will be saved in the Status Remarks column of the Service Schedule page.

To cancel a service schedule,

Click

(Cancel icon) that is provided in the Action column, of the service schedule. The Service Request List window opens and shows the list of service requests added against the selected service schedule number.

Click Ok. The Remarks box opens.

Enter your remarks and click Save. The service schedule will be cancelled. The remarks you have entered will be saved in the Status Remarks column of the Service Schedule page.

Edit a Service Schedule

You can edit the details of the added service schedule by using edit option provided in theEdit column of the Vehicle page. To edit the added service schedule details,

Click   (Edit icon) of the respective service schedule you have added, the Add Service Schedule window opens with the added service schedule details.

Edit the service schedule details where you want.

Click Save.

Delete a Service Schedule

You can delete the added service schedule by using

  (Delete icon) provided in the Delete column of the Service Schedule page.

Export a Service Schedule List

If you want to export all the service schedules in the Service Schedule page in an excel format, you can use the export option provided in the Service Schedule page. To know how to export, follow the procedures given in the topic, “Export a Vehicle List”.

Service Request View

The Service Request View tab in the Service Request submenu helps you to add a service request. Users assigned with srm_admin and srm_technician roles can have access to view this Service Request View page. Click Service Request View in the Service Request, the Service Request View page opens.

You can configure displaying of the number of service request items per page by selecting 50, 100, 250, 500, or 1000,

If you want to view any specific service request among the list of service requests, you can select the respective data such as Service Request No, Customer, Location, and Date Range in the respective fields given in the Service Request View 

The service request displayed in different color explains their status:

Add a Contract Service Request

To add a contract service request, do the following steps,

Click (Add button) in the Service Request View page, the Service Request window opens, click to select Contract SR (Note: The fields highlighted with red color are mandatory. You must enter the relevant details in that fields before saving.).

In the Admin Company box, select admin company.

In Customer box, select customer company name.

In Location box, select location.

In Contact Name box, select contact name.

In Contact Number box, if contact name is selected, the associated contact number and email address will automatically populated.

In Contact Email box, if contact name is selected, the associated email address will automatically populated.

In Service Request Date box, click to select date.

In Service  Request Time box, click to select time.

In Type box, click to select service type.

In Plan Schedule box, click to select plan schedule as Day Job or Night Job.

In Tanker Size box, click to select tanker size.

In Grease Trap Size box, enter or select grease trap size.

In Jetting, PUB, Return Choke options, click to select relevant option(s).

In Adhoc Sales Contract No box, enter adhoc sales contract number if any.

In Quotation No box, enter quotation number.

In Total Grease box, enter the total grease value.

In Manpower box, enter the required manpower.

In Price /Visit box, enter the price for the service request.

In Payment Mode box, select payment mode.

In Billing flag, click to enable if applicable.

In Service Description box, enter service description.

In Invoice Description box, enter invoice description.

In Invoice Note box, enter the invoice note.

In Private Note for Internal box, enter the note for internal.

In Service Note box, enter the service note.

In Show All Vehicle/Technician flag, click to enable if applicable. When this flag is ticked, vehicle and technician selection list will include all technician and vehicle. Else Jetting Service Request will show only jetting vehicle and technicians in jetting department only.

In New Planned Service Date box, click to select planned date.

In Planned Time In box, click to select planned time in.

In Planned Time Out box, click to select planned time out.

In Vehicle box, select vehicle.

In Technician box, select technician.

For Assignment History option, it is used to check all existing assignments of selected technician, so that user can unassign the technician from some assignments to make him available for the job on this new service request date.

Click Save. The service request is added and listed in the Service Request View page.

Edit a Service Request

You can edit the details of the added service request by using edit option provided in the Edit column of the Service Request View page. To edit the added service request details,

Click (Edit icon) of the respective service request, the Service Request window opens,

Edit the service request details where needed.

Click Save to save edits.

Assign Technician and Vehicle for a Service Request

Users assigned with srm_admin role only can have access to assign the technician and vehicle for an added service request.Users assigned with srm_technician role can only view the assigned details.

To assign the technician and vehicle for an added service request, do the following steps,

Click (Assign icon) in the assign column of the respective service, the Assign Technician window opens.

In Planned Service Date box, the planned date will show automatically.

In New Planned Service Date box, click to select new date if needed.

In Planned Time In and Planned Time Out boxes, select the planned in and out times.

In Vehicle box, select a vehicle from a list. Note: You can select multiple vehicles.

In Technician box, select a technician from a list. Note: You can select multiple technicians.

Click Save, the service request is assigned.  For Assignment History option, it is used to check all existing assignments of selected technician, so that user can unassign the technician from some assignments to make him available for the job on this new service request date. After assigning the vehicle and technician, the SR record will be changed to yellow color. The service request will be moved to the respective technicians and the  (Job Starts icon) will be appeared in the Verification column as below,

Indicate Starting and Ending of Job

Once the service request is added and assigned for the respective technician and vehicle by the client, the technician can login and view job details assigned to them.

To indicate that the job was started,

Click on (Job Starts icon) appeared in the Verification column, the job started status will be updated successfully and the SR record will be changed to Blue color.

To indicate that the job was ended,

Click on (Job Ends icon) appeared in the Verification column, the job ended status will be updated successfully and the SR record will be changed to Purple color.

Once the job has completed, the verification process begins.

Note: When you click  (Assign icon) of this service request, the vehicle and technicians which are assigned already will not be shown in list.

Verify the Service Request Completion

In general, once the job is done by the technician, the respective SR record will be moved for verification that needs to be done by the admin. This Verification functionality is provided for the technician on the job to print the Service Verification Form for client to verify the job done by technician and sign off.

Click (Verification icon) provided in the Verification column, the Service Request Verification window opens.

In DESCRIPTION box, enter the description.

In NOTE box, enter your note if any.

In FEEDBACK FROM CLIENT box, enter client feedback.

In START TIME and END TIME boxes, verify start and end time, if any changes, select the started and ended time of the assigned job.

In SERVICE DONE BY box, verify technician assigned, if any changes, click to select technician name.

In VEHICLE NO box, verify vehicle number, if any changes, click to select vehicle number.

In Price box, verify the price, enter updated price if any changes.

In other payment details section, click to enable if applicable.

If you go for cash payment, select the checkbox of the CASH PAYMENT? option.

If you want to add the GST amount, select the checkbox of the ADD GST? option. The price will be added with the GST amount.

If you want the service to be continued, select the checkbox of the SERVICE WILL CONTINUE? option. Once you selected the SERVICE WILL CONTINUE? option, the system will indicate "Continue" in the Job column for the select service request. And another SR request will be created as shown below,

Click (Sign icon) to add your signature, the Signature window opens.

In the Sign By box, enter you name.

Add you signature.

Verify the date.

Click Save.

To attach any file, click  (Attach icon) and attach the file.

Click SAVE to save verification of the service requestion record.

Rework

When the job completed by the technician does not meet the expectations of client, the client can assign for the rework. Users assigned with srm_admin role only can have access to start rework by using reset option.

To start the rework,

Navigate to verification column of the respective service request,  

Click (Reset icon). A new service request will be added for rework and the job status will be updated as Rework in the Job column.

Print a Service Record

To print any SR record, do the following steps, click the respective

(Print icon) in the Print column. The SR record will be downloaded as a pdf file with customizable format.

Attach/View a Document into a Service Request

To add a new document with the service request,

Click (Attachment icon) in the Documents column of the respective service request for which you want to add attachment, the Add/ View Attachment window opens.

Click (Add Document button), the file choosing and uploading option will be enabled.

Click (Choose File button) and select the document which you want to upload.

Click Upload. The selected document will be uploaded and displayed in the Add/View Attachment window.

To view any attached document with a service request,

Click (Attachment icon) in the Documents column, the Add/ View Attachment window opens with a list of attached documents. Note: The subscript number displays with attachment icon shows the total number of attached documents with the vehicle.

If you want to download the attached document, click (Download icon) in the Download column. The document will be downloaded.

Activate/Cancel a Service Request

If you want to activate or cancel a service request, do the following steps,

To activate a service request,

Click (Active icon) that is provided in the Action column of the service request, the Remarks box opens.

Enter your remarks and click Save. The service request will be activated. The remarks you have entered will be saved in the Action Remarks column of the Service Request View page.

To cancel a service request,

Click (Cancel icon) that is provided in the Action column of the service request. The Remarks box opens.

Enter your remarks and click Save. The service request will be cancelled. The remarks you have entered will be saved in the Action Remarks column of the Service Request View page.

Delete a Service Request

You can delete the added service request by using delete option provided in the Delete column of the Service Request View page.

Add an AdHoc Service Request

When a service request is not a planned one, you can add the request as an Adhoc SR. Project details are not mandatory to add the Adhoc SR. Users assigned with srm_admin and srm_technician roles can have access to add and view the AdHoc service requests.

To add an adhoc SR,

Click (Add button) in the Service Request View page, the Service Request window opens, click to select AdHoc SR (Note: The fields highlighted with red color are mandatory. You must enter the relevant details in that fields before saving.).

Fill up the mandatory fields as below.

In Contact Name box, select contact name.

In Contact Number box, if contact name is selected, the associated contact number and email address will automatically populated.

In Contact Email box, if contact name is selected, the associated email address will automatically populated.

In Service Request Date box, click to select date.

In Service  Request Time box, click to select time.

In Type box, click to select service type.

In Plan Schedule box, click to select plan schedule as Day Job or Night Job.

In Tanker Size box, click to select tanker size.

In Grease Trap Size box, enter or select grease trap size.

In Total Grease box, enter the total grease value.

In Manpower box, enter the required manpower.

In Price /Visit box, enter the price for the service request.

In Payment Mode box, select payment mode.

In Billing flag, click to enable if applicable.

In Service Description box, enter service description.

In New Planned Service Date box, click to select planned date.

In Planned Time In box, click to select planned time in.

In Planned Time Out box, click to select planned time out.

Click Save. The service request is added and listed in the Service Request View page.

View Adhoc Service Requests

If you want to view the added adhoc service requests, click

(AdHoc View button) in the Service Request View page. The Adhoc service requests opens as below,

Filter a Service Request

If you want to filter a specific service request in the Service Request View page, you can use the filter option provided in the Service Request View page.

Export a Service Request list

If you want to export all the service requests in the Service Request View page in an excel format, you can use the export option provided in the Service Request View page.

Bulk Print

If you want to print multiple SR record,

Select the checkbox of the respective service

Click (Bulk Print button). The selected SR records will be downloaded in a pdf file.

Service Request Verification

Users can verify the signed Service Verification Forms and to proceed to the next stage of invoice generation in the Service Request Verification tab in the Service Request submenu.

Users assigned with srm_admin role have access to view this Service Verification page and verify the Service Verification Form sent by the Technician.

Click Verification in the Service Request, the Service Verification page opens.

If you want to view any specific service request among the list of service requests, you can use the select the respective filters provided in the Service Verification search bar.

The legend at the bottom of page denotes different status of a service request.

Verify the Service Verification Form

Once the service verification form is signed and submitted by the technician, the verification form will be sent for verification. After the service request verification form is verified, the request will be moved for invoice generation.

To verify the service verification form,

Navigate to the respective service request you want to verify,

Click the checkbox provided in the Verified,

The Confirm dialog box opens and shows the following message

Click Yes,  a verified successful notification will display, and the selected request will be moved to the Invoice Generation page to generate invoice for the payment.

Print a Service Record

To print any SR record, click (print icon) of respective service request in the Print column in the service verification page. The SR record will be downloaded as a pdf file.

Attach/View a Document into a Service Request

To add a new document with the service request, 

Click (Attachment icon) of the respective service request, the Add/ View Attachment window opens.

Click  (add document icon), The file choosing and uploading option will be enabled,

Click (Choose File icon) and select the document which you want to upload.

Click Upload. The selected document will be uploaded and displayed in the Add/View Attachment window.

To view any attached document with a service request,

Click (Attachment icon) in the Documents column, the Add/ View Attachment window opens with a list of attached documents. Note: The subscript number displays with attachment icon shows the total number of attached documents with the vehicle.

If you want to download the attached document, click (Download icon) in the Download column. The document will be downloaded.

Filter a Service Request

If you want to filter a specific service request in the Service Verification page, you can use the filter option provided in the Service Verification page.

Export a Service Request List

If you want to export all the service requests in the Service Verification page in an excel format, you can use the export option provided in the Service Verification page.

Invoice Generation

Once the service request verification process has completed, the request will be moved for invoice generation. There are three ways to generate invoice:

Add Invoice - Users can generate invoice in the Add Invoice tab.

Manual Invoice - Users can generate invoice manually in the Manual Invoice tab. Click Manual Invoice in the Service Request, the Manual Invoice page opens.

Lump Sum Invoice - Users can generate lump sum invoice per customer in the Lump Sum Invoice tab. Click Lump Sum Invoice in the Service Request, the Lump Sum Invoice page opens.

If you want to view any specific service request among the list of service requests, you can user the respective filters such as Customer, Location, Verified and SR Date Ranges in the Invoice Generation page.

Add Invoice

To generate an invoice automatically,

Click Add Invoice in the Service Request menu, the Invoice Generation page opens.

Click the checkbox of the respective service request for which you want to generate an invoice,

Click (Generate Invoice button).The Generate Service Invoice window opens (Note: The fields highlighted with red color are mandatory. You must enter the relevant details in that fields before saving).

In the Invoice Title box, enter the invoice title.

In the PO box, enter the PO number.

In the Invoice Date box, select the invoice date.

In the Note box, enter note if any.

In the Private Note box, enter private note for internal reference if any.

Click Save. The generated invoice will be saved and moved to the Invoice View page.

Manual Invoice

To generate an invoice manually,

Click Manual Invoice in the Service Request menu, the Manual Invoice page opens,

Select customer type, i.e.. Contract Customer or Adhoc Customer.

In the Customer box, select customer.

In the Billing Name box, billing name will auto populate customer name, user can edit billing name if billing name is different from customer name.

In the Location box, select location.

In the Invoice Header box, enter invoice header.

In the Invoice Title box, enter invoice title.

In the PO box, enter PO number.

In the Invoice Date box, select invoice date.

In the Total box, enter invoice total amount.

In the 9%GST box, the gst amount will be automatically calculated.

In the Inclusive Total box, the inclusive total will be automatically calculated.

In the Quotation No box, enter quotation number.

In the Contract No box, enter contract number.

In the Note box, enter note if any.

In the Private Note box, enter any private note for internal reference if any.

In the Invoice Details section, click , then enter invoice details. The total amounts in manual invoice must tally with total of all detailed invoices before user press "save" button, else this validation will always show up and block the data saving. 

Click Save, the manual invoice will be saved. And the details can be viewed in the Invoice View tab.

Lump Sum Invoice

Lump sum invoice is used to generate lump sum invoices for lump sum sales contract. The business scenario is as below: Once any lump sum sales contract is created from sales enquiry (by enabling lump sum contract option when creating sales contract), user can create service schedule based on the sales contract, and after the service job is completed, user will be able to generate lump sum invoice in the Lump Sum Invoice tab.

To generate lump sum invoice,

Click Lump Sum Invoice tab, the lump sum invoice generation page opens as below,

Click to select the service schedule, then click "Generate Lump Sum Invoice" button,

The Invoice Generation for Lump Sum Contract screen opens as below,

Enter Invoice title and other details.

Click Save, the generated lump sum invoice will be saved and user can view it in the Invoice View page.

Invoice View

The Invoice View tab in the Service Request submenu manages all the generated invoice details. Click Invoice View in the Service Request. The All Invoices page opens as below,

If you want to view any specific invoice among the list of invoices, you can select the respective Customer, Location, Date Range in the field given in the All Invoices page.

The invoices displayed in different color denotes their status, i.e., Completed payment or Unpaid Invoice.

Process an Invoice

To process an invoice,

Click to select the checkbox provided in the Is Invoiced? column, 

The Confirm dialog box open and shows the following message.

Click Yes. The invoice record will be changed to green color and as Completed.

Set Printing options for Invoices

To set the printing options of the invoices,

Click (Print Option icon) provided in the Print Option column, the Invoice PDF options window opens

Select the checkbox of the Service Number and Service Description options based on user's request.

Click Save.

Print an Invoice

To print an invoice,

Click the respective  (Print icon) in the Print column.

The invoice will be downloaded as a pdf file.

Delete an Invoice

You can delete the invoice by using  

(Delete icon) provided in the Delete column of the All Invoices page.

Filter an Invoice

If you want to filter an invoice in the All Invoices page, you can use the filter option provided in the All Invoices page.

Export an Invoice List

If you want to export all the invoices in the All Invoices page in an excel format, you can use the export option provided in the All Invoices page.

Payment

The Payment tab in the Service Request submenu allows user to add the service payment details against the related invoice. Users who are assigned with srm_admin role will have access to view this Service Payment page. Click Payment in the Service Request, the Service Payment page opens, user can configure the number of invoices per page displaying by selecting 50, 100, 250, 500, or 1000 at the bottom of page.

User can use filter options to view any specific invoice among the list of invoices, filter options including Billing Name,  Customer, Location, Date Range in the field given in the Service Payment page.

The invoices displayed in different color explains their status as described in legend.

Add Payment Details

To add the payment details,

Click (Payment icon) in the Payment column, The Service Payment window opens.

The fields highlighted with red color in payment detail page are mandatory. You must enter the relevant details in that fields before saving.

In the Bank A/C box, select a bank account from a drop-down list.

In the Payment Date box, select the payment date.

In the Billing Name box, enter billing name (if billing name is same as company name, company name will auto fill as billing name).

In the Payment Type box, select a payment type.

In the Amount box, enter the amount if it's different from invoice amount. The Paid? box will be

In the Reference No box, enter reference number.

In the Note box, enter your note if any.

Click Save. The invoice record will be changed to Green color and as completed.

Filter an Invoice

If you want to filter an invoice in the Service Payment list, you can use the filter option provided in the Service Payment page such as SR number, invoice number etc..

Export an Payment List

If you want to export all the invoices in the Service Payment page in an excel format, you can use the export option provided in the Service Payment page.

Bulk Payment

The Bulk Payment tab in the Service Request submenu allows user to enter multiple invoice payments that belongs to a same billing name in bulk. Click Bulk Payment tab, the bulk payment for service payment page opens as below,

To do bulk payment,

In Admin-Company box, select Admin company from a list of admin companies which the payment shall be paid to.

In Bank A/C box, select bank account name to receive payments,

In Billing Name box, select invoice billing name.

In Payment Type box, select payment type from list such as cash, online transfer, paynow etc..

In Payment Date box, click to select payment date.

In Amount Pay box, enter amount paid.

In Reference Number box, enter reference number if any.

Click Search button, a list of unpaid invoice belong to selected billing name will display in the screen, and Bulk Pay button will be enabled.

Click to select invoices from the list of unpaid invoices in the screen, and the selected invoice amount will be calculated and displayed in Selected Amount box.

If Selected amount box differs from Amount pay box, user can click Calculate Excess Amount button, and system will show payment confirmation notification as below,

Click Yes to confirm bulk payment, upon successful creation, a bulk payment number will be displayed in the payment No box in the search area as below.

And the bulk payment details will be saved in the Payment tab. User can search by bulk payment number in payment page,

Note: User with permissions will be able to revert bulk payment if needed. After clicking search button, authorized user can click Revert Bulk Payment button, and a confirmation notification will show as below. Click Yes to  confirm reverting bulk payment for selected bulk payment number. And the associated invoices will be reverted to unpaid status.

Clear Cache

Clear cache tab is used to clear search caches in Service Request and Service Schedule menu screens. Click Clear Cache, the clear cache page opens as below, click Proceed to confirm clearing cache.

Report

The Report submenu in the SRM page helps user view the various reports related with the service request management.The Report submenu contains the following tabs,

Invoice Pending

Statement Of Accounts

Request For PUB

Invoice Ageing Report

SR Sales Report By Jetting/Vacuum

Payment History

Verification Pending

Cash Received

Invoice Pending

The Invoice Pending tab in the Report submenu helps you to view the pending invoice details. Click Invoice Pending in the Report submenu. The Invoice Pending page opens and shows the list of invoices which are pending (number of items display per page can be configured by select number in the item per page box that located at the bottom of page).

If user want to view any specific pending invoice among the list of pending invoices, you can select the respective Date Range in or click Filter option provided in the Invoice Pending page.

Export a Pending Invoice List

If you want to export all the invoices in the Invoice Pending page in an excel format, you can use the export option provided in the Invoice Pending page.

Statement Of Accounts

Statement of accounts reports help user view all transactions with a particular customer. Click Statement of Accounts, the statement of accounts report page opens, user can select SR customer name or billing name, and As of Date, and then click Search, the report will show as below (number of items display per page can be configured by select number in the item per page box that located at the bottom of page),

Export a Statement of Accounts

If you want to export statement of accounts, you can use the to export report in excel format, or use  to export report in PDF format.

Email a Statement of Account to Customer

If you want to email a statement of account to customer,

Click email customer button at the top left corner, a confirmation notification will pop up as below,

Click Yes, system emailing window will open as below, user can configure email template, once email template is created, relevant information will be automatically populated.

Review information in above, and if needed, user can attach file using Add Documents option.

Click Send. System will send email to customer.

Request For PUB

Request for PUB report allows user to view all service request details for PUB in selected period of time.

Click Request For PUB tab, the service request for pub report page opens as below, 

Select a date range and then click Search, request for PUB report opens as below (number of items display per page can be configured by select number in the item per page box that located at the bottom of page),

Export Request for PUB report

If you want to export all the service request for PUB report in an excel format, you can use the export option provided in the Request for PUB page.

Invoice Aging Report

Invoice ageing report helps user analyze the cash flow of all unpaid invoices. This report provides information about invoice payments due within time periods user specified in the Aging Periods window.

Click Invoice Ageing Report tab, the invoice ageing report page opens as below,

In As Of Date box, click to select as of date.

Click Search, all ageing invoices that meet search criteria will display as below,

Export Invoice Ageing Report

User can export report in two types (summary report or detail report) by choosing Print Summary or Print Details. Report format can be configured based on user requirement.

Select report type to be exported, i.e. Print Summary or Print Details.

If user want to export statement of accounts, click the to export report in excel format, or click  to export report in PDF format.

SR Sales Report By Jetting/Vacuum

SR sales report by jetting/vacuum provides detail information by jetting/vacuum during selected period of time.

Click SR Sales Report By Jetting/Vacuum tab, the report page opens as below,

In SR date box, click to select a date range.

As for service type, click to choose Jetting or Vacuum.

Click Search, SR sales details that meet search criteria will display as below (number of items display per page can be configured by select number in the item per page box that located at the bottom of page),

Export SR sales report by jetting/vacuum

If you want to export the SR sales report in an excel format, you can use the export option provided in the report page.

Payment History Report

Payment history report provides detail information of payment history in specific payment period by billing name or bank account.

Click Payment History tab, the report page opens as below,

In List By box, click to select by Billing Name or Bank Account.

Select the billing name or bank account to view payment history.

In Payment From Date & Payment To Date boxes, click to select dates.

Click Search, payment history that meet search criteria will display as below (number of items display per page can be configured by select number in the item per page box that located at the bottom of page),

Export Payment History

If you want to export the payment history report in an excel format, you can use the export option provided in the report page.

Verification Pending Report

Verification pending report allows user to view all service requests that need to be verified by month wise.

Click Verification Pending tab, the report page opens as below,

In Select Month box, click to select month/year.

Click Search, service requests that is pending for verification as per selected month will display as below (number of items display per page can be configured by select number in the item per page box that located at the bottom of page),

Cash Received Report

Cash received report provides information about cash payment received in specific date range and by technician wise.

Click Cash Received tab, the report page opens as below,

In Date Range box, click to select date range if user wants to view cash received by date range.

In Technician box, click to select technician if user wants to view cash received by technician.

Click Search, Service requests with cash payment received will display as below (number of items display per page can be configured by select number in the item per page box that located at the bottom of page),

Master Data Management

User Access Management

Service Job Request Management

Verification after Job Completion

Invoice and Payment Management

Reporting

User Access Matrix

In the cuteOffice-SRM application, users can be assigned with different roles. Depending on the roles, the users can access the various functionalities included in the application. The following are the various roles to be assigned to the user including their permission details,

Roles

Access Permissions

Administrator

Dashboard

Master

Service Request

add Service Job Requests

assign technician and vehicle

verify the completed job record

assign rework for the technician

add and view AdHoc Service Requests

generate and view the invoices

do service payment

Report

Technician

Service Request

view their assigned service jobs and indicate starting and ending of jobs

send the Verification Form to the respective admins to verify the completed job

add and view AdHoc ServiceReques

The SRM module in the cuteOffice application helps admins in managing the service based job functionalities. To navigate to the SRM module, click the SRM menu in the menu bar, the SERVICE REQUEST MANAGEMENT page opens as below.

The SERVICE REQUEST MANAGEMENT page consists the following sub menus:

OPERATIONS - Allows admin to add the service job requests, assign the jobs to technicians, generate invoice for completed job, and so

MASTER - Allows SRM admin to add the vehicle master

REPORTS - Helps admin to view the various reports corresponding to the service request

Master

The Master submenu in the SRM menu manages the master data such as details of vehicle including vehicle insurance, Housing and Development Board (HDB) season parking, and other details.

The Master submenu contains the following tab,

Vehicle-Users assigned with srm_admin role can only have access to this Master submenu and add the master data.

The Vehicle tab in the Master submenu helps you to add the information of a vehicle to be used as a master data in the further request process. Click the Vehicle tab in the Master submenu, the Vehicle page opens.

Add a Vehicle

If you want to add a vehicle,

Click (Add Vehicle button) in the Vehicle, the Add Vehicle window opens. (Note: The fields highlighted with red color are mandatory. You must enter the relevant details in that fields before saving.)

In the Vehicle section, enter the following details,

In the Number box, enter the vehicle number.

In the Name box, enter the vehicle name.

In the Company box, select a company from a drop-down list.

In the Asset Tag Number box, enter the asset tag number.

In the Invoice Number box, enter the invoice number.

In the Invoice Date box, select the invoice date.

In the GPS Sim Number box, enter the GPS sim number.

In the No-Claim Discount (NCD) box, enter the NCD number.

In the Driver box, select a driver from a drop-down list.

In the IDD Code box, select the IDD code.

In the Area Code box, enter the area code.

In the Contact Number box, enter the contact number.

In the Parking Location box, enter the parking location name.

In the Vehicle Description box, enter the description for the vehicle.

In the Insurance section, enter the following details,

In the Number box, enter the insurance number.

In the Next Due Date box, select the due date for the insurance.

In the Vendor box, enter the insurance vendor name.

In the Agency box, enter the agency name.

In the Next Due Date section, enter the following,

In the Maintenance box, select the due date for maintenance.

In the Parking Coupon box, select the due date for parking coupon.

In the Road Tax box, select the due date for road tax.

In the Inspection box, select the due date for vehicle inspection.

In the Vehicle Parking Certificate (VPC) box, select the due date for VPC.

In the LG box, select the due date for LG.

In the LM box, select the due date for LM.

In the Certificate of Entitlement (COE) Expiry Date box, select the expiry date for COE.

In the HDB Season Parking field, enter the following,

In the Next Due Date box, select the due date for HDB season parking.

In the Payment Mode box, select a payment mode from a drop-down list.

In the Address box, enter the address where the vehicle has parked.

In the Others field, enter the following,

In the Dealer Name box, enter the dealer name.

In the Invoice Ref box, enter the invoice reference number.

In the Amount box, enter the invoice amount including GST.

In the In-vehicle Unit (IU) Label Number box, enter the IU label number.

In the Propellant box, enter the propellant name.

In the Shell Card Number box, enter the shell card number.

In the Shell Pin box, enter the shell pin.

In the Vehicle Preparation Center (VPC) Address box, enter the VPC address.

In the Remarks box, enter your remarks if any.

Click Save. The vehicle is added and listed in the Vehicle page.

If your vehicle is in the workshop, you need to click to enable  (Radio button) in the Workshop column for the respective vehicle. The Confirmation dialog box opens. Click Yes to confirm. 

Edit a Vehicle

You can edit the details of the added vehicle by using    (Edit icon) provided in the Edit column of the Vehicle page. To edit the added vehicle details,

Click (Edit icon) of the respective vehicle, the Add Vehicle window opens with the added vehicle details.

Edit the vehicle details where suits.

Click Save.

Attach/View a Document into a Vehicle

If you want to add a new document with the vehicle, do the following steps,

Click (Attachment icon) of the respective vehicle for which you want to add, the Add/ View Attachment window opens.

Click (Add Document button).The file choosing and uploading option will be enabled.

Click (Choose File button) and select the document which you want to upload.

Click Upload, The selected document will be uploaded and displayed in the Add/View Attachment window.

If you want to view any attached document with a vehicle,

Click (Attachment icon), the Add/ View Attachment window opens with a list of attached documents. (Note: The subscript number displays with attachment icon shows the total number of attached documents with the vehicle..

If you want to download the attached document, click (Download icon) in the Download column. The document will be downloaded.

Delete a Vehicle

You can delete the added vehicle by using delete option provided in the Delete column of the Vehicle page. To delete any added vehicle,

Click (Delete icon) of the respective, the Confirmation dialogue box opens with the following notification: “Are you sure you want to delete record?”.

If you want to delete the vehicle, click Yes otherwise click No.

The deleted vehicle will be removed from the Vehicle page.

Filter a Vehicle

If you want to view any specific vehicle details among multiple vehicles listed in the Vehicle page, you can use the filter option provided in the upper left corner of the Vehicle page. To filter any vehicle you want,

Click (Filter button). A filter box opens in each column of the Vehicle page.

Enter the relevant data in any column filter. The vehicle(s) that qualifies will be filtered and display in vehicle page.

Export a Vehicle List

The application has a feature to download the added vehicle list in an excel format. You can use export option to download the added vehicle list. To download the added vehicle list, click

(Export Excel button). The vehicles added in the Vehicle page will be downloaded as an excel file.

Service Request

The Service Request submenu in the SRM page helps you to add and manage the functionalities related with the service schedule and the service request.

The Service Request submenu contains the following tabs,

Service Schedule

Service Request View

Service Request Verification

Add Invoice

Manual Invoice

Lump Sum Invoice

Invoice View

Payment

Bulk Payment

Clear Cache

Service Schedule

The Service Schedule tab in the Service Request submenu helps you to add a service schedule. Click Service Schedule in the Service Request submenu, the Service Schedule page opens.

View Service Schedule

If you want to view any specific service schedule among the list of service schedules, you can use column filter to select the respective data such as Schedule No, Customer, Location, and Date Range in the respective fields given in the Service Schedule page. You can click the page expand icon at the top right corner to expand the filters.

If you want to view the scheduled schedule of any customer,

Select a customer from the Customer field.

Click 

 ( print Schedule button), the schedule details for the selected customer will be downloaded as a pdf.

Add a Service Schedule

To add a service schedule, do the following steps,

Click

 (Add button) in the Service Schedule page, the Add Service Schedule window opens (Note: The fields highlighted with red color are mandatory. You must enter the relevant details in that fields before saving).

In the Project List box, select a project list from a drop-down list. Once you have selected a project, the customer, the customer location and contact number of the selected project will be automatically populated.

Note: If you want to select all projects, click to enable the All checkbox provided with the Project List box.  And then select relevant details in customer, customer location and contact number box. 

In the Start Date and End Date boxes, select the schedule’s start and end dates.

In the Frequency box, select the frequency of doing service based on the customer requirement. For example, if the customer expects to do the service for three times in a month, select 3 x Monthly. Note: If you want to view the location in the map, click

(Location Map icon) provided with the Frequency box.

In the Type box, select a type of medium.

In the Service Description box, enter the service description.

In the Invoice Description box, enter the invoice description.

In the Effective Date box, select the effective date of the service schedule.

In the Invoice Due Days box, enter the due days for invoice.

In the Term Days box, enter the term days.

In the Plan Schedule box, select the plan schedule whether Day Job or Night Job.

In the Tanker Size box, select the tanker size whether small or big.

If the service is jetting, select Jetting or if the service is PUB, select the PUB.

In the Grease Trap Size box, enter the grease trap size.

In the Total Grease box, enter the total grease value.

In the Manpower box, enter the required manpower.

In the Price box, enter the price for the service.

In the Service Note box, enter the service note.

In the Invoice Note box, enter the invoice note.

In the Private Note for Internal box, enter the note for internal.

In the Effective Time box, select the effective time. The calendar will be displayed based on the selection of frequency.

In Old SRM Sales Contract No box, enter the old SRM sale contract number associated with the service schedule.

Click Save. The service schedule will be added and listed in the Service Schedule page.

Activate/Cancel a Service Schedule

To activate a service schedule, do the following steps,

Click

  (Active icon) that is provided in the Action column in the service schedule page. The Service Request List window opens and shows the list of service requests added against the selected service schedule number.

Click Ok. The Remarks box opens.

Enter your remarks and click Save. The service schedule will be activated. The remarks you have entered will be saved in the Status Remarks column of the Service Schedule page.

To cancel a service schedule,

Click

(Cancel icon) that is provided in the Action column, of the service schedule. The Service Request List window opens and shows the list of service requests added against the selected service schedule number.

Click Ok. The Remarks box opens.

Enter your remarks and click Save. The service schedule will be cancelled. The remarks you have entered will be saved in the Status Remarks column of the Service Schedule page.

Edit a Service Schedule

You can edit the details of the added service schedule by using edit option provided in theEdit column of the Vehicle page. To edit the added service schedule details,

Click   (Edit icon) of the respective service schedule you have added, the Add Service Schedule window opens with the added service schedule details.

Edit the service schedule details where you want.

Click Save.

Delete a Service Schedule

You can delete the added service schedule by using

  (Delete icon) provided in the Delete column of the Service Schedule page.

Export a Service Schedule List

If you want to export all the service schedules in the Service Schedule page in an excel format, you can use the export option provided in the Service Schedule page. To know how to export, follow the procedures given in the topic, “Export a Vehicle List”.

Service Request View

The Service Request View tab in the Service Request submenu helps you to add a service request. Users assigned with srm_admin and srm_technician roles can have access to view this Service Request View page. Click Service Request View in the Service Request, the Service Request View page opens.

You can configure displaying of the number of service request items per page by selecting 50, 100, 250, 500, or 1000,

If you want to view any specific service request among the list of service requests, you can select the respective data such as Service Request No, Customer, Location, and Date Range in the respective fields given in the Service Request View 

The service request displayed in different color explains their status:

Add a Contract Service Request

To add a contract service request, do the following steps,

Click (Add button) in the Service Request View page, the Service Request window opens, click to select Contract SR (Note: The fields highlighted with red color are mandatory. You must enter the relevant details in that fields before saving.).

In the Admin Company box, select admin company.

In Customer box, select customer company name.

In Location box, select location.

In Contact Name box, select contact name.

In Contact Number box, if contact name is selected, the associated contact number and email address will automatically populated.

In Contact Email box, if contact name is selected, the associated email address will automatically populated.

In Service Request Date box, click to select date.

In Service  Request Time box, click to select time.

In Type box, click to select service type.

In Plan Schedule box, click to select plan schedule as Day Job or Night Job.

In Tanker Size box, click to select tanker size.

In Grease Trap Size box, enter or select grease trap size.

In Jetting, PUB, Return Choke options, click to select relevant option(s).

In Adhoc Sales Contract No box, enter adhoc sales contract number if any.

In Quotation No box, enter quotation number.

In Total Grease box, enter the total grease value.

In Manpower box, enter the required manpower.

In Price /Visit box, enter the price for the service request.

In Payment Mode box, select payment mode.

In Billing flag, click to enable if applicable.

In Service Description box, enter service description.

In Invoice Description box, enter invoice description.

In Invoice Note box, enter the invoice note.

In Private Note for Internal box, enter the note for internal.

In Service Note box, enter the service note.

In Show All Vehicle/Technician flag, click to enable if applicable. When this flag is ticked, vehicle and technician selection list will include all technician and vehicle. Else Jetting Service Request will show only jetting vehicle and technicians in jetting department only.

In New Planned Service Date box, click to select planned date.

In Planned Time In box, click to select planned time in.

In Planned Time Out box, click to select planned time out.

In Vehicle box, select vehicle.

In Technician box, select technician.

For Assignment History option, it is used to check all existing assignments of selected technician, so that user can unassign the technician from some assignments to make him available for the job on this new service request date.

Click Save. The service request is added and listed in the Service Request View page.

Edit a Service Request

You can edit the details of the added service request by using edit option provided in the Edit column of the Service Request View page. To edit the added service request details,

Click (Edit icon) of the respective service request, the Service Request window opens,

Edit the service request details where needed.

Click Save to save edits.

Assign Technician and Vehicle for a Service Request

Users assigned with srm_admin role only can have access to assign the technician and vehicle for an added service request.Users assigned with srm_technician role can only view the assigned details.

To assign the technician and vehicle for an added service request, do the following steps,

Click (Assign icon) in the assign column of the respective service, the Assign Technician window opens.

In Planned Service Date box, the planned date will show automatically.

In New Planned Service Date box, click to select new date if needed.

In Planned Time In and Planned Time Out boxes, select the planned in and out times.

In Vehicle box, select a vehicle from a list. Note: You can select multiple vehicles.

In Technician box, select a technician from a list. Note: You can select multiple technicians.

Click Save, the service request is assigned.  For Assignment History option, it is used to check all existing assignments of selected technician, so that user can unassign the technician from some assignments to make him available for the job on this new service request date. After assigning the vehicle and technician, the SR record will be changed to yellow color. The service request will be moved to the respective technicians and the  (Job Starts icon) will be appeared in the Verification column as below,

Indicate Starting and Ending of Job

Once the service request is added and assigned for the respective technician and vehicle by the client, the technician can login and view job details assigned to them.

To indicate that the job was started,

Click on (Job Starts icon) appeared in the Verification column, the job started status will be updated successfully and the SR record will be changed to Blue color.

To indicate that the job was ended,

Click on (Job Ends icon) appeared in the Verification column, the job ended status will be updated successfully and the SR record will be changed to Purple color.

Once the job has completed, the verification process begins.

Note: When you click  (Assign icon) of this service request, the vehicle and technicians which are assigned already will not be shown in list.

Verify the Service Request Completion

In general, once the job is done by the technician, the respective SR record will be moved for verification that needs to be done by the admin. This Verification functionality is provided for the technician on the job to print the Service Verification Form for client to verify the job done by technician and sign off.

Click (Verification icon) provided in the Verification column, the Service Request Verification window opens.

In DESCRIPTION box, enter the description.

In NOTE box, enter your note if any.

In FEEDBACK FROM CLIENT box, enter client feedback.

In START TIME and END TIME boxes, verify start and end time, if any changes, select the started and ended time of the assigned job.

In SERVICE DONE BY box, verify technician assigned, if any changes, click to select technician name.

In VEHICLE NO box, verify vehicle number, if any changes, click to select vehicle number.

In Price box, verify the price, enter updated price if any changes.

In other payment details section, click to enable if applicable.

If you go for cash payment, select the checkbox of the CASH PAYMENT? option.

If you want to add the GST amount, select the checkbox of the ADD GST? option. The price will be added with the GST amount.

If you want the service to be continued, select the checkbox of the SERVICE WILL CONTINUE? option. Once you selected the SERVICE WILL CONTINUE? option, the system will indicate "Continue" in the Job column for the select service request. And another SR request will be created as shown below,

Click (Sign icon) to add your signature, the Signature window opens.

In the Sign By box, enter you name.

Add you signature.

Verify the date.

Click Save.

To attach any file, click  (Attach icon) and attach the file.

Click SAVE to save verification of the service requestion record.

Rework

When the job completed by the technician does not meet the expectations of client, the client can assign for the rework. Users assigned with srm_admin role only can have access to start rework by using reset option.

To start the rework,

Navigate to verification column of the respective service request,  

Click (Reset icon). A new service request will be added for rework and the job status will be updated as Rework in the Job column.

Print a Service Record

To print any SR record, do the following steps, click the respective

(Print icon) in the Print column. The SR record will be downloaded as a pdf file with customizable format.

Attach/View a Document into a Service Request

To add a new document with the service request,

Click (Attachment icon) in the Documents column of the respective service request for which you want to add attachment, the Add/ View Attachment window opens.

Click (Add Document button), the file choosing and uploading option will be enabled.

Click (Choose File button) and select the document which you want to upload.

Click Upload. The selected document will be uploaded and displayed in the Add/View Attachment window.

To view any attached document with a service request,

Click (Attachment icon) in the Documents column, the Add/ View Attachment window opens with a list of attached documents. Note: The subscript number displays with attachment icon shows the total number of attached documents with the vehicle.

If you want to download the attached document, click (Download icon) in the Download column. The document will be downloaded.

Activate/Cancel a Service Request

If you want to activate or cancel a service request, do the following steps,

To activate a service request,

Click (Active icon) that is provided in the Action column of the service request, the Remarks box opens.

Enter your remarks and click Save. The service request will be activated. The remarks you have entered will be saved in the Action Remarks column of the Service Request View page.

To cancel a service request,

Click (Cancel icon) that is provided in the Action column of the service request. The Remarks box opens.

Enter your remarks and click Save. The service request will be cancelled. The remarks you have entered will be saved in the Action Remarks column of the Service Request View page.

Delete a Service Request

You can delete the added service request by using delete option provided in the Delete column of the Service Request View page.

Add an AdHoc Service Request

When a service request is not a planned one, you can add the request as an Adhoc SR. Project details are not mandatory to add the Adhoc SR. Users assigned with srm_admin and srm_technician roles can have access to add and view the AdHoc service requests.

To add an adhoc SR,

Click (Add button) in the Service Request View page, the Service Request window opens, click to select AdHoc SR (Note: The fields highlighted with red color are mandatory. You must enter the relevant details in that fields before saving.).

Fill up the mandatory fields as below.

In Contact Name box, select contact name.

In Contact Number box, if contact name is selected, the associated contact number and email address will automatically populated.

In Contact Email box, if contact name is selected, the associated email address will automatically populated.

In Service Request Date box, click to select date.

In Service  Request Time box, click to select time.

In Type box, click to select service type.

In Plan Schedule box, click to select plan schedule as Day Job or Night Job.

In Tanker Size box, click to select tanker size.

In Grease Trap Size box, enter or select grease trap size.

In Total Grease box, enter the total grease value.

In Manpower box, enter the required manpower.

In Price /Visit box, enter the price for the service request.

In Payment Mode box, select payment mode.

In Billing flag, click to enable if applicable.

In Service Description box, enter service description.

In New Planned Service Date box, click to select planned date.

In Planned Time In box, click to select planned time in.

In Planned Time Out box, click to select planned time out.

Click Save. The service request is added and listed in the Service Request View page.

View Adhoc Service Requests

If you want to view the added adhoc service requests, click

(AdHoc View button) in the Service Request View page. The Adhoc service requests opens as below,

Filter a Service Request

If you want to filter a specific service request in the Service Request View page, you can use the filter option provided in the Service Request View page.

Export a Service Request list

If you want to export all the service requests in the Service Request View page in an excel format, you can use the export option provided in the Service Request View page.

Bulk Print

If you want to print multiple SR record,

Select the checkbox of the respective service

Click (Bulk Print button). The selected SR records will be downloaded in a pdf file.

Service Request Verification

Users can verify the signed Service Verification Forms and to proceed to the next stage of invoice generation in the Service Request Verification tab in the Service Request submenu.

Users assigned with srm_admin role have access to view this Service Verification page and verify the Service Verification Form sent by the Technician.

Click Verification in the Service Request, the Service Verification page opens.

If you want to view any specific service request among the list of service requests, you can use the select the respective filters provided in the Service Verification search bar.

The legend at the bottom of page denotes different status of a service request.

Verify the Service Verification Form

Once the service verification form is signed and submitted by the technician, the verification form will be sent for verification. After the service request verification form is verified, the request will be moved for invoice generation.

To verify the service verification form,

Navigate to the respective service request you want to verify,

Click the checkbox provided in the Verified,

The Confirm dialog box opens and shows the following message

Click Yes,  a verified successful notification will display, and the selected request will be moved to the Invoice Generation page to generate invoice for the payment.

Print a Service Record

To print any SR record, click (print icon) of respective service request in the Print column in the service verification page. The SR record will be downloaded as a pdf file.

Attach/View a Document into a Service Request

To add a new document with the service request, 

Click (Attachment icon) of the respective service request, the Add/ View Attachment window opens.

Click  (add document icon), The file choosing and uploading option will be enabled,

Click (Choose File icon) and select the document which you want to upload.

Click Upload. The selected document will be uploaded and displayed in the Add/View Attachment window.

To view any attached document with a service request,

Click (Attachment icon) in the Documents column, the Add/ View Attachment window opens with a list of attached documents. Note: The subscript number displays with attachment icon shows the total number of attached documents with the vehicle.

If you want to download the attached document, click (Download icon) in the Download column. The document will be downloaded.

Filter a Service Request

If you want to filter a specific service request in the Service Verification page, you can use the filter option provided in the Service Verification page.

Export a Service Request List

If you want to export all the service requests in the Service Verification page in an excel format, you can use the export option provided in the Service Verification page.

Invoice Generation

Once the service request verification process has completed, the request will be moved for invoice generation. There are three ways to generate invoice:

Add Invoice - Users can generate invoice in the Add Invoice tab.

Manual Invoice - Users can generate invoice manually in the Manual Invoice tab. Click Manual Invoice in the Service Request, the Manual Invoice page opens.

Lump Sum Invoice - Users can generate lump sum invoice per customer in the Lump Sum Invoice tab. Click Lump Sum Invoice in the Service Request, the Lump Sum Invoice page opens.

If you want to view any specific service request among the list of service requests, you can user the respective filters such as Customer, Location, Verified and SR Date Ranges in the Invoice Generation page.

Add Invoice

To generate an invoice automatically,

Click Add Invoice in the Service Request menu, the Invoice Generation page opens.

Click the checkbox of the respective service request for which you want to generate an invoice,

Click (Generate Invoice button).The Generate Service Invoice window opens (Note: The fields highlighted with red color are mandatory. You must enter the relevant details in that fields before saving).

In the Invoice Title box, enter the invoice title.

In the PO box, enter the PO number.

In the Invoice Date box, select the invoice date.

In the Note box, enter note if any.

In the Private Note box, enter private note for internal reference if any.

Click Save. The generated invoice will be saved and moved to the Invoice View page.

Manual Invoice

To generate an invoice manually,

Click Manual Invoice in the Service Request menu, the Manual Invoice page opens,

Select customer type, i.e.. Contract Customer or Adhoc Customer.

In the Customer box, select customer.

In the Billing Name box, billing name will auto populate customer name, user can edit billing name if billing name is different from customer name.

In the Location box, select location.

In the Invoice Header box, enter invoice header.

In the Invoice Title box, enter invoice title.

In the PO box, enter PO number.

In the Invoice Date box, select invoice date.

In the Total box, enter invoice total amount.

In the 9%GST box, the gst amount will be automatically calculated.

In the Inclusive Total box, the inclusive total will be automatically calculated.

In the Quotation No box, enter quotation number.

In the Contract No box, enter contract number.

In the Note box, enter note if any.

In the Private Note box, enter any private note for internal reference if any.

In the Invoice Details section, click , then enter invoice details. The total amounts in manual invoice must tally with total of all detailed invoices before user press "save" button, else this validation will always show up and block the data saving. 

Click Save, the manual invoice will be saved. And the details can be viewed in the Invoice View tab.

Lump Sum Invoice

Lump sum invoice is used to generate lump sum invoices for lump sum sales contract. The business scenario is as below: Once any lump sum sales contract is created from sales enquiry (by enabling lump sum contract option when creating sales contract), user can create service schedule based on the sales contract, and after the service job is completed, user will be able to generate lump sum invoice in the Lump Sum Invoice tab.

To generate lump sum invoice,

Click Lump Sum Invoice tab, the lump sum invoice generation page opens as below,

Click to select the service schedule, then click "Generate Lump Sum Invoice" button,

The Invoice Generation for Lump Sum Contract screen opens as below,

Enter Invoice title and other details.

Click Save, the generated lump sum invoice will be saved and user can view it in the Invoice View page.

Invoice View

The Invoice View tab in the Service Request submenu manages all the generated invoice details. Click Invoice View in the Service Request. The All Invoices page opens as below,

If you want to view any specific invoice among the list of invoices, you can select the respective Customer, Location, Date Range in the field given in the All Invoices page.

The invoices displayed in different color denotes their status, i.e., Completed payment or Unpaid Invoice.

Process an Invoice

To process an invoice,

Click to select the checkbox provided in the Is Invoiced? column, 

The Confirm dialog box open and shows the following message.

Click Yes. The invoice record will be changed to green color and as Completed.

Set Printing options for Invoices

To set the printing options of the invoices,

Click (Print Option icon) provided in the Print Option column, the Invoice PDF options window opens

Select the checkbox of the Service Number and Service Description options based on user's request.

Click Save.

Print an Invoice

To print an invoice,

Click the respective  (Print icon) in the Print column.

The invoice will be downloaded as a pdf file.

Delete an Invoice

You can delete the invoice by using  

(Delete icon) provided in the Delete column of the All Invoices page.

Filter an Invoice

If you want to filter an invoice in the All Invoices page, you can use the filter option provided in the All Invoices page.

Export an Invoice List

If you want to export all the invoices in the All Invoices page in an excel format, you can use the export option provided in the All Invoices page.

Payment

The Payment tab in the Service Request submenu allows user to add the service payment details against the related invoice. Users who are assigned with srm_admin role will have access to view this Service Payment page. Click Payment in the Service Request, the Service Payment page opens, user can configure the number of invoices per page displaying by selecting 50, 100, 250, 500, or 1000 at the bottom of page.

User can use filter options to view any specific invoice among the list of invoices, filter options including Billing Name,  Customer, Location, Date Range in the field given in the Service Payment page.

The invoices displayed in different color explains their status as described in legend.

Add Payment Details

To add the payment details,

Click (Payment icon) in the Payment column, The Service Payment window opens.

The fields highlighted with red color in payment detail page are mandatory. You must enter the relevant details in that fields before saving.

In the Bank A/C box, select a bank account from a drop-down list.

In the Payment Date box, select the payment date.

In the Billing Name box, enter billing name (if billing name is same as company name, company name will auto fill as billing name).

In the Payment Type box, select a payment type.

In the Amount box, enter the amount if it's different from invoice amount. The Paid? box will be

In the Reference No box, enter reference number.

In the Note box, enter your note if any.

Click Save. The invoice record will be changed to Green color and as completed.

Filter an Invoice

If you want to filter an invoice in the Service Payment list, you can use the filter option provided in the Service Payment page such as SR number, invoice number etc..

Export an Payment List

If you want to export all the invoices in the Service Payment page in an excel format, you can use the export option provided in the Service Payment page.

Bulk Payment

The Bulk Payment tab in the Service Request submenu allows user to enter multiple invoice payments that belongs to a same billing name in bulk. Click Bulk Payment tab, the bulk payment for service payment page opens as below,

To do bulk payment,

In Admin-Company box, select Admin company from a list of admin companies which the payment shall be paid to.

In Bank A/C box, select bank account name to receive payments,

In Billing Name box, select invoice billing name.

In Payment Type box, select payment type from list such as cash, online transfer, paynow etc..

In Payment Date box, click to select payment date.

In Amount Pay box, enter amount paid.

In Reference Number box, enter reference number if any.

Click Search button, a list of unpaid invoice belong to selected billing name will display in the screen, and Bulk Pay button will be enabled.

Click to select invoices from the list of unpaid invoices in the screen, and the selected invoice amount will be calculated and displayed in Selected Amount box.

If Selected amount box differs from Amount pay box, user can click Calculate Excess Amount button, and system will show payment confirmation notification as below,

Click Yes to confirm bulk payment, upon successful creation, a bulk payment number will be displayed in the payment No box in the search area as below.

And the bulk payment details will be saved in the Payment tab. User can search by bulk payment number in payment page,

Note: User with permissions will be able to revert bulk payment if needed. After clicking search button, authorized user can click Revert Bulk Payment button, and a confirmation notification will show as below. Click Yes to  confirm reverting bulk payment for selected bulk payment number. And the associated invoices will be reverted to unpaid status.

Clear Cache

Clear cache tab is used to clear search caches in Service Request and Service Schedule menu screens. Click Clear Cache, the clear cache page opens as below, click Proceed to confirm clearing cache.

Report

The Report submenu in the SRM page helps user view the various reports related with the service request management.The Report submenu contains the following tabs,

Invoice Pending

Statement Of Accounts

Request For PUB

Invoice Ageing Report

SR Sales Report By Jetting/Vacuum

Payment History

Verification Pending

Cash Received

Invoice Pending

The Invoice Pending tab in the Report submenu helps you to view the pending invoice details. Click Invoice Pending in the Report submenu. The Invoice Pending page opens and shows the list of invoices which are pending (number of items display per page can be configured by select number in the item per page box that located at the bottom of page).

If user want to view any specific pending invoice among the list of pending invoices, you can select the respective Date Range in or click Filter option provided in the Invoice Pending page.

Export a Pending Invoice List

If you want to export all the invoices in the Invoice Pending page in an excel format, you can use the export option provided in the Invoice Pending page.

Statement Of Accounts

Statement of accounts reports help user view all transactions with a particular customer. Click Statement of Accounts, the statement of accounts report page opens, user can select SR customer name or billing name, and As of Date, and then click Search, the report will show as below (number of items display per page can be configured by select number in the item per page box that located at the bottom of page),

Export a Statement of Accounts

If you want to export statement of accounts, you can use the to export report in excel format, or use  to export report in PDF format.

Email a Statement of Account to Customer

If you want to email a statement of account to customer,

Click email customer button at the top left corner, a confirmation notification will pop up as below,

Click Yes, system emailing window will open as below, user can configure email template, once email template is created, relevant information will be automatically populated.

Review information in above, and if needed, user can attach file using Add Documents option.

Click Send. System will send email to customer.

Request For PUB

Request for PUB report allows user to view all service request details for PUB in selected period of time.

Click Request For PUB tab, the service request for pub report page opens as below, 

Select a date range and then click Search, request for PUB report opens as below (number of items display per page can be configured by select number in the item per page box that located at the bottom of page),

Export Request for PUB report

If you want to export all the service request for PUB report in an excel format, you can use the export option provided in the Request for PUB page.

Invoice Aging Report

Invoice ageing report helps user analyze the cash flow of all unpaid invoices. This report provides information about invoice payments due within time periods user specified in the Aging Periods window.

Click Invoice Ageing Report tab, the invoice ageing report page opens as below,

In As Of Date box, click to select as of date.

Click Search, all ageing invoices that meet search criteria will display as below,

Export Invoice Ageing Report

User can export report in two types (summary report or detail report) by choosing Print Summary or Print Details. Report format can be configured based on user requirement.

Select report type to be exported, i.e. Print Summary or Print Details.

If user want to export statement of accounts, click the to export report in excel format, or click  to export report in PDF format.

SR Sales Report By Jetting/Vacuum

SR sales report by jetting/vacuum provides detail information by jetting/vacuum during selected period of time.

Click SR Sales Report By Jetting/Vacuum tab, the report page opens as below,

In SR date box, click to select a date range.

As for service type, click to choose Jetting or Vacuum.

Click Search, SR sales details that meet search criteria will display as below (number of items display per page can be configured by select number in the item per page box that located at the bottom of page),

Export SR sales report by jetting/vacuum

If you want to export the SR sales report in an excel format, you can use the export option provided in the report page.

Payment History Report

Payment history report provides detail information of payment history in specific payment period by billing name or bank account.

Click Payment History tab, the report page opens as below,

In List By box, click to select by Billing Name or Bank Account.

Select the billing name or bank account to view payment history.

In Payment From Date & Payment To Date boxes, click to select dates.

Click Search, payment history that meet search criteria will display as below (number of items display per page can be configured by select number in the item per page box that located at the bottom of page),

Export Cash Received Report

If you want to export the cash payment received report in an excel format, you can use the export option provided in the report page.

ACS - Accounting and Corporate Services

Document History

Sl No Description Version Prepared By Reviewed & Updated By Date

1 Requirement Specification Ver 1 Chandra Sekar 7-Mar-2022

2 Document Updated

(Highlighted in Color) Ver 2 Pavithra 11-Mar-2022

3 Document Updated

(Highlighted in Color) Ver 3 Chandra Sekar 15-Mar-2022

1.0 Overview

Morrison Management Pte Ltd, a Singapore based Consulting firm provides various Management Consultancy solutions such as Corporate Secretarial services, Taxation related services, Accountancy services, Corporate Advisory services and other Corporate Management consulting suite of services.

Morrison Management has engaged with Cutech Infocomm Solutions Pte Ltd to provide them software solutions that could be an enabler to automate their processes and leverage them from the manual operations on their secretarial and consulting related activities. The solution that would be offered to Morrison Management comprises of:

HRM

Sales Prospects

Sales Enquiry

Sales Quotation

Letter of Engagement

Client Master List

Project Master Creation

Project Planning

Project Daily Planning & Execution

Reports for Project Monitoring & Tracking (Should include recurring email reminders and follow ups to clients)

Project Billing (Raise Invoices)

Collection of Receivables (We are working on the details)

Dashboard

Cutech Infocomm would be developing customized solutions for Sales Prospects, Project Planning, Project Monitoring & Tracking and Billing while Morrison Management would the cuteOffice ERP Software suite 2.0 for the other modules listed above.

This functional specification document is prepared based on the various discussions Cutech Infocomm consulting team had with Morrison Management team

2.0 HRM

2.1 Payroll for Morrison Management

2.1.1 Scanner to clock in and clock out

Finger and face scanner installed by CuteOffice at MM premise on 7 March February 2022 and all staffs record completely updated in the scanner by 8 March 2022.

2.1.2 GeoPunch device

Staff will be able to clock in and clock out without using the scanner installed in MM’s office. However, this device will only be active when staff is reporting directly to the client office. They are able to clock in and clock out when they visit client office upon the assigning of the administrator to avoid them clocking in using the software when they are physically present in the office.

2.1.3 Payroll Report

Morrison Management will adapt the ready module offered by cuteOffice ERP. Cutech will integrate the staff details provided by Morrison Management into the software and conduct a training to the staffs involved on 09 March 2022.

Jan and Feb clock in and clock out details will be uploaded by MM’s staff and payroll report will be generated from cuteOffice so as to test the software’s capability to produce an accurate report. From March onwards, real data will be inputted to the software through the scanner installed at the office and will get real time reports will be auto-generated. MM wants to rely completely on HRM software from May 2022.

2.2 Payroll for Morrison Management’s clients

MM staff should be able to upload the attendance details provided by the clients manually and the software should generate payroll report for the clients.

      Sales Prospect

Sales Prospects module will be used by Morrison Management to market their Business services to the clients in the Region. Clients would be maintained as part of Company Master available in cuteOffice. Morrison Management would conduct their Marketing activities through various methods such as email Marketing Flyers to Prospects, Personnel reach out to Prospects verbally, Through References etc.

     Sales Enquiry

CuteOffice should have a master prospective client list separate from the client master list to keep track of each prospect the organisation comes across regardless of success rate. This master list should have the following details:

Name of enquirer

Contact details of enquirer

Their enquiry

MM’s reply to the enquiry based on date

Marketing Flyers Repository Master

Morrison Management would create Marketing flyers for each of their Services and the same image would be stored in this Repository Master. Morrison Management would always be updating their Flyers for a Service and hence the last flyer updated will be treated as Active, which will be sent to clients. However, the previous Flyers would be stored in the Repository with the Date Range – Active From & To Date

Marketing Flyer email Template

Morrison Management would design an email Template for sending the Marketing Flyers. The template can be a common template for all Services or if Morrison Management wishes to create Templates across each service, then this would be made possible. Please note for such scenarios, Clients would be receiving multiple emails from Morrison Management based on the Marketing Flyers send criteria.

Marketing Flyer Data Creation

Design the screen for Morrison Management to select & input data for sending Marketing Flyers

The fields to be captured are

Display all the Flyers for each Services in the Screen

Allow user to select the Flyers for sending the Mailers

For each Flyer selected, option to select

All clients, remove existing customers who has availed this service in the past

All clients

Selected Clients

Based on the above criteria if Selected Clients, display Client selection for Selection – Multiple / Individual

Morrison Management should have an option of choosing various combination of the above

Once the above information is captured, display the Client – Flyer list for confirmation by the user

Generate the email threads as per the above select criteria, for sending the emails

Create a Sales Prospects database to store the emails sent which should contain

Client Name

Service Description

Marketing Flyer Identifier

Email id

Date & Time Sent

View Marketing Flyer Sent Information

Design a View screen to showcase the details on the email Notifications sent. This functionality should have a filter option for the user to select a given criteria

Provide a View option of the flyers sent for a given period, with Client filter. Client wise it’s preferred to provide with the pictorial representation of the flyer sent.

     Sales Quotation

The software should generate an email for the prospective client based on the templates of services selected by the staff. The quotation template have been furnished to Cutech on 21 February 2022 via email. This template will also serve as the basis for preparation of marketing flyer. The software should be able to track the  multiple quotes given to the clients

There should be a drop down option for the price quoted for each service based on the category of clients. These price details can be obtained from the sample price master list as per Table A below. The complete price list will be provided by MM. The administrator should be able to amend the price and add on new services and categories based on request in future.

Services Category Price (S$)

Secretarial A XXXX

 B XXX

 C XX

 D X

Tax A XXXX

 B XXX

 C XX

 D X

TABLE A: SAMPLE PRICE MASTER LIST

     Letter Of Engagement

Once quotation is agreed by both parties, letter of engagement should be prepared and sent to clients. The software should be able to convert the agreed quotation to the LOE format which will be provided by MM. The software should also be sending reminders and follow ups to both staff and client until the signed document is received.

4.0 Client Master

All the clients of Morrison would be stored in the Company master. The contact information of the clients namely Contact Name, email address, Contact numbers are to be maintained as mandatory. The sample master list have been furnished by MM. We are working on the improvements of the client master.

5.0 Project Master Creation

In addition to the Masters designed and made available in the Cuteoffice ERP suite, the following Masters will be made available as part of the solution

Service Master

Service Master briefs the major services Morrison Management would offer to their customers. The following services would form part of this master

Incorporation

Company name availability check

Registration of the company

Full company kit (minutes/register books, share certificates and 4 copies of Constitution)

Secretarial

Registered Office

Nominee Director

Bank Account Opening

Accounting Work

Monthly Management Review

GST

Compilation

Tax

Payroll

Adhoc

As the above services would form part of Sales Enquiry & Sales Quotation modules, Cuteoffice would configure the above services as Items in the Item Master and each Services will be configured as a Quotation Template, with the Job types.

As part of the Services Master the following fields will be accepted

Service Code

Service Name

Service Short Code

Service Description

Automatic email Trigger – Yes / No

If Yes Period when to send (in Days prior to the start date of the Project) , to create a Job Type and associated Job Task automatically in the system, as the first job type for this service if Job created, should be display in the Project Planning Job Type & Job Task list)

Though the above services are listed currently, Morrison Management would also have an option to add new services depending on their business needs.

5.2 Job Type

Job Type details the various operations that needs to be performed for fulfilling the services listed. Each Service would have the various Job Type and this would be defined as part of the Job Type Master.

*The job type listed under S/N 1-12 are inaccurate. We will furnish you with a complete and detailed workflow for each job type under the respective services once the refinement is done by our assigned staffs.

Sl No Services Job Type Remark

1 Incorporation

(Sheryl) Company name availability check

Registration of the company

Full company kit (minutes/register books, share certificates and 4 copies of Constitution)

2 Secretarial

(Sheryl) Provision of Company Secretary

Preparing Directors’ Resolution for opening of bank accounts

Preparing Directors’ Resolution for Resignation/ Appointment of directors

Preparing Directors’ Resolution for Change of registered address

Preparation of minutes of Annual General Meeting (AGM)

Preparation of Annual Returns and other statutory returns to be lodged with ACRA

Safe custody and updating of the statutory books and register as required by Companies Act

Any other routine work.

ACRA Compliance Alert & Reminders Most of the services under secretarial will have annual retainer fee where the job done will be charged against the fee that will be paid in advance by clients in a bulk. Thus, the end of workflow for these jobs will not be raising of billing instructions. This job type should be categorised as billable work but under a category called retainer fee. We will still rely on the software to calculate the profitability of the work done based on time spent against the retainer fee.

3Registered Office (Sheryl)Register Address Services

4Nominee Director (Sheryl)Nominee Director Service

5 Bank Account Opening (Sheryl) Preparation of relevant documents

Submission of the documents to the Bank

Bank Account opening

6 Accounting Work (Jaine) Data entry of all transactions using MYOB software;

Update all cheque or cash payments;

Update all deposits in bank accounts;

Reconcile all bank accounts;

Pass any general adjustments, where necessary;

Print and maintain the following reports:-

General Ledger Listing

Trial Balance

Profit & Loss Statement

Balance Sheet

Receivables and Payables Reconciliation

7 Monthly Management Review (Jaine) Review of sampling of Sales entries into Accounting software;

Review of sampling of Purchase entries into Accounting software;

Review of sampling of updated transactions of cheque or cash payments;

Review of sampling of updated deposits in bank accounts;

Review all bank reconciliation;

Review of any general adjustment passed;

Preparation of Observation

8 GST (JX) Review GST Declarations for Financial Year

Select GST Return (s) for Review

Perform Checks for the Selected GST Return(s)

Check the Standard-rated Supplies and Output Tax [review tax invoices, receipts, credit notes to customers and debit notes from customers]

Check the Zero-rated Supplies [review export documents, delivery notes, packing list, etc]

Check the Exempt Supplies [NA as your company do not have exempt supplies]

Check Input Tax and Refunds Claims (for local purchases, imports with GST Paid and Bad Debt Relief) [review dates of transactions, invoice or import permits, check if expenses claimed are for business purpose and are claimable]

Check Imports with GST Suspended (for MES)

Review Financial Statements or Management Accounts for the Same Financial Year

Quantify Errors (if any) and Submit findings to IRAS for review

9 Compilation (Jhonas) Preparation of Director's Statement

Preparation of Statement of Financial Performance

Preparation of Statement of Changes in Equity

Preparation of Statement of Cashflow

Preparation of Notes to Financial Statements

Preparation of Detailed Comprehensive Income

10 Tax (Jhonas) Preparation and submission of Estimated Chargeable Income (ECI)

Preparation and submission of Form C/ Form C-S

Tax Computation

Tax Filing with IRAS

11 Payroll (Pavi) Computing monthly payroll as per the information provided by the company

Providing breakdown of salary for disbursement to staff by company

Issuing payslips to staffs

Providing CPF Contribution for issuance of payment to CPF Board by company

Year-end preparation of IR*A for Auto-Inclusion Scheme (AIS) submission

Preparation and submission of IR21 to inform IRAS in the event a foreign employee has tendered resignation

12Adhoc (Pavi)Adhoc

As part of the Job Type Master the following fields will be accepted

Service Code (Should be available in Services Master)

Job Type Code

Job Type Name

Job Type Short Code

Job Type Description

Billable Yes / No

Estimate Time & Cost at Skill set level – Yes / No

If No, following fields will be entered

Estimated Time in Hours required to complete this task

Cost Estimated Hourly Rate required to complete this task

If Yes, the following fields will be stored in an Array or a Child collection table

Skill Set (to be linked with HRM Employee table)

Estimated Time in Hours required to complete this task

Cost Estimated Hourly Rate required to complete this task

The Estimated Time & Cost stored above for each Job Type would be used to produce the Budget vs Actual analysis. As part of the MIS, Morrison Management requires to prepare various MIS reports of the actual time & cost spent for each project against the normal budgeted figures. To prepare such reports the above data would be used. These job types also should be differentiated between billable and non-billable. However, this system should have the ability to help us calculate the time spent on the non-billable work for us to plan accordingly in future.

Though the above Job Types have been defined for each Services, Morrison Management would also have an option to add Job Types for the Services created depending on their business needs. This is explained with an example below.

Let us consider to define the Job Type for Service Code – Tax.

The below table briefs 4 Job Types that form part of delivering the Tax Services to customers. Based on the Quotation the Customer might select all 4 Job Types or less and accordingly the project would be created.

Sl No Services Job Types

10 Tax Preparation and submission of Estimated Chargeable Income (ECI)

Preparation and submission of Form C/ Form C-S

Tax Computation

Tax Filing with IRAS

However, for fulfilling the above 4 tasks, firstly, Morrison Management have to perform 3 tasks which would be used for all 4 above deliverables.

Task 1 – Obtain the required Documents from Customer

Bank Statements

Sales Invoices / Sales Tax Invoices

Vendor Invoices

Receipts

CPF Statements

Salary Schedule include Pay slip

Task 2 – Morrison Management staff would enter the information from these reports into their accounting software and prepare the following reports

Balance Sheet

Profit & Loss

Aged Receivables (Reconciliation)

Aged Payables (Reconciliation)

Trial Balance

General Ledger (Detail)

Bank Reconciliation Report

Task 3 – Preparation of the Draft Management Report and obtain approvals within Morrison Management and from Customer

Once the above 3 tasks are completed, Morrison Management would proceed in preparing the mentioned 4 Job types under the Tax Service Master. So, the above table can be reframed by Morrison Management as below.

Sl No Services Job Types

10 Tax Obtain the required documents from Customer

Enter the information in accounting software and prepare required reports

Prepare Draft Management report and obtain approvals within Morrison Management and from Customer

Preparation and submission of Estimated Chargeable Income (ECI)

Preparation and submission of Form C/ Form C-S

Tax Computation

Tax Filing with IRAS

Such common Job Type can be created across various services at different steps based on the need and processes.

5.3 Job Tasks

Job Tasks briefs the various tasks that needs to be performed for a given Job Type. Each Job Type would have the various Job Tasks and this would be defined as part of the Job Tasks Master.

Sl No Services Job Type Job Tasks

10 Tax Obtain the required documents from Customer

Inform Client to provide the required documents – Have Radio Button option – eMail or Phone (By Hand)

email template to be attached for this task

Documents Obtained

10 Tax Enter the information in accounting software and prepare required reports

Confirm completion of data entry in the accounting software and preparation of required reports

10 Tax Prepare Draft Management report and obtain approvals within Morrison Management and from Customer

Preparation of Draft Report

Send Approval email within Morrison Management

Approval Received

Send email to Customer

Approval Received

Raise Billing Instruction

As part of the Job Tasks master the following fields will be created

Service Code (Should be available in Job Type Master)

Job Type Code (Should be available in Job Type Master

Job Task Code

Job Task Name

Job Task Short Code

Job Task Description

Approval required within Morrison Management for this task

If Yes

Approval Email Notification to Employees defined

Upload email Template

Email required to be sent for this task – Yes/No

If Yes, Upload email Template

Reminder required to be sent for this task – Yes/No

If Yes

Reminder to be sent in days xx (reminder to be sent in the xx days mentioned multiple times till email reply task complete)

Upload Reminder Template

5.4 Activity Code

Activity Code Master is created to maintain the carious activities that would be performed by users across projects. Activity code does not have any referential identify with Service, Job Type, Job Task as they are independent activities which can be used across any scenarios. Some of the examples of Activity codes are

Preparing File Notes

Draft email / letter preparation

Administrative work

Lunch Break

Prepare Quotation

As part of the Activity Code master the following fields will be created

Activity Code

Activity Code Name

Activity Short Code

Activity Description

6.0 Project Planning Module

Project Planning would be done for Projects created once Sales Quotation is approved and the job order is received from the Client. The process in cuteOffice ERP Software suite 2.0 is,

Sales Quotation is approved by Morrison Management and sent to Client

Client approves the Quotation and issues the Job Order to Morrison Management

Morrison Management would edit the specific Sales Quotation and click Create Project Button, to create the Project

This enables the Project (or the Job Order) to be created

Project Planning is required to be done to review the master data for the Service of a Project created and accordingly update the master data for the specific Project. Please note this updated data will not be updated in the respective Masters, but will be updated and monitored for the specific Project.

Morrison Management allocates each Project to one user, who is responsible for the Project. As per the process, the activities for a Project would commence only after allocating the Responsibility of a Project to a resource. This activity of allocating the Responsibility for a Job, will be done by Morrison Management as part of this Project Planning exercise.

For Project Planning updation, screen to be designed with the following fields

Project Code : xxxxxxxxxxxxxxxxxxxxx

Project Description :

Project Start Date : xx/xx/xxxx Project End Date : xx/xx/xxxx

Project Amount : xxxxxx.xx

Recurring Project : Yes / No (If Yes Create a Separate Work Flow as briefed in Point 6.2)

Item Details (Service)

Estimated from MasterRevised

Job Type Job Description Select Yes/No Project

Amount Estimated Man Hours Estimated Man Hour Rate Revised Man Hours Revised Man Hour Rate

Project Allocated To : xxxxxxxxxxxxxxxxxxxxx

The above Entry would also have an Approval Process.

As briefed earlier, each Service, is further classified with multiple Job Types. Though all the available Job Types are displayed in the Sales Quotation for a Service, the Client might opt for certain Job Types only. Similarly, Morrison Management might have to perform certain tasks, which might not be displayed in the Sales Quotation or Client not opted for. Morrison Management team would identify the Job types that needs to be carried out for a Service and the same would be selected in the above table.

Revision of the Estimated Hours & Rate would be updated as per the definition in the Job Type master, i.e. defined across Skill set or not.

Please note, Users would not be allowed to add a New Job Type or provided Revised data information overriding the master data config i.e. if the Job Type master is defined with Skill set then the Revised data should also be provided with the skill set bifurcation only. Any changes on these should be done at the Master level only.

6.1 Project Daily Planning & Execution

Morrison Management does a Daily Planning for the Projects that have commenced execution. Tasks are assigned to individual users on a daily basis and these tasks are monitored on a daily basis for its closure.

6.1.1 Project Daily Planning

This Planning activity is done for each employee for a given day.

The Daily Planning meeting screen input would require the following information to be data entered

Planning for the Date: xx/xx/xxxx

Emp

No Emp Name Project

Code Service Job Type Job Tasks Activity Code

(not mandatory) Allocate Hours

In the above screen in the tabular form, display the fields with a Dropdown option. The Service will be displayed form the Project and cannot be edited.

The Job Type will be selected based on the Project and Job Tasks for the Job Type. If user selects a completed Job Type / Job Task, display a message informing the task is complete with details and on confirmation reallocate the same task.

Activity Code may be entered by the user if required, to brief the task, the user needs to perform.

User will input the Allocate Hours for the day.

For each Employee, please provide the View button to display the status of

Tasks completed by the Employee for the Previous Day (suggest to provide a date range defaulting with yesterday’s date (from the system date)

Overall Project status

6.1.2 Project Execution

The functionality here is to input the actual tasks done by the employees on a daily basis. Each employee would enter the activities completed / in progress for the day. This includes updating the status of the completed tasks.

Fields to be captured are

Date of Task Entry (will be defaulted to the system date, with option to modify)

Emp No (will be defaulted from User Login)

Emp Name (will be displayed)

Once the above information is entered by the user, system will validate with the Project Daily Planning record and display the tasks that the user needs to perform in a tabular form (as there can be more than one tasks).

User will just enter the Start Time & End Time and save the record if the user has performed those tasks. If User has performed some other tasks, please provide a Add New task and accept the details

Date of Task Entry : xx/xx/xxxx

Employee No : xxxxxxx Employee Name : xxxxxxxxxxxxxxxxxxxxxxxxx

Project

Code Service Job Type Job Tasks Activity Code Start Time End Time Job Task

Closed

Project

Code Service Job Type Job Tasks Activity Code Start Time End Time Job Task

Closed

User will enter the status of the Job Task whether it’s closed or not.

Once all the Job Task for a Job Task is closed (as per above such entries), then Job Type would be closed automatically.

The above information would be referred to prepare the Project Status reports

6.2 Recurring Jobs Work Flow

For certain Services, Morrison Management would identify as Recurring Jobs, which implies the system need to create a Job Order record and conduct Job Monitoring tasks. For Example, Morrison Management would obtain a Job Order for conducting Secretarial Service for a Year starting from 01-Jan-2022 to 31-Dec-2022. As per Morrison Management this Job order could be a Recurring Job order which means system should be able to handle this Job for the period 01-Jan-2023 to 31-Dec-2023. System should be designed to handle such scenarios automatically. The following process workflow to be considered for Recurring Jobs

Have a Dashboard to display all the Recurring Jobs that would get expired based on a given date or in Days

Allow User to Edit the Job Record. The following information will be displayed and allowing the user to Edit certain fields

Project Code : xxxxxxxxxxxxxxxxxxxxx

Project Description :

Project Start Date : xx/xx/xxxx Project End Date : xx/xx/xxxx

Project Amount : xxxxxx.xx

Recurring Project : Yes / No (If Yes Create a Separate Work Flow as briefed in Point 6.2)

Item Details (Service)

Job Type Job Description Select Yes/No Existing Project Fees Revised Fees

In the above screen, User will be allowed to change the following fields

Project Start Date& Project End Date

Revised Fees for each of the Job Type, default with the existing fees and user can modify

Store the above Information in Draft Mode

Approve the above Job Draft Creation

Send Email to the Client for Renewing the Job for the next year (To obtain the email Template from Morrison Management) =- Not Mandatory, but if  Price is changed email needs to be triggered. Also raise a quotation internally for the revised fee

Approve for Job Order creation

Create a Job Order with the above details and the process will commence as before

6.3 Reports for Project Monitoring & Tracking

CuteOffice should be able to do recurring follow ups to client for request of documents based on the filing date filled or updated at the client master list.

The software should also be able to send reminders to staffs and their superiors on upcoming tasks or pending tasks based on the due date fixed for the particular job that is being handled.

There should be a document tracker master for all mails and documents sent to clients.

File tracker should also be maintained by the software where all files records are updated into the master based on its ref number and location either in office, storage or destroyed.

7.0 Project Billing (Raise Invoices)

This option is provided to raise the Invoice for the projects created. The Invoice scope would be

Data Entry for Generating the Invoice by the User

Approval option for the Invoice

Generate the Invoice as per the defined format from Morrison Management

Store the Invoice data information

Following functionality will be provided to raise the Invoice

Please display the Projects that needs to be Invoiced in the below Tabular column i.e. Total Invoice Amount raised < Project Amount

Project

Code Project Description Client name Budgeted Hours Budgeted Amount Total Hours Utilized Invoiced So Far Balance to Invoice

For each Project provide a View option to display the following information is a

Project Code : xxxxxxxxx Project Description : xxxxxxxxxxxxxxxxx

Start Date : xx/xx/xxxx End Date : xx/xx/xxxx

Project Amount : xxxxxx.xx Status : xxxxxxx

Project Owner : xxxxxxxxxxxx Department : xxxxxxxxxxx

Client : xxxxxxxxxxx

Estimated Hours : xxx Estimated Amount : xxxxxxx

Utilized Hours : xxx

Invoiced So Far: xxxxxxxx

Invoice Details

Please furnish the Invoice details in tabular form

Add Invoice Data Entry will accept the Invoice details entry

Invoices for Approval will display the invoices where approval is pending

Invoices raised so far will display the invoices raised, will also have an option to select Client

Billing

Billing Systems helps to process successful invoices and charging the customers.

Billing Master Data

1.0 Billing Master Data

The Masters submenu in the Billing page helps you to add the master data like details of Customer list, Job list, Task list, Tag list and Holiday list.

The Masters submenu contains the following tabs,

1.1 Customer List

Customer list helps to view customer details so that billing activities can be recorded and entered in the billing system.

To view Customer list, Click Customer submenu in the Master, the customer list page opens as below.

Click add button

to update Invoice Delivery Address and Save it.

1.2 Job List

Job list viewed to maintain both completed and in progress job details in the system.

1.3 Task List

Task list viewed to contain assigned, waiting for acknowledgment, acknowledged and successful tasks.

Click Details icon

to view Task details, Tags, Job details and Task Assignment. All the details come from the Network linked (Versa Fleet) to cuteOffice. Tags may contain single or multiple tag codes to process against each Task and Job number. The tasks which have successful status are ready to process Invoice.

1.4 Tag

Tags Master contains Tag list. Based on the tag availability against each task in the Task list, the invoice will process in the billing system.

1.4.1 Add A New Tag

Click add Tag, Billing Tag window open to add the tag and description. If the tag is miscellaneous tag, enable Miscellaneous in the Billing Tag.

1.4.2 Edit Tag

To edit Task tag

Click

edit button in the edit column of the Tag list that user want to edit any details about Tag name or Miscellaneous Tag Name and their description.

1.4.3 Import Excel

Import Excel functionality is available to import the Tag details. Download the template to add all the Tag details and import into the system.

1.4.4 Export Excel

Export Excel helps to download the tag list in the Master.

1.5 Holiday List

Holiday list viewed to maintain the holidays based on the Group Name and the Year. Group Name contains the country name such as Singapore, Malaysia etc.,

Main page contains Group Name, Event Name, Event date and Remark.

Excel export available to download the holiday list.

Billing System

2.0 Billing System

Billing System is the processes that help to create invoices against completed tasks for the customers. The system receives tasks from various networks to process invoice. Each task is associated with rates and available in the rate card. Successful task and job are ready to process invoice in the system. New invoices are approved by the approver before sending the invoices to the customer. Once payment received from the customer, it has been updated in the system to close the transaction.

Billing System is a digital platform or solution that facilitates the electronic generation, dispatch, and tracking of invoices, eliminating the need for traditional paper-based billing methods.

2.1 Task Ready to Invoice

Task Ready to invoice submenu available under Billing menu. Successful Task are ready for creating Invoice to the customer.

Choose Customer in the Task ready to invoice and the date range. Select Type either Day, Month or Ad-Hoc.

Click search button, list of tasks available on the page for invoice creation.

Click detailicon against the task to view the task details , job details, task assignment and Tag details. User can modify the tag code and save it.

Click single or multiple check box against the task id to create invoice.

Click create invoice

Choose the payment terms from the drop-down list and staff name.

Click create invoice

The new invoice available to process in the Invoice List.

2.2 Invoice

Choose Invoice submenu under Billing menu. Invoice list page contains invoice numbers to process billing for the activities.

Click Invoice number to view Invoice details.

New task can be added along with the previous task.

Click add button beside to Ad-Hoc Invoice details.

New window open to choose the task numbers.

Click add.

Choose Bank details and Save it.

Click send for approval button available on the top right corner.

Assignee and Notify window open to choose the approver and notify users.

Click confirm.

Approver will receive email notification to approve the invoice before sending the invoice to the customer.

Dashboard contains waiting for approval for the approver to choose it.

Click Approve button at the top right corner.

Assignee and Notify window open to intimate the user proceed to send the invoice to the customer.

Approved Invoice report available to send to the customer. Click Print and email as attachment to customer.

Click send to customer button.

New window open to intimate Assignee and Notify Users.

Click confirm button.

Invoice status change to waiting for payment.

Click Paid button after payment received from the customer.

Eventually Assignee and Notify window open to intimate the users and confirm it.

2.3 Rate Card

Rate card submenu available under Billing System.  Entire customers' rate cards are managed under the Rate Card list.

Click rate card to add all the activities details against the customer.

Click Save to save the rate card details.

Work Completion