cuteOffice Introduction cuteOffice ERP cuteOffice ERP cuteOffice in core helps to manage HR, Procurement, Sales and finance. At the same time we have operations module for different verticals such as NDT, Scaffolding, Transport, Accounting Firms, Service Management, Permit to Work, HSE etc Comprehensive Suite: Cute Infocomm Solutions offers an all-in-one ERP solution covering HRM, procurement, sales, and finance, streamlining your entire business. Customization: Our ERP can be tailored to fit your unique business needs, ensuring maximum efficiency. User-Friendly Interface: Cute Infocomm's intuitive interface is designed for ease of use, reducing the learning curve for your team. Mobile Accessibility: Access your ERP on-the-go, making remote work and decision-making easier. Data Security: We prioritize data security, implementing the latest encryption and security protocols to protect your sensitive information. Scalability: Our ERP grows with your business, accommodating expansion and increasing demands. Real-time Analytics: Gain insights into your business operations with real-time data and analytics, enabling informed decisions. Seamless Integration: Easily integrate with other software and systems to enhance productivity. Cost Efficiency: Cut operational costs and improve resource allocation through streamlined processes. Compliance Management: Ensure regulatory compliance effortlessly with built-in compliance features. Vendor Collaboration: Collaborate seamlessly with suppliers and vendors, optimizing procurement processes. Customer Relationship Management: Strengthen customer relationships with a holistic view of sales and service data. Automation: Reduce manual tasks with automation features, saving time and reducing errors. Forecasting Tools: Make data-driven forecasts to optimize inventory and sales strategies. Employee Self-Service: Empower your staff with self-service options for HR tasks, reducing HR workload. Real-time Inventory Tracking: Keep tight control over your inventory levels, reducing stockouts and overstocking. Financial Control: Maintain a clear overview of your finances with robust financial management tools. User Training and Support: Receive comprehensive training and ongoing support to maximize your ERP's potential. Cloud or On-Premises: Choose between cloud-based or on-premises deployment options to suit your preferences. Industry Expertise: Benefit from Cute Infocomm's deep industry knowledge, ensuring your ERP aligns with industry best practices. These USPs showcase the strengths of Cute Infocomm Solutions' ERP software and how it can provide significant value to businesses across various sectors.Login Human Resource Human Resource (HRM) management. Employee data, leave details, attendance, planning, performance appraisal, expense claim are all part of HR module. Employee Data The HRM module in the cuteOffice application helps HR admins in streamlining the entire functions within an organization like managing the employee related information and company related information. Functionality present in the HRM module helps you to add employee’s basic data, employee’s and company’s master data, and company’s property details. If you want to navigate to the HRM module, do the following, Click the HRM menu in the menu bar. The HUMAN RESOURCES page opens. Humane Resource Menu Page The HUMAN RESOURCES page consists the following sub menus: Employee - Allows HR admin to add employee’s basic details such as Name, DOB, Employee Type, Nationality and so on. Reports – Helps HR admin to view the various reports corresponding to the employee’s data. Master - Allows HR admin to add master data details of employee and company. Others - Allows HR admin to add the details of vehicles belongs to company, insurance details of employees, and salary addition and deduction details. Employee The Employee submenu in the HRM menu helps you to add the employee details that is both personal and professional details. The Employee submenu contains the following tabs, Employee ID config Add Employee View All View Employee Contacts Employee Working Hours Employee ID Configuration When creating the new employees in the system, the employee ID is automatically generated. How the employee number to be generated is configurable by the administrator. Click and select the company in the Employee ID Configuration page, it shows the current settings for the ID generator. The following are the currently supported variables that can be used for the ID generator. Employee Type – Based on the Over-all Type configured for the company Employee Prefix – Defaulted to company abbreviation and can be changed. Global/Individual – Employee Number is globally increased by Employee Type or Individually managed by employee type Global means the number will be global for the company irrespective of the employee type. Individual means, the employee ID running number will be maintained individually for each employee type. Nationality None / Before Employee ID / After Employee ID – If the nationality to be as part of the employee number where it should be appearing. Choose None if the employee ID does not have the country code. Set the number with which the employee ID should be incremented next when a new employee is created. The current number shown is already used for the previous employee created in the system. Note:  For new company, complete the initial employee id configuration before importing or adding the employees records. Add Employee Data The View All tab in the Employee submenu helps you to add the details of a new employee and view the added employee details including their profile percentage. The profile percentage of the employee lets you easily identify the incomplete details of employee. To add a new employee, do the following steps, Click the View All tab in the Employee . The View All Employee page opens. Click (Add button) in the View All Employee. The Add Employee window opens. Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in that fields before saving. In the Company field, select a company from the given list of companies. In the Employee Type field, select the employee type. In the Employee Name box, enter the employee name. In the Date of Birth box, enter the birth date of the employee. In the Nationality box, select the nationality of the employee. Click Save. The employee is created and a new employee ID is assigned to the employee. The Photo ID Document Management page opens. Add Photo ID Information of Employee In the Photo ID Document Management page, you can enter the employee’s information according to the photo ID given by the employee. Note: Before adding the employee’s photo ID information, make sure that the company you have selected using the Company field is in Singapore or other country. If the selected company is in Singapore, the Photo ID Document Management page contains the Singapore Photo ID Management field. See below figure. If the selected company is in other country, the Photo ID Document Management page contains the Other Photo ID Management field. See below figure. Photo ID Management (Non-Singapore) Singapore Photo ID Management Do one of the following steps to enter the relevant details in the Singapore Photo ID Management field based on the selection of type of employee in the Employee Type box. If the employee is citizen of Singapore, select the Citizen option in the Employee Type. The Singapore Photo ID Management field shows the following boxes based on the selected Citizen option. Fill the relevant information in the following boxes, In the NRIC/FIN Number box, enter the NRIC/FIN number. In the Photo Id Barcode, enter the barcode scanned result. In the Issued Date box, select the issued date of citizenship. In the Sector box, select the sector from a drop-down list. Click Save. The employee’s photo ID information will be added successfully in the system. If the employee is permanent resident of Singapore, select the Permanent Resident option in the Employee Type. The Singapore Photo ID Management field shows the following boxes based on the selected Permanent Resident option. Fill the relevant information in the following boxes, In the NRIC/FIN Number box, enter the NRIC/FIN number. In the Photo Id Barcode, enter the barcode scanned result. In the Issued Date box, select the issued date of permanent resident. In the Sector box, select the sector from a drop-down list. Click Save. The employee’s photo ID information will be added successfully in the system. If the employee is an employment pass holder, select the Employment Pass option in the Employee Type. The Singapore Photo ID Management field shows the following boxes based on the selected Employment Pass option. Fill the relevant information in the following boxes, In the NRIC/FIN Number box, enter the NRIC/FIN number. In the Photo Id Barcode, enter the barcode scanned result. In the Issued Date box, select the issued date of employment pass. In the Sector box, select the sector from a drop-down list. In the Date of Application box, select the applied date of employment pass. In the ID Expiry Date box, select the expiry date of the employment pass ID. Click Save. The employee’s photo ID information will be added successfully in the system. If the employee is a S pass holder, select the S Pass option in the Employee Type. The Singapore Photo ID Management field shows the following boxes based on the selected S Pass option. Fill the relevant information in the following boxes, In the NRIC/FIN Number box, enter the NRIC/FIN number. In the Photo Id Barcode, enter the barcode scanned result. In the Issued Date box, select the issued date of S pass. In the Sector box, select the sector from a drop-down list. In the Date of Application box, select the applied date of S pass. In the ID Expiry Date box, select the expiry date of the S pass ID. In the Levy Type box, select the levy type from a drop-down list. In the Levy Amount Type box, select the levy amount type from a drop-down list. In the Levy Amount box, enter the levy amount. Click Save. The employee’s photo ID information will be added successfully in the system. If the employee is a student pass holder, select the Student Pass option in the Employee Type. The Singapore Photo ID Management field shows the following boxes based on the selected Student Pass option. Fill the relevant information in the following boxes, In the NRIC/FIN Number box, enter the NRIC/FIN number. In the Photo Id Barcode, enter the barcode scanned result. In the Issued Date box, select the issued date of student pass. In the Sector box, select the sector from a drop-down list. In the Training box, select the training type from a drop-down list. In the Date of Application box, select the applied date of student pass. In the ID Expiry Date box, select the expiry date of the student pass ID. Click Save. The employee’s photo ID information will be added successfully in the system. If the employee is a work permit holder, select the Work Permit option in the Employee Type. The Singapore Photo ID Management field shows the following boxes based on the selected Work Permit option. Fill the relevant information in the following boxes, In the NRIC/FIN Number box, enter the NRIC/FIN number. In the Photo Id Barcode, enter the barcode scanned result. In the Issued Date box, select the issued date of work permit. In the Sector box, select the sector from a drop-down list. In the Date of Application box, select the applied date of work permit. In the ID Expiry Date box, select the expiry date of the work permit ID. In the Levy Type box, select the levy type from a drop-down list. In the Levy Amount Type box, select the levy amount type from a drop-down list. In the Levy Amount box, enter the levy amount. In the Security Bond Expiry box, select the expiry date of security bond. In the Security Bond Guarantee Number box, enter the guarantee number of security bond. In the Sum Insured box, enter the insured amount. In the Insurer box, enter the name of insurer. In the Number of Years box, enter insurance coverage years. In the Duration box, enter the duration of the insurance. In the Start Date and End Date boxes, select the start and end date of the insurance. If the indemnity is received, select the checkbox of the Is Indemnity Received option. If the indemnity is postre, select the checkbox of the Is Indemnity Postre option. If the discharge status is available, select the checkbox of the Discharge status option. Click Save. The employee’s photo ID information will be added successfully in the system. If the employee is a LOC holder, select the LOC option in the Employee Type. The Singapore Photo ID Management field shows the following boxes based on the selected LOC option. Fill the relevant information in the following boxes, In the NRIC/FIN Number box, enter the NRIC/FIN number. In the Photo Id Barcode, enter the barcode scanned result. In the Issued Date box, select the issued date of LOC. In the Sector box, select the sector from a drop-down list. In the Date of Application box, select the applied date of LOC. In the ID Expiry Date box, select the expiry date of the LOC ID. Click Save. The employee’s photo ID information will be added successfully in the system. If the employee is a TEP holder, select the TEP option in the Employee Type. The Singapore Photo ID Management field shows the following boxes based on the selected TEP option. Fill the relevant information in the following boxes, In the NRIC/FIN Number box, enter the NRIC/FIN number. In the Photo Id Barcode, enter the barcode scanned result. In the Issued Date box, select the issued date of TEP. In the Sector box, select the sector from a drop-down list. In the Training box, select the training type from a drop-down list. In the Date of Application box, select the applied date of TEP. In the ID Expiry Date box, select the expiry date of the TEP ID. Click Save. The employee’s photo ID information will be added successfully in the system. If the employee is a business visa holder, select the Business Visa option in the Employee Type. The Singapore Photo ID Management field shows the following boxes based on the selected Business Visa option. Fill the relevant information in the following boxes, In the Issued Date box, select the issued date of business visa. In the Sector box, select the sector from a drop-down list. In the Type of Visa box, enter the visa type. In the Sponsorship Particulars box, enter the sponsorship details. In the Training box, select the training type from a drop-down list. In the Date of Application box, select the applied date of business visa. In the Expiry Date box, select the expiry date of the business visa. In the Purpose box, enter the purpose of getting business visa. In the Remarks box, enter your remarks if any. Click Save. The employee’s photo ID information will be added successfully in the system. If the employee is a PEP holder, select the PEP option in the Employee Type. The Singapore Photo ID Management field shows the following boxes based on the selected PEP option. Fill the relevant information in the following boxes, In the NRIC/FIN Number box, enter the NRIC/FIN number. In the Photo Id Barcode, enter the barcode scanned result. In the Issued Date box, select the issued date of PEP. In the Sector box, select the sector from a drop-down list. In the Date of Application box, select the applied date of PEP. In the ID Expiry Date box, select the expiry date of the PEP ID. Click Save. The employee’s photo ID information will be added successfully in the system. Other Photo ID Management (Non-Singapore) To add employee’s photo ID information in the Other Photo ID Management fieldEnter the relevant details in the Other Photo ID Management field based on the selection of type of employee in the Employee Type box. In the ID Name box, enter the name of the employee ID. In the ID Number box, enter the number of the employee ID. In the Expiry Date box, select the expiry date of the employee ID. Click Save. The employee’s photo ID information related with the company located in other country is successfully added. Click Next. The photo ID Image Management page opens. Add Photo ID Image of Employee In the Photo ID Image Management page, you can upload the image of the photo ID which is the national identification card given to the employee. You can upload both the front and back side images of the photo ID, and the Singapore SGWorkPass images. Note: The photo ID image you want to upload should be in PNG or JPEG format. The image size should not be more than 1 MB. Click (Change button) in the Front Image field and select a front image of the phot ID or drag and drop the image. There is an option provided to trim the image as required. Click Save. The selected front image of the photo ID will be displayed in the Front Image field. Click (Change button) in the Back-Image field and select a back image of the phot ID and do the same operations. The selected back image of the photo ID will be displayed in the Back-Image field. Click Next. The Photo Management page opens. Add Photo of Employee In the Photo Management page, you can upload an image of the employee. Note: The image you want to upload should be in PNG or JPEG format. The image size should not be more than 1 MB. Click (Change button) in the Employee Image field and select an image of the employee. The selected image of the employee will be displayed in the Employee Image field. Click Next. The Passport Information page opens. Add Passport Information of Employee In the Passport Information page, you can add information of the employee’s passport. In the Passport Number box, enter the number of the employee’s passport. In the Passport Expiry Date box, enter the expiry date of the passport. In the Issued Date box, select the passport issued date. In the Issued Place box, enter the passport issued place. Click Save. The added passport information is successfully saved. Click Next. The Passport Image Management page opens. Add Image of Employee’s Passport In the Passport Image Management page, you can add an image of the employee’s passport. You can upload both the front and back side images of the passport. Note: The passport image you want to upload should be in PNG or JPEG format. The image size should not be more than 200 KB. Click (Change button) in the Front Image field and select a front image of the passport. The selected front image of the passport will be displayed in the Front Image field. Click (Change button) in the Back-Image field and select a back image of the passport. The selected back image of the passport will be displayed in the Back-Image field. Click Next. The Passport Collection and Issuance page opens. Add Collection and Issuance Details of Employee’s Passport In the Passport Collection and Issuance page, you can add the collection and issuance details of the employee passport. If you have added the collection and issuance details like collection date and issuance date, you can track the employee’s passport issuance and return history. In the Initial Collection Date box, select the date when the passport has collected from the employee. Click Next. The Employee Passport Issuance Details field opens. In the Date of Issuance box, select the date when the passport to be issued to the employee. In the Due Date to Return box, select the due date to return the passport. In the Issued To box, select the name of a person to whom the passport should be issued. In the Approved By box, select the name of a person who should approve the issuance of passport. In the Issuance Remarks box, enter your remarks if any. Once issued, it can be returned back for safe keeping again. Click Next. The Official Information page opens. Add Official Information of Employee In the Official Information page, you can add the official information of the employee. In the Official Information field, In the Working Mode box, select the working mode of the employee from a drop-down list. In the Department box, select a department which the employee belongs to. In the Designation box, select the designation of the employee. In the Date of Join box, select the date of joining of the employee. In the Supervisor box, select the supervisor of the employee from a drop-down list. In the First DOJ box, select the first date of joining. In the Employment Status box: Resigned Staff. If the employee has resigned, select the Resigned option in the Employment Status. A new pop-up window opens to enter the resignation details while saving the added official information. In the Effective Date box, enter the date of relieving; In the Handover To box, select an employee to handover the resigned employee work; In the Reason box, select the reason of relieving. Click Save. Waiting for Clearance Deleted Terminated Note: If you have selected Resigned, Deleted, and Terminated options in the Employment Status of the employee, you cannot add more details about employee and edit the added details of the employee. In the Employment Type box, select the type of employment whether Permanent or Term Contract. Note: If you have selected Term Contract, enter the duration of employment in the Duration of Employment box. In the Probation Days box, enter the probation period detail. In the ARE Trade box, select the trade of the employee from a drop-down list. Note: The ARE Trade may change according to the company. In the Contract Expiry box, select the contract expiry date. if you want to exclude the employee from cuteTime, select the checkbox of the Exclude from cuteTime? In the MOM Trade box, select the MOM trade from a drop-down list. In the Official Email Id box, enter the official email id of the employee. In the Attendance Id box, enter the attendance id of the employee. In the Public Holiday Group box, select the country you want to follow the holidays of the same. In the Is NS eligible? Box, select Yes if the employee is eligible to serve NS otherwise select In the Grade box, enter the grade number of the employee. In the Batch box, enter the batch number of the employee. In the Supplier Company box, select the supplier company from a drop-down list. In the Before Probation box, enter the notice period days for termination of employee before completing the probation period. In the After-Probation box, enter the notice period days for termination of employee after completing the probation period. If the employee is working under the employment act, select the checkbox of the Is Under Employment Act In the PPE and Size field, In the PPE Size box, select the required size of PPE. In the Shoe Size box, select the shoe size of the employee. In the PPE and Shoe Remarks box, enter your remarks if any. In the Bank Information field, enter the bank account information of employee. In the Bank Name box, enter the bank name. In the Bank Account Number box, enter the bank account number. In the Bank Account Type box, enter the type of bank account. If you want to attach any file to add extra information about the employee, click Choose File and select the respective file. Click Save. Click Next. The Experience and Qualification page opens with the Experience and Educational Qualification options. Add Experience and Qualification Details of Employee In the Experience and Qualification page, you can add working experience and educational qualification details of the employee. To add work experience details of the employee, click (Add Experience button). The Add Experience window opens. In the Company box, enter the company name. In the Designation box, enter the designation of the employee. In the From and To boxes, select the working period of the employee. In the Location box, enter the location of the company. In the Description box, enter the description about the job nature. If you want to attach any file to add extra information about the work experience, click Choose File and select the respective file. Click Save. The work experience details of the employee are successfully added and listed in the Experience and Qualification page. Note: If you want to edit the added work experience details, click (Edit icon). If you want to download the added work experience details, click (Download icon). If you want to delete the added work experience details, click (Delete icon). To add the educational qualification of the employee, click the Educational Qualification option in the upper of the Experience and Qualification Click (Add Qualification button). The Add Qualification Window opens. In the Qualification box, enter the educational qualification of the employee. In the Specialization box, enter the specialization in education. In the University box, enter the name of the university. In the Country box, enter the country name. In the Year of Graduation box, select the year when the employee gets graduated. In the Description box, enter the description about the employee’s education. If you want to attach any file to add extra information about the educational qualification, click Choose File and select the respective file. Click Save. The educational qualification details of the employee are successfully added and listed in the Experience and Qualification pageNote: If you want to edit the added educational qualification details, click  (Edit icon). If you want to download the added educational qualification details, click (Download icon). If you want to delete the added educational qualification details, click (Delete icon). Click Next. The Pay Eligibility page opens including the Salary Details and View History options. Add Pay Eligibility Details of Employee In the Pay Eligibility page, you can add the salary details of the employee. In the Effective Date box, select the effective date for calculating salary for the employee. In the Pay Cycle box, select the pay cycle type. In the Currency box, select the currency from a drop-down list. In the Salary box, enter the salary amount. In the Basic box, select the basic pay method that is whether Monthly, Daily or Hourly If the employee is eligible to get pay only for worked days, select the checkbox of the Eligible for only worked days? If the employee is eligible to get hourly pay, select the checkbox of the Eligible for hourly pay? In the Eligible for OT? Box, select the OT option from a drop-down list. If the employee is eligible to get allowance, select the checkbox of the Eligible for Allowance? If an employee holding either PR or citizenship pass type and have additional salary, enable additional sector box with salary amount. (We have to configure Additional CPF account in the payroll information page). In the Remarks box, enter your remarks if any. If you want to attach any file to add extra information about the salary details, click Choose File and select the respective file. Click Save. The salary details are added successfully. Click Next. The Payroll information page opens. Add Payroll Salary Configuration details of an employee Salary Configuration page is meant to add pay mode, advance salary, withhold tax in percentage or fixed amount etc., Under Payment & Rates, choose Pay mode from the drop-down list Add Advance Salary amount, if required. (To pay a portion of basic salary as an advance) Under With-Hold Tax, either add percentage or fixed amount. Enable check box to enter capping amount for tax. Under Others, employee groups, finance groups and working as available to configure. Enable check box for late minimum deduction, PH payable hrs and allow to compute salary from other Modules (ex : Scaffold module) along with that add addition allowance if necessary. Save button enabled automatically after all the mandatory fields are entered. Settings to add Pay Mode, Employee Groups and Finance Groups Pay Mode Click Admin Click options In the name field, choose mode of payment Click add button to add pay mode Click Save to save the record. Employee Groups Click Admin Click Company menu Edit Company and click Settings tab Click add to add "EmpGroups" in the name field Enter Employee groups value Click "+" icon to add multiple Employee groups Click Save to save the data. Finance Groups Click Admin Click Company menu Edit Company and click Settings tab Click add to add "Financial Groups" in the name field Enter Finance groups value Click "+" icon to add multiple Finance groups Click Save to save the data. Add Payroll information details of an employee In the payroll information page, you can add the Singapore Employee CPF account information, Donation such as SINDA, CDAC, etc., and Personal Particulars. In the employee CPF account number, enter the account number. In CPF account, select CPF account from the drop-down list. In the Additional CPF account, choose the additional CPF account from the drop down list In computation, choose the donation and enter the amount or it has auto deduction of the amount. If required, enable IRAS e-submission and SDF, In the personal particular, enter the address details. Enable email payslip to send the payslip via email. Click Save.  The payroll information details are added successfully. Click Next. The Leave details of employee page opens. Add Leave Details of Employee In the Employee Leave Details page, you can add the annual leave entitlement details of the employee. Click (Add button) in the Employee Leave Details. The Leave Details window opens. In the AL Entitlement box, enter the number of annual leave. In the Effective Date box, select the effective date of the annual leave. In the Remarks box, enter your remarks if any. Click Save. Click Next. The Key Employment Report page opens.  Add Key Employment Report for Employee In the Key Employment Report page, you can add key employment details such as sick leave and paid medical examination details of the employee. If the employee is eligible to take sick leave even in case of non-hospitalization, select YES in the Eligible for Sick Leave (Non-Hospitalization) option otherwise select NO. If the employee is eligible to avail the paid medical examination, select YES in the Paid Medical Examination option otherwise select NO. In the Eligible Hospitalization Leave (days) box, enter the number of eligible hospitalization leaves. In the Eligible Non-Hospitalization Leave (days) box, enter the number of eligible non-hospitalization leaves. In the Exclude Time and Leave box, select the option based on the employee’s leave and permission status. Click Save. Click Next. The Employee Minimum Working Hours page opens. Add Minimum Working Hours of Employee In the Employee Minimum Working Hours page, you can add the minimum working hours details of the employee. Click (Add Details button). The Minimum Working Hours window opens. In the Effective Date box, select the effective date to follow the minimum working hours by the employee. In the Code box, select relevant working day code. In the Monday to Sunday boxes, for each day, select the minimum hours to be worked by the employee. If the setting Off day is enabled, it helps to calculate the rest day in OT1. Add Contracts and Other Document of Employee In the Contracts and Other Document page, you can add the contract document or other document of the employee. Click (Add Document button) in the Contracts and Other Document. The Contracts and Other Document window opens. In the Document Type box, select the document type from a drop-down list. In the Document Name box, enter the document name. Click the Choose File option to select the document you want to add. Click Save. The selected document is successfully uploaded and listed in the Contracts and Other Document page. Note: If you want to download the added document details, click (Download icon). If you want to delete the added document details, click (Delete icon). Click Next. The Courses, Certificates, and Other Documents page opens. Add Courses, Certificates, and Other Documents of Employee In the Courses, Certificates, and Other Documents page, you can add the details of courses, certificates, and other documents of the employee. The Courses, Certificates, and Other Documents page shows the Courses and Certificates and Other Documents options. To add courses and certificates details of the employee, click (Add Course button). In the Select Course/Certificate box, select the course/certificate from a drop-down list. In the Certificate Number box, enter the course/certificate number. In the Expiry Date box, select the expiry date of the added course/certificate. In the Date Attended box, select the attended date of the course. If you want to view the employee’s course certificate in the landscape format, select the checkbox of the Landscape In the Remarks box, enter your remarks if any. Click Navigate to the Other Documents option to add documents other than courses and certificates, and then click (Add Documents button). The Add Document window opens. In the Document Name box, enter the name of the document. If you want to attach the document, click Choose File, and select the respective document. Click Save. The selected document is successfully uploaded and listed in the Courses, Certificates, and Other Documents page. Note: If you want to download the added document details, click (Download icon). If you want to delete the added document details, click (Delete icon). Click Next. The Personal Particulars page opens. Add Personal Particulars of Employee In the Personal Particulars page, you can add the personal details of the employee. In the Local Contact Number box, enter the local contact number of employee. In the Personal Email box, enter the personal email of the employee. In the Overseas Contact Number box, enter the overseas contact number of the employee. In the Eating Habit box, select the eating habit of the employee. In the Marital Status box, select the marital status of the employee. In the Having Kids box, select YES if the employee is having kids otherwise select NO. In the Having Dependants box, select YES if the employee is having any dependants otherwise select NO. In the Gender box, select the gender of the employee. In the Accommodation By Company box, select Yes if the company provides accommodation to the employee. In the Religion box, select the religion of the employee from a drop-down list. In the Blood Type box, select the blood group of the employee. In the Emergency Contact Details box, enter the emergency contact details of the employee. In the Native Address box, enter the native address of the employee. In the Current Address box, enter the present address of the employee. In the MOM Registered Address box, enter the address that is registered on MOM. In the Remarks box, enter your remarks if any. Click Save. The employee’s personal details are successfully added. Click Next. If you have selected YES in the Having Kids box, the Kids Details page opens or If you have selected YES in the Having Dependants box, the Dependant Details page opens. Otherwise, the Visa Details page opens. Add Kids Details of Employee In the Kids Details page, you can add the details employee’s kids. You can add multiple kids details by repeating the following procedure. Click (Add Details button). The Kids Details window opens. In the Name box, enter the name of a kid. In the DOB box, select the birth date of the kid. In the Nationality box, select the nationality of the kid. In the Gender box, select the gender of the kid. In the Blood Type box, select the blood group of the kid. In the Stay in Company Country box, If the kid is residing at the country where the company located, select Yes otherwise select No. In the Current Location box, enter the current location of the kid. In the Is Child Adopted box, if the kid is an adopted one, select Yes otherwise select No. If you want to attach any document to add extra information about the kid, click Choose File, and select and attach the respective document. Click Save. The kid’s details are successfully added.Note: If you want to edit the added kid’s details, click  (Edit icon). If you want to download the added kid’s details, click (Download icon). Click Next. Add Dependant Details of Employee In the Dependant Details page, you can add the details of the dependants of the employee. Click (Add Details button). The Dependent Details window opens. In the Name box, enter the name of the dependant. In the IC Number box, enter the IC number of the dependant. In the Applied-On box, select the applied date for the dependant pass. In the Issued Date box, select the issued date of the dependant pass. In the Expiry Date box, select the expiry date of the independent pass. In the Document Name box, enter the name of the document. In the FIN box, enter the FIN number. In the Dependant Relationship box, enter the relationship of dependant with the employee. In the Working box, if the dependant is working select YES otherwise select NO. In the Company Sponsored box, if the dependant pass has sponsored by the company means select YES otherwise select NO. If the dependant pass is not applicable, select NA. If you want to attach any document to add extra information about the dependant, click Choose File, and select the respective document. Click Save. The dependant’s details are successfully added.Note: If you want to edit the added dependant’s details, click (Edit icon). If you want to download the added dependant’s details, click (Download icon). If you want to delete the added dependant’s details, click (Delete icon). If you want to download the added dependant’s details as an excel file, click (Export Excel button). The dependant details are downloaded as an excel file. Click Next. The Visa Details page opens. Add Visa Details of Employee In the Visa Details page, you can add the visa details of the employee. Click (Add Details button). The Other Visa Details window opens. In the Duration box, enter the duration of visa. In the Number box, enter the visa number. In the Issued Date box, select the issued date of visa. In the Expiry Date box, select the expiry date of visa. In the Type box, enter the type of visa. In the Issued By box, enter the detail of visa issued authority. In the Sponsorship Details box, enter the detail of sponsorship. If the visa is business type of visa, select the checkbox of the Business Visa In the Country box, select the country from a drop-down list. In the Agent box, enter the name, phone number, and email of the agent. If you want to attach any document to add extra information about the visa, click Choose File, and select the respective document. Click Save. The visa details are added successfully. Note: If you want to edit the added visa details, click  (Edit icon). If you want to download the added visa details, click (Download icon). If you want to delete the added visa details, click (Delete icon). If you want to download the added visa details as an excel file, click (Export Excel button). The visa details are downloaded as an excel file. Click Next. The employee details are successfully added and listed in the View All Employee page. View Employee Data View All Employees Once you have added the employee details, the added employee data will be available in the View All Employee page. You can view the added employee details in the View All Employee page. Note: To view and edit the added employee details, click the respective employee in the list. Transfer Employee Transfer Staff. In employee-view all page, there is an option to transfer employee to another company. Click(transfer icon), a new pop-up window opens to enter the transfer details, In the Transferred Employee Type box, select the type of transferred employee. In the Transfer Company box, select the company where the employee is going to be transferred. In the Effective Date box, select the effective date of the transfer. In the Remarks box, enter your remarks if any. Click Save. Note: When Transferred the employee, all the data also will be transferred from old employee ID to new employee ID. Export Employees Data The application has a feature to download the added employee details as an excel file. You can click  (Export Excel button). The employee details in the View All Employee page will be downloaded as an excel file. View Employee Contacts The View Employee Contacts tab in the Employee submenu helps you to view the employee contact details. To view the employee contact details, click the View Employee Contacts tab in the Employee. The View Employee Contacts page shows the contact details of the added employees. Export Employee ContactsThe application has a feature to download the employee contacts details as an excel file. You can click (Export Excel button). The contact details in the View Employee Contacts page will be downloaded as an excel file. Filter Employee ContactIf you want to view the contact details of any specific employee, click (Filter button) provided in the upper side of the View Employee Contacts page. The Filter option will be enabled in the View Employee Contacts page to filter the specific contact detail. View Employee Minimum Working Hours The Employee Working Hours tab in the Employee submenu helps you to view the employee’s minimum working hours. To view the employee’s minimum working hours, click the Employee Working Hours tab in the Employee. The Employee Minimum Working Hours page shows the minimum working hours details of the added employees. Export Employee Minimum Working Hour Details The application has a feature to download the employee’s minimum working hour details as an excel file. You can click (Export Excel button) to download the minimum working hour details. The minimum working hour details in the Employee Minimum Working Hours page will be downloaded as an excel file. Filter Minimum Working Hour Details of Any Employee If you want to view the minimum working hour details of any specific employee among multiple employees listed in the Employee Minimum Working Hours page, click(Filter button) provided in the upper side of the Employee Minimum Working Hours page. The Filter option will be enabled in the Employee Minimum Working Hours page to filter the specific minimum working hour detail. Pay Revision In Pay Revision, authorized user can revise employee's pay in this section. Click Pay Revision in the Reports menu, employees' pay revisions records with status will show in list as below, To add a new pay revision, Click add new button in the up right corner of the employee pay revision list page, Click Filter and select employees that need to revise pay, Then click Download the template for the above selected employee we are going to do pay revision. The pay revision excel template will be downloaded. Fill up all the column in downloaded excel and Save the file. Note: user must enter new effective date. Then click Import button to import above excel file. Pay revision is uploaded against the employee. Click Back button in View all Employee. In Employee Pay Revision List window , click View icon  to view the changes against the employee. New window open with Pay Revision No. Click Action Allowance  to add new allowance and deduction items and amounts. Click Save for each items added for allowance and deduction. Delete optionavailable to delete the previously added allowance and deduction. Click Close button at the end. Now click Approve button at the top right corner to approve it. The confirmation window will open as below when user clicks Approve, click Yes to confirm approval of pay revision. Eventually, the pay revision will be effective from the new date mentioned. Employee Evaluation Employee evaluation page manages evaluation for all employees. Click Evaluation tab in Employee menu, the employee evaluation list page shows as below Add A New Evaluation To add a new evaluation, Click Add button. Add New Employee Evaluation window opens, Select Employee No from the drop down list, select the Period of Evaluation from the drop down list. The period of evaluation corresponds to the employee's trade. Click Save. The add evaluation page will be redirect to evaluation list page. A new evaluation request will be created for selected employee. Click the key of the new evaluation request, the evaluation detail page will open, In evaluation form, employee and manager can enter the rating details In supervisor's comments and recommendations, enter comment if any In director's comments and recommendations, enter comment if any 5. Users can also update below employee's details based on evaluation: Leave details, Proposed Designation, Proposed Leave Entitlement, Latest Salary Details and Learning & Development. Note: these are optional to update. Add Evaluations in Bulk To add evaluations in bulk, Clickadd in bulk button, below window opens, Select employees by ticking the box in front of the employee names. Note: please check the color code in the top right corner of the page for those employees that are not in selection list. Click Save. The add evaluation page will be redirect to evaluation list page. New evaluation requests will be created for selected employees. Click the key of each new evaluation request added, and fill up the the evaluation details in the evaluation request detail page. (Note: follow the same steps of adding details in single evaluation request) Evaluation Request Approval -pending for update Learning and Development Learning and development manage employees' learning and development plans. Click Learning & Development tab in Employee menu, below page opens, Add New Course Plan To add a new course plan, Click Add Course Plan icon in Learning and Development request list page, a new window opens, Fill up details in add course and certificate plan page: In Employee No. box, select Employee No from the drop down list. In Course box, Choose one course or multiple courses from course list. In Type box, select Mandatory or Non-Mandatory based on the course requirement. In Completion Date box, select expected completion date of the course in the calendar selection. Click Save. A new learning and development request is created, and the page will be directed to learning and development list page, Click the request Key to view employee course details. Click edit button in the Course Details section as shown in above screenshot. A Course detail page open as below, Enter course conduction centre name, start date and end date of course.  And click Save. Once request is approved, Immediate Supervisor will be notified before 3 days of course start date. Click Submit button at the top right corner. The notification confirm window opens to enter Assignee and Notify users. Click Confirm to confirm submission of learning and development request. After course got completed by the employee, Supervisor/Worker will enter certificate number and expiry date. To be updated 12. After course got completed by the employee, Supervisor/Worker will enter certificate number and expiry date. 9. 12. 13. Click Save and Close 14. Click attachment to attach the course certificate 14. Click Close 15. If applicable enter Training Bond Details of the employee in the Bond Details. Bond details have a link to Offboard checklist. For instance, If the employee resigned before the Training bond, Offboard will throw alert message for refusal of the resignation. 16. Click Sent for HR on the top right corner of the page 17. Next Window opens to enter Assignee and Notify user 18.Click Confirm button 19. HR will check and he will either Approve or Return 20.Click approve icon to approve. 21. Confirmation Box open to approve with bond details or not. 22. Click Yes or No 23. Enter Assignee and Notify User and Confirm. 24. LAD status Approved against the employee. Settings HRM Alert mail - Disable menus settings Revoke birthday menu Go to global settings and choose disableBirthdayInHRMAlertEmail Set the value to true to hide the birthday portion in HRM_Alert_Mail Revoke course menu Go to global settings and choose courseEmailAlertResponsibleBy Set the value to true to hide the course portion in HRM_Alert_Mail HRM Reports Reports The Reports submenu in the HUMAN RESOURCES page helps you to view the added details of employee as a report. The Reports submenu contains the following tabs, View Employee Count The Employee Count tab in the Reports submenu helps you to view the employee count based on the employee’s mode of working and status of working. Click the Employee Count tab in the Reports. The Employee Count page opens. In the Mode box, select the working mode of the employee whether Full Time, Part-Time or Freelancer. In the Status box, select the working status of the employee whether Working, Resigned, or others from the given options. Note: You can select more than one working mode and working status to view the combined employee count. Click Search. The Employee Count page shows the employee count based on the selected working mode and status. Print Image Documents The Print Image Documents tab in the Reports submenu helps you to generate and view the employee’s photo, ID document, passport document, course ID, and certificates. To print the image documents, Click the Print Image Documents tab in the Reports. The Employee Document Download page opens. In the Employee selection box, If you want single employee, choose single in employee selection, then search and select an employee from employee dropdown list. If you want to see multiple employees, choose multiple in the employee selection and select multiple employees in the check box. Or else you can click select all employee to show all employees print image documents. Select the document type to be printed. If select course/certificate, then specify the course title from the course dropdown list. Click Generate Report. View Course Report You can view the course details of any particular employee or all employees by using this  Course Report tab. To view the employee course report, Click the Course Report tab in the Reports. The Course Report page opens. If you want to view the course details for any particular employee, in the Employee box, select the employee from a drop-down list. Or If you want to view the course details for all employees, select the checkbox of the Show All Employee Click Search. The employee course report opens. Note: If you want to download the employee course report in pdf format, click (PDF download button). The pdf report will be downloaded. View Courses Matrix The  Courses Matrix tab in the Reports submenu helps you to generate and view the employee’s course attendance report. To view the course attendance report, Click the Courses Matrix tab in the Reports. The Courses Matrix page opens. In the Select Employees box, select the employees for whom you want to view the course attendance report. In the Select Courses box, select the courses. Note: The maximum number of selection of employees is 10. You cannot select the more than 10 employees. Click Submit. The employee’s course matrix report opens. Note: If you want to download the employee course and matrix report in pdf format, click (PDF download button). The pdf report will be downloaded. View Employee Course List The Employee Course List tab in the Reports submenu helps you to view the courses which are completed by the employees. To view the course list, Click the Employee Course List tab in the Reports. The Employee Course List page opens, To Customize the Employee Course List page: You can customize the Employee Course List page by using the Columns option. In the Columns option, select the columns which you want to add in the Employee Course List. The selected columns will be added the Employee Course List page. In the Course Name box, select a course from the list of courses added using the Course Master. The page shows a list of employees who has completed the selected course. Export course list The application has a feature to download the course list as an excel file. You can use  (Export Excel button) to download the course list details. To download the course list details, select the desired format and click(Export Excel or PDF button). The course list in the Employee Course List page will be downloaded. Filter Course List If you want to view any specific course completed details among multiple completed courses listed in the Employee Course List page, you can use the filter option provided below each column in the Employee Course List page. View Employee Report You can view the list of added employees including their details such as employee number, company, and so on by using the Employee Report tab in the Reports submenu. Click the Employee Report tab in the Reports. The Employee Report page opens with a list of added employees including their details. To Customize the Employee Report page: You can customize the Employee Report page by using the Columns option. In the Columns option, select the columns which you want to add in the Employee Report. The selected columns will be added the Employee Report page. Export Employee Report The application has a feature to download the employee report as an excel file. You can use  (Export Excel button) to download the employee report. To download the employee report, select the desired format and click(Export Excel or PDF button). The employee details in the Employee Report page will be downloaded. Filter Employee Report If you want to view any specific employee details among multiple employees listed in the Employee Report page, you can use the filter option provided below each column in the Employee Report page. View Employee’s Security Bond Report The Security Bond Report tab in the Reports menu used to generate and view the security bond (work permit) report of the employee. To view the security bond report, Click the Security Bond Report tab in the Reports. The Employee’s (Work Permit) Security Bond Report page opens. In the Employee box, select an employee from a drop-down list. Or if you want to view the security bond report for all the employees, click the checkbox of the Show All Employee Click Generate Report. The security bond report for the selected employee opens. Note: If you want to download the employee’s security bond report in pdf format, click(PDF download button). The pdf report will be downloaded. View Employee’s Key Employment Terms Report The Key Employment Terms Report tab in the Reports menu used to view the key employment terms report of the employee. To view the key employment terms report, Click the Key Employment Terms Report tab in the Reports. The Employee’s Key Employment Terms Report page opens. In the Employee box, select an employee from a drop-down list. Click Generate Report. The key employment terms report for the selected employee opens, Note: If you want to download the employee’s key employment terms report in pdf format, click  (PDF download button). The pdf report will be downloaded. View Archived Documents The Archive Documents in the Reports submenu used to view the archived documents of the employee. To view the archived documents of the employee, click the Archive Documents tab in the Reports. The Archived Employee Documents page opens with a list of archived documents of the employees. Download an Archived Document of Employee If you want to download the detail of the archived document of any employee, click (Download icon provided in the Download column) of the respective employee. The archived document of the selected employee will be downloaded. Export Archived Employee Documents The application has a feature to download the archived employee documents list as an excel file. You can click (Export Excel button) to download the documents list. The archived document list in the Archived Employee Documents page will be downloaded as an excel file. Filter Archived Document of Employee If you want to view the archived document of any specific employee among multiple employees listed in the Archived Employee Documents page, click(Filter button) provided in the upper side of the Archived Employee Documents page. The Filter option will be enabled in the Archived Employee Documents page to filter the specific archived document. Employee ID Expiry This report allows user to check passport/NRIC expiry date. Click Employee ID Expiry in Reports menu, below page opens, To generate report, select below option to generate relevant report, Or you can use the search option to search for particular record, To export the report, you can use the export button located on the up left corner of the report page. Expiry Report Expiry report allows user to generate all kinds of expiry reports such as employee passport expiry, employee contract expiry, probation expiry report etc.. Click Expiry Report, below page opens, To generate expiry report, In Report Type field, select the type from dropdown list, In Expires In field, select the expiring period, In Company field, select the company name. Click button to generate report. To download report, click the download icon. Generate Resume User can generate employee resume in this section. Click Generate Resume submenu, Organization Chart .HRM Master Data Masters The Masters submenu in the HUMAN RESOURCES page helps you to add the master data like details of employee’s skill set, job categories, and allowances, and company’s general document. The Masters submenu contains the following tabs, Course Trade Document Type Document Addition/Deduction Bank list Foreign Worker Levy Letter Template Onboard/Offboard Checklist Evaluation Factor Course The Course tab in the Masters submenu helps you to add the course details. Once you have added the course, you can assign the added course for the for the respective employees while adding the employee course details. Click the Course tab in the Masters submenu. The Course Master page opens. Add Course. To add a new course, Click (Add Course button) in the Course Master. The Add Course window opens. Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in that fields before saving. In the Course Name box, enter the name of course. In the Abbreviation box, enter the abbreviation for the course name. In the Division Name box, enter the division name. In the Responsible By box, select the name of a person who is responsible for the course. In the Remarks box, enter your remarks if any. Click Save. The course is successfully added and listed in the Course Master page. Edit Course You can edit the details of the added course by using  (Edit icon) provided in the Edit column of the Course Master page. Click (Edit icon) of the respective course you have added. The Add Course window opens with the added course details. Edit the course details where you want. Then click Save. Delete Course You can delete the added course by using (Delete icon) provided in the Delete column of the Course Master page. Click (Delete icon) of the respective course. The Confirm dialogue box opens with the following notification: “Are you sure to delete record?”. If you want to delete the course, click Yes otherwise click No. Filter Course If you want to view any specific course details among multiple courses listed in the Course Master page, you can use the filter option provided in the upper left corner of the Course Master page. Click (Filter button). The filter option opens. Type any one of the details of course name, abbreviation, division name, active date, responsible by, and remarks which you know. The course which you want to view is filtered now. Export Course The application has a feature to download the added course details as an excel file. You can use  (Export Excel button) to download the added course details. Click (Export Excel button). The course details in the Course Master page will be downloaded as an excel file. Trade The Trade tab in the Masters submenu helps you to add the trade (Job category of employee) details. Once you have added the trade, you can assign the added trade for the respective employees while adding the employee details. If you want to add a trade, click the Trade tab in the Masters submenu. The Trade Master page opens. Add Trade To add a new trade, Click (Add Trade button) in the Trade Master. The Add Trade window opens. Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in that fields before saving. In the Name box, enter the name of trade. In the Abbreviation box, enter the abbreviation for the trade name. In the Trade box, select the type of trade from a drop-down list. In the Remarks box, enter your remarks if any. In the Job Description box, enter the job description detail. Click Save. The trade is successfully added and listed in the Trade Master page. Edit Trade You can edit the details of the added trade by using  (Edit icon) provided in the Edit column of the Trade Master page. Click (Edit icon) of the respective trade you have added. The Add Trade window opens with the trade details. Edit the trade details where you want. Click Save. Delete Trade You can click the (Delete icon) in the Delete column of the Trade Master page.  The Confirm dialogue box opens with the following notification: “Are you sure to delete record?”. If you want to delete the trade, click Yes otherwise click No. Filter Trade If you want to view any specific trade details among multiple trades listed in the Trade Master page, you can use the filter option provided in the upper left corner of the Trade Master page.  Click (Filter button). The filter option opens. Export Trade The application has a feature to download the added trade details as an excel file. You can click  (Export Excel button) to download the added trade details. The trade details in the Trade Master page will be downloaded as an excel file. Document Types Document types manages the types of documents to be added to system. Click Document Types in the Master menu, the document types opens, Add Document Type To add a new document type, Click, the document type window opens, Enter document type name and any remarks if necessary. Click Save. A new document type will be created and saved. Edit Document Type You can edit the details of a document type by using edit option provided in the Edit column of the Document Types page. Click (Edit icon) of the respective document type. The Add Document window opens with the document details. Edit the document type details where you want. Click Save. Delete Document Type You can delete a document type by using (Delete icon) provided in the Delete column of the Document Types page. If you want to delete the document type, click Yes otherwise click No. Filter Document Type If you want to view any specific document type details among multiple document types listed in the Document Types page, you can use the filter option provided in the upper left corner of the Document Types page.  Click (Filter button). The filter option opens. Export Document Type The application has a feature to download the added document type details as an excel file. You can use  (Export Excel button) to download the added document type details. Click (Export Excel button). The document details in the Document Types page will be downloaded as an excel file. Document The Document tab in the Masters submenu helps you to add the type of company’s general documents like ISO certificates, product certificates and so on. The added document type will be used while adding the document name. Click the Document Master tab in the Masters. The Document Master page opens. Add Document To add any document, Click (Add Document button) in the Document Master. The Add Document window opens. Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in that fields before saving. In the Document Type box, select the type of document. In the Abbreviation box, enter the abbreviation for the document type. In the Purpose box, enter the purpose of adding the document. In the Responsible By box, enter the name of a person who is responsible for the document. In the Remarks box, enter your remarks if any. Click Save. The document type is successfully added and listed in the Document Master page. Edit Document You can edit the details of the added document type by using  (Edit icon) provided in the Edit column of the Document Master page. Click (Edit icon) of the respective document type you have added. The Add Document window opens with the document details. Edit the document type details where you want. Click Save. Delete Document You can delete the added document by using (Delete icon) provided in the Delete column of the Document Master page. If you want to delete the document type, click Yes otherwise click No. Filter Document If you want to view any specific document type details among multiple document types listed in the Document Master page, you can use the filter option provided in the upper left corner of the Document Master page.  Click (Filter button). The filter option opens. Export Document The application has a feature to download the added document type details as an excel file. You can use  (Export Excel button) to download the added document type details. Click (Export Excel button). The document details in the Document Master page will be downloaded as an excel file. Allowance/Deduction Master The Allowance/Deduction Master tab in the Masters submenu helps you to add the allowance, addition, or deduction type master data. Click the Allowance/Deduction Master tab in the Masters. The Allowance/Deduction Type Master page opens. Add Allowance/Addition/Deduction Master If you want to add allowance/deduction master, do the following steps, Click (Add Allowance/Deduction Type button) in the Allowance/Deduction Type Master. The Add Allowance/Deduction Type window opens. Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in that fields before saving. In the Type box, select the type of master data you want to add whether Allowance, Addition, or Deduction. In the Name box, enter the name of the master type. In the Abbreviation box, enter the abbreviation for the added master type. In the Company box, select a company. In the Pay Code box, select the pay code from a drop-down list. If creating allowance master data, user must select one of the following option of pay period where applicable , If the allowance is fixed one, select the checkbox of the Fixed If the allowance is paid only for actual working days, select the checkbox of the Actual Days If the allowance is paid for Public Holidays, select the checkbox of the Include PH If the allowance is paid when employee works in PH, select Include PH Working Days If the allowance is paid when employee works during rest days, select Include Rest Working days If the allowance is paid when employee on paid leave, select Include Paid Leave If the allowance is daily rate, select Daily rate. Click Save. The added master type is successfully added and listed in the Allowance/Deduction Type Master page. Edit Allowance/Addition/Deduction Master You can edit the details of the added master type by using edit option provided in the Edit column of the Allowance/Deduction Master page. Click (Edit icon) of the respective allowance type you have added. The Add Allowance/Deduction window opens with the added details. Edit the master details where you want. Click Save. Delete Allowance/Addition/Deduction Master You can delete the added master type by using (Delete icon) provided in the Delete column of the Allowance/Deduction Master page. If you want to delete the Allowance/Addition/Deduction, click Yes otherwise click No. Filter Allowance/Addition/Deduction Master If you want to view any specific master type details listed in the Allowance/Deduction Master page, you can use the filter option provided in the upper left corner of the Allowance/Deduction Master page. Click (Filter button). The filter option opens. Export Allowance/Addition/Deduction Master The application has a feature to download the added master type details as an excel file. You can use  (Export Excel button) to download the added master details. Click (Export Excel button). The allowance type details in the Allowance/Deduction Master page will be downloaded as an excel file. Bank List The Bank List tab in the HRM Masters menu helps you to add all the bank details of employees that are used to receive salary payment. Click Bank List in the Masters, the Banks List page opens. Add a Bank Account To add a new bank account, Click(Add New Bank button) in the Banks List, the Bank window opens. Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in that fields before saving. In the Bank Name box, enter the bank name. In the Bank Short Code box, enter the short code for the added bank. In the Bank Code box, enter the bank code. In the Swift Code box, enter the bank swift code. Click Save. The Bank Name is successfully added and listed in the Bank List Master page. Edit the Bank Account Details You can edit the details of the added bank account by using edit option provided in the Edit column of the Bank List page. To edit the added bank account details, Click (Edit icon) of the respective bank account you have added. The Bank window shows the added bank account details. Edit the bank account details where you want. Click Save. Delete a Bank Account You can delete any added bank account by using (Delete icon) provided in the Delete column of the Bank List page. Filter a Bank Account If you want to filter any bank account in the Bank List page, you can use (filter button) on the Bank List page. Export to Excel If you want to export the Bank List page, you can use (export button) on the Bank List page. Foreign Worker Levy Foreign Worker Levy is a mechanism to regulate the number of foreign workers in Singapore. The employer need not to pay CPF contributions for their foreign workers. However, they must pay a monthly levy for Work Permit and S Pass holders to government. The Foreign Worker Levy tab in the Masters submenu used to add a foreign worker levy code. The added foreign worker levy code will be used in the further payroll process. Click Foreign Worker Levy in the Masters, the Foreign Worker Levy page opens. Add a Foreign Worker Levy Code If you want to add a foreign worker levy code, Click (Add New button) in the Foreign Worker Levy. The Foreign Worker Levy Information window opens. Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in that fields before saving. In the Foreign Worker Code box, enter the code for the foreign worker levy you want to create. In the Description box, enter the description for the added foreign worker levy code. In the Monthly Amount box, enter the monthly amount to be paid for the foreign worker levy. In the Daily Amount box, enter the daily amount to be paid for the foreign worker levy. In the Company box, select a company from a drop-down list. Note: If you want to select all the companies in the list, select the checkbox of the ALL. Click Submit. The foreign worker levy code is added and listed in the Foreign Worker Levy page. Edit the Foreign Worker Levy Code You can edit the details of the added foreign worker levy code by using edit option provided in the Edit column of the Foreign Worker Levy page. To edit the added foreign worker levy code details, Click (Edit icon) of the respective foreign worker levy code you have added. The Foreign Worker Levy Information window shows the added foreign worker levy code details. Edit the foreign worker levy code details where you want. Click Save. Delete a Foreign Worker Levy Code You can delete the foreign worker levy code by using (Delete icon) provided in the Delete column of the Foreign Worker Levy page. Filter Foreign Worker Levy Code If you want to filter any foreign worker levy code in the Foreign Worker Levy page, you can use (FILTER button) located on the Generate Payroll page. Letter Template All HR and admin related letter templates can be configured and managed in this section. Click Letter Template in Master menu, the current templates will show as below, View Letter Template To view current letter templates, Click edit icon of the template that user wants to view, the template will open, Click Preview button or Download button in the top right corner to view or download the template as pdf file. Add A New Letter Template To add a new letter template, Click add button in the top right corner in the template list page, the template creation page opens, Enter the details of the new letter template: In Template Name, enter the letter template name In Company Name, select company name from dropdown list If letter require signature, tick the Signature Required checkbox In Header section, enter the letter header content, or you can copy from existing template-select the template name, the header content of the selected template will automatically populated, In Body section, enter the body content, or you can copy from existing template-select the template name, the body content of the selected template will automatically populated, In Footer section, enter the footer content, or you can copy from existing template-select the template name, the footer content of the selected template will automatically populated, In Signature section, enter the signature format or you can copy from existing template-select the template name, the signature format of the selected template will automatically populated, Click Save to create and save new letter template. Edit Letter Template To edit letter template, Click edit icon of the template that user wants to view, the template will open as below, Edit the details where needed. Click Save to save edits. Delete Letter Template User can use the delete option to delete letter template that is no longer in use or need to remove. Click in the delete column of the template. The template will be removed. Onboard/Offboard Checklist Onboard/Offboard Checklist master manages different type of checklist which contains list of task that the employee needs to perform before onboarding process/offboarding process. Add Onboard Checklist Click add button in the top right corner in the Onboard Checklist page, the Edit category page opens to enter questions in checklist template. Enter Checklist Header Add or Delete the mandatory questions to be asked during Onboard processing. Click save to create new Onboard checklist template. Add Offboard Checklist Click add button in the top right corner in the Offboard Checklist page, the Edit category page opens to enter questions in checklist template. Enter Checklist Header Add or Delete the mandatory questions to be asked during Offboard processing. Click save to create new Offboard checklist template. Edit the Checklist To edit the checklist, click edit icon of the checklist to edit the questions in the edit category page. Then click Save to save edits. Delete Checklist User can use the delete option to delete the Onboard/Offboard checklist which is not in use or need to remove. Click in the delete column of the checklist. The checklist will be removed. Filter a Onboard/Offboard Checklist If you want to filter any checklist in the Onboard/Offboard Checklist page, you can use (filter button) on the page. Evaluation Factor Evaluation Factor master manages all the different evaluation factors based on period, type and trade. Click Evaluation factor, the created list will open as below, Add A New Evaluation Factor To add a new evaluation template, Click the , a new evaluation factor details window opens, Enter all the details of the new evaluation factor: At Name field, type the name of this new evaluation template. At Employee Type, select from the dropdown list i.e. Staff, Worker, Management At Trade field, select from the dropdown list of which trade is applicable for this new evaluation template. User can also use filter to search for the trade name. User can select more than 1 trade by ticking the given checkbox beside the trade. At Type field, select the type for this new evaluation template. This list is setup at Admin -> Options -> HRM - Evaluation Type. At Description field, type a brief description for this new evaluation template. Click Save button to create the new evaluation template and it will be shown as below, The New Evaluation factor added on the main page. Clickview icon to add details in Part I, Part II, Part III, Designation & Skill Level and Rating. Note: Part II and Part III are optional. Add Details in New Evaluation Template Part I of Evaluation Factor Click on Part I tab, the part I detail page opens. In Add Part I Details, enter the Title and Highest Rating Score of this evaluation, Title – enter the title and this will display at the beginning of the evaluation form as shown in the below screenshot highlighted in yellow of an employee evaluation form using this evaluation factor template. Highest Rating Score – enter the number score columns in the evaluation form. In Add Fields, enter details as below: Category, it will be the column header in the evaluation table. Sub Category,  it will be the sub Header of criteria setup in the evaluation form Name, it will be the detailed perspectives of each criteria under the sub category. Allow Self Rating,  if set to Yes, it means employee needs to do self rating. Note: Users can click add icon to add (category, subcategory and, name). If click add icon at the Category level, system will create a new category with new sub category and new name under this new category. If click add icon at sub category level, system will create a new sub category including the name that falls under this new sub category. If click add icon at name level, then system will create a new name. Users can click delete icon to remove (category, subcategory and, name). If click the delete icon at the Category level, system will delete the entire category including the sub category and name belonging to this category. If click the delete icon at sub category level, system will delete this sub category including the name that falls under this sub category. If click the delete icon at name level, then system will delete only this name. Click Save to save the Part I details. Part II of Evaluation Factor Click on Part II tab, it opens as below. If the "Add Part-II Details" is set to ON, system will display this Part II details as part of the employee evaluation; If it's set to OFF, then the Part II details will be omitted from the employee evaluation form. In Add Part – II Details section, enter below details. Note: The flag "OFF" next to Part II details need to set to ON hence this Part II will be displayed in the employee evaluation form. Title – Input the title and this will be displayed as the header of the section in the employee evaluation form as shown below. When "Recommendation?" icon is set to YES, system will display this Recommendation with a list of dropdown values for user to select as shown below, In Add Felids, enter below details, Label Name-enter the label name. Form control type-choose type of control (Text/Text Area/Checkbox) for this Label Name Required?- if this icon is set to YES, it is mandatory for user to select or type some text into this form control field. Click  icon to add more label name field if needed. Note: Users can click add icon to add (category, subcategory and, name). If click add icon at the Category level, system will create a new category with new sub category and new name under this new category. If click add icon at sub category level, system will create a new sub category including the name that falls under this new sub category. If click add icon at name level, then system will create a new name. Users can click delete icon to remove (category, subcategory and, name). If click the delete icon at the Category level, system will delete the entire category including the sub category and name belonging to this category. If click the delete icon at sub category level, system will delete this sub category including the name that falls under this sub category. If click the delete icon at name level, then system will delete only this name. Click Save to save the Part II details. Part III of Evaluation Factor Click on Part III tab, it opens as below. If the "Add Part- III Details" is set to ON, system will display this Part III details as part of the employee evaluation; If it's set to OFF, then the Part III details will be omitted from the employee evaluation form. In Add Part- III Details section, enter below details. Note: The flag "OFF" next to Part III details need to set to ON hence this Part III will be displayed in the employee evaluation form. Title – Input the title and this will be displayed as the header of the section in the employee evaluation form as shown below. When "Recommendation?" icon is set to YES, system will display this Recommendation with a list of dropdown values for user to select as shown below, In Add Felids, Label Name-enter the label name. Form control type-choose type of control (Text/Text Area/Checkbox) for this Label Name Required?- if this icon is set to YES, it is mandatory for user to select or type some text into this form control field. Click  icon to add more label name field if needed. Note: Users can click add icon to add (category, subcategory and, name). If click add icon at the Category level, system will create a new category with new sub category and new name under this new category. If click add icon at sub category level, system will create a new sub category including the name that falls under this new sub category. If click add icon at name level, then system will create a new name. Users can click delete icon to remove (category, subcategory and, name). If click the delete icon at the Category level, system will delete the entire category including the sub category and name belonging to this category. If click the delete icon at sub category level, system will delete this sub category including the name that falls under this sub category. If click the delete icon at name level, then system will delete only this name. Click Save to save the Part III details. Designation & Skill Level The Designation & Skill Level section is to show the salary guide and job description of the selected trade(s) and this will serve as a benchmark when supervisors conduct employee evaluations. Click on DESIGNATION & SKILL LEVEL tab, it opens as below, In Add Designation & Skill Level Details section, Title – enter the title and this will be displayed as the header of this Designation & Skill Level section in the employee evaluation form. In Add Fields section, enter below details, Trade-Click on the field to select trades in the dropdown list. Users can select multiple trades. Tick on the checkbox as shown in the below screenshot, After the above trade selection, you need to select each individual trade and input the salary range for this selected trade and job description of this selected trade. Refer to below screenshot, Note: Users can click add icon to add more trades is required. Users can click delete icon to remove trade. If click the delete icon at the level, system will delete whole section within this Trade field. If click the delete icon at trade after this Trade , then system will delete this selected trade. User canicon to clone a trade as shown in the below screenshot. Note that the dropdown list at this Clone Trade is based on the selected trades shown at the Evaluation Factor list page. This Clone Trade option is basically to duplicate the whole section of this selected and its sub trades (salary scale and job description). Once selected, click icon to save this clone trade and you will notice that system create another separate section Click Save to save this Part of the evaluation factor. Rating The Rating section is optional to be setup. Based on your evaluation form format, if rating is required to be shown in the evaluation form then it can be setup as per below. Click on Rating tab, Rating details window opens, In Add Rating Details section, Title – enter the title and this will be displayed as the header of this Rating section in the employee evaluation form. In Add Fields section, there are three options to creating the rating section to be displayed in the employee evaluation form. Option 1: Rating Value – Input text to describe this rating value. Option 2 Name – enter text to describe this name. Number – enter a numeric value. Description – enter long description to describe this name. Click on add icon to add if a different name, number and description is required Option 3 Click on icon before the Text field to add column horizontally. Click on icon after the Text field to add column vertically. Click on icon above the Text field will delete the column horizontally.Click on icon beside the Text field will delete the column vertically. Click Save to save the rating setup of the evaluation factor. View Trade Availability User can view the available trades used in evaluation by clicking on the Trade Availability icon in the Evaluation Factor page. Click , below page opens for view, Filter Evaluation Factor User can click icon in the evaluation factor page to filter evaluation factor on different columns. Export Evaluation Factor User can click icon to export this list of Evaluation Factor into an excel file. HRM Others The Others submenu in the HUMAN RESOURCES page helps you to manage the details of vehicles belongs to the company, insurance details of company and employees, salary addition/deduction details of employees for each month and various documents that company needs to keep track of along with MOM OED submissions too. The Others submenu contains the following tabs, Vehicle Insurance Addition/Deduction Document List Letter Generation Broadcast MOM OED Submissions User Manual Scheduler Subscription Vehicle The Vehicle tab in the Others submenu helps you to add the details of vehicles belongs to the company including vehicle type, vehicle insurance, maintenance, and season parking pass details. Click the Vehicle tab in the Others. The Vehicle page opens. Add Vehicle If you want to add vehicle, do the following steps, Click (Add Vehicle button) in the Vehicle. The Vehicle Information window opens. In the Vehicle tab, fill up the following details, In the Number box, enter the vehicle number. In the Name box, enter the name of the vehicle. In the Company box, select company name from dropdown list. In the COE Expiry Date box, enter COE expiry date. In the IU label Number box, enter the IU number. In the Vehicle Category box, enter the vehicle category. In the Chassis Number box, enter the car identification number In the Vehicle Model box, enter the vehicle model. In the Propellant box, enter the propellant information. In the Status box, enter the status of the vehicle In Asset Tag No box, enter the company asset tag number. In GPS Sim No box, enter the GPS Sim attached to the vehicle if any In Driver box, select the driver name from company employee list. In Contact No box, enter the contact number. Click Save then click Next, the vehicle expenses tab will open. In the Vehicle Expenses tab, fill up the following details, Insurance section In the Number box, enter the vehicle insurance number. In the Insurance Period box, enter the current insurance period, In the Vendor box, enter the name of the vendor. In the Agency box, enter the name of the agency. In the Next Due Date box, select the due date of the vehicle insurance. Road Tax/Inspection section In the Road Tax Due Date box, select the due date of the road tax. In the Inspection Due Date box, select the due date of the inspection. In the Amount box, enter the inspection amount. In the Inv Ref# box, enter invoice reference number. In the NCD box, enter no claims discount. HDB Season Parking/VPC section In the Next Due Date box, select the due date for HDB season parking. In the Vehicle Parking Certificate (VPC) box, select the VPC due date. In the Parking Location box, enter the parking address. In the VPC Amount box, enter the VPC amount. In the Vendor box, enter the vendor name. In the VPC Address box, enter the VPC address. In the Parking Coupon Next Due Date box, select the next due date of the parking coupon. In the Parking Address box, enter parking address. In the HDB Season Parking Payment Mode box, select the payment mode. Petroleum And Flammable Materials Transportation License (FMT) section In the FMT Due Date box, enter the due date of the FMT. In the FMT Amount box, enter the FMT amount. In the Shell Card No box, enter the shell card number. In the Shell Pin box, enter the shell pin number. Click Save, then click Next, the Vehicle Maintenance tab will open. In the Vehicle Maintenance tab, fill up the following details, In the Invoice Number box, enter the invoice number. In the Invoice Date box, select the date of the invoice. In the Dealer Name box,  select the dealer name. In the Vehicle Description box, enter the maintenance description. In the Amount (incl GST) box, enter the maintenance amount. In the Part Repaired/Replaced/Serviced box, enter the part name. In the Maintenance Next Due Date box, select the next due date of maintenance. In the LM Next Due Date box, select the next due date of LM. In the LG Next Due box, select the next due date of LG. Click Save, then click Next, the Vehicle Diesel tab will open. In the Vehicle Diesel tab, fill up details of each record. Click add diesel icon, below window opens, enter the diesel details, Click Save, then click Next, the Accident tab will open. In the Accident tab, fill up the following details, Click add accident icon, below window opens, enter the details of the accident Click Save and then click Next, the Indemnity tab will open. In the Indemnity tab, fill up the following details, Click add indemnity icon, below window opens, enter the details of the indemnity. Click Save. Edit Vehicle You can edit the details of the added vehicle by using edit option provided in the Edit column of the Vehicle page. Click (Edit icon) of the respective vehicle you have added. The Add vehicle window opens with the added vehicle details. Edit the vehicle details where you want. Click Save. Add/ View Attachment for Vehicle If you want to add any new attachment for the vehicle or view any added attachment, click (Attachment icon) of the respective vehicle for which you want to add or view the 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 file which you want to upload. Click Upload. The selected file will be uploaded and displayed in the Add/View Attachment window. Delete Vehicle You can delete the added vehicle by using (Delete icon) provided in the Delete column of the Vehicle page. If you want to delete the Vehicle Type, click Yes otherwise click No. Filter 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 right corner of the Vehicle page. Click (Filter button). The filter option opens. Export Vehicle The application has a feature to download the added vehicle details as an excel file. You can use  (Export Excel button) to download the added vehicle details. Click(Export Excel button). The vehicle details in the Vehicle page will be downloaded as an excel file. Insurance The Insurance tab in the Others submenu helps you to add the details of various insurance policy that is taken by the company. If you want to add an insurance, click the Insurance tab in the Others. The Insurance page opens. Add Insurance To add insurances, Click(Add Insurance button) in the Insurance, the Add New Insurance Policy Details window opens, Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in that fields before saving. In the Insurance Type box, enter the type of insurance. In the Policy Number box, enter the insurance policy number. In the Period of Insurance box, enter the total insurance period. In the Start Date box, select the insurance starting period. In the End Date box, select the insurance end date. In the Sum Insured box, enter the insurance amount. In the Class box, enter the class of insurance. In the Purpose box, enter the purpose of taking insurance. In the Abbreviation box, enter the abbreviation for the class. In the Responsible By box, select the name of a person who is responsible for the insurance. In the Vendor Name box, enter the vendor name. In the Agency Name box, enter the agency name. In the IDD Code box, enter the IDD code. In the Area Code box, enter the area code. In the Contact Number box, enter the contact number. In the Email ID box, enter the email id of the employee. In the Address box, enter the address of the employee. In the Employee List box, select the employees from the given list. Tip: You can select all the employees if you have insured for multiple employees. In the Remarks box, enter your remarks if any. Click Save. The insurance is successfully added and listed in the Insurance page. Edit Insurance You can edit the details of the added insurance by using(Edit icon) provided in the Edit column of the Insurance page. To edit the added insurance details, Click (Edit icon) of the respective insurance you have added. The Insurance Policy Details window opens with the added insurance details. Edit the insurance details where you want. Click Save. Add/ View Attachment for Insurance If you want to add any new attachment for the insurance or view any added attachment, you can use(Attachment icon) provided in the Documents column of the Insurance page. Delete Insurance You can delete the added insurance by using (Delete icon) provided in the Delete column of the Insurance page. Filter Insurance If you want to view any specific insurance details among multiple insurances listed in the Insurance page, you can use the filter option provided in the upper right corner of the Insurance page. Export Insurance The application has a feature to download the added insurance details as an excel file. You can use  (Export Excel button) to download the added insurance details. Click (Export Excel button), the insurance details in the Insurance page will be downloaded as an excel file. Employee Salary Addition/Deduction Note: This section is linked with Payroll. The Salary Addition/Deduction tab in the Others submenu helps you to add the details of any addition or deduction in the employee’s salary for each month. This data is synchronized with the employee salary and automatically processed for each month. To add the salary addition/deduction details, click the Salary Addition/Deduction tab in the Others. The Employees Addition/Deduction History page opens. Add Salary Addition/Deduction If you want to add employee’s salary addition/deduction details, do the following steps, Click (Add Salary Addition/Deduction button) in the Employees Addition/Deduction History, a new page for adding the details of salary addition/deduction open. Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in that fields before saving. In the Employee selection field: If you want to add the salary addition/deduction details for one employee, select the Single; If you want to add the salary addition/deduction details for more than one employee, select the Multiple   3. In the Type field: If you want add the salary addition details, select the Addition; If you want to deduct the salary deduction details, select the Deduction  4. In the Employee box: If you have selected the Single option in the Employee selection field, you can add only one employee from a drop-down list; If you have selected the Multiple option in the Employee selection field, you can add multiple employees by selecting the checkbox of the respective employees.   5. To select the Addition Type/Deduction Type, do one of the following steps, Note: If you have selected the Addition option in the Type field, the Addition Type box will be enabled. If you have selected the Deduction option, the Deduction Type box will be enabled. In the Addition Type box, select the type of addition from a drop-down list. In the Deduction Type box, select the type of deduction from a drop-down list.   6. In the Currency box, select the currency type.   7. In the Amount box, enter the amount to be added or deducted.   8. To select the Addition Date/Deduction Date, do one of the following steps, Note: If you have selected the Addition option in the Type field, the Addition Date box will be enabled. If you have selected the Deduction option, the Deduction Date box will be enabled. In the Addition Date box, select the date of addition from a drop-down list. In the Deduction Date box, select the date of deduction from a drop-down list.   9. In the Remarks box, enter your remarks if any.  10. Click Next.  11. Click Confirm. The salary addition/deduction details of employee are successfully added. Delete Salary Addition/Deduction You can delete the added salary addition/deduction details by using (Delete icon) provided in the Delete column of the Employees Addition/Deduction History page. Filter Salary Addition/Deduction There are two type of filter options provided in the Employees Addition/Deduction History page to view the detail of specific salary addition/deduction of employee. Filter option 1 The Employees Addition/Deduction History page contains a filter option in the upper side of the page. To view the salary addition/deduction of the particular employee, In the From and To boxes, select the from and to dates. In the Employee box, select the employee you want to view the details. In the Type box, select whether the addition or deduction. In the Type Name box, enter the type of addition/deduction. Click Search. The salary addition/deduction details of the employee you have selected will be filtered. Filter option 2 If you want to view any specific salary addition/deduction details among multiple entries listed in the Employees Addition/Deduction History page, you can use this filter optionprovided in the upper right corner of the Employees Addition/Deduction History page. Export Salary Addition/Deduction The application has a feature to download the added salary addition/deduction details as an excel file. You can click (Export Excel button) to download the added salary addition/deduction details. The salary addition/deduction details in the Employees Addition/Deduction History page will be downloaded as an excel file. Document List The Document List tab in the Others submenu helps you to add any documents that company needs to maintain with or without expiry date like ISO 9001:2015 certification and company’s product certification etc. To add a document, click the Document List tab in the Others. The Document List page opens. Add Document If you want to add a document, Click (Add Document) button in the Document List. The Add Document window opens. In the Document Type box, select the document type from a drop-down list. ( Selecting the 'Public' document type will make the document available under the 'View Document' page. The "Public" document type is added by default) In the Company box, select a company from a drop-down list. In the Document Name box, enter the name of a document you want to add. In the Document Number box, enter the document number. In the Start Date box, enter the validity starting date of the document. In the Expiry Date box, enter the validity expiry date of the document. In the Responsible By box, select the name of a person responsible for the document. In the Provider Name box, enter the document provider name. In the Remarks box, enter your remarks if any. Click Save. The document is successfully added and listed in the Document List page. Edit Document You can edit the details of the added document by using  (Edit icon) provided in the Edit column of the Document List page. To edit the added document details, click (Edit icon) of the respective document you have added. The Add Document window opens with the added details. Edit the document details where you want. Click Save. Add/ View Attachment for Document If you want to add any new attachment for the document or view any added attachment, you can use (Attachment icon) provided in the Documents column of the Document List page. Delete Document You can delete the added document by using (Delete icon) provided in the Delete column of the Document List page. If you want to delete the Document, click Yes otherwise click No. Filter Document If you want to view any specific document details among multiple documents listed in the Document List page, you can use the filter option provided in the upper right corner of the Document List page. Export Document The application has a feature to download the added document details as an excel file. Click  (Export Excel button) to download the added document details. The document details in the Document List page will be downloaded as an excel file. Note: The documents with expiry dates will be tracked for its expiry date in HRM dashboard and in weekly emails alerts. Letter Generation User can generate all different letters here that are defined in letter template master. Click Letter Generation, the history record of letter generated are listed as below, Generate A New Letter To generate a new letter, Click add icon, below add letter page opens, Select employee name, letter template name, and company name, the selected letter template will opens as below, Check and edit the content if needed, Click Submit, below notification confirmation window opens, Click Confirm, the letter will be generated and ready for preview and approve. Note: before approval, there will be watermark as draft. To approve letter generation, click , below notification opens, Click Confirm, the letter is generated and approved. User can download for use. Broadcast User can create broadcast message to a group of selected employees within the company. To view the screen, enable "menuNotification", "hrmNotificationCreator" and "hrmNotificationApprover" permission under HRM module. 1. Click to create new broadcast message.    Change the toggle button to change to select All Employee. Select Company in the Company field. Select Department in the Department field. Select Designation in the Designation field. Select Race in the Race field (optional). Select Religion in the Religion field (optional). Select Employee in the Employees field and this is mandatory to select which employee(s) for this broadcast message. Select the date and time in the Date field using the calendar icon and this is mandatory to set the broadcast message to be delivered. Input the subject of this broadcast message in this mandatory Title field. Type the body text of this message in this mandatory Notification field. Click on the  button if an image is required to be attached to the broadcast message. Note on the recommended file size of image file when uploading. Tick on the checkbox  if the broadcast message notification needs to be sent to the selected employee(s) once the broadcast message is approved. Once broadcast message is approved, a notification will be sent to the selected employee(s)mobile. When the notification is clicked on a mobile device, it will open the cuteOffice 2B application's home page and the notification log will appear in the system in the Admin -> Notification Logs Once done and the mandatory fields (marked with *) are entered/selected, you will be able to see the Save button. Click on the Save button to record the broadcast message. Below sample record with status = New 2. Click on the key of the broadcast message (as shown in above pt 1) and click on the  button to send to the required authorised person to approve this broadcast message before sending to the selected employee(s). The status will change from to in the View All page of the Broadcast page. 3.  To approve the broadcast message, click on button. You can click on the  button any amendment and then send for approval again. Once Approved, status will show this of this broadcast message in the View All of the Broadcast page. MOM OED Submissions The Occupational Employment Dataset (OED) is an ongoing registry where organisations in Singapore are required to provide the job and work location details of all employees. The below URL is usually used to submit the OED data. https://stats.mom.gov.sg/laboursurvey Now with the help of cuteOffice, the data can be submitted with ease to MOM. Enable the permission "HRM -> oedSubmissionMOM" to submit OED. Click on MOM - OED MOM Submission menu to submit You can also view the video on the process of submitting OED data here. https://www.youtube.com/watch?v=pjiHbK_gRFs However, before submitting the data to mom from cuteOffice, we need to take few actions There are certain mandatory data which should be sent to MOM and there are some optional data. The mandatory data are Full Name Pass Type NRIC/FIN PW Job Title Main Job Title Standard Hours Work Job Type Date of Join Date of Leaving (for resigned staff) Total Working Days of Month Actual Working Days of Month Other than the above the below optional data can be sent which you can control whether to send or not. Highest Education Main Job Duties Is Employee HR Role Primary HR Role Secondary HR Role HR Job Level Occupation Group Employee Type Department Paid OT Hours Payment Mode Basic Wage Gross Wage Annual Leaves Premise Type Postal Code Street Name mode of Leaving Trade Master has few important data that is required for OED submissions MOM Category - For every one of your designation shall be mapped to MOM category. Similarly Map the Occupation group with the trade. Job description is optional data for Main Job Duties Note: Only after approving the timesheet, you can submit the OED data as worked day is part of the data to submit. The Highest education is sent from employee data. To update go to Educational Qualifications tab of experience Edit the highest education record and mark as highest an also make sure to select the category of education such as master , bachelor etc In official information page, select the place of working Premise Type and also update whether the employee is in HRM role or not. If Employee is in HR role, select additional fields such as Primary HR Role Secondary HR Role and HR Job Level All are drop down data as per MOM and choose from the list. In -OED View All Submissions page, select New Submission to  send data The new submissions window opens up. Click on Settings icon on the right to choose which fields of data that you are planning to send to MOM Mandatory data fields cant be unselected. Choose the company and period for which you want to submit the records. Click Search All the employees with data that will be submitted will be showing here. If any data is not available, it will be highlighted. Do the necessary corrections in respective places. Click the button. The summary is shown and Click Agree & Proceed to login with SingPass and submit the OED data to MOM. Once authorised and selected the correct company name, Click Allow for cuteOffice to submit the data on your behalf. The data will be submitted and it will show a confirmation message. The list of submitted data will be available for review along with the submission status. L&D Course Calendar 1. Enter Month to view Learning and development calendar for the employee 2. Hover the cursor near to employee, tool tip open to show L&D Course details View Document User can view the document which was created for public view within the company. Click on the title e.g. Worker Handbook.pdf to trigger download of the document for viewing. Filter Document If you want to view any specific document details among multiple documents listed in the View Document page, you can use the filter option provided in the upper right corner of the View Document page to search. Scheduler Subscription To configure scheduler, enable "menuSchedulerSubscription" permission. User can view the menu under HRM->Others. Click edit and change the scheduler ( Hours, minutes and seconds) and save the record. HRM Accommodation The Accommodation submenu in the HUMAN RESOURCES page helps to track and forecast the company's dormitory vacancies i.e. to help the HR team to better manage the dormitory accommodation provided to the foreign employees. The Accommodation submenu consists of the following pages Accommodation Rooms/Beds Employee's Dormitory Accommodation Room Occupancy Report Room Availability Report Forecasting Report Forecasting Detailed Report Workers Accommodation Report Accommodation Expiring List Accommodation The Accommodation page in the Accommodation submenu helps you to create the master data of the dormitory accommodation. Click on this page to add or update the accommodation provided by the respective dormitory operator/vendor. Add Accommodation Click to create new dormitory vendor record. To Add new accommodation of the new dormitory vendor, do the following steps 1. In the Vendor Key field, enter the Vendor Key to identify this dormitory vendor record. 2. In the Vendor Name field, enter the name of this dormitory vendor record. 3. In the Phone Number field, enter the phone number of this dormitory vendor record. 4. In the Tenancy Expiry Date field, enter this tenancy expiry date of this dormitory vendor record. 5. In the Address field, enter the address of this dormitory. 6. In the Remarks field, enter the remarks. Click Save button to save the above details for this dormitory vendor record. Edit Accommodation You can edit the details of the added accommodation record by using the edit option provided in the Edit column of the Accommodation page. Click  (Edit icon) of the respective accommodation you have added. Edit the accommodation details where you want. Click Save. Delete Accommodation You can delete the added accommodation by using (Delete icon) provided in the Delete column of the Accommodation page. If you want to delete the Accommodation, click Yes otherwise click No. Note: System will prompt a message if there are rooms and beds recorded for this accommodation record and you will not be able to delete the record. Filter Accommodation If you want to view a specific accommodation record, you can use the filter option provided in the upper right corner of the Accommodation page. Click  (Filter button). The filter option opens and input the text to filter. Export Accommodation You are able to download the added accommodation details as an excel file by using the (Export Excel button). Audit Log If you want to view the changes done in this Accommodation page, you can click on the (Audit Log button) and input the date range to view the updates. Rooms/Beds The Rooms/Beds menu item in the Accommodation submenu helps you to create the master data of the rooms and beds of the dormitory accommodation record. Click on this and it will show the Manage Rooms page to allow you to add or update the rooms and beds provided by the respective dormitory operator/vendor. Add Rooms/Beds Click ( Add Rooms / Beds button) to add. To Add new rooms and/or beds of the dormitory vendor, do the following steps 1. In the Accommodation field, select the dormitory vendor from the drop down list. 2. In the Tenancy Start Date field, select the start date of this selected dormitory vendor record. 3. In the Tenancy Expiry Date field, select the expiry date of this selected dormitory vendor record. 4. In the Room field, input the room no. e.g. R1. 5. In the Bed field, input the bed no. e.g. R1B1. If more beds needs to be added, click on the icon next to the Bed field to add. 6. If more rooms needs to be added, click on the icon next to the Room field to add. 7. Click on the  icon next to the Room field and/or Bed field to delete if the room or bed is not required or there is an error in earlier update. Click Save button to save the rooms and beds details of the selected dormitory vendor record. Note: If you click Cancel button, you will lose all the details which you have entered. Edit Rooms and Beds You can edit the details of the added rooms and/or beds record by using the edit option provided in the Edit column of the Manage Rooms page. Click (Edit icon) of the respective accommodation record you have added. Edit the accommodation details where you want. Click Save. Delete Manage Rooms Record You can delete the added manage rooms record by using (Delete icon) provided in the Delete column of the Manage Rooms page. If you want to delete the accommodation details record, click Yes otherwise click No. Filter Manage Rooms If you want to view a specific accommodation record on rooms and beds, you can use the filter option provided in the upper right corner of the Manage Rooms page. Click (Filter button). The filter option opens and input the text to filter. Export Manage Rooms You are able to download the added accommodation details as an excel file by using the (Export Excel button). Audit Log If you want to view the changes done in this Manage Rooms page, you can click on the (Audit Log button) and input the date range to view the updates. Employee's Dormitory Accommodation In the cuteOffice HRM Personal Particulars page of the foreign employee, once this "Accommodation By Company" field is set to Yes then you will be able to set the dorm bed/room number in the Dorm Room Number field in the HRM Personal Particulars page. In the Dorm Room Number field, system will display the vacant dorm bed/room number for user's selection. Once selected and click Save button, the selected dorm room number will be saved against the selected hrm employee record and the record will be shown in the Accommodation page of the hrm employee record. Room Occupancy Report You need to input the date range and the vendor dormitory record and then click on the Search button. Based on these two search criteria, system will display the results on the screen. Export Excel You are able to download the room occupancy details as an excel file by using the (Export Excel button). Room Availability Report You need to input the date range and the vendor dormitory record and then click on the button to search. Based on these two search criteria, system will display the results on the screen showing the room availability of the selected vendor dormitory record. For New Hires row in the report, if there is a number, it means that there is new hire but not allocated the dormitory room/bed number. In the results shown below, there is no new hire based on the date range input in the report. Export Excel You are able to download the room availability details as an excel file by using the (Export Excel button). Forecasting Report The Forecasting Report menu item in the Accommodation submenu helps you to view the statistics of the dormitories' vacancies and also forecast of the future occupancy for the next 2-3 months based on the factors such as employee's home leave and employee's resignation if there is any. Note: When creating worker's home leave application in the E-Leave module, you need to select Leave Type = Unpaid Leave and Home Leave? option to set to Yes. Export Excel You are able to download the forecasting details as an excel file by using the (Export Excel button). Forecasting Detailed Report This report will give the statistics based on the selected date range and the vendor dormitory record. Export Excel You are able to download the forecasting detailed results as an excel file by using the (Export Excel button). Workers Accommodation Report You can select the vendor dorm record at the Dorm Key, the number of employee(s) and then click on the search icon to search on the worker's accommodation. Based on the dorm key and all employees, system will display the results on the screen and you can click to export out as pdf file or excel file for reference. PDF export You are able to download the workers accommodation results as an excel file by using the (Pdf button). Export Excel You are able to download the forecasting detailed results as an excel file by using the (Export Excel button). Accommodation Expiring List System will display those vendor dormitory record(s) when the tenancy date is 15 days before the tenancy date of the vendor dormitory record(s) as shown in the below example where this vendor dormitory record has a tenancy expiry date of 15 October 2024. Filter If you want to view a specific accommodation record, you can use the filter option provided in the upper right corner of the page. Click (Filter button). The filter option opens and input the text to filter. Export Excel You are able to download the results as an excel file by using the (Export Excel button). HRM Appraisal Employee Evaluation Employee evaluation page manages evaluation for all employees. Click Evaluation tab in Employee menu, the employee evaluation list page shows as below Add A New Evaluation To add a new evaluation, Click Add button. Add New Employee Evaluation window opens, Select Employee No. from the drop down list. Once select the employee, employee’s details from HRM will be displayed on the screen. Select the Period of Evaluation from the drop down list. Note: The period of evaluation corresponds to the employee's trade (as in above screenshot, selected worker's trade is PIPE FITTER, the period of evaluation will show all available period for PIPE FITTER). If there is no trade configured at the Master Evaluation Factor, then you will not see any dropdown list, the same applies to Employee Type in this Period of Evaluation selection. Click Save. A new evaluation request will be created for selected employee. The add evaluation page will be redirect to evaluation list page. Add Evaluations in Bulk To add evaluations in bulk, Clickadd in bulk button, below window opens, Select employees by ticking the box in front of the employee names. Note: please check the color code in the top right corner of the page for those employees that are not in selection list. Click Save. New evaluation requests will be created for selected employees. The add evaluation page will be redirect to evaluation list page. Employee Evaluation Workflow Types There are two different workflows in employee evaluations. Type 1 scenario is: employees do not need to do self appraisal. HR personal or person in charge will create employee evaluation request, employee's supervisor will receive an email notification to remind that he/she needs to do this employee’s evaluation. (employee supervisor is configured as the supervisor field in Official Information page of the employee record in HRM); once supervisor completed evaluation of the employee, supervisor will send the evaluation for director level for final approval. Director will receive an email notification on this employee evaluation for approval. Director will review the all the ratings and comments of the employee and supervisor. Once reviewed, the director will click either Approve or Return the employee evaluation. Type 2 scenario is: employees need to do self appraisal. HR personal or person in charge will create employee evaluation request. Employee will receive an email notification when his/her employee evaluation was created in the system. Employee needs to do self appraisal and then send to supervisor for evaluation. Supervisor will receive an email notification that he/she needs to do this employee’s evaluation. After supervisor complete evaluation, supervisor will send the evaluation for director level for final approval. Director will review the all the ratings and comments of the employee and supervisor. Once reviewed, the director will click either Approve or Return the employee evaluation. Set Up Signature in System Signature setup is a one-time configuration. Employee needs to update the signature before send his/her employee evaluation form to the supervisor. Supervisor needs to update his/her signature before the employee evaluation can be sent to director for review and approval. Director needs to update the signature (one time setup) before approving the employee evaluation. Click userid to expand user setup options. The signature setup is located at "My Profile" page screen see below, Click My Profile to open the user profile page as below, In the My Profile screen, click on the Change button. To update signature as per below screenshot. User can sign on the blank space or click upload signature button to upload a signature image file and click Save button. Once sign/upload and save, this signature will appear on the employee evaluation form. Note: below are icon definition used in evaluation. Type 1 Employee Self Appraisal Not Required For each Evaluation Factor in HRM master, Ifflag in Part I of the Evaluation Factor is set to NO and the employee evaluation is created with this evaluation factor, then the employee is not required to do self appraisal. Below are the workflow steps for type 1scenario: Supervisor Level Once a new employee evaluation request is created, the supervisor will receive an email notification to remind that he/she needs to do this employee’s evaluation. Click on the URL i.e. https://xxx will open the employee’s evaluation form for the supervisor to do evaluation. Supervisor need to click the key of each new evaluation request (with status being "New Request"). The evaluation detail page opens as below, Supervisor needs to enter the rating at the Manager Rating column for each evaluation item. System will indicate a red mark at the Remarks column if the lowest rating of 1 or highest rating of 4 is entered and it is mandatory for the supervisor to enter remarks for this low or high rating. If there is no input for the mandatory remarks, the Save button is disabled. Click the Save button once rating for all evaluation items is updated. If recommendation is required for this employee then the supervisor needs to input the below items. If the recommendation is approved by the final approver, it will appear as a new record in the HRM Pay Eligibility page of the selected employee record.: Effective Date-enter the effective date of this recommended change Designation-select from the dropdown list if the designation of employee needs to be changed Salary-enter proposed new salary amount Click on icon to add any allowance for the employee. Select the allowance type from the dropdown list and enter allowance amount. At this Supervisor’s Comments and Recommendations section, the supervisor is required to select one of the options in the dropdown list and key in comments. Supervisor will click on icon to send for final approval of the employee evaluation and click Confirm button. System will auto populate the Assignee and Notify Users fields if these users are given the director’s permission on employee evaluation. Status of this employee evaluation will be changed to "Sent to Director" in the Employee Evaluation list page. Director Level Director will receive an email notification on this employee evaluation for approval The director can click on the url i.e. https://xxxx to access the employee evaluation. Below is the employee evaluation for his comments and approval, Director will review the supervisor’s ratings, comments and recommendations and he is required to input his comments and recommendations in the below section. Once done, the Save button will be enabled. Type 2 Employee Self Appraisal is Required For each Evaluation Factor, If at Part I of the Evaluation Factor is set to YES and the employee evaluation is created with this evaluation factor, then the employee is required to do self appraisal first. Below are the workflow steps for type 2 scenario: Employee Level Employee will receive an email notification when his/her employee evaluation was created in the system. In the email notification, employee needs to click on the url i.e. https://xxx to open his/her evaluation form to do evaluation. Below shows the evaluation form for employee to view and self appraise: Employee is required to enter the rating at the Self Rating column for each evaluation item. Employee is required to input remarks/comments so that the Save button is enabled to allow to proceed to save and send to supervisor for evaluation. Once employee click send to supervisor icon, system will auto populate the Assignee and Notify Users fields and click Confirm button to send. This employee evaluation status will change from "New Request" to "Submitted" in the Employee Evaluation list page. Supervisor Level Supervisor will receive an email notification that he/she needs to do this employee’s evaluation. Click on the url i.e. https://xxx will open the employee’s evaluation form for the supervisor to do evaluation. Supervisor is required to enter the rating at the Manager Rating column for each evaluation item. System will indicate a red mark at the Remarks column if the lowest rating of 1 or highest rating of 5 is entered and it is mandatory for the supervisor to enter remarks for this low or high rating. If there is no input for the mandatory remarks then the Save button is disabled. The Red indicator disappears after supervisor inputs remarks. Supervisor will click on icon  for final approval of the employee evaluation and click Confirm button. System will auto populate the Assignee and Notify Users fields if these users are given the director’s permission on employee evaluation. Status of this employee evaluation will be changed to "Sent to Director" in the Employee Evaluation list page. Director Level Director will receive an email notification on this employee evaluation for approval The director can click on the url i.e. https://xxxx to access the employee evaluation. Below is the employee evaluation for his comments and approval, Director will review the supervisor’s ratings, comments and recommendations and he is required to input his comments and recommendations in the below section. Once done, the Save button will be enabled. Leave Management E-leave Module The E-Leave module in the cuteOffice is a simple portal for employees to self-manage their leave efficiently and E-leave module provides insights for human resource department to monitor the leave, manage human resource planning and it is integrated with payroll calculations. Additionally, the time keepers can also apply for leave on behalf of their employees. In cuteOffice, apply or cancel leave can be done using the cuteOffice Website or cuteOffice2a Mobile App. Types of Leave Depends on the employee, the list of leaves may be varied. Below are the leave types: Annual Leave Sick Leave (Non-Hospitalization) Sick Leave (Hospitalization) Maternity Leave Paternity Leave Childcare Leave Extended Childcare Leave Infant Care Leave Compassionate Leave National Service Leave Shared Parental Leave Unpaid Leave Birthday Leave Public Holiday Off-in-Lieu Normal Off-in-Lieu The leave types will be available based on the employees HRM profile (in HRM leave particulars, personal particulars, kids details page etc.). E.g. if the employee is Male, they will not be entitled for Maternity Leave. Similarly the childcare leave will be available only if the employee has kids that fulfill Childcare leave eligibility and entitlement requirements: https://www.mom.gov.sg/employment-practices/leave/childcare-leave/eligibility-and-entitlement, etc.. https://www.mom.gov.sg/employment-practices/leave/paternity-leave Employee who is eligible to 2 weeks paternity leave (company settings on paternity leave will be setup as 10 days), below demonstrated based on the employee’s HRM profile setup. Employee on 5day work week. Employee on 5.5day work week Employee on 6day work week Leave Calculation Period By Calendar Year: Some organizations calculate leaves following the calendar year which means all leaves will be computed from Jan to Dec for each year. The leave application form show as below: By Anniversary Year: Some organizations  calculate leaves follow the anniversary year which means all leaves will be computed based on the date of join of each staff. The leave application form show as below: Apply Leave To navigate to the E-Leave module, Click E-Leave in the Time, the E-Leave page opens To apply leave, Click (Add button) in the E-Leave. A new page opens to add the leave. In the Employee box: if it's a general staff apply for his/her own leave, staff name will appear; if it's HR who can apply leave on behalf of other staff, the staff list will be available to choose based on permission and access. In the Leave Type box, select the leave type. Note: If you are applying for unpaid leaves including the Public Holiday (PH) which is coming between the unpaid leaves, then the applied leave including that PH will be shown as unpaid in Timelog. If you split and apply the leaves as before PH and after PH, then the PH will not be shown as unpaid. In the Date Range box, select the leave from and to date range. Once you have selected the leave type and date range, the Availability field opens and shows the details of the leave entitlement and prorated available leave days, and whether the selected leave dates are paid or not. Half Day Leave If the user wants to apply for half day leave, click to enable the "Start Date Half Day (PM)" and End Date Half Day (AM) flags. for example, in above screenshot, first option Start Date Half Day (PM) is enabled as Yes, it means that employee will start to take leave from afternoon on 2022-03-07. Error Message: You are allowed to create half a day only When a staff clock-in for a day in the morning and tried to apply for leave, the system will not allow to apply for full day leave. If we need to apply for full day leave, please delete the time log entry in the attendance system and then proceed to apply for leave. In the Reason box, enter the reason for the leave. In the Remarks box, enter your remarks optionally . In the Contact Number box, Enter contact number optionally if different from standard contact number (e.g. travelling overseas and getting a new number) Click Submit. The leave application will be added as new leave with a unique tracking number, and a notification for approval will be sent to supervisor. Edit Leave Application before Approval Employees can edit or cancel their leave application before approved by the authorized person. Authorized person who has been assigned with special permissions can edit the leave application before and/or after approval. Edit Leave Application Click (Edit button) in the Leave Details. The E-Leave window opens with the applied leave details. Edit the leave data where you want change. Click Save. The changed leave details will be updated in the Leave Details page. Cancel Leave Application Employees can click the cancel button on the leave application detail page to cancel leave before it is approved by supervisors. Leave Approval Process E-leave module is integrated with timesheet and payroll modules, thus every leave application in the system must be processed (approve/reject/cancel) based on the company approval workflow setup to generate correct payroll. For Special Edit which allows user with assigned permission to edit leave after approval, time approver need to re-approve the timesheet again a special edit was done on any of the leave in approved timesheet. Approve E-Leave To approve the applied leave, Click (Approve button) in the Leave Details. The E-Leave approve box opens. Click Approve to approve the E-leave. The status of the leave will be changed to “Leave Approved”. Reject E-Leave To reject the applied leave, Click (Reject button) in the Leave Details. The E-Leave reject box opens. Click Reject to approve the E-leave. The status of the leave will be changed to “Cancelled”. Special Edit The Special Edit option can be used to add the payment details of the applied leave. To add the payment details, Click (Special Edit button) in the Leave Details. A new window opens and shows the list of applied leaves. Note: Before adding the paid status details, read the important note given in the box. If timesheet with leave application had been approved, then a special edit was done on any of the leave approved in timesheet, time approver need to re-approve the timesheet again. If the applied leave comes under the paid leave means, enable Yes in the Is Paid If the applied leave comes under the unpaid leave means, enable No in the Is Paid. Click Update. Leave Configuration By HR In HRM system, HR need to set annual leave eligibility for each employee. For rest of the leave types, system will configure accordingly to follow the Ministry of Manpower (MOM) rules. Set annual leave eligibility in HRM leave eligibility page In the Employee Leave Details page, you can add the annual leave entitlement details of the employee. Click (Add button) in the Employee Leave Details. The Leave Details window opens. In the AL Entitlement box, enter the number of annual leave. In the Effective Date box, select the effective date of the annual leave. In the Remarks box, enter your remarks if any. Click Save. Click Next. The Key Employment Report page opens.  Annual Leave Configuration The Annual Leave Configuration tab in the HRM Master menu used to configure the carry forward leaves of the employee from previous year. Enable Global settings "checkAVLconfig" as true. Enable permission for the user to add available balance leave for the employees. Click Annual Leave Configuration. The Annual Leave Configuration page opens. Audit – The (Eye icon) provided in the Audit column used to track edits done in the annual leave configuration of the particular employee. Add the Carry Forward Leave Details Click (Add button) provided in the upper right-corner of the Annual Leave Configuration. The Edit Leave Configuration window opens. In the Employee Name box, select an employee from a drop-down list. In the Effective From box, select an effective date. In the Leave Count box, enter the leave count. In the Carry Forward Year box, select the carry forward year from the list of years. In the Carry Forward Count box, enter the carry forward count days from the previous year. Click Save. The carry forward count will be added and listed in the Annual Leave Configuration page. Edit the Carry Forward Leave Details If you want to edit any added carry forward leave count details in the Annual Leave Configuration page, do the following, Click (Edit icon) in the Edit column for the respective project. The Edit Leave Configuration window opens to edit the added details. Click any box where you want to edit the details, and then edit the details in the respective box in the window. Click Save. Delete the Carry Forward Leave Details If you want to delete any added carry forward leave details, you can use  (Delete icon) provided in the Delete column of the Annual Leave Configuration page. Click (Delete icon) for the corresponding carry forward leave details. You receive a notification message “Are you sure to delete a record?”. Click Yes to confirm deletion. Filter Any Carry Forward Leave Details If you want to filter the carry forward leave details of any specific employee, do the following steps, Click (Filter button) located on the Annual Leave Configuration. Once you clicked the Filter button, the filter box opens for the various columns in the page. Enter relevant detail in the respective column’s filter box to filter any particular employee’s details. Export the Carry Forward Leave Details You can export the added carry forward leave details in the Annual Leave Configuration page in both the pdf and excel formats. If you want to export the added carry forward leave details in the pdf format, click (Export to PDF button). The added carry forward leave details will be downloaded as a pdf file. If you want to export the added carry forward leave details in the excel format, click (Export to CSV button). The added carry forward leave details will be downloaded as an excel file. Public Holiday Off-in-Lieu Configuration If a public holiday falls on a non-working day, you are entitled to another day off by configuring off-in-lieu in HRM Master menu and for each employee under official information page. Enable showOffInLieuPH permission under Global setting. "showOffInLieuPH" Enable OffinLieu Permission in role for the users Click HRM and Master menu. Click PH Off-in-lieu Configuration Click Add Enter Off-in-Lieu date and Expiry date Click HRM and View all employees menu Click Employee and go to official information page Enable Off-in-lieu check box User/employees can apply off-in-lieu leave under Eleave Module. Normal Off-in-Lieu Configuration If an employee worked on Rest Day, the employee is eligible for Off-in-Lieu leave. By default, it is an unpaid leave. Using "Special Edit", HR user can change to paid leave. Set "showOffinlieu" flag to true Add Off-in-Lieu settings under company Save the settings with zero value. Apply Off-in-lieu leave under e-leave module for an employee By default, it is considered as unpaid leave. Click Submit. HR user can change to paid leave using special edit. Overtime (OT) Off-in-Lieu Configuration Select the Rest Day/Public Holiday• If an employee has worked 8 hours (current configuration 8 hours) or more, the tick button will be enabled under the      “Action” column. Initiate OIL Request• Click the tick button for OT entries that meet the eligibility criteria of 8 hours or more.• A popup window will open. Select Off-in-Lieu Option• In the popup window, choose the “Off-in-Lieu” option.• The system will automatically fetch the eligible days and proceed to create the OIL days. (Refer to Image 2) Verify the Created Record• Once the record is created:(a) The OT2 and Total columns values will be empty.(b) The Remarks column will display “Rest Day – OIL”. (Refer to Image 3) Image 1 Image 2 Image 3 Applying Off-in-Lieu (OIL) Leave• Navigate to the eLeave Apply screen to apply for leave.• Choose the leave type “Off-in-Lieu (OT)”.• While apply, you can verify that the employee has been granted paid OIL leave. (Refer to Image 4) Viewing OT Date in Leave Summary• On the Leave Summary page, you can view the actual time log OT date for the employee. Image 5 Viewing Off-in-Lieu (OIL) Records and Balances• Navigate to E-Leave → Off-in-Lieu (OT)                                                                                                                          Menu to view:o OIL records for all employeeso Leave balance details (Refer to Image 6) Image 6 Note – Time-Log Amendments• When attempting to recalculate, edit, or delete time log entries, the system will validate the record.o If leave has already been applied, no changes can be made. (Refer to Image 7)• To amend OT data in the time log, the applied OIL leave must first be cancelled or rejected. Image 7 Bulk Leave Approval System allows user to use bulk leave approval at E-Leave viewall page once user has the bulkApprove permission. MC attachments and information on employee's remaining entitlement for sick leave, hospitalisation leave, AL, off-in-lieu, childcare leave now available to users at a glance without having to click into each specific leave type. MC attachments are available for viewing instead of downloading at the E-Leave viewall page. NOTE: If you use the cursor to mouse over this button, system will display the steps on the screen to user on how to use the bulk leave approval. STEPS: 1. Choose the workflow status from the "Current Status" column.2. Select the records to be processed for the bulk action.3. Choose the workflow action from the drop-down list.4. Click the "Bulk Action" button to execute the action. To view attachment of leave records, click on this icon and system will display the attachment history window for user to preview the attachment. Leave Reports The below are the reports available in cuteOffice E-Leave: authorized users can export all employees leave application history data to excel, filters such as employee name, leave type, status etc. are provided. AL Balance Report: authorized users can check Annual leave balance and export AL balance report, filters such as the as of date, company and department, are provided. E-Leave Report E-Leave report can be accessed from the E-Leave menu only by the authorized users. In date filter (see above screenshot the yellow highlighted field), select a date range to view all leaves taken within the period selected. Select data in other filters such as leave type, current application status etc. if required. The leave applications that fulfill above step 1&2 filters will show in E-leave page. Click (Export to Excel icon) to export to excel report. AL Balance Report AL Balance report can be accessed from the E-Leave menu only by the authorized users In the date field, select the as of date to view leave balance. In company and department apply filter if any. Click search, The report shows the following details, Employee Id and name Date of Joining Type of Leave Leave entitlement No of available leaves including the annual leave effective to details Remarks Click (Export to Excel icon),the report can be exported to Excel. Settings Pro-rated Annual Leave Adjustment rules Pro-rated annual leave allocation can calculate either at the end of month or the start of a new month. By default, system will calculate prorated leave balance based on start of new month. To calculate prorated annual leave based on completed months, enable global settings "alLeaveCompletedMonthsOnly" by setting it to true. Leave Attachment Enable the flag " leaveShowAttachment" under global settings to attach file while applying leave. Planning Plan module enables user to do resource planning by single day or by date range, project, skill, service etc. Click Plan submenu in the HRM module landing page to enter into the Planning module. Once click on Resource Plan, you will see the below page called "Resource Planning". Click on this (marked in red) and you will see the options available in the resource planning. General Planning by dates To add new resource planning, Select the date range to plan and click Search plan. The list of employees are shown along with the date range. User can click on the cell for the date/employee and mark as A (see mark A in above screenshot) and it can be done for multiple employees on multiple dates who are to be planned for a project. Click Add Plan (By Marked) option in the top tool bar, to add plan for marked employee vs date window opens as below, In Project field, select project planed for the selected dates/employees. In Project Site field, enter or select project site. (if applicable) In Shift field, select shift name. In Skill field, select the skill in the which the person will be working as. (Some nature of job requires a person to work as worker or supervisor or engineer etc on different dates / projects) In Remarks field, enter remarks for the planning if any. In Auto Approval field, select Yes which is default Click Save to save planning data. After click Save, a message will pop up “Data Saved”, click close to leave the data range planning window. Once the planning data is saved, the data will be appeared in the resource planning screen, color code applied to differentiate projects, mouse over the planned cell, the details of the planning will show as below. Click on the Show Advance button to display more options on resource planning (see below screen). To delete the planned data, Option 1 Double click on the cell and click Delete button in the popup. Option 2: Click on the planned date to make the cell to show D symbol for planned dates and click on Show Advanced  and then Delete ( by Marked ) button. This will prompt a confirmation to delete and will delete multiple records in bulk. Add Plan (Date Range) Click on this button to add the project, shift etc for employee(s) as per below screen. System will show the selected employees. Click Save. Multi Task planning If an employee is required to work on more than 1 task each day, position the cursor on the cell and click until the alphabet is showing M (green cell) and click on this button. Update on project, shift and the timing required for this task. Once saved, you will noticed that the particular day cell shows 2 colors and there is blinking number indicated 2 i.e. 2 tasks for this day of this employee and when moused over the cell, you will see the details of the 2 jobs created for this employee of this selected day. Click on this button if you want to copy a plan to another employee(s). Refer to below screen. Click on this  button to display reports on planning. Others At the bottom page of the resource planning, system provide legend details for user’s reference. Special Settings List all employees in Plan Module with excluded Time or Both To list down all employees in the resource planning module who have exclude time/eleave as "Time" or "Both" in HRM page. Enable permission "listAllEmployeesInDropDown" in the Plan Module role to assign for the user Time Attendance The Time module in the cuteOffice application helps manage the time attendance details of employees within an organization. Below are key functionalities in the Time module: Capture Time Attendance from Devices Shift Management Projects List Management Interface with Leave System Generate Timesheet Approving Timesheet Calculating working time details to Generate Payroll Alerts and Reports If you want to navigate to the Time module, click the Time menu in the menu bar. The submenus of Time will be displayed. The Time menu consists the following sub menus: Time Log Geo Punch View Supplier Time Log Planning Planning Dashboard User Manual Time Log The Time Log submenu in the Time menu helps to manage the employee’s daily attendance. The logged in user must have assigned as the Time Keeper role or must have permissions to the specific Company and Department in order to view the employee’s attendance details from the respective company and department. Tip: You can check your permission details by clicking on the user name in the upper right corner and then clicking the My Profile option.     The Profile shows the details of your assigned roles. Based on the assigned roles, you can access the different functionalities in the Time Log. To navigate to the Time Log page, Click Time Log in the Time. The Time Log page opens with a list of employees including the attendance details. Time Log is integrated with the planning module, where the planning module refers to the combination of shift details in the Shift column and project details in the Project column. Note: If you want to view all the columns, click (Column icon) in the upper right side of the Time Log page. A list of columns will be shown. You can select the columns which you want to display in the Time Log page. The Time Log page shows the following fields, ID – Employee id Name – Name of the employee Date – Attendance date In – In time of the employee Out – Out time of the employee Normal Hour (NH) – Normal hour is calculated based on the in and out times and shift. Note: The maximum normal hour is decided by the added Shift based on the employee’s in and out time. If the shift is not selected, then the normal hour will not be calculated. To know how to add a shift, See the topic on “Shifts”. Over Time 1 (OT1) - The hours worked beyond the normal hour are considered as OT1 in normal days except public holidays and days marked as 0 working hours in shift. Note: The OT also depends on other parameters in shift such as minimum hour for OT. If minimum required hour for OT is configured as 1 hour and if the employee has worked for OT about 55 minutes, then the OT computed as zero. OT2 - The hours worked beyond normal hours are considered as OT2 in public holidays and days marked as 0 working hours in shift. Total Hours – The total hours are sum of normal working hours and OT. Late – If the employee’s entry time is later than the shift starting time, then the late time will be calculated and displayed in minutes. Days Worked (DW) – If the employee’s worked hours are equal to the shift hours, it will be considered as one worked day. If the employee’s worked hours are less than shift hours, it will be considered as half worked day (0.5). If the employee’s worked hours are less than four hours, it will be considered as zero (0) worked day. Shift – The Shift field shows the work schedule of the employee. Note: If the particular shift is selected for the current day, then the same shift will be updated automatically for the upcoming days. To select or change the shift, double click on the shift cell, and select the shift from a drop-down list. Waiting Time – If the employee is temporarily idle while waiting for further work, it will be considered as waiting time. Extra Computation (EC)- EC also refers to custom computation. EC will be used for computing additional payment. Project – The Project field shows the project that the employee is currently working on. Note: If the particular project is selected for the current day, then the same project will be updated automatically for the upcoming days. To select or change the project, double click on the project cell, and select the project from a drop-down list. Status – The Status field shows the employee’s time log status. Each status is explained in the lower side of the Time Log Mode – The Mode field shows the capturing mode of in and out times. Each mode is explained in the lower side of the Time Log Site – The Site field shows the name of site where the employee is working. Waiting Time Rest Over Time (WTROT) Action – The Action field shows the following two type of actions based on the in and out time entries. If the employee’s in and out time entries are not captured automatically, then (Add icon) will be displayed in the Action field. To manually add the attendance detail of the employee. Click (Add icon) for the respective employee. The Employee box opens.to manually add the attendance detail of the employee. Click (Add icon) for the respective employee. The Employee box opens. If you want to manually enter the attendance detail, select Manual Entry. The system automatically updated the in and out times based on the shift detail. If the employee is absent, select Absent. If the employee gets a paid off in lieu off another working day/hour, select Paid OFF. If the employee gets unpaid off, select OFF. If you want to delete any time entries of any employee, click (Delete icon) in the Action field for the respective employee. The Confirm dialog box opens with the notification message, “Are you sure to delete a record?”. Click Yes. The selected time entry record will be deleted. Waiting Time Normal Hours (WTNH) Edit – If you want to edit WTNH, enable the checkbox provided in the WTNH Edit Map – shows the map details if the employee did geo punch. Time In Location & Time Out Location – shows geo punch address of time in and time out location if the employee did geo punch. View Time log If you want view the attendance details for the particular day, choose the respective day in the calendar. Note: The calendar has a date range selector, so that you need to select two days that is From and To days. If you want to select a single day, select From and To days as same day. If you want to view the attendance details of a particular employee for several days e.g. one month, you must select the date range including the particular department and employee. Select the date range in the calendar. Select a department that the employee belongs to. Select the employee. Note: Once you have selected the employee, the Paycycle option shows the paycycle details of the selected employee. The Time Log page shows the attendance details of the employee for the selected date range. Filter the Time Log Details If you want to filter the time log details for any particular company and project, do the following steps, Click (Filter icon) in the Time Log. The Company and Project filter boxes open. In the Company filter box, select a company from a drop-down list of companies. In the Project filter box, select a project from a drop-down list of projects. Click Search. The filtered time log details are displayed based on the selection of company and project. Print the Timesheet You can print and view the timesheets of the particular employee by using print option provided in the upper right-corner of the Time Log page. To print and view the timesheet, Select the date range in the Calendar. Select an employee in the Employee Click (Print icon). The timesheet will be downloaded and displayed. Export Timesheet You can export the timesheet in the Time Log page in the pdf and excel formats. If you want to export the timesheet in the pdf format, click (PDF icon). The timesheet will be downloaded in the pdf format. If you want to export the timesheet in the excel format, click (Excel icon). The timesheet will be downloaded in the excel format. Export a CSV File for Payroll Generation You can export the timesheet as a CSV file for generating the payroll. To export the timesheet, Click (CSV Export button) in the lower side of the Time Log. The CSV Generation window opens. In the Company box, select a company from a list of companies. If you want to export the timesheet for 1st to End of Month (EOM), select the 1st to EOM If you want to export the timesheet for 26th to 25th, select the 26th to 25th Select the month for which you want to export the timesheet details. Click Generate. The timesheet details are downloaded as a CSV file. Print Timesheet for Multiple Employees If you want to print the timesheet for the multiple employees, Click (Print button) provided in the lower side of the Time Log. The Print (Multiple Employee) window opens. In the Company box, select a company from a list of companies. If you want to export the timesheet for 1st to End of Month (EOM), select the 1st to EOM If you want to export the timesheet for 26th to 25th, select the 26th to 25th In the Department box, select a department from a list of departments. Select the month for which you want to export the timesheet details. Click Generate. The timesheets are downloaded for the employees of the selected department. Edit Time log Edit In Time, Out Time, Normal Hours, and Over Time Note: In order to edit the time entry, you must be assigned for Edit Auto Time Permission or you must be assigned as the Time Keeper. If you want to edit the in time, out time, normal hours, and over time entries, which are captured from attendance devices automatically, do the following steps, Double click on the respective cell where you want to change, and edit the time entries. Once you have edited the time entries, you must enter the remarks to explain why you have edited the auto captured time entries. To enter remarks, double click on the respective Remarks. The Remarks box opens with a list of reasons. Select the appropriate reason in the Remarks. The Remarks will be updated. Manually Add Attendance Details Add attendance data for Multiple Employees on a Single Day If multiple employees have the same time entries for any day, you can add the attendance details of all the employees together. To add the attendance details, do the following steps, Click (Manual Entry Button) provided in the Time Log. The Employee window opens with a list of employees. Select the employees for whom you want to add the attendance details. Click Add to Time Log. The Employee box opens, Select the category from the category list. The attendance details will be added for all the selected employees. Add Attendance Details of an Employee for Multiple Days If a single employee has the same time entries for multiple days, you can add the attendance details of all the days together. To add the attendance details, do the following steps, Click (Manual Entry Button) provided in the Time Log. The Time Log Manual Entry – an Employee Multiple Dates window opens. In the Date Range box, select the dates range. In the Employee box, select an employee from the list of employees. In the Time In box, enter the in time. In the Time Out box, enter the out time. In the Shift Name box, select a shift from a drop-down list. In the Project box, select a project from a drop-down list. In the Remarks box, enter your remarks if any. In the Site box, enter the site name. Click Create. The attendance details will be added for the selected employee. Bulk Change The Bulk Change option in the Time Log page can be used to make changes in the attendance details of multiple employees in bulk. To use bulk change, Select the employees for whom you want to make changes in time entries. See the below figure. Navigate to the Bulk Change option provided in the lower side of the Time Log    3. Click on the Bulk Change. A list of options to be edited opens.    4. Select the options which you want edit. Once you have selected the options, the selected option will be displayed in the right           side.    5. For example, if you have selected the Time In and Time Out options, , the time in and time out bulk update window will pop          up, you need to enter the in and out times in the respective Time In and Time Out fields.    6. Click Update Changes. The time entries for the selected employees will be changed. Bulk update of a Project under the time log for Multiple employees on a specific date Click “A Date Multiple Employees” button in the time log . A window will open to select Project, Supplier company and Employees to update for a single date. Choose the specific project and Supplier company from the drop-down list. Based on the previous day time log, the employee names will be listed. If the PH or non-working day falls on the previous day, the time log data from the last working day will be considered for the project update. Hold the “Ctrl” key and select multiple employees. Click “Add to Time log” Another window will open to choose Manual entry category Click “Create” to create records in the time log. Recalculate the Timesheet When you do changes in the timesheet of any employee, for example changes in In time, Out time, OT, and Waiting time, you need to recalculate the total work hours after made changes in the timings. To recalculate the total work hours, Select the respective time logs where you have done changes in the timings. Click (Recalculate button) provided in the Time Log. According to the changes you have done in the time log, the total hours will be calculated and updated in the same. Review and Approve Time Log The timesheet can only be reviewed or approved by the person who has granted with assigned permissions. The "approve" permission can overwrite the "review" permission, that time sheet approver can approve the timesheet without reviewing it. Review the Timesheet Review option provided in the Time Log page helps the reviewer to review the in and out times of the employee. To review the timesheet, Select the dates you want to review. Click (Review button). The timesheet is reviewed successfully and the status is changed as Reviewed in the Status column of the Time Log page. Approve the Timesheet Once the timesheet is reviewed by the reviewer, then timesheet will be ready for approval. To approve the timesheet, Select the date range in the calendar. Select a department and an employee for whom you want to approve the timesheet. The timesheet opens for the selected employee. Select the respective records which you want to approve. Check whether the Time, Shift, and Project details are entered properly. Click (Approve button). The timesheet is approved successfully and the status is changed as Approved in the Status column of the Time Log page.   Tip: Make sure that all the attendance records should show the individual status as Pending in the Status column for approving the timesheet. If the Summary field shows the status as Ready For Approval which means the timesheet is ready for the approval. If the Summary field shows the status as INVALID which means that the time attendance records are not yet ready for approval. The reason may be the records are incomplete due to missing of the Time, Shift, and Project details and so on. Timekeeper personal shall fill up attendance details accordingly. The Summary field shows the following summary details of the employee’s time attendance: Total working days in the month of worked days of the employee of holidays Paid and un paid leaves of the employee Total NH, OT, and waiting time This summary details helps you to know how much time is spent on what project by your employees. Edit the Time Log after Approval You can edit the time log details even after approval with permission. Once the changed has done, then the record still needs to be approved again by the approver. Note: Make sure that you have been granted with the Change Project Approved permission to change the project even after the approval.  If you have the Edit Approved permission, you can modify each time log details even after the approval. Supplier Time Log The Supplier Time Log submenu in the Time menu helps to manage the daily attendance of the external employees who are working under the contract basis. This type of employees is called as suppliers. The logged in user must have assigned as the Time Keeper role or must have permissions to the specific Company and Department in order to view the supplier’s attendance details from the respective company and department. Enable permissions such as "externalEmployee" and "supplierTimeLog" to add Supplier Workers and view attendance in the Time log. To navigate to the Supplier Time Log page, Click Supplier Time Log in the Time. The Supplier Time Log page opens with a list of suppliers including the attendance details. The Supplier Time Log page shows the same fields as in the Time Log page. If you want view the attendance details for the particular day, choose the respective day in the calendar. Note: The calendar has a date range selector, so that you need to select two days that is from and to days. If you want to select a single day, select start and end days as same day. If you want to view the attendance details for several days e.g. one month, you must select the date range including the particular department and supplier employee. The Time Log page shows the attendance details of the employee for the selected date range. Select the date range in the calendar. Select a department that the employee belongs to. Select the employee. The view/filter/print/edit/review/approve procedures in Supplier Time Log are same as Time Log Shifts Shift plays a major role in calculating the timesheets for the employees. The Shifts tab in the Time menu is a master data of all the details of shifts. In each shift, daily working hours requirements and rules of computing the working hours are configured. The added shift details will be automatically integrated with the time log details. Users can edit shift master data with the right permission assigned. Add a Shift To add a new shift, Click (Add button) provided in the upper right-corner of the Shifts. The Shifts window opens and shows the days in a week in the left side, so you can configure the shift for each day. In the Shift Name box, enter the shift name. If the employee is working in the night shift, enable Yes for the Night Shift Click the day for which you want to add the shift details. In the Shift Time field, set the shift starting and ending times in the From and To In the First Break field, set the break starting and ending times in the From and To Note: If you want to add another break, click  (Add icon) and add another break timing. Normal hour will be calculated by the deduction of break timings from the time between the shift start and end times. In the Grace Period box, enter the grace period minutes. Grace Period - If the employee is allowed to clock in late without affecting the normal hour calculation, enter the grace period time range. The default value is 0 minutes. For example, in above screenshot, if an employee clocks in at 8.35am for the shift starting 8.30am, they will lose 30 minutes(rounded off)  if grace period is set as 0. But if grace period is 10 minutes, then the time in will be computed as 8.30 even though the staff is late for 5 minutes. In the Round Off Min box, enter the round off minutes. Round Off Minute – If the employee clocks in by late even after the grace period, then the system will extend the normal working hours based on the round off minute you set. For example, the round off minute is set as 30 minutes and the grace period is 10 minutes. If an employee clocks in at 8.41, it will be rounded off to 9.00 AM as the round off is set to 30 minutes. If the employees need to work for only half-day, enable Yes for the Half Day In the Crop Time in box, enable Yes to round off when doing the worked hours calculations. In the OT Minimum box, enter the minimum OT time. If the employee works beyond the normal working hours then the extra working time is considered as an over time. For example, the OT minimum is set as 30 minutes. If an employee works for extra time about 15 minutes, then the OT will be considered as 0 minutes because the minimum OT period is set as 30 minutes. In the NH From and NH To boxes, enter the normal hour from and to ranges. . In the Waiting Time box, enter the waiting of the employee. Waiting Time – If the employee is temporarily idle while waiting for further work, it will be considered as waiting time. In the Deduct OT box, enter the deduct OT time. Premium OT ( 1.5 times/2 times pay ) after the configured hours based on the settings. 16. If you want to apply the same shift for all days, click Apply to All. The added shift details will be applied for all days. 17. Click Save. The shift is added and listed in the Shifts page. View the Added Shift Details If you want to view the added shift details, click (Expand icon) of the respective shift. The Shifts page shows the details of the selected shift. Edit the Shift Details If you want to edit any added shift details in the Shifts page, do the following steps, Click (Edit icon) in the Edit column for the respective shift. The Shifts window opens to edit the added shift details. Click any box where you want to edit the shift details, and then edit the details in the respective box in the Shifts Click Save. Delete Any Shift If you want to delete any added shift, you can click  (Delete icon) provided in the Delete column of the Shifts page, You receive a notification message “Are you sure to delete a record?”. Click Yes to confirm deletion. Filter Any Shift If you want to filter any particular shift from the list of added shifts, click (Filter button) located on the Shifts. Once you clicked the Filter button, the filter box opens for the various columns in the page. Enter relevant detail in the respective column’s filter box to filter any particular shift. Export the Shift Details You can export the added shift details in the Shifts page in both the pdf and excel formats. If you want to export shift details in the pdf format, click (Export to PDF button). The shift details will be downloaded as a pdf file. If you want to export shift details in the excel format, click (Export to CSV button). The shift  details will be downloaded as an excel file. Holding Raw Time Holding Raw Time option in the Time menu used to resynchronize the unprocessed time records of the employee. Raw time refers to data received from attendance device. Resynchronize Raw Data To manually resynchronize attendance data from device, Click Holding Raw Time in the Time. The Holding Raw Data page opens. The page shows the list of employee’s time records which has not been synchronized. By searching the Attendance ID of the employee, select the time records which you want to resynchronize. Then click "Re Sync" button on the top right. The selected time records will be synchronized to the Time Log. Note: If one Attendance ID is selected, the time records for different dates will be synchronized. There is no need to select each date for the same Attendance ID. Export the Unprocessed Time Record Details You can export the unprocessed time record details in the Holding Raw Data page in the excel format. Click (Export to CSV button). The unprocessed time record details will be downloaded as an excel file. Time Reports The Time Reports menu used to view the reports related with the time log details of the employees. Click the Time Reports menu in the menu bar. The submenus of Time Reports will be displayed. The Time Reports menu consists the following sub menus: Time Log Summary Manhour Monthly Manhour Current Projects Time Log Summary The Time Log Summary tab in the Time Reports menu shows the time log summary report of the employees belong to the particular department in a company. View the Time Log Summary Report To view the time log summary report, Click Time Log Summary in the Time Reports. The Time Log Summary page opens. The Time Log Summary page contains the following fields: Emp No – Employee number Name – Employee name Status – Shows the approval status of the timesheet that is whether the timesheet is approved or not. Calendar Working Days (CWD) – The CWD field shows the total number of working days in the selected month. Payable Working Days (PWD) – The PWD field shows the total number of days worked by the employee in the selected month. NH – shows the normal working hours. OT1, OT2, OT3 – shows the over time. Leave Applied (Days) – Number of leaves applied by the employee Absent (Days) – Number of absent days OFF (Days) – Number of OFF Paid Leave – Number of paid leaves Un paid Leave – Number of unpaid leaves Approved by – Name of a person who has approved the leaves Approved Date – Date when the leaves has been approved In the Company box, select a company. In the Year and Month box, select a month and year for which you want to view the time log summary report. In the Pay Cycle box, select a pay cycle. In the Department box, select a department from the list of departments. Click Search. The time log summary report is displayed for the employees of the selected department. Export Time Log Summary Details You can export the time log summary details in an excel format. Click (Export to CSV button). The time log summary details will be downloaded in the excel format. Generate Bulk Timesheet Generate option provided in the Time Log Summary page helps to manually generate the bulk timesheets. It helps to ease the bulk timesheet generating operation. To generate the timesheet, Note: You can generate the bulk timesheets together only for the approved timesheets. Select the employees whom you want to generate their timesheet. Click (Generate button). The bulk timesheet will be generated and the (Download icon) will be enabled in the Download column. Download Time Log Summary Details If you want to download the time log summary details for all the employees, select the employees and click (Download button) provided in the upper side of the Time Log Summary If you want to download the time log summary details for any individual employee, click the respective(Download icon) provided in the Download Man Hour Report A man-hour is the average amount of work that one employee can do in an hour. Man-hour report are used to view how long jobs took, or how many employees are involved to do a job in a particular time. The Man Hour Report tab in the Time Reports menu used to view the man hour report of the employees. To view the man hour report, Click Man Hour Report in the Time Reports. The Man Hour Report page opens. In the Calendar box, select the date range for which you want to view the man-hour report. In the Project box, select a project from the list of projects. Click Search. The man-hour report is displayed for the selected period and project. The Report shows total man hours and list of employees including their individual manhours. Monthly Man Hour Report The Monthly Man Hour Report tab in the Time Reports menu used to view the man hour report of the employees on a monthly basis. View Monthly Man Hour Report To view the monthly man hour report, Click Monthly Man Hour Report in the Time Reports. The Monthly Man Hour Report page opens. The Monthly Man Hour Report page contains the following fields: Customer – shows the name of the customer Vessel Name – shows the name of vessel where the employees worked Mechanics – shows the total number of employees involved in the work Total Man Hour – shows the total man-hour In the Calendar box, select the date range for which you want to view the monthly man-hour report. Click Search. The monthly man-hour report is displayed for the selected period and project. Export Monthly Man Hour Report You can export the monthly man hour report in the pdf and excel formats. If you want to export the monthly man hour report in the pdf format, click (Export to PDF button). The monthly man hour report will be downloaded in the pdf format. If you want to export the monthly man hour report in the excel format, click (Export to CSV button). The monthly man hour report will be downloaded in the excel format. Current Projects The Current Projects tab in the Time Reports menu used to view the details of customer’s projects currently working by the company. View Current Projects To view the current projects, Click Current Projects in the Time Reports. The Current Projects page opens. The Current Projects page contains the following fields: Main Code – shows the company code Vessel Name – shows the name of the currently working vessel project Customer Name – shows the customer name Department – shows the department name Start Date and End Date – shows the starting and ending dates of project Total_MHr – shows the total manhour Status – shows the status of the project In the Customer Name box, select the name of a customer. In the Type field, if you want to view the current status for commercial projects, select Commercial. If you want to view the current status for overhead projects, select If you want to view the current status for both commercial and overhead projects, select Both. Click Search. The status of the current projects is displayed for the selected customer and type. Export Current Project Details You can export the current project details in the pdf and excel formats. If you want to export the current project details in the pdf format, click (Export to PDF button). The current project details will be downloaded in the pdf format. If you want to export the current project details in the excel format, click (Export to CSV button). The current project details will be downloaded in the excel format. Time Log Settings Time log Prioritize Shift NH Cute Office automatically takes into account NH from both the Minimum and Shift working hours.  The system will give priority to the minimum working hours if they exceed the shift's NH; if not, the shift will be given priority if the NH in the shift is the highest. To prioritize shift even hours when minimum working hours are greater, a new setting called tmShiftTakesPriorityForNHHrs has been created. In order to make it possible, enable the below setting as "true". Enable Settings to prioritize shift in NH calculation. Change the value to "true" in the global admin settings for " tmShiftTakesPriorityForNHHrs " and save the changes to activate the feature. Maximum round off for Out punch Client request to have forward round off for out punch as employees punch a minute or couple of mins before shift out time, system consider it as half working day. To avoid this introduced new setting for ceiling the out entry in the time log by shift. Step 1:   Settings to Enable Max Round off mins in Shift Master Change the value to "true" in the global admin settings for "tmShiftShowMaxRoundOffForTimeOutEntry" and save the changes to activate the feature. Step 2:  Maximum round off mins in Shift master Add the maximum round off minutes to the "Max Round Off for out Entry" field under HRM -> Master -> Shifts -> Edit for time out and Save Shift. Ex: If Shift Out time is 06:00 pm and Max Round Off for out entry is 30 mins as per above screen, Employee actual time out is 05: 32pm -> system consider it as 06:00pm Employee actual time out is 06: 00 pm -> system consider it as 06:00pm Employee actual time out is 06:23pm -> system consider it as 06:30pm It’s a forward round off for out time only. Capture First Clock in and Last Clock out for multiple project entry                                                                            System automatically takes first clock in and last clock out to calculate total number of hours spend in a day for multiple check in and check out without considering it as a Night Shift.                                                                                                Step 1: Go to company settings and edit nightShiftNotApplicable. Change the flag to true.                          Step 2:  Filter overWrite TimeOut and change the flag to true.           These two settings help to calculate normal hour and overtime hours based on the first clock in and last clock out in a day               without considering it either night shift or next day.      Note:  Multiple clocks in can happen before 12 am of the next day. Orelse system will calculate next day for last clock in after                      12 am of the next day. Enable Normal Hours according to Shift time Normal hours calculated based on the shift time. Ex: Shift time 9 am to 6 pm Configure - NH from 6hrs to 8 hrs (consider as one day). If the employee clock out after completing 6hr and come for work at 9 pm on the same day. The system will not deduct 2 hrs as NH to fulfill NH 8hrs. From 9pm onwards, it will consider as overtime. Enable Auto Time out If an employee forgot to clock out, the scheduler runs the next day at 5-6am to update the clock out time on the previous days' time log, provided the employee did not clock out. Enable the below global settings to "true", by default "false" will be available. In the time log, Mode shows "S". Premium Over Time If client have extra shift and rate various from overtime rate for both weekdays and weekends, total hours of Premium Over Time (POT) will be calculated automatically in the time log. Steps Enable POT under Global settings Enable POT under Shift Enter the start time of Premium Overtime inside the Shift to consider as cutoff time. Additional POT column will be available in the time log to calculate the total hours worked by the employee after the cutoff time given in the Premium Overtime shift and pushed to it.  Display EC(2x) can change using the below Global settings The rate will be calculated accordingly by the pay code generated for POT. Configure POT under Timelog Extra Shift in Payroll Admin Settings. Off Day Configuration If an employee works on an "Off day" (basically rest day) at the employer's request, the employee will be paid 1.5 times the basic pay. To configure "Off day" for 1.5 times basic pay: Enable "enableOffDay" flag in the global settings Under HRM Minimum Working Hours, click add and configure the off day. Click Save. Go to Time Log and add an entry for the off day. The total hours will appear in the OT1 column to calculate 1.5 times the basic pay in the payroll. Enable Leave & Absent Report To view Leave & Absent Report, enable permission "time - eleaveAbsentReport".   Enable ISRP Time Sheet To view ISRP Time Sheet, enable permission "Time- importTimeLog".                                                                                  Enable A/D Type To view header A/D type in Time log, enable permission "allowTimlogAdditionDeduction".                                                                                                         Geopunch Capture attendance using Mobile App. The geofencing and biometric validations are optional App Installation Install the App cuteOffice2A by searching cuteOffice2A and install the App. Alternatively use the links below to install. iOS Devices https://apps.apple.com/us/app/cuteoffice2a/id1535384738 Android Devices https://play.google.com/store/apps/details?id=com.cutech.cuteOffice2A&pcampaignid=web_share Open the App. When opening the app for the first time, click continue at this background location prompt. If you click Exit then the app will be closed. The application needs to capture the location for attendance purposes. Read the Privacy Policy and Click Close Next the App will ask you for permissions to access location on your device, click Allow all the time. First time, as one time exercise, it is mandatory to enter the correct Application URL to access The URL can be retrieved by the client code also. Contact your HR for the client code. Enter the code and click Get URL to fill the URL directly. Otherwise enter https://***.cuteoffice.net  (Get the correct URL from your cuteOffice administrator or HR) Click Save. User may need to restart the App after entering the URL. Register device for attendance Click Attendance Icon. Click Allow All the time Click Allow the App to access Click Ok to register Enter your name and employee ID and click Register. Click Ok to restart the application. Inform your HR to activate the device. (See the last section in this document on how to activate) Once the device is activated, the below window will open Please click on the highlighted icon to do the sync on the mobile to see the project list (depends on the device activation as per below point) and profile image. Check In Open the App. Don’t login Click Attendance icon. Select project Click Check in Take Photo when camera is launched. Attendance taking is completed.Data Shown in Recent PunchKeep the App open until the punch status is green so that it syncs to the server. Check Out Do the same but click click Check Out button. Activating the Device Click on Masters - Devices The device that are on Red color locked ones are not activated yet. The user particulars has the details entered by the user when registering such as their name/employee number etc. Click the Edit button Select the employee name and click the Active Toggle. Finally Save. Restricting Projects The list of projects shown to the end users on their phone is decided by the company / department / project selection in this window. To show all the projects from all companies, simply select all the companies and dont select any department / project. Leaving the project empty will make all the projects available to the users. If only certain projects to be seen by the end user, select the project that has to be shown. Finally click Save. Payroll Payroll Overview The Payroll module in the cuteOffice app involves everything having to do with the process of paying employees and filing employment taxes. It supports all necessary payroll features such as pay slips, Tax filing, CPF submissions, Giro bank files, and payroll reports such as payroll journals, summary reports, etc.. The solution is able to generate compatible files to submit to CPF board, IRAS and all the banks in Singapore for employee’s salary transfer (including online bank GIRO). Functionality present in the Payroll module including: Payroll Master Paycycle Paycode Working Day Bank List Payroll Operation Generate and Approve Payroll View and Print Payslip via Portal or Mobile App Email Password Protected Payslip to Employees Generate CPF File Including Details like CPF, CDAC, SINDA etc. Generate Online Bank GIRO file to all the banks in Singapore AIS File Generation: IR8A/ IR21/ IR8S/ Appendix A forms etc. Inclusion of Foreign Worker Levy/ SDL etc. Reports Pay Slip Payroll Journal Report Payroll Register Report Payroll Summary Report Cheque Register Report Donation Report Liabilities Report Yearly Payroll Report Generate CPF Submission File Generate GIRO Bank File AIS reports Payroll Master Pay Cycle Pay Cycle determines the Period that employees are paid in. It determines how often payroll is run and the specific date that employees are paid on. These pay cycles are payment frequencies (monthly, semimonthly, weekly, or biweekly) defined by start and end dates in the system calendar. For example, if a pay cycle is monthly, employees may get paid with different scenarios depending upon the company policy: 1st to end of the month, Paid on 7th of the following month 26th of previous month to 25th of current month, Paid on 1st of the following month. 1st to end of the month but cutoff for payroll computation is 24th of current month and Paid on 1st of the following month.. 1st to end of the month, Paid on 1st of the month with partial amount and 7th of the month with rest of the amount. Click Pay Cycle in Masters, the Pay Cycle page opens. Add a Pay Cycle If you want to add a pay cycle, Click (Add New button) in the Pay Cycle. The Pay Cycle window opens. Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in those fields before saving. In the Name box, enter the name of a pay cycle you want to add. In the Value box, enter the value of the pay cycle. In the From Date and To Date boxes, select the from and to dates of the pay period. Note: if you want to add an end of the month as To Date automatically, select the checkbox of the End of the Month option. In the Cut-off box, select the total number of cut-off days. Note: If you want to take previous month payroll, select the checkbox of the Take Previous Month Payroll option. For example, the employer wants to calculate the monthly salary based on the cut-off date format that is from 1st to 24th with the approved Time Sheet and for the remaining days with Full Pay. If any leave has taken in the days which are paid fully, the deduction will be done in the next month pay. To add the pay cycle for the cut-off date format, In the From Date and To Date boxes, select the from date as 1 and to date as 24. In the Cut-off box, select the cut-off date as 24. Select the checkbox of the Take Previous Month Payroll In the Remarks box, enter your remarks if any. In the Company box, select a company from a list of companies. Note: If you want to select all the companies in the list, select the checkbox of the ALL. Click Submit. The pay cycle is added and listed in the Pay Cycle page. Edit a Pay Cycle You can edit the details of the added pay cycle by using edit option provided in the Edit column of the Pay Cycle page. To edit the added pay cycle details, Click (Edit icon) of the respective pay cycle you have added. The Pay Cycle window opens with the added pay cycle details. Edit the pay cycle details where you want. Click Save. Delete a Pay Cycle You can delete the added pay cycle by using (Delete icon) provided in the Delete column of the Pay Cycle page. Filter a Pay Cycle If you want to filter any pay cycle in the Pay Cycle page, you can use (FILTER button) located on the Pay Cycle page. Pay Code Pay Codes are labels used to identify and park the various parts of the salary into appropriate group for financial records. Some of the standard pay codes has been already created in the application by default and you can use the pay codes as it is. You can also create new pay codes by using this Pay Code feature. The added pay code will be used in the further payroll process. The Pay Code tab in the Masters submenu helps you to add a pay code. Click Pay Code in the Masters. The Pay Code page opens. Add a Pay Code To add a pay code, Click (Add New button) in the Pay Code. The Pay Code window opens. Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in that fields before saving. In the Pay Code box, enter the pay code. In the Description box, enter the description for the added pay code. In the General Ledger Account (GL A/C) Code box, enter the general ledger account code. In the Pay Type and Attitude fields, select the appropriate options you want from the given options based on the suitable conditions given below： If you select the Pay Type as Earning and the Attitude as Positive, the amount that will be earned by the employee from Salary Paid Leave Advance Against Salary Over Time Allowances Bonus and so on. If you select the Pay Type as Earning and the Attitude as Negative, the amount that will be deducted from the employee’s earning is for Unpaid Leave Advance Salary Deduction Absent deduction and so on. If you select the Pay Type as Deduction and the Attitude as Positive, the amount that will be deducted from the employee’s earning is for Donations such as SINDA, CDAC, MBMF, ECF and so on Withhold Tax Any other deductions like fines.   6. In the Central Provident Fund (CPF) field, if the employee is eligible for CPF this will attract the CPF, click Yes else click No.   7. In the Taxable field, if the employee is eligible for tax deduction, click Yes else click No.   8. In the Wage Category box, select the appropriate wage category you want from the given categories.   9. In the Pay Pattern field, select the appropriate pay pattern you want from the given options. 10. In the IR8A Form Group box, select the appropriate group you want from the given options. 11. If the added pay code is for allowance, select the checkbox of the Is Allowance 12. If the added pay code is for deduction, select the checkbox of the Is Deduction 13. In the Remarks box, enter your remarks if any. 14. Click Submit. The pay code is added and listed in the Pay Code page. Edit a Pay Code You can edit the details of the added pay code by using edit option provided in the Edit column of the Pay Code page. To edit the added pay code details, Click (Edit icon) of the respective pay code you have added. The Pay Code window opens with the added pay code details. Edit the pay code details where you want. Click Save. Delete a Pay Code You can delete the pay code by using (Delete icon) provided in the Delete column of the Pay Code page. Filter a Pay Code If you want to filter any pay code in the Pay Code page, you can use (FILTER button) located on the Pay Code page. Import Multiple Pay Codes You can import multiple pay codes together by using import option provided in the Pay Code page. Before doing import, Create a template in an excel worksheet as in the Pay Code Add the details of pay code in the excel worksheet and save the excel worksheet in your computer. Click (Import button). A new window opens to upload the excel worksheet. Click Choose File to import. Select the excel worksheet which you want to upload. Click Upload. The pay code data are imported in the Pay code page successfully. Working Day Working days can vary for different types of staff based on how many days they need to work in a week as per their contract. Here you can configure the working days and assign them to employees to compute the salary details. The Working Day tab in the Masters submenu used to add the working day table code including the working days in each month of the particular year. The added working day table code will be used in the further payroll process. Click Working Day in the Masters. The Working Day page opens. Add a Working Day Table Code If you want to add the working day table code, Click (Add New button) in the Working Day. The Working Day Information window opens. Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in that fields before saving. In the Working Day Table Code box, enter the code for the working days you want to create. In the Current Year box, select the year for which you want to add the working day code. In the Description box, enter the description for the added working day code. From January to December boxes, enter the number of working days for each month. In the Company box, select a company from a drop-down list. Note: If you want to select all the companies in the list, select the checkbox of the ALL. Click Submit. The working day table code is added and listed in the Working Day page. Edit the Working Day Table Code You can edit the details of the added working day table code by using edit option provided in the Edit column of the Working Day page. To edit the added working day table code details, Click (Edit icon) of the respective working day table code you have added. The Working Day Information window shows the added working day table code details. Edit the working day table code details where you want. Click Save. Delete a Working Day Table Code You can delete the working day table code by using (Delete icon) provided in the Delete column of the Working Day page. Filter a Working Day Table Code If you want to filter any specific working day table code in the Working Day page, you can use (FILTER button) located on the Working Day page. Employer Banks List The Banks List tab in the Masters submenu helps you to add all the bank account details of the company that are used to pay salary to staff. Click Banks List in the Masters, the Banks List page opens. Add a Bank Account To add a new bank account, Click (Add New button) in the Banks List, the Bank window opens. Note: The fields notified with a symbol (*) are mandatory. You must enter the relevant details in that fields before saving. In the Bank box, enter the bank name. In the Description box, enter the description for the added bank. In the Code box, enter the bank code. In the Account Number box, enter the bank account number. In the Account Type box, enter the type of bank account. In the Branch Code box, enter the branch code of the bank. In the Pay Mode box, select the payment mode. Click Submit. The bank account details are added and listed in the Banks List page. Edit the Bank Account Details You can edit the details of the added bank account by using edit option provided in the Edit column of the Banks List page. To edit the added bank account details, Click (Edit icon) of the respective bank account you have added. The Bank window shows the added bank account details. Edit the bank account details where you want. Click Save. Delete a Bank Account You can delete any added bank account by using (Delete icon) provided in the Delete column of the Bank List page. Filter a Bank Account If you want to filter any bank account in the Bank List page, you can use (FILTER button) located on the Bank List page. CPF List CPF list shows CPF contribution rate by different age group/categories etc. Payroll Prerequisites The Payroll module in the cuteOffice app is fully integrated with other modules such as HRM, E- Leave, and Time. The below diagram explains how the Payroll module is in integrated with other modules. The employee’s information added in the HRM, Time and E-leave modules will be automatically synchronized with the Payroll module. The payroll can be processed only for those staff who are registered in the HRM module. Along with the employee registration, the below information is also mandatory for payroll processing: The employee’s pay eligibility details Salary information Leave entitlements Minimum working hour configuration Pay cycle processing details Payroll Admin Settings The Settings tab in the Admin submenu is a pre-defined setup that will be used in generating the payroll. Once you have added the list of pay codes in the Masters submenu, the added pay codes will be listed here to select one of which against the pay items. If you set the respective pay code for the following terms, the same pay code will be reflected in future payroll processing. Click Settings in the Admin, the Settings page opens. In the Monthly box, select a pay code from the list of pay codes for monthly payment. In the Daily box, select a pay code from the list of pay codes for daily payment. In the Hourly box, select a pay code from the list of pay codes for hourly payment. In the OT1 box, select a pay code from the list of pay codes for OT1. In the OT2 box, select a pay code from the list of pay codes for OT2. In the OT3 box, select a pay code from the list of pay codes for OT3. In the Annual Leave box, select a pay code from the list of pay codes for annual leave. In the Sick Leave box, select a pay code from the list of pay codes for sick leave. In the Non-Working Days box, select a pay code from the list of pay codes for non-working days. In the CDAC box, select a pay code from the list of pay codes for CDAC. In the MBMF box, select a pay code from the list of pay codes for MBMF. In the SINDA box, select a pay code from the list of pay codes for SINDA. In the ECF box, select a pay code from the list of pay codes for ECF. In the C_CHEST box, select a pay code from the list of pay codes for C_CHEST. In the Bonus box, select a pay code from the list of pay codes for bonus. In the PH_OT DAY box, select a pay code from the list of pay codes for PH_OT day. If you want to take previous month OT, click the checkbox of the Take Previous Month OT If you want to set the PH OT pay based on the day rate, click the checkbox of the Is PH _OT Pay in Day Rate (Monthly, Daily) If you want to pay for extra working days, select the checkbox of the Pay for Extra WD Rest day OT (ROT) is paid at 2 times rate by default; however, it can be paid at 1.5 times rate. This can be configured by clicking the ROT 2 times check box. Click Submit. The payroll admin settings will be saved and updated in system. General Payroll Process Time module in the cuteOffice application automatically synchronizes the Timesheet of all the employees with the Payroll module. E-Leave module in the cuteOffice application automatically synchronizes the attendance and leave details of all the employees with the Payroll module. HRM module synchronizes the pay eligibilities of the employees with the Payroll module. As mentioned in payroll prerequisites. HRM salary details, and timesheet and E-leaves must be approved to enable payroll processing. Generate Payroll You can generate the payroll for the employees by just one click using the Generate Payroll option. The Generate Payroll tab in the Operation submenu used to generate the payroll for the employees. To generate the payroll, Click Generate Payroll in the Operation. The Generate Payroll page opens. Choose Payroll period, Department, and Pay Cycle to Generate a Payroll If you want to generate a payroll, you must choose the payroll period, department, and pay cycle. Default selection is set to previous month and all departments and all pay cycles. In the Year and Month box, select the respective month and year for which you want to generate the payroll. In the Pay Cycle box, select a pay cycle from a drop-down list. In the Department box, select a department from a drop-down list. Note: If you want to select all the departments in the list, select the checkbox of the ALL option. Click Search. The Generate Payroll page shows the list of processed and unprocessed employees detail based on the selected data. Note: The page shows both the processed and unprocessed employee details separately, and shows the reason of not processing employee details in the Remarks column. For example, If the timesheet is modified and not yet approved means, it shows that Timesheet not approved. Error: If the employee’s detail is not appeared, the following could be the reason, A. You may have started the payroll processing before approving the attendance and Timesheet for the respective period. B. The payroll may have been processed already.    C. In HRM official info page, some staff can be excluded from Time attendance. Generate Payroll. Once the  page shows the list of processed and unprocessed employees’ detail, you can generate the payroll by selecting the respective employee details. To generate the payroll, Click the checkbox of the respective employees. Click (Generate Payroll button). The Confirm dialog box opens with a message “Are you sure want to proceed with Auto Pay processing for selected Employees?”. If you want to proceed with auto pay processing, click Yes. The payroll is generated and moved to the payroll staging area. Note: If you want to generate specific employees' payroll, you can use filter option to filter any specific employee detail in the Generate Payroll page. Click (FILTER button) located on the Generate Payroll page. Payroll in Staging The Payroll in Staging is where you can view and validate the payroll details of the employees after payroll generation. The payroll in staging shows the auto processed payroll detail for selected employees. It can be further amended or adjusted before approval. The common payroll adjustments could be additional allowances, bonus and deductions, etc.. After viewing and adjusting the payroll, user with permission can approve the payroll for final payment to employees in Payroll in Staging tab. Click Payroll in Staging in the Operation, the Payroll in Staging page opens with a list of generated payrolls. View the Payroll Details of an Employee If you want to view the generated payroll details of any employee, you can use view option provided in the View column of the Payroll in Staging page. Click (View icon) of the respective employee, the Payroll Details window opens and shows the payroll details of the selected employee. Regenerate a Payroll You can use Regenerate option provided in the Payroll in Staging page to regenerate the payroll. If you made any changes in an employee's Timesheet/Employee Salary in HRM/Pay code after the employee payroll is generated, you must use Regenerate option to regenerate the payroll so the latest updates from Time, E-leave and HRM module will be reflected in the payroll. To regenerate the payroll, click (Regenerate icon) in the Regenerate column for the respective payroll you want to regenerate. The selected payroll will be regenerated. Note: If you edit any pay details in payroll staging manually, it will be lost while generating the payroll. Regenerate multiple employees' payroll: If you want to regenerate multiple payrolls together, select the checkbox of the respective payrolls and click  (Regenerate button). Edit the Payment Details of an Employee If you want to edit and update the payment details of any employee, you can use edit option provided in the Edit column of the Payroll in Staging page. To edit payroll details in staging, Click (Edit icon) of the respective employee. The Edit Payroll Details window opens. If you want to edit and update the payment details of any employee, click (Edit icon) of the respective employee. The Update Payment Details window opens. Edit the payment details where you need, click Submit, the payment details will be updated. If you want to add the new payment details for any employee, click (ADD button) in the Edit Payroll Details. The Update Payment Details window opens to add the payment details. Enter the relevant details in the respective fields. Click Submit. Bulk Edit the Payment Details of Multiple Employees If you want to update the payment details of multiple employees together, you can use the Bulk Edit option provided in the Payroll in Staging page. Select the checkbox of the employees for whom you want to update the payment details together. Click (Bulk Edit button). The Payment Details Bulk Update window opens. Enter the relevant details for the respective employees. Click Submit. Bulk Delete Employee Allowance/Deduction Employee’s Allowance/Deduction details are usually configured in the Pay Eligibility in HRM.  The same details will be reflected into the Payroll through Pay Code while generating payroll for an employee. If you want to cancel the Allowance/Deduction for any employee for a particular period, you can use (Pay Code Delete button). For example, if you want to cancel the Utility Deduction and the Accommodation allowance of an employee for the current payroll month, you can use the Pay Code Delete option. Click (Pay Code Delete button) in the Payroll in Staging. The Pay Code Bulk Delete window opens. In the Choose Pay Code box, select the pay code you want to delete. Once you have selected the pay code, the list of employees who are eligible for the selected pay code opens. Select the checkbox of the employees for whom you want to delete the pay code. Click (Delete button). The pay code for the selected employee will be deleted for the pay roll month. Approve the Payroll of an Employee If you want to approve the payroll of any employee, Select the employees by clicking the checkbox of the respective employee. Click (Approve button). The selected employee’s payroll will be approved for the payment. Filter the Payroll Details of an Employee If you want to filter the payroll details of any specific employee in the Payroll in Staging page, you can use (FILTER button) located on the Payroll in Staging page. Delete the Payroll Details of an Employee You can delete the payroll details of any employee by using (Delete icon) provided in the Delete column of the Payroll in Staging page and  (Delete button) in the Payroll in Staging page. Payroll History The Payroll History tab in the Operation submenu helps you to view the history of the approved payroll list of employees. Click Payroll History in the Operation, the Payroll page opens. View the Payroll History of an Employee If you want to view the approved payroll details of any employee, you can use view option provided in the View column of the Payroll page. Click (View icon) of the respective employee, the Payroll Details window opens and shows the payroll details of the selected employee. Filter the Payroll History of an Employee If you want to filter the payroll details of any specific employee in the Payroll page, you can use (FILTER button) located on the Payroll page. Delete the Payroll Details of an Employee You can delete the payroll details of any employee by using (Delete icon) provided in the Delete column of the Payroll page and (Delete button) in the Payroll page. Note: Users need have the right permission to Delete approved payroll in Payroll History. Once an employee's approved payroll is delete, it will go back to the previous stage: payroll staging. User can search and find the payroll details in staging. Annual Leave Encashment in Payroll for Resigned Staff System automatically processes the balance annual leave encashment for the resigned employee in the last payroll run. User needs to have the below permission to configure paycode under payroll settings. Enable leaveBalanceForResignee permission for the staff who process the payroll Click Paycode and add BAL_LEAVE Click Payroll Click Admin and Settings. Configure Paycode "BAL_LEAVE" in the Balance Leave for Resignee Generate Payroll. The balance leave will be automatically calculated in the payroll as per MOM calculation.          Leave balance = 7 days         Monthly salary = S$3150 Working days per week = 5 days Annual salary = S$3150 X 12 months = S$37,800 Total workdays in a week = 5 days X 52 weeks in year = 260 days Daily rate = S$ 37,800/260 days= S$145.3846 Total annual leave encashment = 7 days X S$145.3846= S$1017.69 Payslip release Two ways of releasing payslip to the employees after payroll details available in the payroll history. Cuteoffice application 2A Email Payslip (Personal Email id) cuteOffice application 2A The following steps need to follow before viewing the payslip in the cuteOffice application. Create user id under user management (Admin-> User) Under Payroll history, select an employee and click "Release Payslip" Login into cuteOffice application Click and view the payslip. Email Payslip The following steps need to follow before viewing the payslip in the personal email id. Enable permission against user or through roles to trigger email payslip from Payroll History Go to HRM Click View all employees Select an employee Click Payroll information page from the right-side menu Enable Email Payslip check box. Click Personal Particular Enter email id in the personal email field Go to Payroll Click Payroll History under Operation menu Choose employees to release payslip through email Click "Release Payslip" Click "Email Payslip" to release payslip to the personal email id. Progressive Wage Model (PWM) Progressive Wage Model (PWM) is set at each job level and this is to enable rank-and-file local workers to climb the wage ladder and provides for a minimum wage, improving overall productivity and in turn creating increased sustainable economic growth. PWM jobs are roles in cleaning, security, landscape, lift and escalator, retail, F&B services and waste management that have structured wages based on skills and productivity as per Ministry of Manpower (MOM). This PWM on Occupational Progressive Wages (OPW) Job Level Administrative Assistant, Administrative Executive, Administrative Supervisor, General Driver and Specialised Driver will contain OT hours up to 72 hours as stipulated by MOM. PWM covers Singapore citizens and Singapore permanent residents working full-time or part-time under a contract of service employed by the company who has registered and qualified for the Progressive Wage (PW) Mark. Below extract from MOM site on the administrative and driving roles being covered. PWM setup: 1) PWM Rate Master on administrators and drivers Detailed salary based on the no. of OT hours worked Administrative Supervisors are not subject to additional PWM gross wage requirements for overtime hours, as most of such employees will exceed the $2,600 wage threshold and will not be covered by Part 4 of the Employment Act. 2) HRM Trade Master Eligible for Progressive Wage Model (PWM) set to true and need to select the PWM Rate Type to link to the PWM Rate Master. PWM calculation Employee is setup with MOM trade as Admin Executive in his HRM Official Information page and this MOM trade is linked to the HRM Trade Master setup. Based on the employee's MOM trade and PWM Rate Master setup for Admin Executive and due to no OT by this employee for the payroll month, PWM Income is calculated as PWM Minimum Salary minus the employee's monthly salary for the payroll month and minus transport allowance. PWM Income = 2390 – 2165 – 50 = 175 Special Payroll Processes Generate Two CPF Payments with Two Pay Slip for an Employee CPF contribution for National Service Leave Add payment date in Payroll Staging Manually Salary Advance Generate Two CPF Payments with Two Pay Slip for an Employee If you want to generate two CPF payments for an employee, do the following steps, In the Employee List page in payroll module select an employee for whom you want to generate two CPF accounts. The Employee Details page opens and shows the selected employee data. Navigate to the Others field. Select the checkbox of the Is Additional Sector In the Additional Sector box, enter the name of the additional sector. In the Additional Sector Salary box, enter the salary of the added additional sector. Click Submit. Navigate to the CPF Account field. In the Additional CPF Account box, select the additional CPF account name. Navigate to the Generate Payroll page. Select the employee for whom you have added the additional sector and generate Payroll. Navigate to Payroll in Staging page and select the particular employee. You will see two records such as one is configured salary and another one is additional sector salary. Note: After approving both the records, you can generate and view two pay slips for the same employee. While generating the CPF File Submission, these two records will be placed in different CPF accounts, which are configured for the employee. CPF contribution for National Service Leave The purpose of this document is to narrate the CPF contribution of an employer to the employee for both paid and unpaid National Service Leave. cuteOffice Application facilitates user to configure CPF parameter in National service leave pay code for both paid and unpaid components. Scenario 1: Employer should continue to pay CPF contributions on the total wages payable to employee for NS paid, even though employee is away from work for NS training. Navigate to: Payroll Master -> pay code, define NSL pay code (National Service Leave) with CPF as “Yes”. Navigate to: Admin-> Company-> Settings -> National service leave -> Edit, the value can be configured based on the client requirement. Scenario 2: Employer should continue to pay CPF contributions on the total wages payable to employee for NS unpaid for the employee away from work for NS training. Navigate to: Payroll Master -> pay code, define NSLUP pay code (National Service Leave Unpaid) with CPF as “No”. Navigate to: Admin-> Company-> Settings -> National service leave -> Edit, the value should be set as ”0” (Zero). Example CPF details for an Employee with both paid and unpaid NS An employee (emp 1001) draws a salary of $ 5000 per month and has 5 days NS for the current month, the above screen shots details are to be configured to facilitate CPF contribution while processing the payroll in the cuteOffice at the end of the month. Calculate CPF contributions payable on Additional Wages 1. Enter wages for the year Ordinary Wage (OW) Additional Wage (AW) 2. CPF contribution rules CPF contribution on OW are subject to a monthly ceiling. From 1st Jan 2026, OW ceiling is $8000 per month. If an employee's total annual wages exceed $ 1,02,000, the AW ceiling will apply. Example Calculation Scenario: An employee earns a monthly salary of $ 6850 and received a bonus $ 25000 in April. Step-by-step calculation: Annual OW = $ 6850 * 12 = $ 82,200. Bonus of $ 25000 is treated as AW under CPF Total wages = $ 82200+ $ 25000 =$ 107000 AW Ceiling Calculation: AW Ceiling = $102000-$82200=$19800 CPF is only payable on $19800 of the bonus (not the full $25000) CPF Contribution Computation (<=55 years old) Total CPF rate: 37% (Employee 20% & Employer 17%) CPF on monthly OW: 37%* 6850 = $ 2535 CPF on AW: 37% * 19800 =$ 7326 Total CPF Contribution Payable OW CPF: $2535 AW CPF:$7326 Total CPF payable : $9861 Add payment date in Payroll Staging Manually Navigate to Payroll module, navigate to Admin -> Settings, click to enable "Manually add pay date in Staging" option, then click Submit to confirm above option setting. To add pay-date for an employee, navigate to Payroll -> Operations -> Payroll Staging. Navigate to Payment Date column in payroll staging page. With settings in above step, the add pay date manually will be enabled for all employees. (Note: By default manual add pay date is available only for employee who is resigned and pay mode is “cheque”) Click on the relevant cell in Payment Date column,  a pop-up window will show as below, user can select payment date from calendar and click SAVE to save dates. Validation of Payment Date on the Payslip Condition applied to setup the payment date in the payslip: If the Payment date is available in the Payroll in Staging, payslip contains that as a payment date. If the payment date is not available and GIRO BANK file generated, the payment date in the payslip will be based on the value date mentioned in the GIRO Bank File. if there is no payment date as well as GIRO bank generation, eventually payroll approved date will be considered as a payment date. Conditions applied to check the GIRO value date with value date in the Payroll Settings Created date and Value date can be same or different while generating Giro bank file. The value date has been considered based on the settings in the payroll for the same bank and other banks between employer and employees. Value date set as either zero or one to process the payment to the employees for the same bank on the same day or next working day. Value date should be equal to or more than 2 days to process payment for the other banks in the next 2 working days or more. Based on the working days, the system will calculate actual value date and display as payment date in the Payslip. Salary Advance To generate advance salary, Navigate to system Admin -> Users->Permissions, in payroll module, search and enable both write and read permission "advanceSalary" for the user who needs to process advance salary. This step will enable user's permission to view advance salary in Payroll. Navigate to HRM module, search for an employee to pay a portion of basic salary as an advance, and navigate to the employee's HRM salary configuration page, in Advance Salary field, enter the amount of advance salary, click Save. Navigate to Payroll module, go to operation -> Generate Advance to open generate advance page as below, Choose relevant search criteria such as payroll year and month, paycycle or department, then click search. A list of employees who have configured advance salary in HRM and meet search criteria will display, User can either tick to select all employee or specific employees and click Generate Advance Salary button at the top right corner in the generate advance page. Generated advance salary data will be moved to Advance In staging section. Where user can regenerate/delete/ approve for advance salary in staging in bulk or individually. User can also use the edit option to edit existing detail pay data. Once advance salary in staging is approved, advance salary data will move to Advance in History section, Customized Advance Salary based on client requirement as follows Based on number of days worked, the basic salary will be calculated and pay as an advance salary. Another method, the generate advance salary without entering the value in HRM Payroll Salary information page. The advance of $1 will be available for the generated employees. Edit the advance salary in the Advance payroll staging and enter the value in it or else $1 will be added to the employees' salary. Advance Payment We have customized to generate advance Salary based on client requirements General configuration steps • Navigate to system Admin -> Users->Permissions, in payroll module, search and enable both write and read permission "advanceSalary" for the user who needs to process advance salary. This step will enable user's permission to view advance salary in Payroll. • Add Advance cut-off date in the global settings to process advance salary after the cut-off           date. Scenario 1: • Navigate to HRM module, search for employee who needs to advance a portion of the salary, and navigate to the employee's HRM salary configuration page, in Advance Salary field, enter the amount of advance salary, click Save. Advance Salary (Ex) : $ 800 • Total working days for the month (Eg: 24)             Per day rate = 800/24 = 33.33 Non-working days (Ex: 2 days – unpaid leave based on time log records of the month) Total Advance = 800 - (33.3*2) = 733.33 • Navigate to Payroll module, go to operation -> Generate Advance to open generate advance page as  below, • Choose relevant search criteria such as payroll year and month, paycycle or department, then click search. A list of employees who have configured advance salary in HRM and meet search criteria will display,             • User can either tick to select all employee or specific employees and click Generate Advance Salary button at the top right corner in the generate advance page. • Generated advance salary data will be moved to Advance In staging section. Where user can regenerate/delete/ approve for advance salary in staging in bulk or individually. User can also use the  edit option to edit existing detail pay data. Once advance salary in staging is approved, advance salary data will move to Advance in   History section, Scenario 2: Use Basic Salary as Advance Pay • Go to Payroll settings under Payroll-> Admin -> Settings. Click checkbox “Use Basic Salary as Advance Pay”. Note:  In this case, the basic salary amount under HRM Pay Eligibility page is considered as an Advance Salary. User need not to enter amount in the Advance Salary field under HRM ->Payroll Salary configuration page.  Check advance salary in HRM -> Payroll Salary information screen (Ex: 0)  Get Basic salary from Pay eligibility (Ex: 3000)  If an employee has” exclude time/leave” as “time or both” , the generated advance salary will have default $ 1 value for changing it manually.  Per day rate = 3000/24 = 125  If 2 non-working days of the month (Ex: 2 – unpaid leave), the Total Advance = 3000 - (125*2) = $ 2750 • Navigate to Payroll module, go to operation -> Generate Advance to open generate advance page. • Select all employee or specific employees and click Generate Advance Salary button at the top right corner in the generate advance page. • Generated advance salary data will be moved to Advance In staging section. Where user can regenerate/delete/ approve for advance salary in staging in bulk or individually. • Once advance salary in staging is approved, advance salary data will move to Advance in   History section Scenario 3: Fixed Advance Salary? • Add advance salary in HRM -> Payroll Salary information screen (Ex: 800) • No Computation for Total Advance based on absent or unpaid leave • Total Advance = 800 Reports The Reports submenu in the Payroll module used to generate and view various reports related to the employee’s payroll such as pay slip, payroll journal, payroll register, and so on. The Reports submenu contains the following reports, Pay Slip Payroll Journal Report Payroll Register Report Payroll Summary Report Cheque Register Report Donation Report Liabilities Report Yearly Payroll Report Generate CPF Submission File Generate GIRO Bank File AIS submission Pay Slip The Pay Slip tab in the Reports submenu used to generate and view the pay slip of employee. To generate the pay slip, Click Pay Slip in the Reports. The Pay Slip page opens. Note: You can generate the pay slip of any employee in both the Payroll in Staging and Payroll history (Approved) stages. On top of pay slip window, select any one of Payroll in Staging or Payroll Approved. In the Department box, select a department from a drop-down list. Note: If you want to select all the departments in the list, select the checkbox of the ALL. In the Pay Cycle box, select a pay cycle from a drop-down list. Note: If you want to select all the pay cycles in the list, select the checkbox of the ALL. In the Employee Group box, select an employee group from a drop-down list. Note: If you want to select all the employee groups in the list, select the checkbox of the ALL. In the Payroll Period box, select a payroll period from a drop-down list. Note: If you want to select all the payroll periods in the list, select the checkbox of the ALL. In the Employee box, select an employee from a drop-down list. Note: If you want to select all the employees in the list, select the checkbox of the ALL. If you want to generate the pay slip based on the Employee ID or Employee Name, select the respective option in the Sort By box. If you want to show the labels, select Show otherwise select Hide from the Show Labels box. Note: You can generate the pay slip in four type of formats. Select the respective format in which you want to generate the pay slip, e.g. one in one, three in one Click Generate. The pay slip will be generated and downloaded as a PDF file in the selected format, see below as an example. Note: If you are using the Epson Printer to print the generated pay slip, you need do set the printer settings. To know how to do setup, refer the document, “Epson Printer Setup to Print a Pay Slip”. Payroll Journal Report The Payroll Journal tab in the Reports submenu used to generate and view the payroll journal report of the employee. The payroll journal summary report used to check the payroll process of the employee. To generate and view the payroll journal summary report, Click Payroll Journal in the Reports, the Payroll Journal page opens. Note: You can generate the payroll journal for any employee in both the Payroll in Staging and Payroll Approved stages. Select any one of Payroll in Staging or Payroll Approved. In the Department box, select a department from a drop-down list. Note: If you want to select all the departments in the list, select the checkbox of the ALL. In the Pay Cycle box, select a pay cycle from a drop-down list. Note: If you want to select all the pay cycles in the list, select the checkbox of the ALL. In the Employee Group box, select an employee group from a drop-down list. Note: If you want to select all the employee groups in the list, select the checkbox of the ALL. In the Payroll Period box, select a payroll period from a drop-down list. Note: If you want to select all the payroll periods in the list, select the checkbox of the ALL. In the Employee box, select an employee from a drop-down list. Note: If you want to select all the employees in the list, select the checkbox of the ALL. In the Report to be print box, if you want to generate the payroll journal as a summary report, select Summary or if you want to generate the payroll journal as a detail report, select Detail. If you want to generate the payroll journal summary report based on the Employee ID or Employee Name, select the respective option in the Sort By Click Generate. The payroll journal report will be generated and downloaded as a PDF file. See below as an example. Payroll Register Report The Payroll Register tab in the Reports submenu used to generate and view the payroll register report of the employee. The payroll register report shows the CPF detail of the local employee. To generate and view the payroll register report, Click Payroll Register in the Reports, the Payroll Register page opens. Note: You can generate the payroll register for any employee in both the Payroll in Staging and Payroll Approved stages. Select any one of Payroll in Staging or Payroll Approved. In the Department box, select a department from a drop-down list. Note: If you want to select all the departments in the list, select the checkbox of the ALL. In the Pay Cycle box, select a pay cycle from a drop-down list. Note: If you want to select all the pay cycles in the list, select the checkbox of the ALL. In the Employee Group box, select an employee group from a drop-down list. Note: If you want to select all the employee groups in the list, select the checkbox of the ALL. In the Payroll Period box, select a payroll period from a drop-down list. Note: If you want to select all the payroll periods in the list, select the checkbox of the ALL. In the Employee box, select an employee from a drop-down list. Note: If you want to select all the employees in the list, select the checkbox of the ALL. If you want to generate the payroll journal summary report based on the Employee ID or Employee Name, select the respective option in the Sort By box. Click Generate. The payroll register report will be generated and downloaded as a PDF file. See below as an example. Payroll Summary Report The Payroll Summary tab in the Reports submenu used to generate and view the payroll summary report of the employee. The payroll summary report shows the CPF detail of the local employee. To generate and view the payroll summary report, Click Payroll Summary in the Reports, the Payroll Summary page opens. Note: You can generate the payroll summary for any employee in both the Payroll in Staging and Payroll Approved stages. Select any one of Payroll in Staging or Payroll Approved. In the Department box, select a department from a drop-down list. Note: If you want to select all the departments in the list, select the checkbox of the ALL. In the Pay Cycle box, select a pay cycle from a drop-down list. Note: If you want to select all the pay cycles in the list, select the checkbox of the ALL. In the Employee Group box, select an employee group from a drop-down list. Note: If you want to select all the employee groups in the list, select the checkbox of the ALL. In the Payroll Period box, select a payroll period from a drop-down list. Note: If you want to select all the payroll periods in the list, select the checkbox of the ALL. In the Employee box, select an employee from a drop-down list. Note: If you want to select all the employees in the list, select the checkbox of the ALL. In the Print Format box, select the print format from the given list. In the Group by box, select the grouping mode of employees from the options such as Department, Employee Group, and Pay Mode. Note: The grouping mode options such as Pay Mode and Employee Group are reflected from the Employee submenu. If you want to generate the payroll journal summary report based on the Employee ID or Employee Name, select the respective option in the Sort By box. Click Generate. The payroll summary report will be generated and downloaded as a PDF file. See below as an example. Cheque Register Report The Cheque Register tab in the Reports submenu used to generate and view the cheque register report of the employee. The cheque register report shows the issued cheque detail of the employee. To generate and view the cheque register report, Click Cheque Register in the Reports, the Cheque Register page opens. Note: You can generate the cheque register report for any employee in both the Payroll in Staging and Payroll Approved stages. Select any one from Payroll in Staging or Payroll Approved. In the Department box, select a department from a drop-down list. Note: If you want to select all the departments in the list, select the checkbox of the ALL. In the Pay Cycle box, select a pay cycle from a drop-down list. Note: If you want to select all the pay cycles in the list, select the checkbox of the ALL. In the Employee Group box, select an employee group from a drop-down list. Note: If you want to select all the employee groups in the list, select the checkbox of the ALL. In the Payroll Period box, select a payroll period from a drop-down list. Note: If you want to select all the payroll periods in the list, select the checkbox of the ALL. In the Employee box, select an employee from a drop-down list. Note: If you want to select all the employees in the list, select the checkbox of the ALL. If you want to generate the payroll journal summary report based on the Employee ID or Employee Name, select the respective option in the Sort By box. Click Generate. The cheque register report will be generated and downloaded as a PDF file. See below as an example. Donation Report The Donation Report tab in the Reports submenu used to generate and view the donation report of the employee. The donation report shows the amount deducted for donation given by the employee. To generate and view the donation report, Click Donation Report in the Reports, the Donation Report page opens. Note: You can generate the donation report for any employee in both the Payroll in Staging and Payroll Approved stages. Select any one from Payroll in Staging or Payroll Approved. In the Department box, select a department from a drop-down list. Note: If you want to select all the departments in the list, select the checkbox of the ALL. In the Pay Cycle box, select a pay cycle from a drop-down list. Note: If you want to select all the pay cycles in the list, select the checkbox of the ALL. In the Employee Group box, select an employee group from a drop-down list. Note: If you want to select all the employee groups in the list, select the checkbox of the ALL. In the From Payroll Period and To Payroll Period boxes, select the from and to payroll periods. In the Employee box, select an employee from a drop-down list. Note: If you want to select all the employees in the list, select the checkbox of the ALL. In the Report to be print box, if you want to generate the donation report as a summary report, select Summary or if you want to generate the donation report as a detail report, select Detail. If you want to generate the payroll journal summary report based on the Employee ID or Employee Name, select the respective option in the Sort By box. Click Generate. The donation report will be generated and downloaded as a PDF file. See below as an example. Liabilities Report The Liabilities tab in the Reports submenu used to generate and view the liabilities report of the employee. The liabilities report shows the details Skill Development Levy (SDL) paid by the company for the particular employee. To generate and view the liabilities report, Click Liabilities in the Reports, the Liabilities page opens. Note: You can generate the liabilities report for any employee in both the Payroll in Staging and Payroll Approved stages. Select any one from Payroll in Staging or Payroll Approved. In the Department box, select a department from a drop-down list. Note: If you want to select all the departments in the list, select the checkbox of the ALL. In the Pay Cycle box, select a pay cycle from a drop-down list. Note: If you want to select all the pay cycles in the list, select the checkbox of the ALL. In the Employee Group box, select an employee group from a drop-down list. Note: If you want to select all the employee groups in the list, select the checkbox of the ALL. In the Payroll Period From and Payroll Period To boxes, select the from and to payroll periods. In the Employee box, select an employee from a drop-down list. Note: If you want to select all the employees in the list, select the checkbox of the ALL. In the Report to be print box, if you want to generate the donation report as a summary report, select Summary or if you want to generate the donation report as a detail report, select Detail. If you want to generate the payroll journal summary report based on the Employee ID or Employee Name, select the respective option in the Sort By box. Click Generate. The liabilities report will be generated and downloaded as a PDF file. See below as an example. Yearly Payroll Report The Yearly Payroll Report tab in the Reports submenu used to generate and view the yearly payroll report of the employee. The yearly payroll report shows the details of the yearly payroll paid by the company for the particular employee. To generate and view the yearly payroll report, Click Yearly Payroll Report in the Reports, the Yearly Payroll Report page opens. Note: You can generate the yearly payroll report for any employee in both the Payroll in Staging and Payroll Approved stages. Select any one from Payroll in Staging or Payroll Approved. In the Department box, select a department from a drop-down list. Note: If you want to select all the departments in the list, select the checkbox of the ALL. In the Pay Cycle box, select a pay cycle from a drop-down list. Note: If you want to select all the pay cycles in the list, select the checkbox of the ALL. In the Employee Group box, select an employee group from a drop-down list. Note: If you want to select all the employee groups in the list, select the checkbox of the ALL. In the From Payroll Period and To Payroll Period boxes, select the from and to payroll periods. In the Employee box, select an employee from a drop-down list. Note: If you want to select all the employees in the list, select the checkbox of the ALL. In the Report to be print box, if you want to generate the donation report as a summary report, select Summary or if you want to generate the donation report as a detail report, select Detail. If you want to generate the payroll journal summary report based on the Employee ID or Employee Name, select the respective option in the Sort By box. Click Generate. The yearly payroll report will be generated and downloaded as a PDF file. See below as an example. Generate CPF Submission File The Generate CPF Submission File tab in the Reports submenu used to generate and view the CPF submission file of the employee. The CPF submission file shows the details of the CPF submission file for the particular employee. To generate and view the CPF submission file, Click Generate CPF Submission File in the Reports, the Generate CPF Submission File page opens. In the Department box, select a department from a drop-down list. Note: If you want to select all the departments in the list, select the checkbox of the ALL. In the Pay Cycle box, select a pay cycle from a drop-down list. Note: If you want to select all the pay cycles in the list, select the checkbox of the ALL. In the Employee Group box, select an employee group from a drop-down list. Note: If you want to select all the employee groups in the list, select the checkbox of the ALL. In the From Payroll Period and To Payroll Period boxes, select the from and to payroll periods. In the Employee box, select an employee from a drop-down list. Note: If you want to select all the employees in the list, select the checkbox of the ALL. Click Generate. The CPF submission file will be generated and downloaded as a .txt file. User can use it to upload to CPF portal. Instead of going to the cpf portal, you can submit the data directly from cuteOffice. https://www.youtube.com/watch?v=HSdC2jrwPU4 Use the video to see how easily we can submit to CPF Board directly. Upon generating the file, click on Submit CPF buttton. Select the second tab. Select Direct Debit and choose Date of payment. Click acceptance for declaration and click proceed to submit. Login with Singpass. Allow to submit from cuteOffice for your behalf. Status will be displayed, Click Ok. The submission status is shown for reference. You will receive the email confirmation from CPF board. Alternatively, if you want to submit in the CPF portal, below option can be chosen. In the next screen, select the date of deduction and select method of payment and proceed. Download and keep the acknowledge slip if required. cuteOffice has "One Stop Payroll" to submit OED , CPF and AIS submission. The permission for AIS submission is "payroll - > aisSubmission" Generate General Interbank Recurring Order (GIRO) Bank File The Generate GIRO Bank File tab in the Reports submenu used to generate and view the GIRO bank file of the employee. The GIRO is used to make monthly payment to the billing organization (BO) from your account directly. The GIRO bank file shows the details of the GIRO. Check the youTube video link for same details https://youtu.be/kz7YNF3nR_M To generate and view the GIRO bank file, Click Generate GIRO Bank File in the Reports, the Generate GIRO Bank File page opens. In the Department box, select a department from a drop-down list. Note: If you want to select all the departments in the list, select the checkbox of the ALL. In the Pay Cycle box, select a pay cycle from a drop-down list. Note: If you want to select all the pay cycles in the list, select the checkbox of the ALL. In the Employee Group box, select an employee group from a drop-down list. Note: If you want to select all the employee groups in the list, select the checkbox of the ALL. In the Payroll Period box, select the payroll period. In the Origin Bank box, select the origin bank from the drop-down list. In the Employee box, select an employee from a drop-down list. Note: If you want to select all the employees in the list, select the checkbox of the ALL. Click Generate. The generate GIRO bank file will be generated and downloaded as a .txt file. User can upload to bank portal. Note: For DBS bank, when uploading GIRO bank file, kindly ensure you have selected the correct format in IDEAL as “New Interbank Giro Format” in DBS file upload portal. Upload the GIRO bank file Choose Payment Type as Payroll Select Payroll - New Inter Bank GIRO Approval Option Amend Payment date Choose either confidential file or Test File Click confirm upload Giro Bank file submission in OCBC Portal Generate GIRO Bank file Click GIRO Bank in the Reports, the Generate GIRO Bank File page opens. In the clearing method field, choose either FAST or GIRO method. If you choose FAST, the value date change to the date of generating GIRO bank file. Click Generate & Download GIRO Bank File. The GIRO bank file generated and downloaded as a .txt file. User can upload to OCBC portal. File Submission in OCBC Portal Click Transaction on the header Select Upload file Click file format Select file format as GIROFASTWITHINV Click upload and check the file upload status for uploaded successfully. Note: If the upload file failed, check the error message and rectify it. Giro Bank file submission in UOB Portal File Submission in UOB Portal Click “Pay & Transfer” Select Upload bulk file Proceed to click on “Upload New Bulk Files” Click “file type” Select “Fast/GIRO Payroll (Employee)” as the file type Upload GIRO bank text file generated via payroll's GIRO Bank Click submit and check the file upload status for uploaded successfully. Generate GIRO Report CuteOffice payroll allows user to view two GIRO reports before posting GIRO file to the bank: GIRO payment checklist, and GIRO payment summary report. To generate above reports, Click GIRO Report in the Reports, the GIRO report page opens, Select report type Select data source Select origin bank Select payroll period Select sort by method Click (Generate Report Icon), the selected report type will be downloaded. AIS Submission The cuteOffice payroll system allows the generation of IR8A file and allow employers to submit the data to IRAS. Before submitting to IRAS, please make sure your company is registered for Auto inclusion scheme, otherwise the submission cant be done. (https://www.iras.gov.sg/taxes/individual-income-tax/employers/auto-inclusion-scheme-(ais)-for-employment-income/join-the-auto-inclusion-scheme-(ais)-for-employment-income) https://www.youtube.com/watch?v=iTrSy1L8INI  Follow the video for a quick guide on the submission. Enable the permission "payroll - > aisSubmission" against the role to view the menu. The below menu will be available To generate IR8A Click Generate AIS - IRAS in the Others, the Generate AIS Submissions File page opens. All the Department and Pay Cycle will be selected. In the Employee box, select all employees from a drop-down list. The list is populated based on the last dropdown of employment status. Click Retrieve Data. The below table will be shown. In the Form Type IA8A click Generate. If already generated earlier, click Regenerate. Click Generate. The success message will appear. Click Proceed to Submission button. Click (Print icon) to generate the IR8A form for each employee to download if required. Before approving, the data can be edited if required. Select all employees and click Approve submission button.  Once approved the summary will be shown and ready for submission. Click Proceed to IRAS - AIS Submission and authenticate using CorpPass. Click Allow to confirm to submit the data to IRAS. The data successfully submitted message will appear. The submitted data can always be checked and verified. Note: If there is a prompt asking to enter Authorised person, ask the administrator to enter the authorised person details in Company->Payroll tab. Note : To import IRAS (manually maintained), enable global settings "enableIRASImport". Any revision and amendment submission, the below document contains the steps to follow. quick-guide-on-making-ais-amendments-at-mytax-portal-(online-application).pdf Expense Claims Expense ClaimsProcurement Raise material request, send RFQ, generate PO, receive materials and manage inventory. Purchase Module Overview CuteOffice purchase module is designed to streamline the business process of purchasing starting from material request. When a material request(MR) is raised, cuteOffice system will check available stock of requested material: if there are available stock, system will recommend to issuance from store; if there is no available stock, system will recommend to purchase or petty cash option. The material request will be reviewed/approved, and requests for quotation (RFQs) can be created and sent to suppliers from system. System will record and compare quotations from multiple suppliers and highlight lowest cost combination for user's reference. Purchase manager need to review and approve RFQ. Then relevant purchase order(s) (POs) will be generated from system automatically, and user can email PO to suppliers from system or download PO to send to suppliers separately. User can record item receive entries and inspections against each PO. The workflow of purchase module in cuteOffice is as below: Note: all master data must be entered/imported before the workflow starts-please refer to the Master Data section for more details. Material Request Material Request (MR) is the starting point of purchasing. Users shall add material requests when any materials are required by projects (in cuteOffice, materials refers to items-item is part of master data in procurement as prerequisite). Click Material Request submenu in Purchase tab, you can view all material requests, Add Material Request (MR) To create a new material request (MR),1. Click (Add button) from the menu or click Add button in the material requests list window. The below material request window opens, 2. In Project Name field, select a project for which for this material request is for. 3. In Purpose field, enter the purpose of the material request. 4. In Recommend Supplier field, Select the supplier from the list if known. Please note only approved suppliers will be listed here. If the supplier is not known leave it empty and the purchase officer will decide which supplier to purchase the item. 5. To add items in material request, you can use below either a or b option: a. Click (Select Item button) to add items to the request. The below dialog opens, Users need to fill up all mandatory fields, such as Item Category, Item Name, Quantity, Required Date, unit of measurement (UOM). If any special conditions to be specified, select and enter the details. If only one item is required in the material request, user can click , the item will be added to the material request. If more items to be added and to keep the above select window open, user shall select “Add more items” check box before clicking .More items can be added for the same request. b. Or click(Shopping Cart icon), the below card view item list window opens, user need to select Required Date, and user "Search" field to search for requested items, and in the item card, user can enter quantity and select UOM. 6. After all required items are added to the material request, user can submit the request by clicking  (Submit icon) in material request page. 7. Once a new material request is submitted, the notification email will be trigger to selected users. You need to confirm right users are selected in below notification window and click Confirm. The material request submission is completed and page will redirect to the material request list page. And an unique key will be assigned to the material request and the status will change to "New Material Request". Note: The next step for a new material request is waiting for approval for issuance from store or purchase from the authorized suppliers. Add additional items that are not registered in item master If the requested item is not found in the item list in material request (means that the item is not registered in item master database), user can use this add additional item option. Click and enable the above option and the below additional items option appears: Enter item name and specification and other details as required. Add more items by clicking the (Add button) If you want to create two different MR for approved items (items from list) and new items (additional items added in material request) , please enable option to Yes in the "Do you want to split MR?" option. When submitted, the below message is shown and user need to confirm splitting MR by clicking Yes. The below notification screen appears and click Confirm. Please note that there are two separate requests are created and one has a status of “New Material Request” and the other is “Pending MR”. Note: The next step for a Pending MR is waiting for the purchase team to correct or map the additional items added using "Do you want to add additional item" option, as the additional info entered by user may or may not match the company item standard so review and approved is needed by purchase team. Pending MR-Actions to Take As mentioned above, for material requests that include additional items not from item master, the status will be Pending MR. For MR with Pending MR status, purchase team need to take below action to correct or map the additional items: 1. Click the material key of the Pending MR status. The material request detail page will open and Additional Item Details table is shown in purple color. 2. There are two options for each item: (Add as New Item) or (Select to match from exiting item).Option 1 Add as New ItemIf we know that additional item requested is not existing in the item master database and we will need to use this add option to  create a new item in the database. Clicking Add icon, system will launch the add item dialog as below: Click Next. The add item details window opens, see below: Check and enter the correct item details, then click Submit. A new item is created and saved in item master database. Option 2 Select Item (Existing) For items that can be mapped or categorized under existing item from item master, we can use this select item option to map this item to existing item category. Click(Select Item icon), the below window opens, Select the correct Item category and item name from the list and select UOM. Click Add to map the item. With this both items are now mapped with appropriate items master and it is now ready for approval. 3. Click New Material Request, a notification window will open as below showing "Pending MR to New Material Request". 4. Click New Material Request button in above screen, the status of the pending MR will be changed to New Material Request, and redirected to material request page that allows for next action-review or approve (review is optional, depends on company policy). 5. Click Review or Approve button, a notification window opens, user need to select Assignees to review or approve the requested reviewed MR. 6. Once the new material request is approved. The next step will be Petty Cash/Recommended to Purchase. Edit MR For new material request, before it is reviewed/approved, user can edit the material request, e.g. adding more items. Click the material request key to open the material request detail page, see below. Click edit icon, the material request edit window opens, Edit the material request where needs, then click (save icon) to save edits. Review/ Approve MR Each MR needs to be approved and optionally reviewed. Only authorized personnel will have access to review/approve the MR.If the logged in user has the authority to approve,  the Approve option is available in the MR detail page, see below. To review/approve, Click the(Approve icon), the approve window opens, In the item detail table, the first column Acc/Rej default to Yes , means item approved. If user want to reject item, click flag to change to Reject. Once all items reviewed/approved. Click to approve. The status of the MR changes to Request Approved and ready for next action. Cancel Request / Reject Request The request can be cancelled by the same user who requested it. The request can be rejected by the approval if the MR is not acceptable or required. Click "Workflow", the Cancel, Reject option will show. To cancel MR, click Cancel from the option menu, below window opens, click to confirm cancellation of the MR. To reject MR, click Reject from the option menu, below window opens, click to reject theMR. Next Steps for Approved MR Once a MR is approved by authorized personnel, it should be further processed. There are three options: Recommend to issuance. If there are existing stock available, authorized person can choose to recommend to issuance instead of new purchasing. See "Issuance" in Stock Management user manual. Petty Cash. If the requested item are small amount, user can use petty cash option to register. or Recommend to Purchase. Petty Cash A petty cash fund is a small amount of company cash, often kept on hand (e.g., in a locked drawer or box), to pay for minor or incidental expenses, such as office supplies or employee reimbursements. Sometimes the material requested item can be recommend to use petty cash to purchase instead of going thru purchase workflow. Click the Petty Cash button in the material request detail page, A new notification window opens to confirm petty cash. Click Petty Cash button to confirm. A receiving entry will appear once confirmed petty cash option. User can enter the petty cash purchase details in the receiving entry section. Click Add button to enter Receiving entry- Material Request for petty cash payment Enter all required details in above receive entry page, and in Attachment, use Choose Files to upload invoice receipt. Request for Quotation (RFQ) Once the Material Request is approved, and authorized to purchase, it should be recommended to purchase. Click to proceed to next action of creating Request for Quotation (RFQ) from approved suppliers.  Click to confirm Recommended To Purchase, a RFQ with unique key for tracking will be created automatically for the MR. See below RFQ table. The status of the MR is changed to “Created RFQ". Request for Quotation (RFQ) Once RFQ is created, it can be accessed in the MR detail page or thru Procurement - > RFQ where all RFQs are listed. In RFQ, the purchase officer will send all the appropriate suppliers with a request for quotation. The quotation requests will be managed in this section. Click the RFQ key in the RFQ list page or in the MR detail page RFQ table, the RFQ detail page opens, see below: Click (Add Quotation Request button) and the below window opens. Select a supplier from the supplier dropdown list. Select the items that we want to ask for quotation from the supplier. By default all the items in the MR are selected. Company can request for quotation for different items from different suppliers. Click to create the RFQ for the supplier. The below quotations for different suppliers are created. The RFQ can be sent to suppliers by two ways: Click the(print button) to generate the RFQ which can be saved as PDF and sent to the supplier (make sure the Pop up is not blocked by web browser so that it can be viewed in the browser. If blocked click on the red cross icon in the browser to allow opining the pdf RFQ) Click   to email the RFQ to suppliers directly from cuteOffice system (make sure to inform Cutech team to configure sender email address). Click to enable "Send email directly?", and the email template will open. Check and fill up required information and click to send email. Once sent, the status of the RFQ is changed to Sent to Supplier. Once we receive quotation details from suppliers, we can enter the details in quotation. Click       to open quotation page to enter details received from suppliers. Enter Quotation reference number, Quotation validity. The Payment terms, contact details are will appear automatically. Enter the price quoted and other details such as tax, discount etc. Click Update to save quotation details entered. Once all the quotations are received and entered in the system, the purchaser will request the Quote selection authorized personnel to select the Quote. This can be done by clicking the Request to Select Quotation button. The below dialog opens up. Click Confirm. This action creates a new RFQ Quote Selection section in the RFQ see below. The authorized persons who can do the selection of quotes can perform this action will see this button. Click the selection button and the below window opens up. The suppliers price along with the delivery due date are shown. The lowest price will be highlighted in grey color. Click the supplier of choice for each item. The color will change to green color. Click Submit to confirm the selection of vendors for purchasing. Note: Added the above screen shot from Qa3. Click Yes when the confirmation message is prompted. This will trigger the notification to the approver. The status of the RFQ is Quote Selected. Click the to approve the quote selection. Once the quote selection is approved, the system gets updated as below and shown in transaction. Also the status in the RFQ list is changed to Quote Selected. And a PO will be created automatically with Pending PO status and shown in the RFQ page as below. And it is ready for PO preparation. Purchase Order (PO) After the RFQ is completed and approved, system will create PO (Status is Pending PO) and generate unique tracking key automictically. And the next step is preparing the Purchase Order (PO). In Purchase Order section, the purchase officer will prepare the final purchase order and send it to the suppliers. Click Procurement - > Purchase Order to open PO lists. Create PO The Purchase Orders can be reached by clicking the PO key from the PO list. Or the PO can be accessed directly from the RFQ details screen Purchase Order table, Click the PO key of the selected PO, the PO screen opens as below and the status of the PO is “Pending PO” There are many options available in PO page for the purchasing officer Click edit icon, the PO detail page opens and purchase staff shall update the necessary additional information. The payment terms and currency are all automatically filled from supplier master if it is available and configured earlier. The item with its approved price is shown here. If any changes in price, purchasing officer shall edit the price. Click Add Discount / Add Tax check boxes above to show more options. These options enables additional columns and tax and discount can be applied. The discount can be entered in value such as 1500 in full number or in percentage such as 5%. The Tax can be entered against individual item as in many countries, there are different tax for different items. Use this Tax text box if different values of taxes are required. Tax information are all captured in the RFQ stage itself and can’t be changed during PO creation Terms and Conditions. Select the Terms and Condition from the templates available. Shipping Address and contact. Select the shipping address. The list of addresses are configured in the company master. Click save button to save edits. Edit window will be closed and return to the PO detail page. Clickcreate PO button to create the PO. Below PO creation notification window opens, check and confirm then click create PO. Notifications will be send to selected users and PO is created and ready for approval. PO is created and ready for approval. User can preview PO before approval. Approve PO Only authorized users can approve PO. If user is granted with the permission to approve, user can click button to approve PO. After PO is approved, Preview PO will change to Print PO means that the PO is finalized and approved, user can print and send to suppliers. Send PO After PO is approved. Purchaser need to send it to that PO supplier. And the Send PO icon will blink for action. Click , below window opens, and there are two ways to send PO. Send email directly from cuteOffice system: click to enable "Send email directly?" to Yes, and below emailing window opens. User shall fill up all required information and click Send PO at the end. Print PO and email as attachment to suppliers: enable the "Send email directly?" to NO, then click send PO to update status. The send PO window will close and redirected to PO detail page, user can click Print PO and download as pdf, and email to suppliers. Amend PO If there are any changes agreed by both company and suppliers after PO is sent to suppliers (e.g. supplier side price increase, company side add more quantities etc. ), user can use the Amend PO option to amend. After PO is amended, authorized user need to approve the amended PO. PO Acknowledgement After PO is sent to supplier and supplier has acknowledged it, purchaser need to upload the signed acknowledgement along with date and other details. To upload PO acknowledgement,  click Add button in ‘Acknowledgement PO’ section under PO detail view page. The acknowledgement window opens, user shall fill up details and choose acknowledgement file to upload. Click Save to complete PO acknowledgement, the details will be saved in the acknowledgement PO section. Receiving Entry Store keeper role users need to fill up delivery order details and attach delivery order copy to system once items received from suppliers. System allows for multiple receive entry against each PO. The Receiving Entry section is in the PO detail view page, see below, To register receive entry, click Add button in Receiving Entry section, below receive entry window opens, Store keepers shall fill up all details and the correct quantities received, then click Save to save details entered. Inspection Every receiving entry need to inspected to ensure quality purchasing. Inspection is usually done by PR creator or Project Manager. The Inspect button is located in the receiving entry section, see below, To inspect, click the Inspect button, below inspection window opens, User need to enter the accepted quantity and click Save. After click the save button then system will increase/add the quantity into store’s stock. And the inspection section will be updated with inspection details, Invoice Entry Account Executive role user shall do the Invoice Entry which means enter supplier’s invoice into the system. Attachment is compulsory for invoice entry. System allow multiple invoice entries for each PO. The Invoice Entry is located in PO detail view page, see below, To do invoice entry, click the Add button, the invoice entry window opens, check and fill up the invoice amount and other details, attach invoice copy and click Save. The details of invoice entered will be save and updated in invoice entry section, Payment Entry Account Executive role users shall do payment entry once invoice is cleared. Payment entry can be done against entire PO or against multiple invoices for this PO. The Payment entry is located in the PO detail view page, see below, To entry payment record, click Add button in payment section, below payment window opens, User can do either payment against Invoice, or against PO, Payment against Invoice: click and choose Invoice as entry method, and enter details in invoice payment window Payment against PO, click and choose PO as entry method, and enter detail in PO payment window Click Save. The payment details entered will be saved. Note: Once PO Acknowledgement, Receiving entry, inspection, invoice, payment entry are completed in the system, the Postatus will automatically change to ‘PO Completed’ Purchase module Integration to Financial Accounting module As part of Integration, invoices created in Purchase module against the Purchase Order raised and linked to the Financial Module Staging location. Subsequently, customer need to approve the vouchers in the Staging location which will then reflect in the accounting entries as per the below configuration created. Please follow the below steps to post entries from the Purchase Module to Financial Module Staging location. Step1: To enable Purchase Module Integration to Accounts for a Company In Cute Office, Admin -> Company -> Select Edit. Settings -> Step 1: Configuration Name - Purchase Module Linked To Finance -> Select Edit -> Make Value as Yes. By default this value will be No Step 2: Enable Permission to the User to Configure GL Accounts Codes to be linked to Accounting Module Permission Name - InventoryLinkAccount Step 3: Linking GL Account Code to Items (will be available only if Permission is provided through Step 2 is enabled) -> Go To Finance -> Link Account Setup  -> Inventory Linked Menu option -> Setup All Asset Category and Non-Asset Category and Goods In Transit Account for GL Insert Step 4:  Posting Purchase Orders to Financial Accounting Module Go to Procurement-> Purchase Order-> View any PO. Post To Accounts Tab Will be Available In Invoice Entry Table Click Post To Account to post the invoice to Accounting Module Step 5: Enable Permission to View / Post Vouchers in Staging Location Go To-> Admin -> Users -> Permissions Tab To View Staging Menu In Finance -> Enable the Permission. Step 6:  To Approve the Vouchers to Accounting Module Go To -> Finance - > Module Integration Staging Staging Purchase Invoice To View and Approve the Posted Invoices In Staging Area. Inventory Inventory module provides systematic way to record items received from purchasing, inspect, store and stock management, asset management, write-off, issuance and returns. Inventory module includes below submenus: Stores Store master contains the list of stores. System allows to add store with person in charge and project. View Stores Click Stores in Inventory module menu, the list of stores added in system will show as below, To view individual store details, click the key of the store, the store detail page opens, Add/Edit Store If store’s in charge person have project manager role in user profile, then the user has permission to approve this store’s issuance requests. System allows for multiple locations for each store. To add store, click button in store list view page, below store detail page opens, Fill up all required details. If the store has multiple locations, click the icon after the location 1 and enter location details. Click Save. The store is added in system. To edit store, Clickin front of the store in store list view, the store detail page opens. Edit with updated information, then click Save to save edits. Stock Management Note: The quantity of item that categorized as ‘Asset’ and/or ‘Asset Accessories’ is always 1. The rest of item's quantity is always greater than 1.To view the stores' stock, click ‘Stock Management’ submenu in the Inventory menu. The stock management (Store Items) page opens as below, Filter Store Item Users can filter store item using filters as below: Select store from dropdown list Select item category from dropdown list Or click the button to enable more filters Store Item Summary In item summary page, users can view the purchase history, store stock details, adjustment history, issuance and return history of the item. Click (Summary icon), the summary details of the item will show as below, Item Quantity Adjustment Users can adjust the item quantity manually. System will record the history of adjustments. Store item quantity adjustment can only be done for items that are not categorized as ‘Asset’ and ‘Asset Accessories’ Click (adjustment button), the item quantity adjustment window opens. In New Quantity field, enter the updated quantity figure. E.g. if enter as 3, then the total quantity of the item becomes 3. Calibration, Maintenance, License, Warranty of Asset The stock management also provides options to manage assets items. If there is any change in asset calibration, maintenance, license and warranty details, user canedit button of an asset item, and navigate to the relevant tabs, and fill up with updated information. Then click Save. Stock Reconciliation Stock reconciliation provides all information of the items recorded in system such as purchase history, issuance, adjustment etc.., this is to help companies reconcile inventory periodically to find any discrepancies in stock that need to be addressed. User can filter, and/or export details to excel or PDF file. Item Purchase History Item purchase history provides both item wise purchase history against PO. Issuance The item inventory shall always be issued from a warehouse and recorded in system when it is required in the production activities. Or when there is available stock for the item that is requested in MR, system will provide option to "Recommend to Issuance". Click Issuance in Inventory menu, the store issuance page opens, it will list all history records of issuance. Add Issuance Request When any item is requested to issue from store stock, user shall add new issuance request. Click in issuance list view page, below issuance window opens, Fill up all mandatory information in above window: Store-select issuance store from dropdown list Project-select project name to issue items Request By-the login username will automatically populated as request by user. Rental agreement-if issuance is for rental, click to enable to yes, then click "Rental Agreement" to enter rental and delivery order details, and Save. Issue To-system provides below options, each option will populate different information table for user to fill up: Single Person-select an employee from dropdown list Multiple Persons-select multiple employees from dropdown list Third Party-enter third party company, contact ,and other details Store-select store to receive issuance Asset-select asset and Multiple persons & items Then click Select Item, and select items in the popup window as below Click Submit to submit issuance request, the issuance notification window opens, check and select assignee and notify users and click Confirm.  An unique key will be generated and assigned to the issuance request, and page will be redirected to issuance request detail page as below screenshot. There are multiple action buttons in issuance detail page. Approve/Reject Issuance Request Project manager shall approve the issuance request before store keeper issue items. To approve issuance request, click in the issuance detail page, the issuance notification window pop up, Click PM approve in the notification window, the issuance request status will be PM approved, and is ready for issue. To reject issuance request, Click icon in the issuance request detail page, the rejection notification window pop up, Click Reject button in the notification window, the issuance request is rejected, the status will change to Request Rejected. Other Options in Issuance Comment-to enter comments or remarks about the request Attach-to upload any files/documents about the request Issue Items Store keepers can proceed to issue items to material requestor after project manager approves it. To issue items, Click the Issue button, below notification window opens, click to complete issuance in system and proceed to issue physical items from store(warehouse). The issuance request status will change to Item(s) Issued. A Material Issuance report will be automatically generated. User can click the Print MI button to print the Material Issuance report (MI) as pdf file. After the physical items delivered to project, store keepers shall upload the signed delivery order (DO). Click Add button in the Signed DO section in issuance detail page. Fill up DO details and upload signed DO copy, click Save. The issuance request status will change to Item(s) Delivered. This is the complete status of an issuance request. Issuance Return Issuance History Master Data The Masters menu in the procurement module helps to define and manage the master data like items detail, suppliers, company, contact, and asset category. Items The list of items that will be used in procurement module is managed in cuteOffice Items master. They are managed centrally so that duplicate items are not entered into the system. To view items master, click Items submenu in the Masters, the item master list page opens as below, Add a New Item To create a new item as item master, click button in the top right corner in item list view page, the add item page opens as below, There are two mandatory information to be filled up. For example, we want to buy a desktop computer. So we have decided classify Computer as item name and Desktop as item specification Item Name Item Specification Select the Item from list. If you can’t find the item, then click “Item Name not found? Click here to create new” link below the text box, Enter item name as computer, and the item specification as desktop. Click Next. The below dialog appears, Choose a category for the item. Select Assets and Equipment (IT). Each item can be classified into more than one category. The category classification is defined by the administrator in Admin Settings. Select UOM. (Unit of Measurement). Choose Piece. The UOM is defined by the administrator in Admin Settings. Enter minimum stock level alert quantity. Enter lead time required to buy this item When issue this item, if it requires approval, click to enable flag as Yes, or default as No, Enter any additional description for the item. Click Submit. Each item newly added to item master needs to be approved before it can be used in system. If item master auto approval is configured, the below dialog appears to approve immediately upon submit. Click Confirm, item will be approved and appear in item list for system use. Page will be redirected to the below screen. Edit Item To edit item master, go to the item list page, click the item key and open the item detail page as below, Click Edit button, the edit window opens up, Update details, and click Save to save edits. Attach Any photos and additional documents can be uploaded against the item. Click Attach button, the attach window opens up, Click Choose Files and browse the file to attach. The added item is shown below, Click(preview button) to view attached file, Click Save to store the attachment against the item. Export Items User can export all items master data use the export option. Click the items master data will be export and downloaded. Suppliers Suppliers are managed centrally as master data in cuteOffice. All suppliers needs approval to be qualified as supplier, and system provides ranking and evaluation options. To view all suppliers, click Suppliers submenu in the Masters menu, Add New Supplier All supplier companies shall be registered in company master data first, then add as suppliers master. To add new supplier, click Add button or , the new supplier page will open as below, Select a company from the dropdown list as supplier. If the company is not available, click the link-"Company not found? Click here to create new" below the company dropdown and create a new company. The selected company details are shown in the right side. Please check user manual on how to create company master data. Select contact from contact master dropdown. The contact details will show. If the contact is not in the dropdown list, click the link "Contact not found? Click here to create new" to create new contact in master data. Please check user manual on how to create contact master data. Select rating. The ratings value are managed in Admin Options Select Payment Terms. The terms are maintained in Admin Options Select Currency. The currencies are maintained in Admin Options Choose Grade. If A means the supplier needs evaluation. Grade B customers does not require evaluation. For example, if we buy Amazon, do we need to evaluate them? No. so we choose B. However, if we need to buy a computer from a supplier they need to be checked and evaluated before making an order. Click Submit to create the supplier. The below dialog opens up. Click Confirm, a new supplier is created and directed to below new supplier detail page, All new suppliers created in system need to be approved unless auto approval is configured. To approve, click the Approve button in above supplier detail page, below dialog opens, Click Approve. The supplier status will change to supplier approved. To evaluate supplier, click the button, below evaluation window opens. Complete the evaluation and click Save. Other Options in Supplier There are other options available in supplier master data management. Attach-Any related documents such as their ACRA document or any other document can be added as reference using the Attach function. Click attach button, and choose the file to upload and save. Comment-Authorized users can make comment on the supplier for future reference by clicking the Comment button. Export Supplier User can export all suppliers data use the export option. Click the supplier master data will be export and downloaded. Company Company master data manages all clients company, supplier company or any third party companies. To view company master list, click Company in the Master menu. Add New Company To add a new company, Click (Add button) and the new company window opens up, Enter the company name and click Next. The below window opens, Select the country Enter the email address of the company Enter contact number. Click + to add more contact numbers. Enter Address. Click + to add more address for the same company. Click Next and the below contacts information dialog opens up Select person salutation and enter the name of the contact. Enter designation. Enter email address of the contact. Enter phone number, direct phone number etc. Click Save to create the company and the contact under the company. Edit Company In the company list page, click the edit icon against the company, the company detail page will open, Edit the company details and click Save. Delete Company ClickDelete icon against the company that user wants to delete, A confirmation window opens as below, click Yes and the company will be deleted. Export Company User can export all company data use the export option. Click the company master data will be export and downloaded. Contacts Contacts master contains all contacts data from company master. Contacts master can be added in company master contact tab as well as contact master. To view contact master list, click Contacts in the Master menu, Add New Contact To add new contact, Click (Add button) and the new contact window opens up, Select the salutation and enter the contact name. Click and select company name, then click Next, the contact detail window opens, If the company already exists in company master, it will appear in the company dropdown list If the company not exist in company master yet, click the link "Company not found? Click here to create new" to add company in master data. Select person salutation and enter the name of the person Enter designation Enter email address of the person Enter phone, direct phone number etc. Click Save to create the contact and it is created under the company. Or alternatively, create contact under company master: Click Company in Master menu, select the company from which the new contact come, Click the contact tab as in above screenshot, the contact detail page opens. Click icon at the bottom left side to add new contact. The new contact page will open. Select person salutation and enter the name of the contact. Enter designation Enter email address Enter phone, direct phone number etc. Click Save to create the contact under the company. The contact data will be saved in contact master as well. Edit Contact In the contact list page, click the edit icon against the contact, the contact detail page will open. Edit the contact details and click Save. Delete Contact ClickDelete icon against the contact that user wants to delete, Click Yes to confirm deletion. Export Contact User can export all contact data use the export option. Click the contact master data will be export and downloaded. Asset Category To view all current asset category, click Asset Category in Master menu, Add New Asset Category To add new asset category, click in the asset category list view page. The new asset category window opens, Enter category name and abbreviation, or any remarks. Click Save. A new asset category is added. Edit Asset Category In the asset category list page, click the edit icon against the category, the asset category detail page will open. Edit the details and click Save. Delete Contact ClickDelete icon against the asset category that user wants to delete, Click Yes to confirm deletion in the confirmation window. Add Sub-category under Asset Category To add sub category of an asset category, click the add icon in the Add column against each asset category. Export Asset Category User can export all asset category data use the export option. Select and click  the asset category master data will be export and downloaded in selected format. Stock Reports Manage StocksSuppliers Management Suppliers can register in the client's supplier portal and once approved they get RFQ in the system and quotes can be submitted online. Approved PO are sent through the system and invoices can be submitted online. Supplier Registration in cuteOffice Suppliers' representative user shall register as user in cuteOffice system. Contact your Client for URL to register as supplier. New supplier shall follow below steps to create user account and navigate supplier portal in cuteOffice: Supplier Self Registration In cuteOffice user login page of supplier portal, click "Register as new supplier", The new supplier registration page opens as below, which includes three parts of information: General Company Information, Authorised Representative Information, Attachment: General Company Information Company Details In Company Name box, enter supplier company name. In Supplier Type box, select supplier type as local or overseas. In UEN box, enter company UEN number. In GST/VAT Reg No. box, enter GST/VAT registration number. In Tax box, enter Yes or No. In Currency box, select currency In Address box, enter company address. Communication In Email box, enter company email address. In Phone Number, select IDD code and enter company phone number. In Fax Number, select IDD code and enter company fax number. In Website box, enter company website URL. Credit & Payment Terms In Payment Terms box, select payment terms, In Credit Term box, select credit terms. In Credit Limit box, enter credit limit amount. Authorised Representative Information In Salutation box, select relevant salutation. In First Name box, enter user first name. In Last Name box, enter user last name, In Designation box, enter user designation. In Email box, enter user email address, In Phone Number, select IDD code and enter user phone number. In Fax Number, select IDD code and enter user fax number. Attachment-supplier user can upload required documents in attachment. Click "Select your file" and select files to upload: Once all mandatory information are filled up, the submit button will be enabled. Click Submit, a registration success confirmation message will show as below. Approving New Suppliers (Client)(Not Suppliers) Once new suppliers registered in cuteOffice, client company need to approve the new supplier to allow suppliers appearing in procurement module. Navigate to cuteOffice version 2, and click Supplier from the main page. Click Supplier Request, the new suppliers requests list page opens as below, all new registered suppliers will show status as "New Supplier". Click the key of the new supplier name to open new supplier review page, To Approve supplier, click  , the notification window opens, Select respective users to receive supplier approval notifications, and click Confirm button to approve supplier. Or click Reject to reject new supplier. A notification will be sent to the respective user of the company. Once company approved new suppliers, the status of the supplier request will be changed to approved automatically in the supplier portal. Supplier Login In supplier portal, suppliers can view Dashboard (Quotation Request vs Quotation Approved), Quotation /PO and Invoice menu. New quotations created in procurement module will be available in the supplier portal. Quotation number is the same as in RFQ. Note: External Supplier will be available in the user list. External supplier will login to the supplier portal. Supplier Management Quotation management Click Quotation/PO menu in Supplier portal. Click edit icon of the new quotation where status = Waiting for quotation submission, the new quotation opens as below for supplier to fill up details. Enter quotation reference number, validity date, contact number and enter unit price, add TAX and Discount (optional) if required. (Item can be delete from quotation from procurement module , if it is not applicable). Click save to save quotation details. Note: Suppliers can edit and modify the quotation until it gets submit. Once suppliers confirmed the details entered are correct, click submit, the status of new quotation will be changed to Waiting for quotation approval. And in procurement module RFQ list, the status of relevant quotation table in the RFQ will automatically updated as quotation created (As Procurement module and supplier module are interlinked).  Then company will be able to select and confirm quotation and proceed to create PO and send PO to relevant suppliers. PO management Once PO is sent to suppliers, supplier users can login to the supplier portal to manage relevant PO. Click Quotation/PO menu in Supplier portal. The status of PO will be "Quotation approved" in Supplier portal with the PO number. Supplier user shall click the Quotation key to open PO detail page, Suppliers can acknowledge PO (optional step). Supplier will submit invoice and delivery order. After client company received items against the PO, client company will add receiving entry details. Supplier will enter invoice details in supplier portal. Supplier can also enter Partial payment in the invoice amount. Click on the quotation key i.e. Q-7093 in the Invoice List page and click Add Invoice button at the Invoice Page to add invoice. Based on the above selected key, system will show the list of item(s) of the quotation/PO approved record in the invoice details page where user can select which item to invoice. Supplier needs to enter the Invoice Date, Invoice Number and Remarks (optional) and it is compulsory to upload the invoice as attachment to this invoice details record. Below sample shows the status = New when you save the invoice and the icon "Send for Approval by Supplier" in the Action column means that this invoice is still in draft mode. Once invoice is final then you may click on the icon  in the Action column to submit for the client’s approval with system prompting Yes or No to submit. Once clicked Yes to confirm to submit, the status of the invoice will be changed to Submitted and icon is changed to "Wating for Approval by Client" in the Action column (refer below screenshot) and this will reflect in the client’s procurement module that the invoice is final and can review to proceed to approve for payment if everything is in order. The invoice data entered by suppliers in supplier portal where invoice status = Submitted, will be automatically synchronized to the invoice draft in client's procurement portal as shown in the below example. If invoice details are all correct and approved by the client company, it will automatically load in Invoice Entry when client user clicks on the thumbs up icon at the Invoice Draft section to approve the invoice. Based on the client company configuration, if there is a link between the Procurement module and the Finance module, the client user can click on Post to Accounts button at the Invoice Entry to integrate this invoice to the Finance module for payment. Final stage is payment entry. Payment amount and pending invoice amount are entered against either invoice reference number or purchase order key as shown in the below example. Once invoice is approved by client and payment is generated for the invoice in the client finance module, the invoice in the supplier portal will be shown as Approved status and there will be an icon in the Payment Details column and system will show the payment details in Payment Details pop up window. To view all payments in the supplier portal, click on the left hand side menu "Payment" and system will display all payments as shown in the below screenshot. Sales and Enquiry Register enquiry, create quotation and convert to projects Masters Masters in Sales module includes: Company, Contacts, Quotation Template, Contract Template. Company master data and contact master data are the same data as Admin-Master. Quotation Template Authorized user can manage (add ,edit or delete) quotation template in this page. Click Quotation Template in Sales-Master tab, the quotation template list page opens as below, Add New Quotation Template To add a new quotation template, Click in the top right corner, the new quotation page opens, In Template Name box, enter the quotation name. In Category box, click to select categories to be included in the template. In Department box, select department. In Company box, select company name. In Quotation Validity Days box, select Click Save to save new template. Sales Sales module in cuteOffice allows sales person to create & modify sale enquiry, and prepare sales quotation to customers against sale enquiry. Enquiry Click Enquiry submenu in Sales menu, the enquiry list page opens as below, the current status column provides color codes for different status type for better visualization. Status of enquiry legendary: Save Draft-when click Create Quote, after enter details in the quotation, use can choose to save as draft by clicking icon in the quotation estimation page. The quotation status will change to "Save Draft" Quote Created-when click Create Quote, after enter details in the quotation, if user click save, the quotation status will change to "Quote Created". Waiting for Approval-after quotation was sent for approval, the enquiry status will change to "Waiting for Approval" Approved-after approving authorities approves the quotation, the enquiry status will change to "Approved" Waiting for Work Order-after quotation was sent to client, the enquiry status will change to " Waiting for Work Order" Project Created-once client replied and approves quotation, user can enter project and the status of enquiry will change to "Project Created" Closed Enquiry-when click cancel option in enquiry, the status will change to "Closed Enquiry" Add New Sales Enquiry To add a new sales enquiry, Click  in the up right corner of sales enquiry list page or icon in the enquiry menu, the new sales enquiry page opens as below, In Business Department box, click to select relevant department name (Note: only departments marked as cost center will be show in the list of department. This can be configured in Admin-company-department setting page). In Company box, click to select relevant company name. In Expected Response By box, click to select a response by date from calendar. In Enquiry Received By box, click to select employee ID& name. In Mode of Enquiry box, click to select mode from list of email/fax, marketing, personal visit, phone. Note: the list of mode of enquiry can be customized in Admin-option. In Client Representative box, select contact name if available in the drop down list, or click to add a new contact. Note: system will show all existing enquires received from the selected client representative for reference or further action such as create quotation or clone enquiry. In Client Address box, once client contact is selected, the client address will populate address data from the contact details. In Client Enquiry Reference box, enter enquiry reference if any. In Project Reference box, enter project reference if any. In Scope of Work box, enter scope of work from the enquiry. Click Submit, a notification window will pop up, Select Assignee and Notify Users, then click Confirm to create a new sales enquiry. Create Quotation After an enquiry is submitted, user can proceed to create quotation. Click enquiry key to open enquiry, Click in the enquiry detail page, The quotation estimation detail page opens as below, In sales company section, the details will be the sales company entered in enquiry. In terms of quotation templates, user can copy from previous quotation or copy from templates. To copy from previous quotation, enable 1 to Yes, and select the relevant previous quotation key/name, the previous quotation details will load, user can edit or update details where needed. To copy from template, enable the "Copy From Template" to Yes, and select template name from the template list. In General Details section, the details will be automatically filled up from template if user choose to use template or copied from previous quotation. Or else, user can key in any details when needed. In Commercial Details section,, User can choose from commercial detail templates in area 1 that are predefined by user. Or customize commercial details table using the flag options in area 2 in above screenshot. Select items and enter other details such as quantity etc. (Once selected Item key, the specifications and UOM will load from item master list); click Add item icon in the upper right corner of Commercial Details table to add more items. In Terms and Condition section, user can enter details or select template from the template field. Once quotation details are filled up, user can click Save/Cancel or Save draft as needed. Edit Sales Enquiry When Needed Edit of quotation information is allowed before the enquiry is approved. Once enquiry is approved, user can not edit quotation information and can only edit client information (contact /address). To edit enquiry, Click the key of the enquiry to open detail page， Click the edit icon in respective area to edit details. (Note: once quotation is sent for approval, the general  enquiry information and quotation information is not allow to edit and edit option will be removed.), Click edit icon in area 1 to edit enquiry general details Click edit icon in area 2 & 3 to edit client information Click edit icon in area 4 to edit quotation information. User can preview or download quotations using below options in quotation information section. Approve Quotation once quotation details are reviewed and ready for approval, user can click the icon (the action needed icons will blink in yellow) and a notification window will open as below, Select Assignee and Notify users, then click Send for Approval. System will send out waiting for approval notifications to relevant users. Approve option will be provided at the top right page for users who have the access right to approve quotations. Other useful options : -if user click this icon, a notification of closing enquiry will be prompt and the enquiry will be closed upon confirmation,  and the status will change to "Closed Enquiry". -user can click this icon to update assignee. -user can click this icon to add comment about the enquiry to specific users -user can click this icon to attach relevant documents -click this icon, system will open a new enquiry page. -click this icon, page will be redirected to sales enquiry list page. To approve a quotation, click the approve icon, and a notification window will open as below Select Assignee and Notify users, then click Approve. System will send out approved notifications to relevant users. Send Quotation to Client After quotation is approved. Sales users can send approved quotation to client. And the Send Quote To Client icon will blink for action. Click, below window opens, and there are two ways to send quotation. Send email directly from cuteOffice system: click to enable "Send email directly?" to Yes, and below emailing window opens. User shall fill up all required information and click Send Quote to Client at the end. Print Quotation and email as attachment to suppliers: enable the "Send email directly?" to NO, then click Send Quote to Client so system will update quotation status. The page will be redirected to enquiry detail page, user can click download icon in quotation information section to download as pdf, and then use sales email to send to suppliers. Settings to upload letter head for Quotation Click Admin Click company menu Edit company Click Logo Upload Choose Letter Pad in the image type Click choose file and upload the letter pad Click save to save the file Click Settings tab Click add Enter "enquiryQuoteFormat" in the name Enter value as "format12", "format13" etc., based on the client request. Click save to save the data Click add to enter header size "salesHeaderSize" for adjusting the header size Enter value based on adjustment in the report Click add to enter footer size "salesFooterSize" for adjusting the footer size Enter value based on adjustment in the report Note : If client gave letter head in word doc, use the below converter tool to convert into png or jpeg image type file.  https://online2pdf.com/convert-word-to-png Create Project Once client agreed and confirmed quotation, user can create project against the enquiry. And the "Project Created" status will mark the completion of sales enquiry. To create project, click , the project creation 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. And project data will be managed in project master page. Probability View Probability View presents probability of an enquiry converting to a sales by month. Finance Masters & Setup Company in Finance Module cuteOffice finance module helps accounts team to manage all activities related to the corporate finance effectively. The key functionalities of the finance module are: Masters Voucher Entry Voucher Staging Entries Integration Staging Monthly Reports Customer Reports Supplier Reports Tax Reports Link Account Setup Finance module greatly helps to manage financial data. The subsequent reports can be generated automatically without any manual intervention. Click Finance tab in cuteOffice system, below is the screenshot of finance module home page. Finance Module Prerequisites The following set of information is required for the implementation of the Finance Module. The information could be provided in the form of Excel for upload to the system. Setup a financial year Before start using the finance module, the company needs to be configured for a financial year so that the users can start to use the system. The administrator of cuteOffice can configure the financial year details of the company in Admin menu-Company submenu. Click Company in the Admin menu, the admin companies (holding companies or any affiliate companies registered in system will show, Select the company and click edit button to open the company detail page as below, Navigate to the Finance tab. Note: When there is no financial year setup currently, the list shows no record. To add a new financial year, Click to create a new financial year. The Add Financial Year window opens, Enter the start date, end date and freeze date of the financial year. Note: With this Freeze date setup, end users will not be able to do any transaction before this specified date. Click Save. The financial year data will be saved. Letterhead Upload To view letter head in the sales invoice report, the below setting has to configured. Go to Admin and Click Company Click Logo Upload. Choose Letter Pad in the image type. Click choose file and upload the company letter head. Go to company settings and click add Enter the name as " financeSalesInvoiceReportFormat". Enter the value as "SALESINVOICEFORMAT3" Click save to save the settings Click add and enter name as " financeSalesInvoiceReportStartPosition" Enter value starting from 20 to adjust the Invoice header in the report Click save to save the position of the  "Invoice" Chart of Accounts This file will represent the Chart of Accounts that would be used in the Finance Module. The file would also contain the Opening Balance that needs to be considered for the individual Account lines. Fields Required Account Name : Name of the Account Account Number : Account Number in Numeric Opening Balance : Account Opening Balance Account Type : Asset / Liability / Equity / Income / Expense / Other Income / Other Expense / Cost Of Sales Account Sub Type : Fixed Asset / Current Asset / Current Liability / Income / Expense / Other Income / Other Expense / Cost Of Sales Level : 1 - ASSET ,2 – Fixed Asset , 3 – Cash At Bank , 4 – Cheque Account Type : Header / Detail (Ex: ASSET ->Fixed Asset – Header, Cheque Account - Detail) Parent Account : Asset -> Fixed Asset - > Cash At Bank -> Cheque Account (Child Account)) Customer Master The file is to represent the list of Customers. The Customer Number will be generated by the Finance module Fields Required Customer Name : Name of the Customer Country : Country where the customer belongs to Ex: Singapore / Australia / Malaysia etc.. Customer Type : Agent / Client / Sub Contractor etc.. Industry Type : IT / Automobile / Construction etc.. Sub Industry Type : Software / Medical / Cement Companies etc.. Currency : SGD / USD / AUD etc.. GST Number : Customer Registration Number Payment Mode : Cheque / TT / Cash Fax : Country Code – Area Code – Telephone Number Website : Website URL of the customer eMail : Customer eMail Contact No : Country Code – Area Code – Telephone Number Address : Customer Address Customer Receivables This file would contain the Opening Balances of all Customer Invoices. As a control measure the sum of all the outstanding invoices should match with the Debtors Opening Balance provided as part of Chart of Accounts. If the Customer Balances are maintained at a multi-currency level, then the outstanding invoices should be the multi-currency level with the Balances tallying. Fields Required Invoice Number : Invoice Transaction ID Invoice Date : Invoice Transaction Date Customer Name : Name of the Customer (as provided in the Customer Master) Currency : SGD / USD / AUD etc.. Tax Code : TX – 7, SR – 7, NT – 0 etc Invoice Amount : Gross Total of the Invoice Terms : 7 Days / 30 Days / COD etc Memo : Invoice Description Supplier Master The file is to represent the list of Suppliers. The Supplier Number will be generated by the Finance module. Fields Required Supplier Name : Name of the Supplier Country : Country where the Supplier belongs to Ex: Singapore / Australia / Malaysia etc.. Supplier Type : Agent / Client / Sub Contractor etc.. Industry Type : IT / Automobile / Construction etc.. Sub Industry Type : Software / Medical / Cement Companies etc.. Currency : SGD / USD / AUD etc.. GST Number : Supplier Registration Number Payment Mode : Cheque / TT / Cash Fax : Country Code – Area Code – Telephone Number Website : Website URL of the customer eMail : Supplier eMail Contact No : Country Code – Area Code – Telephone Number Address : Supplier Address Supplier Payables This file would contain the Opening Balances of all Supplier Purchase Invoices. As a control measure the sum of all the outstanding purchase invoices should match with the Creditors Opening Balance provided as part of Chart of Accounts. If the Supplier Balances are maintained at a multi-currency level, then the outstanding invoices should be the multi-currency level with the Balances tallying. Fields Required Invoice Number : Invoice Transaction ID Invoice Date : Invoice Transaction Date Supplier Name : Name of the Supplier (as provided in the Supplier Master) Currency : SGD / USD / AUD etc.. Tax Code : TX – 7, SR – 7, NT – 0 etc Invoice Amount : Gross Total of the Invoice Terms : 7 Days / 30 Days / COD etc Memo : Invoice Description Tax Codes This file is required to store the Tax Codes in the System. Fields Required Tax Code : TX – 7, SR – 7, NT – 0 etc. Tax Type : Goods & Service Tax Tax Description : Description of the Tax, Standard Rate etc.. Percentage : 7 % Terms : 7 Days / 30 Days / COD etc Form Type : Sales / Purchase Exchange Rate (For Foreign Currency Transactions) This file is required to store the Exchange Rate difference between the foreign currency & Base Currency in the System. Fields Required Base Currency : SGD Foreign Currency : Foreign Currency Code Rate : Exchange Rate Sales Linked Accounts The following configuration parameters needs to be provided to setup the Finance module which are required for Sales related transactions. Client needs to provide the Account Number (from the Chart of Accounts provided) which would be configured in the application. Asset Account for Tracking Receivable : Debtors Account Bank Account for Customer Receipts : Primary Bank Account Accounts for Goods & Service Tax : GST Receiving Account Income Account for Freight : Freight Account Contra Account : Contra Adjustment Sales Account Customer Pre-payments : Pre-payment Customer Account Income Account for Late Charges : Late Charges Collection Account Foreign Currency Customer Account : Foreign Currency Customer Debtor Account. Ex for USD Currency Customer Account, use Trade Debtors – USD Account Foreign Currency Exchange Difference : Foreign Currency Exchange Difference Account Customer Debtor Ex for USD Exchange difference, use Trade Debtors Foreign Exchange – USD Account Purchase Linked Accounts The following configuration parameters needs to be provided to setup the Finance module which are required for Purchase related transactions. Client needs to provide the Account Number (from the Chart of Accounts provided) which would be configured in the application. Liability Account for Tracking Payable  : Creditors Account Bank Account for Paying Bills : Primary Bank Account Accounts for Goods & Service Tax : GST Paying Account Contra Account : Contra Adjustment Purchase Account Expense Account for Late Charges : Late Charges Payment Account Foreign Currency Supplier Account : Foreign Currency Supplier Creditor Account. Ex for USD Currency Customer Account, use Trade Creditors  – USD Account Foreign Currency Exchange Difference : Foreign Currency Exchange Difference Account Supplier Creditor Ex for USD Exchange difference, use Trade Creditors Foreign Exchange – USD Account Accounts & Banking Linked Accounts The following configuration parameters needs to be provided to setup the Finance module Equity Account for Current Earnings : Current Year Earning Account Equity Account for Retained Earnings  : Retained Earnings Account Equity Account for Historical Balancing : Historical Balancing Account Account for Currency Gain / Loss : Foreign Currency Gain / Loss Account Master Data Master Data in Finance module includes below data sets. Below are steps to add prerequisite data for finance module to run smoothly. Chart of Accounts The Chart of Accounts menu in the Finance is used to manage the chart of accounts. A chart of accounts (COA) is a financial, organizational tool that provides an index of every account in an accounting system. This provides an insight into all the financial transactions of the company. Here, an account is a unique record for each type of asset, liability, equity, revenue and expense. The chart of accounts is classified into eight major categories and stored in the company’s ledger. Each account in the chart of accounts is typically assigned a name and a unique number by which it can be identified. Accounts Code Classification Accounts Type Remarks 10000 Asset Account Receivables Bank Assets (Current, Fixed, Others) Cash, Accounts, Receivable, Land, Equipment 20000 Liability Accounts Payable Credit Card Liability (Current, Long Term, Others) Loans payable, Account payable 30000 Equity Equity Paid up capital 40000 Income Income Revenue from sales 50000 Cost of Sales Cost of Sales Purchases 60000 Expense Expense Other expenses of business 80000 Other Income Other Income Non-operating revenues and gains 90000 Other Expense Other Expense Non-operating expenses and losses The chart of accounts lists the accounts that are available for recording transactions. In keeping with the double-entry system of accounting, a minimum of two accounts is needed for every transaction- at least one account is debited and at least one account is credited.Some general rules about debiting and crediting the accounts are: Asset accounts normally have debit balances To increase an asset account, debit the account To decrease an asset account, credit the account Liability accounts normally have credit balances To increase a liability account, credit the account To decrease a liability account, debit the account View Chart of Accounts To navigate to Chart of Accounts, Click Chart of Accounts in the Finance The Chart of Accounts page opens. Add a New Account Code You can add the accounts only in the starting of the financial year. In the middle of the financial year, you cannot add or change any account. To add a new account code, Click(Add New button) in the upper right-corner of the Chart of Accounts list page, the Add Account Code window opens, Select the type of account code whether it's  Header or Detail. Header - Header is used only for grouping. Transactions cannot be posted under this code. Detail – All transactions can be posted under the detail account code. If the account to be created is inactive account, enable the Inactive Account In the Parent Account box, select parent account name. In the Account Type box, the account type will automatically populated when parent account is selected. In the Currency box, select the currency. In the Account Sub Type box, select the account sub type. In the Account Number box, enter the account number. In the Account Name box, enter the name of the account. In the Opening Balance box, enter the opening balance of the account. In the Current Balance box, for new account it will default showing 0. Click Save. The new account code will be created and listed in the Chart of Accounts page. Edit Account Code If you want to edit any added account code in the Chart of Accounts page, do the following page, Click (Edit icon) of the Account Code and Name which you want to edit, the edit account code page opens, Click any box where you want to edit the account details, and then edit the details in the respective box in the Edit Account Code Click Save to save edits. Export Chart of Accounts User can use the print or export option to print or export the chart of accounts. Customers Customers master manages all customer's company details so that sales activities and transactions can be recorded and entered in finance module. To view all customers, click Customers submenu in Master menu, Add A New Customer To add a new customer, click (add button) in the upper right corner of customer list page, the customer detail page open, Enter customer details in above page. Click Save. The new customer master data is created and saved in system. Edit Customer To edit customer data, Click(edit button) in the edit column of the customer that user wants to edit, the customer detail page opens, Edit the fields where needed. Click Save to save edits. Delete Customer If a customer is not yet in any transaction in system, user can use delete option to delete customer data, click the (delete button) in the delete column of the customer that user wants to delete, a confirmation window opens, Click Yes to confirm deletion. Note: if a customer is already in use/transaction, below error message will pop up in the bottom right corner and system will not allow deletion. Export Customer User can use the export option to export customer data. Select and click the format that user want to download. Suppliers Suppliers master manages all suppliers' company details so that purchase activities and transactions can be recorded and entered in finance module. To view all suppliers, click Suppliers submenu in Master menu, Add A New Supplier To add a new supplier, Click add button in the upper right corner of the suppliers list page, the supplier detail page opens, Enter all details of the new supplier. Click Save. The new supplier master data is created and saved in system. Edit Supplier To edit supplier data, Click(edit button) in the edit column of the supplier that user wants to edit, the supplier detail page opens, Edit the fields where needed. Click Save to save edits. Delete Supplier If a supplier is not yet in any transaction in system, user can use delete option to delete supplier data, click the (delete button) in the delete column of the supplier that user wants to delete, a confirmation window opens, Click Yes to confirm deletion. Note: if a supplier is already in use/transaction, below error message will pop up in the bottom right corner and system will not allow deletion. Export Supplier User can use the export option to export supplier data. Select and click the format that user want to download. Bank details The Bank Details tab in the Finance menu used to manage all the bank account details of the company. The Bank Details data will be automatically synchronized is integrated with the Sales Register and Purchase Register pages. To view all bank details, click Bank Detail in the Master menu, the bank details list open, Add A New Bank To add a new bank, Click  (Add button) in the upper right-corner of the bank detail list page. The Bank Details Add/Edit window opens. Enter the bank details in the relevant fields. Click Save. The bank account is added and saved in the Bank Details list page. Edit Bank Account Details To edit any added bank account details in the Bank Details page, Click (Edit icon) in the Edit column for the respective bank account. The Bank Details Add/Edit window opens. Click and edit any fields where user wants to edit the details Click Save to save edits. Delete A Bank Account Details If a bank account is not yet in use, user can delete if needed. To delete, click the (delete button) in the delete column of the bank account that user wants to delete, a confirmation window opens, Click Yes to confirm deletion. Note: if a bank account is already in use/transaction, below error message will pop up in the bottom right corner and system will not allow deletion. Card Entries Card entries helps to manage company bank cards details. Click Card Entries in the Master menu, all the bank cards saved in system will show as below, Add A New Card To add a new card, Click  (Add button) in the upper right-corner of the card detail list page. The Card Entry window opens, Enter the card details. Click Save to save card entry. Card details will be saved and shown in the card entry list page. Edit Card Details To edit any added card details in the Card Entries page, Click (Edit icon) in the Edit column for the respective card detail. The Card Enrty window opens. Click and edit any fields where user wants to edit the details Click Save to save edits. Delete A Card If a card is not yet in transaction record in system, user can delete if needed. To delete a card detail, click the (delete button) in the delete column of the card number that user wants to delete, a confirmation window opens, Click Yes to confirm deletion. Direct Payee Each and every direct payee’s detail needs to be added before any of the transactions such as purchase details can be entered. Before adding a direct payee, the respective users must be assigned with the Payee permission. To assign permission, Navigate to Admin>>Users. Select the respective user and navigate to Permission. Enable the permission of Payee. Click Save. User will be able to add a direct payee. Add A Direct Payee To add a direct payee, Navigate to Master, click Direct Payee. The Direct Payee page opens as below, Click (Add button) in the top right corner. The Direct Payee window opens, Enter the direct payee details. Click Save. The direct payee will be added in the Direct Payee page. The added payee will be listed in the Pay Bills Entry page by selecting the PAYMENT VOUCHER option while adding the pay bill details. Edit Direct Payee To edit direct payee details, Click (Edit icon) in the Edit column for the respective direct payee. The direct payee details window opens. Click and edit any fields where user wants to edit the details Click Save to save edits. Delete A Direct Payee If a direct payee is not yet in transaction record in system, user can delete if needed. To delete a card detail, click the (delete button) in the delete column of the direct payee that user wants to delete, a confirmation window opens, Click Yes to confirm deletion. Direct Payor Each and every direct payor’s detail needs to be added before any of the transactions such as sales can be entered. Before adding a direct payor, the respective users must be assigned with the Payor permission. To assign permission, Navigate to Admin>> Users Select the respective user and navigate to Permission. Enable the permission of Payor. Click Save. User will be able to add a direct payor. Add A Direct Payor To add a direct payor, Navigate to Master, click Direct Payor. The Direct Payor page opens. Click (Add button) in the top right corner. The Direct Payor window opens. Enter the direct payor details. Click Save. The direct payor will be added in the Direct Payor page. The added payer will be listed in the Receive Payment Entry page by selecting the RECEIPT VOUCHER option while adding the payment details. Edit Direct Payor To edit direct payor details, Click (Edit icon) in the Edit column for the respective direct payee. The direct payor details window opens. Click and edit any fields where user wants to edit the details Click Save to save edits. Delete A Direct Payor If a direct payor is not yet in transaction record in system, user can delete if needed. To delete a card detail, click the (delete button) in the delete column of the direct payor that user wants to delete, a confirmation window opens, Click Yes to confirm deletion. Tax Tax type, and percentage are managed in Tax master. Click Tax in Master menu, below list of tax master opens, Add Tax Type To add a new tax type master, Click add button in the top right corner in the tax master list page, the new tax detail page opens, Fill up the details of the tax master: In Tax Type box, enter tax type. In Tax Code box, enter the code. In Description box, enter description of the tax type. In Percentage box, enter the percentage between 0-100. In Form Type box, select the form type. Click Save. A new tax type is created and saved in the tax master. Edit Tax Type To edit a tax type master, Clickedit button in front of the tax type that needs to be edited. The tax type details window opens, Edit the details where suits. Click Save to save edits. Delete Tax Type To delete a tax type master, Clickdelete button in the delete column in the relevant tax type. A confirmation window will open as below, Click Yes to confirm deletion. The tax type will be deleted. Invoice Number Configure User can configure the invoice format and invoice number in Master-Invoice Number Config. To configure invoice number, Click Invoice Number Config in the finance master menu, below configure page opens, Enter the details to configure: In Prefix box, if there is no prefix required, disable the flag to No; if there is prefix, enable the flag to Yes, then enter the prefix in the text field. In Month box, if there is no month info required, disable the flag to No; if there is, enable the flag to Yes, then enter the month format in the text field. In Year box, if there is year info required, disable the flag to No; if there is, enable the flag to Yes, then enter the year format in the text field. In Running Sequence, enter the first running number In Divider box, enter the divider if any Click Save to save configuration details. Exchange Rate The exchange rate used in finance module are managed in exchange rate master. Click Exchange Rate in master menu, below exchange rate list opens, Note: Exchange rate fluctuate due to various factors, cuteOffice exchange rate master accommodate such changes in exchange rate. If an exchange rate is created for the first time in the system, the "to date" field will be open so it’s definite the "to date" is as of now; when a new rate is added or edited on existing exchange rate, the adding or editing date will become the "to date" of the previous rate, as such, exchange rate can be within a period which is defined as from date & to date. Whenever finance vouchers are entered for foreign exchange the rate is picked based on the voucher date Add Exchange Rate To add new exchange rate, Click add button in the top right corner in exchange rate list page, the exchange rate add/edit window opens as below, Enter the details of exchange rate: Base Currency box is default as SGD, this can be configured as other currency upon request. In Foreign currency box, select the foreign currency from dropdown list. In From Date box, the date will automatically take the end date of current active rate. In To Date box, if it's the first time to configure an exchange rate, this field will be open, no need to fill up. In Rate box, enter the exchange rate. Click Save. A new exchange rate will be added. Edit Exchange Rate To edit exchange rate, Clickedit button in front of the exchange rate, the exchange rate detail window opens, In Rate box, enter the new exchange rate. Click Save, a new exchange rate will be saved based on the current date and time. Voucher Entry Voucher Entry manages all finance transactions. It contains below submenu: Sales Register Receive Payments Purchases Register Pay Bills Transactions Journal Bank Register Petty Cash Register Transfer Money Bank Reconciliation Remittance Advices Find Transactions Item Transactions Sales Register Sales Register helps to record and manage the sales and income from sales. The list of transactions pertaining to each month can be viewed by selecting that month, customer, and transaction status. Click Sales Register in the Voucher Entry menu, The Sales Register page opens. View Sales Entry If you want to view the sales entry details of a particular customer, you can use the filters to search In the Calendar field, select the period for which you want to view the sales entry details. In the Customer box, select a customer. In the Status box, select the status for you want to view the sales entry details. Click . The sales entry detail opens for the selected customer and period. Enable Permission for Sales Recurring Transaction If you want to add a new sales entry by using the transaction details of an existing invoice number, you need to enable permission for accessing the Sales recurring transaction option. To enable the permission for sales recurring transaction, search for permission name "SalesRecurring" in user 's permission page and enable both read and write permissions. Once you have enabled this permission, the sale recurring transaction related option will be appeared while adding a new sales entry. Add a New Sales Entry To add a sales entry, Click (Add icon) provided in the upper right-corner of the Sales Register page, the Sales Entry page opens as below, Note: useful navigation options (Journal button)-You can use the Journal option to view the sales journal entry. Sales journal entry records a cash or credit sale to a customer. Sales journal entries also reflect changes to accounts such as Cost of Goods Sold, Inventory, and Sales Tax Payable accounts. (Payment button) – used to navigate into the Receive Payments Entry page. (Register button) – used to navigate into the Sales Register page. Add Sales Entry using Recurring Option If you want to add a sales entry by using the sales recurring option, Click (use recurring button), all the saved recurring transactions page will open as below, Select an invoice number from the recurring transactions list. Click the use icon. Once the invoice number is selected, it will retrieve the respective transaction details saved successfully in cuteOffice. All the input fields will be automatically filled up according to the selection of invoice number. Note: to save a sale entry as Recurring, enable the "Save As Recurring" flag to Yes when register a sales entry. Once saved as recurring entry, it will be shown in the recurring transaction page when use "Use Recurring" option to register sales entry. Add Sales Entry Manually To add a sales entry manually, In the Sales Form Type field, select the sales form type you want to add. If the tax is inclusive for the sales entry, enable Yes in the in the Tax Inclusive option. In the Customer box, select a customer from customer dropdown list. Note: If you can't find the customer in the list, and want to add as a new customer, you can click the add button near the Customer box. In the Terms box, select the terms. Terms refers to the payment period of the customer. For example, if you select the terms as COD, then the customer needs to pay cash on delivery. If you select 30 Days, then the customer needs to pay the amount within the 30 days of delivery. In the Ship to box, select the shipping location. Note: once you have selected the shipping location, the shipping address will be automatically updated in the Address box. In the Destination Country box, enter the destination country detail. In the Invoice box, the invoice number will be updated automatically. Note: If you want to edit the invoice number, click   (Edit button) and change the invoice number. In the Customer Purchase Order (PO) box, enter the customer PO number. In the Date box, select the date (click in the field and select from the calendar). In the Bank Account box, select the bank account to receive payment from the customer. In the Account Number/Name box, select the appropriate chart of account from the list of chart of accounts. Note: If you want to add additional account number, click   (Add button) and add the account and item details by following the below steps. Once you have selected the account number and name, the Description box shows the description for the corresponding selected account. In the Period of Work box, select the number of days spent for this work. In the Units box, enter the number of items purchased by the customer. In the Rate box, enter the rate of each item. Once you have entered the units and rate of the item, the total amount will be calculated and displayed in the Amount box. In the Project box, select for which project, the items are purchased. In the Tax box, select a tax code from the given tax codes. The total amount for the items will be automatically updated in the Sub Total box. Tax Codes:Zero Rated (ZR) – 0% GST– Export of goods to overseas. Standard Rated (SR) -7% GST– Most local sales falls under this category. Exempt Supplies (EX) - GST is not applicable – Sale of unfurnished residential property, Importation and local supply of investment precious metals. In the Sales Person box, enter the name of the sales person. In the Invoice Delivery Status box, select the invoice delivery status from the list. In the Promised Date box, select the date when the item will be delivered. In the Fright box, select the tax percentage for the freight charges. The tax amount will be automatically updated in the Tax box. Click Record to complete sales register. Add/Change Exchange Rate (Need team's input re this section) Make sure that you cannot edit the exchange rate of the base currency Singapore Dollar (SGD). Once you have added the sales amount details, if you want to change the USD exchange rate, do the following steps, Click (Rate button) provided in the Sales Entry, The Exchange Rate Add/Edit window opens. In the Base Currency box, select the base currency. In the Foreign Currency box, select the foreign currency. In the Rate box, enter the exchange rate. Click Save. The exchange rate will be changed and the total amount will be calculated according to the selected exchange rate. Send Invoice to Customers through Email If you want to send the invoices to the specific customer, Select the checkbox provided in the Send Emails column for the invoices which you want to send to the customer. Click(E-Mail icon) provided in the Sales Register. The selected invoices will be sent to the respective email address. Add Purchase Details Against a Sales Invoice (need team's input) Edit the Sales Entry Details If you want to edit any added sales entry details in the Sales Entry page, navigate to sales register list view page, Click (Edit icon) in the Edit column for the respective sales entry. The Sales Entry page opens and shows the added sales details. Click and edit where needed. Click Record to save edits. The Changed sales entry details will be updated. Delete Any Added Sales Entry If you want to delete any added sales entry, you can use delete option provided in the Delete column of the Sales Register page, Click (Delete icon) for the corresponding sales entry. You receive a notification message “Are you sure to delete a record?” Click Yes. The selected sales entry will be deleted. Print the Invoice Details If you want to print the invoice details of the particular sales entry, click (Print icon) provided in the Print column for the corresponding sales entry. Settings Configuration to Print Invoice Click (Edit icon) in the Edit column for the respective company. The company page opens and go to settings tabs. Use filter and enter "financeSalesInvoiceReportFormat". Click edit and enter "SALESINVOICEFORMAT3" in the value. Click Save to save details. Go to Logo upload tab and choose "Letter Pad" in the image type. Click choose file and add Company Letterhead. Click Show Preview and Save the details. Note : Use setting "financeSalesInvoiceReportStartPosition" to adjust the space between header and "Tax Invoice" in the report Export the Sales Register If you want to export the added sales entries in the Sales Register page in the excel format, you can click (Excel icon). The added sales entries will be downloaded in the excel format. Receive Payments The Receive Payments tab in the Finance menu helps you to add the details of the payment received from the customer. Click Receive Payments in the Finance, the Receive Payments Register page opens as below, View Received Payments If you want to view the received payment entry details of the particular bank account, you can use below filter to search, In the Calendar field, select the period for which you want to view the received payment entry details. In the Account box, select a bank account. Click , the received payment entry detail opens for the selected bank account and period. Add a Received Payment Entry To add a received payment details, Click(Add icon) provided in the upper right-corner of the Receive Payments Register. The Receive Payments Entry page opens. In the Receipt Type field, if you want to add the details of payment received from any buyer other than the customers, select the RECEIPT VOUCHER, Once you select the RECEIPT VOUCHER option, the Receive Payments Entry page shows the following fields to be filled. In the Bank Account box, select a bank account. In the Payor box, select a payor from a drop-down list. In the Address box, enter the address of the person or company who has made payment. In the Date box, select the date of payment. In the Payment Method box, select the mode of payment. In the Currency box, select the currency type. In the Account Name/Number box, select any one of appropriate chart of account from the list of charts of accounts. If you want to add additional account number, click   (Add button) and add the account details. If you want to add a new account number, click   (Add New Account Number button) and add the account details. Note: Once you have selected the account number and name, the Invoice Date box shows the invoice date and the Description box shows the description for the corresponding selected account. In the Tax box, select a tax code from the given tax codes. In the Amount applied box, enter the amount. Once you have selected the tax code and entered the amount, the GST and gross total will be automatically updated. The gain/loss amount will be automatically updated in the Gain/Loss box. Click Record to save the received payments details. The added payment details will be saved and listed in the Receive Payments Register page. Note: If you want to print the received payments details, click  (Record and Print button). In the Receipt Type field, if you want to add the details of payment received from any customers, select the CUSTOMER. Once you select the CUSTOMER option, the Receive Payments Entry page shows the following fields to be filled. In the Deposit to Account box, select the amount deposit account. In the Customer box, select a customer from the list of customers. Once you have selected the customer, the list of invoices created for the respective customer open. In the Amount Received box, enter the received amount from the customer. In the Date box, select the date of payment. In the Payment Method box, select the mode of payment. If you want to add any credit note or credit memo, select the Apply Credit Note. Credit Note is a way of refunding an invoice that has already been issued or paid. It can be for part of or the whole amount of an invoice. Once select Apply Credit Note option, the Credit Note fields will be displayed as below, If you want to receive the payment from any overpayments, Select the Apply Overpayments option. Overpayment is a liability as it consists of money due back to the customer. Scenario 1 - Customer may pay an advance payment and park that amount for later adjusting against the invoice. Scenario 2 - Customer may pay extra amount and park that amount for later use. Once select Apply Overpayments option, the overpayment Confirm dialog box opens and shows the following notification, Click Yes. The Over Payments fields will be displayed as below: The system will display the information of over payment if available. The Amount box in the Over Payments field shows the balance amount of the over payment. If you want to receive the amount from the customer’s over payment, enter the amount in the Amount Applied box in the Over Payments field. The total amount will be adjusted from the applied over payment amount. Note: If you want to attach any file regarding credit note or overpayments, click (Choose Files button) and attach the file. In the Invoices field, enter the discount amount in the Discount box. Note: To manually enter the amount in the Invoices field, the respective users must be assigned with the Manual Amount Filling permission. If you want to enter the amount manually, In the Amount Applied box, enter the paid amount. Once you have entered the paid amount, the total applied, finance charge, total received and out of balance will be automatically updated. The gain/loss amount will be automatically updated in the Gain/Loss box. If you want to view the closed sales details, enable Yes in the View Closed Sales If you want to view all the payment details, click (Receive All button). Click Record to save the received payments details. The added payment details will be saved and listed in the Receive Payments Register page. Note: If you want to print the received payments details, click  (Record and Print button). Receive USD customer payment in SDD account. If a customer is invoiced in USD and received payment in SGD, then use the below method to update the receive payment in system. Example: Customer AlMansoori was invoiced with 7058 USD. The payment received in SGD account is SGD 9076.95 So the exchange rate calculated in 9076.95 / 7058 = 1.286051 Go to Receive payment entry screen and enter the USD amount in amount received textbox. Click on Rate: USD and enter the exchange rate Now Record the receipt. The journal shows the actual receipt of 9076.95 in the SGD account as required. Edit the Receive Payment Entry Details If you want to edit any added receive payment entry details in the Receive Payments Entry page, do the following steps, Click (Edit icon) in the Edit column for the respective receive payment entry. The Receive Payments Entry page opens and shows the added received payment details. Click any box where you want to edit the details, and then edit the details in the respective box in the window. Click Record. The changed receive payment entry details will be updated. Delete Any Added Receive Payment Entry If you want to delete any added receive payment entry, you can use  (Delete icon) provided in the Delete column of the Receive Payments Register page, Click (Delete icon) for the corresponding receive payments entry. You receive a notification message “Are you sure to delete a record?”. Click Yes. The selected receive payments entry will be deleted. Print the Receipt Voucher If you want to print the receipt voucher of the particular received payment entry, click (Print icon) provided in the Print column for the corresponding payment entry. Export the Receive Payments Register If you want to export the added received payments entry in the Receive Payments Register page in the excel format, you can click  (Excel icon). The added receive payments entries will be downloaded in the excel format. Purchase Register Purchase Register is a record of your company's purchases from suppliers. Each time when a purchase is made, the Purchase Invoice received from the Supplier should be recorded in the Purchase register page. Click Purchases Register in the Finance menu. The Purchases Register page opens. View Purchase Register If you want to view the purchase entry details of the particular supplier, In the Calendar, select the period for which you want to view the purchase entry details. In the Supplier box, select a supplier. In the Status box, select the status to view the purchase entry details. Click . The purchase entry detail opens for the selected supplier and period. Enable Permission for Purchase Recurring Transaction If you want to add a new purchase entry by using the transaction details of an existing invoice number, you need to enable permission for accessing the Purchase recurring transaction option. To enable the permission for purchase recurring transaction, search for permission name "Purchase Recurring" in user 's permission page and enable both read and write permissions. Once you have enabled this permission, the purchase recurring transaction related option will be appeared while adding a new purchase entry. Add a Purchase Entry If you want to add a purchase entry, click (Add icon) provided in the upper right-corner of the Purchases Register. The Purchases Entry page opens. Note: useful navigation options (Journal button)-You can use the Journal option to view the purchase journal entry. Purchase Credit Journal Entry is the journal entry passed by the company in the purchase journal of the date when the company purchases any goods from the supplier on the terms of credit, where the purchases account will be debited. (Pay Bill button) – used to navigate into the Pay Bills Entry page. (Register button) – used to navigate into the Purchases Entry page. Add a Purchase Entry Using the Purchase Recurring Option If you want to add a purchase entry by using the purchase recurring option, Click (use recurring button), all the saved recurring transactions page will open as below, Select an invoice number from the recurring transactions list. Click the use icon. Once the invoice number is selected, it will retrieve the respective transaction details saved successfully in cuteOffice. All the input fields will be automatically filled up according to the selection of invoice number. Note: to save a purchase entry as Recurring, enable the "Save As Recurring" flag to Yes when register a purchase entry. Once saved as recurring entry, it will be shown in the recurring transaction page when use "Use Recurring" option to register purchase entry. Add a Purchase Entry Manually If you want to add a purchase entry manually, click add button in the purchase register page, the purchase entry page will open as below, In the Purchase Form Type field, select the purchase form type from the given types. In the in the Tax Inclusive field, If the tax is inclusive for the purchase entry, enable to Yes; or else, No. In the Supplier box, select a supplier from drop down list from suppliers' master. Note: If you want to add a new supplier, you can add a new supplier by clicking (Add icon) near the Supplier box. In the Terms box, select the terms. Terms – Terms refers to the payment period. For example, if you select the terms as COD, then you need to pay cash on delivery. If you select 30 Days, then you need to pay the purchase amount within the 30 days of delivery. In the Ship to box, select the shipping location. Note: once you have selected the shipping location, the shipping address will be automatically updated in the Address box. In the Destination Country box, enter the destination country name. In the Supplier Inv# box, enter the invoice number received from the supplier. In the Date box, select the purchase date. In the Account Number/Name box, select any one of appropriate chart of account from the list of charts of accounts. Once you have selected the account number and name, the Description box shows the description for the corresponding selected account. In the Units box, enter the number of items purchased by you. In the Rate box, enter the rate of one item. Once you have entered the units and rate of the item, the total amount will be calculated and displayed in the Amount box. In the Project box, select for which project, the items are purchased. In the Tax box, select a tax code from the given tax codes. The total amount for the items will be automatically updated in the Sub Total box. In the Bill Delivery Status box, select the bill delivery status from the list. In the Promised Date box, select the date when the payment will be made. In the Freight box, select the tax percentage for the freight charges. The tax amount will be automatically updated in the Tax box. In the GST Round Of box, user can use this option to round of GST amount. If need to round down the GST amount, click area 1 to show as "-", then enter round down amount, then click area 2 to enable round of; if need to round up the GST amount, click area 1 to show as "+", then enter round up amount, then click area 2 to enable round of. In the Round Of box, user can use this option to round of the total amount. Refer to above point of GST round of. Click Record. The purchase entry will be added and listed in the Purchases Register page. Edit the Purchase Entry Details If you want to edit any added purchase entry details in the Purchases Entry page, do the following steps, Click (Edit icon) in the Edit column for the respective purchase entry. The Purchases Entry page opens and shows the added purchase details. Click any box where you want to edit the details, and then edit the details in the respective box in the window. Click Record. The changed purchase entry details will be updated. Delete Any Added Purchase Entry If you want to delete any added purchase entry, you can use delete option provided in the Delete column of the Purchases Register page, Click (Delete icon) for the corresponding purchase entry. You receive a notification message “Are you sure to delete a record?”. Click Yes. The selected purchase entry will be deleted. Print the Invoice Details If you want to print the invoice details of the particular purchase entry, click (Print icon) provided in the Print column for the corresponding purchase entry. Export the Purchase Register If you want to export the added purchase entries in the Purchases Register page in the excel format, click (Excel icon). The added purchase entries will be downloaded in the excel format. Pay Bills Pay Bills is a statement specifying the amount of money paid to the supplier for the purchase. The Pay Bills tab in the Finance menu helps you to add the details of the amount paid to the supplier. Navigate to finance module, and click Pay Bills in the Voucher Entry menu, the Pay Bills Register page opens as below, View Paid Bills If you want to view the paid bill details of a particular bank account, go to the pay bills register page, In the Calendar, select the period for which you want to view the paid bill details. In the Account box, select a bank account. Click search icon. The page shows the paid bill details for the selected bank account and period. Add a Pay Bill Entry To add paid bill details, Click (Add icon) provided in the upper right-corner of the Pay Bill Register. The Pay Bills Entry page opens. Note: useful navigation options (Journal button)-You can use the Journal option to used to view the pay bills journal entry. Purchase Credit Journal Entry is the journal entry passed by the company in the purchase journal of the date when the company purchases any goods from the supplier on the terms of credit, where the purchases account will be debited. (Pay Bill button) – used to navigate into the Pay Bills Entry page. (Register button) – used to navigate into the Purchases Entry page. In the Payment Type field, there are three types, namely Payment Voucher and Contra. Payments can be made in two scenarios: payments against an Invoice or Advance payment; Payments made without a Supplier Invoice. Type 1 PAYMENT VOUCHER-Payment Voucher option will be selected when the User intends to make a payment without an invoice. When this option is selected, User has to select the Supplier (which is a mandatory field) and the Supplier information will be picked from the Direct Payee Master. For such cases, User needs to create the details in the Direct Payee master, before raising the Pay Bill transaction. .  Once you select the PAYMENT VOUCHER option in payment type,  the Pay Bills Entry page shows the following fields need to be filled. In the Bank Account box, select the debited bank account. In the Paid To box, enter the bank name to which the amount has been transferred. In the Address box, enter the address of the supplier who has received payment. In the Date box, select the date of payment. In the Payment Method box, select the mode of payment. In the Currency box, select the currency type. In the Account Name/Number box, select any one of appropriate chart of account from the list of charts of accounts. If you want to add additional account number, click (Add button) and add the account details. If you want to add a new account number, click (Add New Account Number button) and add the account details. Once you have selected the account number and name, the Invoice Date box shows the invoice date and the Description box shows the description for the corresponding selected account. In the Tax box, select a tax code from the given tax codes. In the Amount applied box, enter the amount. Once you have selected the tax code and entered the amount, the GST and gross total will be automatically updated. The gain/loss amount will be automatically updated in the Gain/Loss box. Click Record to save the paid amount details. The added payment details will be saved and listed in the Pay Bills Register page. Note: If you want to print the received payments details, click  (Record and Print button). Type 2 Supplier-supplier option will be selected when the User intends to pay / settle an outstanding invoice to the Supplier. When this option is selected, User has to select the Supplier (which is a mandatory field) from the Supplier Master. User will enter the Payment amount and apply the amount against the Outstanding invoices by entering the Applied Amount field. While doing so, the Outstanding Invoice is adjusted against the Applied amount, and the Supplier Total Outstanding amount is thus calculated. If the Amount paid to the Supplier is to be treated as Advance, then user need to select the Apply Advance Payment and the amount will be treated as Advance Amount, Once you select the SUPPLIER option, the Pay Bills Entry page shows the following fields need to be filled. In the Pay From Account box, select the debited bank account. In the Supplier box, select a supplier from the list of suppliers. Once you have selected the supplier, the list of vendor invoices created for the respective supplier open. In the Amount box, enter the amount paid to the supplier. In the Date box, select the date of payment. In the Payment Method box, select the mode of payment. a. If you want to add any credit note or credit memo, select the Apply Debit option. b. If you want to pay from any over payments, select the Apply Advance Payments option. A confirm dialog box opens and shows the following notification. Click Yes. The Over Payments field will be displayed below the Invoices field. The system will display the information of over payment if available. The Amount box in the Over Payments field shows the balance amount of the over payment. If you want to pay the amount from your over payment, enter the amount in the Amount Applied box in the Over Payments field. The total amount will be adjusted from the applied over payment amount. Note: If you want to attach any file regarding credit note or overpayments, click (Choose Files button) and attach the file. In the Invoices field, enter the discount amount in the Discount box.  Note: To manually enter the amount in the Invoices field, the respective users must be assigned with the Manual Amount Filling permission. In the Amount Applied box, enter the paid amount. Once you have entered the paid amount, the total applied, finance charge, total received and out of balance will be automatically updated. The gain/loss amount will be automatically updated in the Gain/Loss box. If you want to view the closed purchases details, enable to Yes in the View Closed Purchases option. If you want to view all the paid details, click   (Pay All button). Click Record to save the paid bill details. The added bill details will be saved and listed in the Pay Bills Register page. Note: If you want to print the paid bill details, click (Record and Print button). Type 3 CONTRA-Contra Payments in Cuteoffice Application is to settle the outstanding Invoices between the same Supplier & Customer. Please refer the Contra Entry voucher documentation for this. Select Supplier, and if the supplier is same as customer, click to select Contra. Once you select the Supplier and Contra option in payment type,  the Pay Bills Entry page shows the following fields need to be filled. In the Pay From Account box, select the debited bank account. In the Supplier box, select a supplier from the list of suppliers. Once you have selected the supplier, the list of vendor invoices created for the respective supplier open. In the Amount box, enter the amount paid to the supplier. In the Date box, select the date of payment. In the Payment Method box, select the mode of payment. a. If you want to add any credit note or credit memo, select the Apply Debit option. b. If you want to pay from any over payments, select the Apply Advance Payments option. A confirm dialog box opens and shows the following notification. Click Yes. The Over Payments field will be displayed below the Invoices field. The system will display the information of over payment if available. The Amount box in the Over Payments field shows the balance amount of the over payment. If you want to pay the amount from your over payment, enter the amount in the Amount Applied box in the Over Payments field. The total amount will be adjusted from the applied over payment amount. Note: If you want to attach any file regarding credit note or overpayments, click   (Choose Files button) and attach the file. In the Invoices field, select the invoice of the transaction and enter the discount amount in the Discount box.  Note: To manually enter the amount in the Invoices field, the respective users must be assigned with the Manual Amount Filling permission. In the Amount Applied box, enter the paid amount. Once you have entered the paid amount, the total applied, finance charge, total received and out of balance will be automatically updated. The gain/loss amount will be automatically updated in the Gain/Loss box. If you want to view the closed purchases details, enable to Yes in the View Closed Purchases option. If you want to view all the paid details, click   (Pay All button). Click to approve, or click to save to staging. The added bill details will be saved and listed in the Pay Bills Register page. Contra Voucher Entry Contra Function in Cuteoffice Application is to settle the outstanding Invoices between the same Supplier & Customer. Contra voucher entry Scenario Group companies can have multiple companies and Buy / Sell functions can have within these companies. In such scenarios Buy & Sell function happens raising the Purchase Invoices and Sales Invoice through the normal Purchase Register and Sales Register entry through our Cuteoffice Application. However these companies within the group do not make payments to each other, instead for such cases Contra Voucher entry in Pay Bills can be used. Prerequisites To raise a Contra Voucher the following conditions should be met Supplier Name (Supplier Code) & the Customer Name (Customer code) should be the same Contra Amount Entered should be Less Than Purchase Applied Amount in Pay Bill After the Pay Bill data is entered and Record Button is clicked, Application Control will navigate to Customer Receipts Payment. If the client cancels the Customer Receipt Payment entry then the associated Pay Bills entry entered will be deleted by the application automatically. In other words, for Contra Entry Pay Bills and Customer Receipts should be done immediately without a break In Customer Receipts Entry, Contra Amount that is displayed should be allowed to Edit Contra voucher entry Examples Example 1 – Contra Amount = 0 ; Purchase Invoice Amount Applied = 1000 The above example means that the Client wants to pay $1000 to a Purchase Invoice and have the Sales Invoice Pay $1000. GL Entry for the above will be: Pay Bills Dr Sundry Creditors - $1000 Cr Contra Account - $1000  (Contra Account code is configured in Account Link Menu) Customer Receipts Dr Contra Account - $1000  (Contra Account code is configured in Account Link Menu) Cr Sundry Debtors - $1000 Example 2 – Contra Amount = 600 ; Purchase Invoice Amount Applied = 1000 The above example means that the Client wants to pay $1000 to a Purchase Invoice and have the Sales Invoice Pay $600. The balance $400 will be paid from the Bank Account as mentioned in the Pay Bill entry Pay Bills Dr Sundry Creditors - $1000 Cr Contra Account - $1000  (Contra Account code is configured in Account Link Menu) Cr Bank A/c - $400 Customer Receipts Dr Contra Account - $1000  (Contra Account code is configured in Account Link Menu) Cr Sundry Debtors - $1000 Steps to Operate In Pay Bills screen Select Contra Option and proceed the Pay Bill Transaction as usual Enter the Contra Amount Example 600 Enter the Purchase Amount Applied – Example 1000 Click Record Button Application will automatically load the Customer Receipt and allow to complete the transaction with Applied Amount as $1000 If the Amount applied entered is not equal to $1000, application will display an error and proceed only if the amount entered is $1000 GL entries will be created as mentioned above The following bug will be fixed and a GIT issue has been raised: Customer Name (Customer code) in Customer Receipts screen will not be allowed to change. This is controlled through a configuration allowing Customer Name change, will be set to False Contra Amount Entered should be Less Than Purchase Applied Amount in Pay Bill In Customer Receipts Entry, Contra Amount that is displayed should be allowed to Edit. Contra Voucher against Receive Payment Example 3 :  Contra Account in Pay bill - $1080 Purchase Invoice - $1080 Sales Invoice - $100000   Receive Payment (Normal) - $98920 Contra Receive Payment - $1080   To raise a Contra Voucher against Receive Payment the following steps to operate. Supplier Name (Supplier Code) & the Customer Name (Customer code) should be the same. Raising Sales Invoice in Sales register (ex: $ 100000) Raising Purchase Invoice in Purchase register (ex: $ 1080) Normal receive payment entry in Bank with offset contra amount (ex: Amount received $ 98920) Contra Pay bill entry for the amount $1080 . Choose Contra Account code in Pay from Account Contra Receive payment entry to Offset Paybill . Choose Contra Account code is configured in Account Link Menu The Customer Receipt Payment entry entered in Contra then the associated Pay Bills entry entered in Contra will be cancelled by the application automatically. Output of the Scenario   1. Sale Invoice entry    2. Purchase Invoice entry    3. Contra Pay bill entry     4. Normal Receive Payment entry      5. Contra Receive Payment entry GL entries will be created as mentioned above. Edit the Pay Bills If you want to edit any added purchase entry details in the Pay Bills page, do the following steps, Click (Edit icon) in the Edit column for the respective pay bill. The Pay Bill Entry page opens and shows the added payment details. Click any box where you want to edit the details, and then edit the details in the respective box in the window. Click. The changed pay bill entry details will be updated. Delete Any Added Pay Bills Entry If you want to delete any added pay bill entry, you can use delete option provided in the Delete column of the Pay Bills page, Click (Delete icon) for the corresponding pay bills entry. You receive a notification message “Are you sure to delete a record?”. Click Yes. The selected pay bill entry will be deleted. Print the Pay Bills Details If you want to print the invoice details of the particular pay bills entry, click (Print icon) provided in the Print column for the corresponding pay bills entry. Export the Pay Bills If you want to export the pay bills records in the Pay Bills page in the excel format, click (Excel icon). The pay bills entry will be downloaded in the excel format. Transactions Journal In Transactions Journal page, user can search for any financial transaction entered in cuteOffice finance module. View Transactions Journal Entry To view transaction journal, Click Transactions Journal in Finance menu, the Transaction Journal page opens as below, In the Transactions Journal page, select any one transaction journal type from the given types. In the Calendar, select the date range. Click (Search icon). All qualified transactions journal will be shown in the page. Edit Transaction Journal Entry To edit any transaction journal entry in the Transaction Journal page, Click (Edit icon) in the Edit column for the respective transaction journal entry. The respective page opens and shows the journal entry details. Click any box where you want to edit the details, and then edit the details in the respective box in the window. Click. The transaction journal entry details will be updated. Delete Any Transaction Journal Entry If you want to delete any transaction journal entry, you can use delete option provided in the Delete column of the Transactions Journal page, click (Delete icon) for the corresponding transaction journal entry. The selected transaction journal entry will be deleted. to confirm with sekar if need to prompt confirmation notification Print the Transaction Journal Entry If you want to print the particular transaction journal entry, click (Print icon) provided in the Print column for the corresponding transaction journal entry. Export the Transaction Journal Entry If you want to export the added transaction journal entry in the Transactions Journal page in the excel format, click (Excel icon). The added transaction journal entries will be downloaded in the excel format. Bank Register Bank Register are reports that is generated based on the entries made through the various vouchers. The selection for these reports would be Bank as defined in the Chart of Accounts master. The Bank Register tab in the Finance menu used to view the transaction statement of the particular bank account. View Bank Register To view the transaction statement, Click Bank Register in the Finance, the Bank Register page opens. In the Account box, select an account from the list of bank accounts. In the Calendar, select the date range from the current financial year. Click (search icon). The Bank Register page shows the transaction detail of the selected account. Edit the Transaction Detail To edit any transaction detail listed in the Bank Register page, click (Edit icon) provided in the Edit column for the respective transaction. The selected transaction page opens. You can edit the transaction detail if you want. Click. The transaction details will be updated. Transfer Money The Transfer Money tab in the Finance menu is used to record transfer money from one bank account to another bank account. Finance users can transfer the money with multi foreign currency banks. To transfer money, Click Transfer Money in the Finance, the Transfer Money page opens, In the Transfer No box, the transfer number will be updated automatically. In the Date box, select the date of money transfer. In the Transfer Money From box, select an account where you want to transfer money from. Note: Once you select the debit account, the Transfer Money page shows the account balance of the selected account. In the Transfer Money To box, select an account where you want to transfer money to. Note: Once you select the credit account, the Transfer Money page shows the account balance of the selected account. In the Amount box, enter the amount you want to transfer. In the Payment Method box, select the payment method. Click (Transfer Money icon). The entered amount will be transferred to the respective selected account. The transfer money detail will be moved and listed in the Transaction Journal page. Note: If you want to print the transferred money details, click (Transfer and Print icon). Petty Cash Register Petty cash register helps companies ensure that the funds are used appropriately and the transactions are properly documented. Having such a system in place serves as an internal control to protect the business against theft and fraud, and it supports the larger, general ledger reconciliation process. Petty Cash Register are reports that is generated based on the entries made through the various vouchers. The selection for these reports would be Cash as defined in the Chart of Accounts master. This report is to list down the transaction made from these nature of accounts with a running balance. Bank Reconciliation Register Bank Reconciliation is the process of verifying the bank statement with the reconciliation report to ensure that the records such as check register, general ledger account, and balance sheet, are correct. This is done by comparing the company's recorded amounts with the amounts shown on the bank statement. Any differences must be justified. When there are no unexplained differences, you must state that the bank statement has been reconciled. Once you have reconciled the bank statement, the reconciled bank statement will be shown in bank reconciliation report and the general ledger. Click Bank Reconciliation tab in the Finance menu, the Bank Reconciliation Register page opens as below, View A Bank Reconciliation Details To view the bank reconciliation details of the particular bank account, In the Calendar box, select the period for which you want to view the bank reconciliation details. In the Account Name box, select an account. Click (search icon). The bank reconciliation detail opens for the selected account and period. Reconcile Any Bank Statement To reconcile any bank statement, Click (Add icon) provided in the upper right-corner of the Bank Reconciliation Register, the Bank Reconciliation page opens. In the Account box, select an account from the list of accounts. In the Bank Statement Balance box, enter the balance of the selected account. In the Bank Statement Date box, select the bank statement date. Click (search icon). The list of job numbers opens including date and cheque number. Select the job number. Click , the selected bank account is reconciled. Click to reconcile and print report. Click to save as draft. Edit Any Reconciled Bank Statement To edit any reconciled bank statement in the Bank Reconciliation Register page, Click (edit icon) in the Edit column for the respective reconciled bank statement. The page opens and shows the respective reconciled bank statement. Click any box where you want to edit the details, and then edit the details in the respective box in the window. Click Record. The changed reconciled bank statement details will be updated. Delete Any Added Reconciled Bank Statement If you want to delete any added reconciled bank statement, you can use delete option provided in the Delete column of the Bank Reconciliation Register page, Click (Delete icon) for the corresponding reconciled bank statement. You receive a notification message. Click Yes to confirm deletion of the selected reconciled bank statement. Print the Reconciled Bank Statement If you want to print the reconciled bank statement, click (Print icon) provided in the Print column in the Bank Reconciliation Register page. Export the Reconciled Bank Statement If you want to export the added reconciled bank statement in the Bank Reconciliation Register page in the excel format, you can use export to excel option in the Excel column. Click (Excel icon) of the respective reconciled bank statement. The reconciled bank statement will be downloaded in the excel format. Remittance Advices A remittance advice is an acknowledge sent by a customer to a supplier, informing the supplier that an invoice has been paid. The purpose of the remittance advice is to match a customer's payment with the invoice. The remittance advice is also sent to the supplier to inform that the payment has been received against the payment voucher. Click Remittance Advices tab in Voucher menu, the remittance page opens as below, View Remittance Advices to view the remittance advices, Click Remittance Advices tab in Voucher menu to open the Remittance page In the Payment Type box, select the payment type from Pay Bills or Payment Vouchers. In the Calendar box, select the date range you want to view the remittance advices. Click (search icon), the page shows the remittance advices for the selected payment type and period. Edit Any Remittance Advice To edit any remittance advice in the Remittance Advices page, Click (edit icon) in the Edit column for the respective remittance advice. The respective page opens and shows details of the remittance advice. Edit the details in the respective box as needed. Click. The changed remittance advice details will be updated. Print Any Remittance Advice If you want to print the remittance advice, click (Print icon) provided in the Print column in the Remittance Advices page. Find Transactions The Find Transactions tab in the Finance menu is used to view the details of the transactions such as sales and purchase transactions of both customer and supplier. Click Find Transactions in the Finance, the Find Transactions page opens. to view the transaction details of particular customer/supplier In Filter box, click to select Customer/Supplier. In the Search By box, select Customer or Supplier. In the Name box, select the name of the customer or supplier. In the Calendar, select the date range. Click (search icon), the transaction details for the selected customer/supplier opens. to view the transaction details for the particular sales invoice, In Filter box, click to select Sales Invoice. In the Sales Invoice box, select the sales invoice number. In the Customer box, the customer will be updated automatically. Click (search icon), the transaction details for the selected sales invoice opens. to view the transaction details for the particular purchase invoice, In Filter box, click to select Bill. In the Purchase Invoice box, select the purchase invoice number. In the Supplier box, the supplier will be updated automatically. Click (search icon), the transaction details for the selected purchase invoice opens. Item Transactions The Item Transactions tab in the Finance menu is used to view the item details of the transactions of sales and purchases of both customer and supplier. Click Item Transactions in the Finance, the Item Transactions page opens as below, User can use the column filters to search for specific item sales/purchase details, Bad Debt Write-Off transaction Step 1: Check your aging accounts receivable Review other invoices or receivables that should be considered as bad debt using the Accounts Receivable Aging Detail report. Go to Reports Find and open an Accounts Receivable Aging Detail report. Check which outstanding accounts receivable should be written off. Step 2: Create a bad debts expense account If you haven't already, create a "bad debts" expense account. Go to Master and select Chart of accounts Click add to create a new account. Choose Detail account From the Parent Account Type ▼ dropdown, select Expenses. From the Parent Account Sub Type ▼ dropdown, select Expenses Enter Account Number Enter Account name as Bad debts in Account Name field. Select Save and Close. Step 3: Create a Credit Note Invoice Go to Voucher entry and Select Sales Register Select + icon. Choose Sales form type as Credit Note Under Customers, select Customer name. Choose Bad Debts from Account Number/Name. Enter the write off amount. Select Save and Close. Step 4: Apply the credit note against invoice Go to Voucher entry and Select Receive Payment Select + icon. Under Customers, select Customer Name Outstanding Transactions and Credit Note available in the section, Enter Credit amount against the invoice number under Amount Applied. Enter Credit amount value under Amount Applied. Check Out of Balance should be Zero. Select Save and Close. The uncollectible receivable now appears on your Profit and Loss report under the Bad Debts expense account. Bad Debt Write-Off for Journal Entry Step 1: Check your Opening Balance in the Accounting records (COA) to write off Go to COA Check which accounts to be written off. Find the amount in accounting to write off. Step 2: Create a bad debts expense account If you haven't already, create a "bad debts" expense account. Go to Master and select Chart of accounts Click add to create a new account. Choose Detail account From the Parent Account Type ▼ dropdown, select Expenses. From the Parent Account Sub Type ▼ dropdown, select Expenses Enter Account Number Enter Account name as Bad debts in Account Name field. Select Save and Close. Step 3: Create a Journal to write off Go to Transaction Journal under Voucher Entry Select + icon. 1st Line item a) Choose Outstanding Account name b) Enter the amount on the credit side for Asset c) Enter the amount on the debit side for Liability 2nd Line item a) Choose Bad debt from the Account Name b) Enter the write off amount on the debit side for Asset c) Enter the write off amount on the credit side for Liability Select Save and Close. The uncollectible or payable amount now appears on your Bad debt Expense, and they are removed as assets/Liability from the balance sheet. This results the total expense either increase or decrease in the Profit and Loss statement. Voucher Staging Entries CuteOffice provides finance voucher staging feature if client company wants to apply approve workflow for voucher entries. Finance vouchers entered in finance module in Voucher Staging Entries menu will be moved into financial transactions only after vouchers are approved. The vouchers will not be reflected in any financial reports or the balances will not be affected until the vouchers are approved. Enable Finance Approval Option Step1: To enable Approval Option to Accounts at Company Level In Cute Office, navigate to Admin module, click Company menu and click edit icon in selected company. Navigate to Setting page, search for setting configuration name Finance - Approval option for Account Vouchers, Click edit icon, change setting Value as true (Note: by default the value is false) Click Save to save setting for finance approval. Step 2: Enable Permission to View Approval Option & Staging Menu’s at User Level In Cute Office, navigate to Admin module, click Users menu and click edit icon in selected user. Navigate to Permissions tab. To view Save & Approve Button in Voucher Entry screens and to view Voucher Staging Menu, in user's permission page, enable below Read & Write permissions (click filter and filter "approvalstaging"). Click Save to save permissions. If finance approval functionality is enabled through Step 1 at the company level and Step 2 at the User level. All Voucher Entry screens will show Save To Staging Button by default Step 3: Approve the Staging Vouchers Once voucher entries are saved to staging, user with permission to approve staging voucher entries can review all staging vouchers in Voucher Staging Entries menu as below. Click to review specific vouchers and click Approve button to approve. After approval, vouchers will be integrated to financial transactions. Integration Staging This document briefs the steps that needs to be done for implementing the purchase module and payroll module integration to financial accounting module. Purchase Module Integration From Purchase module, customers can opt for integrating below data Stock value of items purchased to Accounting module (at Purchase Cost) Invoices created in purchase module against the Purchase Order raised As part of Integration, the vouchers will be generated for the above 2 scenarios (as selected by the customer) and linked to the Financial Module Staging location. Subsequently, customer need to approve the vouchers in the Staging location which will then reflect in the Accounting entries as per the configuration created. Please follow the below steps to post entries from the Purchase Module to Financial Module Staging location. Step 1: To enable Purchase Module Integration to Accounts at Company Level In Cute Office, navigate to Admin module, click Company menu and click  edit icon in selected company. Navigate to Setting page, search for setting configuration name Purchase Module Linked To Finance, this setting is to define whether the user wants to Link Purchase module to Finance module. Click edit icon, change setting Value as Yes (Note: by default the value is No), and click Save to save setting. And if user wants to integrate purchase module through item stock, then navigate to Setting page, search for setting configuration name ItemLinking, and change setting Value as Yes, the Post to Accounts option will be available after item inspected and the stock value can be posted to Finance module  in the Receiving Entry table of the Purchase Order; If user do not want to integrate through item stock, set value as No, user can integrated purchase module to finance module via invoices created in Purchase Orders. Step 2: Enable Permission to Configure GL Accounts Codes to be linked to Accounting Module at User Level Note: It is highly recommended to define permission in user role and then assign user roles to a specific user account, so that users who perform same duty in cuteOffice will have same permissions. Roles are defined by a set of permissions to different functionalities in cuteOffice system. Based on company operation needs or organization structure, system admin user can create finance roles, such as finance manager etc., and give required permission to these roles and assign role to user. To define permission in user role, Click Roles tab, all existing roles created in system will be displayed as below. Click (add icon), the adding new role window open as below, In Name box, enter the new role name, such as "Finance Manager" In Description box, enter description of the new role. Based on the function of the new role, search for relevant module and permissions. Search and enable below Read & Write permission (click filter and filter "inventoryLinkedAccounts"). Click Save to save the new role. To assign role to user, click Users menu and click edit icon in selected user. Navigate to user's Basic Info tab, in Role box, search and select "Finance Manager" role. Click Save. The new permission assigned to role "Finance Manager" will be granted to user. To enable permission to a specific user In Cute Office, navigate to Admin module, click Users menu and click  edit icon in selected user. Navigate to Permissions tab. To be enable to configure GL accounts codes to be linked to Accounting module, in user's permission page, enable below Read & Write permission (click filter and filter "inventoryLinkedAccounts"). Click Save to save user's permission configuration. Step 3: Linking GL Account Code to Items Note: The Link Account Setup Menu will be available only if Permission is granted through Step 2. Navigate to Finance module, click Link Account Setup menu, Click Inventory Linked submenu, the inventory link account page opens as below, In each of the category box, click and select to link accounts for Asset Category and Non-Asset Category and Goods In Transit Account. Click Save to save updates. Step 4: Posting Purchase Orders to Financial Accounting Module Note: Posting PO to finance function will be available only if setting configurations in Step 1 setting configuration name Purchase Module Linked To Finance is enabled as Yes at the company level. To post PO to accounts, Navigate to Procurement module, click Purchase Order menu. Click the PO key to open PO details, Post To Accounts tab will be available in both Receiving Entry (if ItemLinking setting is configured as Yes at company level) & Invoice Entry Table. If user chooses to Post to Accounts via item stock value, after item inspected in PO, the option will show in Receiving Entry table as below, If user chooses to Post to Accounts via invoices, after invoice details are entered in Invoice Entry, the option will show in Invoice Entry table as below, Click , a confirmation notification will prompt, Click Yes to confirm posting PO to finance staging. Step 5: Enable Permission to View / Post Vouchers in Staging Location In Cute Office, navigate to Admin module, click Users menu and click  edit icon in selected user. Navigate to Permissions tab. To view staging menu in Finance, in user's permission page, enable below Read & Write permissions (click filter and filter "stagingPurchaseInvoice" and "stagingPurchaseItemReceiving"). Click Save to save permissions. Step 6:  To Approve the Purchase Integration Staging in Finance Module Navigate to Integration Staging menu, To view and approve posted Receiving Item stock value or Invoices  from Purchase module, If user posted via item stock value in Receiving Entry table in PO, click Items Stock Staging tab, select relevant vouchers and click to approve, If user posted via invoices, click Purchase Invoice Staging tab, select relevant vouchers and click to approve, Payroll Module Integration Follow the below steps to post entries from Payroll to Finance module Integration Staging. Step 1: Configure Payroll Admin Settings Go to Payroll module, navigate to Admin menu, click Settings to open settings page as below, Scroll down the page to find Account Payment box, and select "Groupby Paycycle" as account payment setting. Click Submit to save payroll setting configuration. Step 2: Configure Admin Company Settings at Company Level In Cute Office, navigate to Admin module, click Company menu and click  edit icon in selected company. Navigate to Setting page, search for setting configuration name Financial Groups, Click icon of Financial Groups setting name, Check and edit Value box if needed. Click Save to save company settings. Step 3: Enable Permission to View Project Costing and Post Payroll to Accounts at User Level Note: It is highly recommended to define permission in user role and then assign user roles to a specific user account, so that users who perform same duty in cuteOffice will have same permissions. Roles are defined by a set of permissions to different functionalities in cuteOffice system. Based on company operation needs or organization structure, system admin user can create finance roles, such as finance manager etc., and give required permission to these roles and assign role to user. To define permission in user role, Click Roles tab, all existing roles created in system will be displayed as below. Click (add icon), the adding new role window open as below, In Name box, enter the new role name, such as "Finance Manager" In Description box, enter description of the new role. Based on the function of the new role, search for relevant module and permissions. Search and enable below Read & Write permissions (click filter and filter permission names "projectCosting","payrollJournal", "payrollJournalReport"). projectCosting - To Enable Project Payroll Costing menu in Payroll payrollJournal - To Enable Staging Journal Resgister in Finance payrollJournalReport - To Enable Payroll Journal Report in Finance Click Save to save the new role. To assign role to user, click Users menu and click edit icon in selected user. Navigate to user's Basic Info tab, in Role box, search and select "Finance Manager" role. Click Save. The new permission assigned to role "Finance Manager" will be granted to user. To enable permission to a specific user In Cute Office, navigate to Admin module, click Users menu and click  edit icon in selected user. Navigate to Permissions tab. To be enable to configure GL accounts codes to be linked to Accounting module, in user's permission page, enable below Read & Write permissions (click filter and filter permission names "projectCosting","payrollJournal", "payrollJournalReport") Click Save to save user's permission configuration. Step 4: Configure Employee's Finance Group in HRM Employee's Salary Configuration Go to HRM module, navigate to Employee menu, click view all to open employee list. Search for an specific employee and click to open the HRM details, and navigate to Payroll Salary Information page as below. In Others section, Finance Groups box, click to choose Finance Group for the specific employee. Click Save to save employee's finance group information. Step 5:  Map G/L Debit or Credit Account to Pay Code Payroll Master Go to HRM-Payroll module, navigate to Master menu, click to open pay code master list. Select a pay code, and click  edit icon, To map Single Debit Account Code Against Finance Group or  Single Credit Account Code or Against Finance Group Tick relevant box in area 1 in above screenshot. If or is/are ticked, the employee finance group details will be shown in area 2, and user need to select G/L debit or credit account code in each of the employee finance group in area 2. Click Submit to save account mapping information. To map account code in one stretch, use the bulk update option of G/L Account Code for multiple pay codes, click , the GL Account Code Bulk Update window opens as below, Select a pay code in area 2 in above screenshot, If user wants to map G/L account code against finance group, tick relevant box in area 3, and select G/L account code to map to each finance group as shown in below yellow highlight area, Or if user want to map G/L account code, select relevant G/L account code in area 4. Fill up rest of the details and click Save to save mapping details. Step 6: To Generate & Print Project Payroll Costing Go to HRM-payroll module, navigate to Reports menu, click Project Payroll Costing submenu, Select relevant information in Payroll Period/Project/Department/Employees fields, Click to generate project payroll costing report; Click or to download reports. Step 7: Post Payroll to Accounts Once above four steps are configured, user will be able to integrate payroll to finance module (Post payroll to finance staging). Go to Payroll module, navigate to Operation menu, click to open Payroll history (Note: only approved payroll details will be shown in Payroll History page). In Choose Pay Period box, select pay period to post in accounts, all approved employees' payroll for selected pay period will be displayed, Tick the box in front of employees' name to select employee(s) to post to accounts, Click Post to Accounts Button at the top right corner of the payroll history page, a confirmation notification window will prompt up as below, Click Yes to confirm posting to accounts. Note: once employees' payroll are posted to accounts, the payroll history records will be disabled from further action such as deletion. Step 8: To View/Approve Staging Payroll Journal in Finance Integration Staging Navigate to Finance module, go to Integration Staging menu, click Payroll Staging to open the staging payroll journal page as below, In the date field, select period then click search icon to show staging voucher. To view staging payroll journal details, click icon to expand payroll payment details, To edit staging payroll journal, click edit icon, the payroll staging journal will open as below, edit fields where needed, then click to save & approve staging payroll journal. Configuration and Journal details : Monthly Reports Monthly finance reports include below reports: Trial Balance, Trial Balance YTD, General Ledger(Detail), Profit and Loss, Project P&L, Project P&L Transpose, Multi Period P&L, Balance Sheet, Transactional Journal, Transactional Profit, Accounts Journal, Transaction Report. Trial Balance Report To generate trial balance report, Navigate to Monthly Reports menu in finance module, click Trial Balance to open trial balance report page. user can select period from calendar field 1, or if user wants to generate report by calendar month, tick Show monthly box. Click search icon, the trial balance report for selected period will show in screen. Click to download report in xlsx format, click to download report in PDF format. Trial Balance YTD (Year-to-date) Report To generate trial balance YTD report, Navigate to Monthly Reports menu in finance module, click Trial Balance YTD to open trial balance YTD report page. user can select date period from calendar field 1, or if user wants to generate report by calendar month, tick Show monthly box. Click search icon, the trial balance YTD report for selected period will show in screen. Click to download report in xlsx format, click to download report in PDF format. General Ledger (Detail) Report To generate general ledger detail report, Navigate to Monthly Reports menu in finance module, click General Ledger (Detail) to open report page. user can select date period from calendar field. Click search icon, the general ledger detail report for selected period will show in screen. Click to download report in xlsx format, click to download report in PDF format. Profit And Loss Report To generate profit and loss report, Navigate to Monthly Reports menu in finance module, click Profit and Loss to open report page. user can select date period from calendar field 1 to generate profit and loss report for selected date range. In field 2, select account type to generate report (user can select all accounts or accounts with value). Or if user wants to view and compare variance between current month and the previous period, tick the Pre Period box in field 3. Then select month & year. Once month and year are selected, click search icon, the profit and loss report for selected period and previous month and the variance will show in screen. Click to download report in xlsx format, click to download report in PDF format. Project P&L To generate project profit and loss report, Navigate to Monthly Reports menu in finance module, click Project P&L to open report page. In project field, click to select project. In calendar field, select date range. In report type, select summary or detail report. Click search icon, the project P&L report for selected period will show in screen. Click to download report in xlsx format, click to download report in PDF format. Project P&L Transpose To generate project profit and loss report transpose, Navigate to Monthly Reports menu in finance module, click Project P&L Transpose to open report page. In project field, click to select project. In calendar field, select date range. Click search icon, the project P&L transpose report for selected period will show in screen. Click to download report in xlsx format. Multi Period P&L To generate multi period profit and loss report, Navigate to Monthly Reports menu in finance module, click Multi Period P&L to open report page. In calendar field, click to select date range to view P&L report. Click search icon, the multi period P&L report for selected period will show details of income, cost of sales, expense, other income, other expenses and net profits by month as in above screenshot. Click to download report in xlsx format. not working check Balance Sheet To generate balance sheet report, Navigate to Monthly Reports menu in finance module, click Balance Sheet to open report page. In calendar field, select date and year. Click search icon, the balance sheet report for selected period will show in screen. Or if user wants to view previous month balance sheet and the variance, tick the Pre Period box, the selected month and previous month and variance data will show as below, Click to download report in xlsx format, click to download report in PDF format. Transaction Journal The Transaction Journal Report shows debits and credits for each transaction and provides a more focused view of amounts and accounts. To generate transaction journal report, Navigate to Monthly Reports menu in finance module, click Transaction Journal to open report page. In calendar field, select date range, In transaction type field, select type of transaction to view. Click search icon, the transaction journal that meets criteria will show in screen. Or user can use filters to customize the transaction journal report(filter options including name, Txn number, report type), Click to download report in xlsx format, click to download report in PDF format. Transactional Profit Report To generate transaction profit report, Navigate to Monthly Reports menu in finance module, click Transaction Profit to open report page. In calendar field, select date range. In Job Code, click to select project. Click search icon, the transaction profit report for selected period and project will show in screen. Click to download report in xlsx format, click to download report in PDF format. Accounts Journal To generate accounts journal report, Navigate to Monthly Reports menu in finance module, click Accounts Journal to open report page. In calendar field, select date range, In Accounts field, select account or all accounts, Click search icon, the accounts journal report for selected period will show details of income, cost of sales, expense, other income, other expenses and net profits by month as in below screenshot. Click to download report in xlsx format, click to download report in PDF format. Transaction Report To generate transaction report, Navigate to Monthly Reports menu in finance module, click Transaction Report to open report page. In calendar field 1, select date range, Or user can click filter icon in area 2 to open report filter page, and select column filters, then click Show to show selected filters, Click search icon, the transaction report for selected period will show, click to download report in xlsx format, click to download report in PDF format. Customer Reports Customer reports include below reports: Receivables Ageing, Receivables Ageing Detail, Receivables Ageing Detail (Portrait), SOA-Sales, Customer Ledger, Customer Summary, Sales Report MonthWise, Project Receivables Ageing. Receivables Ageing Summary Report To generate receivables ageing report, Navigate to Customer Reports menu in finance module, click Receivables Ageing to open report page. In calendar field, click to select a date as ageing report by date. In Currency type field, select all currencies or a specific currency type. Click search icon, the receivables ageing report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Click filter icon to open customer filter, and select customer name, then click show, the selected customer(s)' receivables ageing report will show. Receivables Ageing Detail Report To generate receivables ageing detail report, Navigate to Customer Reports menu in finance module, click Receivables Ageing Detail to open report page. In calendar field, click to select a date as ageing report by date. In Currency type field, select all currencies or a specific currency type. Click search icon, the receivables ageing report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Click filter icon to open customer filter, and select customer name, then click show, the selected customer(s)' receivables ageing detail report will show. Receivables Ageing Detail Portrait Report To generate receivables ageing detail report in portrait format, Navigate to Customer Reports menu in finance module, click Receivables Ageing Detail (Portrait) to open report page. In calendar field, click to select a date as ageing report by date. In Currency type field, select all currencies or a specific currency type. Click search icon, the receivables ageing report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Click filter icon to open customer filter, and select customer name, then click show, the selected customer(s)' receivables ageing detail portrait report will show. Statement of Account (SOA)-Sales Report To generate SOA-Sales report, Navigate to Customer Reports menu in finance module, click SOA-Sales to open report page. In calendar field, click to select a date as report by date. Click search icon, the sales report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Click filter icon to open customer filter, and select customer name, then click show, the selected customer(s)' SOA-sales report will show. Customer Ledger To generate customer ledger report, Navigate to Customer Reports menu in finance module, click Customer Ledger to open report page. In calendar field, click to select date range to view customer ledger. In Currency type field, select all currencies or a specific currency type. If user wants to view customer ledger that includes zero value accounts, tick the Include Zero's box. Click search icon, the customer ledger report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Click filter icon to open customer filter, and select customer name, then click show, the selected customer(s)' ledger report will show. Customer Summary Report To generate customer summary report, Navigate to Customer Reports menu in finance module, click Customer Summary to open report page. In calendar field, click to select date range to view customer ledger. In report type field, select summary or detail report type. Click search icon, the customer summary report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Sales Report MonthWise Report To sales month wise report, Navigate to Customer Reports menu in finance module, click Sales Report MonthWise to open report page. In Multi Period box, tick if user wants to view sales report for selected period; untick if user wants to view by month. In With Ex-Rate box, tick if want to include exchange rate. In calendar field, if multi period is ticked, user will be able to select a date range; if multi period is not ticked, user will be able to select month and year to generate report. In Currency type field, select all currencies or a specific currency type. Click search icon, the sales report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Click filter icon to open customer filter, and select customer name, then click show, the selected customer(s)' sales month wise report will show. Project Receivables Ageing Report To generate Project Receivables Ageing report, Navigate to Customer Reports menu in finance module, click Project Receivables Ageing to open report page. In Project field, click to select all project or a specific project. In calendar field, click to select a date as ageing report by date. In Currency type field, select all currencies or a specific currency type. Click search icon, the receivables ageing report for selected period will show in screen, click to download report in xlsx format. Click filter icon to open customer filter, and select customer name, then click show, the selected customer(s)' receivables ageing detail portrait report will show. Supplier Reports Supplier reports include below reports: Payables Ageing, Payables Ageing Detail, Payables Ageing Detail (Portrait), SOA-Purchases, Supplier Ledger, Supplier Summary. Payables Ageing Summary Report To generate payables ageing report, Navigate to Supplier Reports menu in finance module, click Payables Ageing to open report page. In calendar field, click to select a date as ageing report by date. In Currency type field, select all currencies or a specific currency type. Click search icon, the payables ageing report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Click filter icon to open suppliers filter, and select supplier's name, then click show, the selected supplier(s)' payables ageing report will show. Payables Ageing Detail Report To generate payables ageing detail report, Navigate to Supplier Reports menu in finance module, click Payables Ageing Detail to open report page. In calendar field, click to select a date as ageing report by date. In Currency type field, select all currencies or a specific currency type. Click search icon, the payables ageing report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Click filter icon to open suppliers filter, and select supplier's name, then click show, the selected supplier(s)' payables ageing detail report will show. Payables Ageing Detail Portrait Report To generate payables ageing detail report in portrait format, Navigate to Supplier Reports menu in finance module, click Payables Ageing Detail (Portrait) to open report page. In calendar field, click to select a date as ageing report by date. In Currency type field, select all currencies or a specific currency type. Click search icon, the payables ageing report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Click filter icon to open suppliers filter, and select supplier's name, then click show, the selected supplier(s)' payables ageing detail portrait report will show. Statement of Account (SOA)-Purchases Report To generate SOA-Purchases report, Navigate to Supplier Reports menu in finance module, click SOA-Purchases to open report page. In calendar field, click to select a date as report by date. Click search icon, the SOA purchases report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Click filter icon to open supplier filter, and select supplier name, then click show, the selected supplier(s)' SOA-purchases report will show. Supplier Ledger To generate supplier ledger report, Navigate to Supplier Reports menu in finance module, click Supplier Ledger to open report page. In calendar field, click to select date range to view supplier ledger. In Currency type field, select all currencies or a specific currency type. If user wants to view supplier ledger that includes zero value accounts, tick the Include Zero's box. Click search icon, the supplier ledger report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Click filter icon to open supplier filter, and select supplier name, then click show, the selected supplier(s)' ledger report will show. Supplier Summary Report To generate supplier summary report, Navigate to Supplier Reports menu in finance module, click Supplier Summary to open report page. In calendar field, click to select date range to view supplier ledger. Click search icon, the supplier statement summary report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Tax Reports Tax reports include below reports: GST F5 Return, Sales Tax Analysis, Receipt Tax Analysis, Purchase Tax Analysis, Payment Tax Analysis, Journal Tax Analysis. GST F5 Return Authorized user can generate GST F5 return report which includes details of: the sale of goods and services to customers. purchases made from the GST registered businesses. amount of GST collected. To generate GST F5 Return report, Navigate to Tax Reports menu in finance module, click GST F5 Return to open report page. In calendar field, click to select date range to generate GST F5 return. In Report type field, click to select report type as Summary or Detail report. Click search icon, the GST F5 Return report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Sales Tax Analysis To generate Sales Tax Analysis report, Navigate to Tax Reports menu in finance module, click Sales Tax Analysis to open report page. In calendar field, click to select date range to generate sales tax analysis. Click search icon, the Sales Tax Analysis report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Receipt Tax Analysis To generate Receipt Tax Analysis report, Navigate to Tax Reports menu in finance module, click Receipt Tax Analysis to open report page. In calendar field, click to select date range to generate receipt tax analysis. Click search icon, the Receipt Tax Analysis report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Purchase Tax Analysis To generate Purchase Tax Analysis report, Navigate to Tax Reports menu in finance module, click Purchase Tax Analysis to open report page. In calendar field, click to select date range to generate purchase tax analysis. Click search icon, the Purchase Tax Analysis report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Payment Tax Analysis To generate Payment Tax Analysis report, Navigate to Tax Reports menu in finance module, click Payment Tax Analysis to open report page. In calendar field, click to select date range to generate payment tax analysis. Click search icon, the Payment Tax Analysis report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. Journal Tax Analysis To generate Journal Tax Analysis report, Navigate to Tax Reports menu in finance module, click Journal Tax Analysis to open report page. In calendar field, click to select date range to generate journal tax analysis. Click search icon, the Journal Tax Analysis report for selected period will show in screen, click to download report in xlsx format, click to download report in PDF format. 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 Admin Admin The settings tab in the Admin submenu allows system admin user to create user accounts and assign proper permissions to each user account. The purpose of admin settings is to ensure the correct access to different functions in the cuteOffice system. The Admin menu contains below submenus: Users-system admin user can create user account, assign role, and link user account to admin company. Roles-system admin user can create roles, and define access right of each role based on organization structure/operation management. Permissions-permissions are managed by cuteOffice team, permissions are linked to different modules in the system. Permission Matrix-System admin user can check and export user-permission matrix by department in this tab. Role Matrix-System admin user can check and export user-role matrix in this tab. Options-option data manages all predefined value of categorical variable such as employee type, working mode etc. Company-System admin user need to add companies details. Public Holiday-System admin user can add public holiday dates. Notification Logs-System admin user can view all notifications processed by system (email, SMS, App) Audit Log-System admin user can audit all activities in system. Users In Admin user tab, system admin user shall create user accounts for people who need access to cuteOffice system. When create user account, system admin role user shall assign correct roles and proper access to company and department. Click Users tab, the users page opens as below, Create User Account To create user account, click (add icon) in the top right corner of the users page, the add new user window opens, Basic Info Tab In Login Name box, enter the user account login name. In Email box, enter user email address. All system emails/notifications to the new user will be sent to this email address, e.g. password info. In Employee box, click the box and select employee name/ID of the user account so that new user login name is linked to his/her name/employee ID. In Role box, click and select role(s) for the user account based on user's activities in system. E.g. if create user account for purchasing, system admin shall select "purchaser" role. In Remarks, enter remarks if any. In Contact Number box, enter contact number of the new user. External App URL box, Landing Page box, Default Module box can be configured to customize user login landing page. If user wants to add digital signature to the system, click and upload digital signature. Company &Department Tab Click Company &Department Tab to assign company and department access to new user. Click to expand company departments. In the second empty column, click to tick company and department access. Click Save to save company and department access. Permission Tab When select roles for new user account in basic info tab, the permissions associated with the roles being selected will be automatically given in the permission. If additional permission is required, system admin user can assign read/write permission. To assign additional permission, system admin user should check with Cutech support team for the permission name, and do the following steps, System admin user can use filter to search and find the permission name. In the Read/Write column, click to tick permission. Read means user can only view the data in the corresponding module/function; write means user can enter/edit data. Click Save to save permission access. Project Tab Edit User Account System admin user can edit all user account detail except user login name. Click the(edit icon) of the user account name to be edited, the user detail window will open, Edit details as needed. Click Save to save edits. Lock/Unlock User Account To temporarily revoke user account access to system, system admin user can lock a particular user account. Or if an user account is locked due to e.g. multiple attempts of wrong passwords, system admin can unlock user account. In users page, if the lock icon in lock status is red, it means user account is locked; if the lock icon is blue, it means user account is normal. To lock/unlock user account, Click the lock icon, system will prompt a confirmation notification for lock/unlock. Click Yes to confirm lock/unlock an user account. Reset Password System admin user can reset password for user account when required. To reset password, click the reset icon in the Reset Password column. System will prompt a confirmation notification as below, Click Yes to confirm reset password. System will send a new password to the user account's email address. Delete User Account System admin user can delete user account when required. Click delete icon in the delete column, system will prompt confirmation notification. Click Yes to confirm deletion of an user account. Export User Accounts List System admin user can also export user account list to PDF or CSV format by using the(export icons) on the top right corner in the page. Roles Roles are defined by a set of permissions to different functionalities in cuteOffice system. Based on company operation needs or organization structure,  system admin user can create roles, and define read/write access of required permissions. Click Roles tab, all existing roles created in system will be displayed as below. Add a New Role To add a new role, Click (add icon), the adding new role window open as below, In Name box, enter the new role name. In Description box, enter description of the new role. Based on the function of the new role, search for relevant module and permissions. In the Read/Write columns, click to tick read/write permissions. Click Save to save the new role Edit Role System admin user can edit the permissions access of the role. Click the(edit icon) of role to be edited, the role detail page will open, Edit details as needed. Click Save to save edits. Delete Role System admin user can delete role when required. Click delete icon in the delete column, system will prompt confirmation notification. Click Yes to confirm deletion of a role. Export Roles List System admin user can also export roles list to PDF or CSV format by using the(export icons) on the top right corner in the page. Permissions Permissions are grouped by modules in the system. Click permissions tab, the permission list page opens as below screenshot. The permission name and function are development and managed by Cutech team. View Permissions To view permissions, system admin user can click (filter icon), the filters will show as below yellow highlight area. User can use filters to search and view a particular permission. Add Permission To add a new permission, Click (add icon), the adding new permission window open as below, In Module box, enter module name. In Name box, enter permission name. In Description box, enter description of the permission and the functionality of it. Click Save to save permission. Export Permissions List System admin user can also export permissions list to PDF or CSV format by using the(export icons) on the top right corner in the page. Permission Matrix System admin user can export user-permission matrix to check all users' permissions granted to the cuteOffice system. Click Permission Matrix tab, below page opens. In the company and department filters, select company and department. Click to export to CSV format. Role Matrix System admin user can check and export user-role matrix in this tab. Click Role Matrix tab, below page opens. Click to export to CSV format. Option Option data manages all predefined value of categorical variable such as employee type, working mode, public holiday groups etc. Click Option tab, the option page opens as below, To view option value, in Name box, click to select option name, the select option details will show as below. E.g. select working mode, To add more value to option, click (add icon) on the top right corner, the add option value window opens as below, In Value box, enter new option value, e.g if we need to add "Contract" as a new working mode, we can enter "Contract" in the Value box. In Short Code box, enter short code of the new option value if any. Click Save. The new option value will be added and saved in option details, and will be synchronized to relevant modules in the system automatically. Company System admin user can add details of the company and its affiliated companies. Click company tab, the list of admin companies will be displayed as below in company list page, Add Admin Company To add a new admin company, click (add icon) in the top right corner of the admin company page, the add new company window opens, Company Tab In Name box, enter company name. In Abbreviation box, enter company name abbreviation. In ROC No box, enter the company registration number. In CPF No box, enter company CPF payment code. In CSN No box, enter CSN number. CPF Submission Number (CSN) is a unique identifier used by employers to transact with CPF Board. In Website box, enter company website link. In Email box, enter company email address. In Contact Number box, select correct IDD and enter company contact number. If system admin user wants to add multiple contact number, click (add icon) in the end of contact number line. A new line of contact number will be shown as below. Click (delete icon) to remove contact details. In Fax Number, enter company fax number. In Address 1 box, enter company address name and address details. Address name e.g., main office, warehouse. If system admin user wants to add multiple addresses, click (add icon) in the end of address line. A new line of address will be shown as below. Click (delete icon) to remove address. In Remarks box, enter remarks if any. Click Next to save company details and open department tab. Department Tab System admin user can set up departments of the company by selecting from available departments in the system, or creating new departments if can not find in available departments list. Click the Available Departments tab, the available departments list will open as below, Click the tick boxes in front of the departments to add departments to the admin company. Click Next to enter Department tab, the selected departments from available departments in previous step will be displayed in Department tab click (add icon) in the end of departments, a new department creation table will open as below, In Name box, enter department name. In Abbreviation box, enter department abbreviation. In Incharge box, click to select user in charge of the department. In Head of Department box, click to select user who is the head of department. Cost Center flag, if the department needs to be available for for sale inquiry module. E.g. we shall set sales department as cost center. In Remarks box, enter remark of the department if any. Click Next to save department details and open settings tab. Settings Tab In settings tab,  system admin user can set up details such as timezone, leave policy, country, system numbering for different modules etc. In the initial implementation of cuteOffice system, cutech team will do the settings. When adding new admin company, system admin user can copy from existing company settings by select company in available setting Click Next to open Payroll tab. Payroll Tab In the payroll tab, system admin user can set bank giro code, and tax declaration details. In bank giro code line, if company bank is with DBS, enter DBS Ideal Code for DBS GIRO; if company bank is with UOB, enter UOB Infinity Code fir UOB GIRO; In IRAS Declaration Details, In Employer Address, select address from list of company addresses. In Authorized Person, select from authorized person. In Telephone No, enter telephone number. Click Save to save details. Click Next to enter Finance Tab. Finance Tab In finance tab, system admin user should set financial year start date, end date, and freeze date to use finance module. The financial year need to be created by the system admin/financial person in charge every year before entering the voucher for the financial year. Before a new financial year starts, click (add icon) to add new financial year date information, the add new financial year window opens as below, In Start Date box, click to select financial year start date from calendar. In End Date box, click to select financial year end date from calendar. In Freeze Date box, click to select freeze date from calendar, note that freeze date must be earlier than start date. Click Save to save dates. The new financial year dates will be saved in the financial year list table. Logo Upload Tab System admin user can upload company logo in this tab, so that the logo will appear in company profile and other printing formats such as quotations etc. In Image Type box, select from list of image type from Default Image, Image with Letter Pad, Letter Pad. In Company Logo, click to choose logo file to upload. The logo image will be displayed in the right side of the page for view. In Width box, enter the width value for the desired look & feel. In Image Alignment, select the alignment. Click Show Preview, to view uploaded logo. Click Save to save all details of company. Edit Company System admin user can edit amin companies' details. Click the(edit icon) in front of the company name. The company details will open. Edit the details and click Save to save updates. Delete Company System admin user can delete company when required. Click delete icon in the delete column, system will prompt confirmation notification. Click Yes to confirm deletion of a company. Export Company List System admin user can also export company list to PDF or CSV format by using the(export icons) on the top right corner in the page. Public Holiday System admin user can set up public holiday dates in Public Holiday menu. System admin user shall update public holiday dates before new calendrer year starts. Add Public Holiday To add a new public holiday, click (add icon) in the top right corner of the public holiday list page, the new Public Holiday window opens as below, In Group Name, select public holiday group from dropdown list (Note, system admin user can add new group name in Option menu), In Event Date box, click and select date from calendar. In Event Name box, enter the public holiday name, In Remarks, enter remarks if any. Click Save to save public holiday. Edit Public Holiday System admin user can edit public holiday' details except holiday group name. Click the(edit icon) in front of the public holiday name. The public holiday details will open. Edit the details and click Save to save updates. Delete Public Holiday System admin user can delete public holiday when required. Click delete icon in the delete column, system will prompt confirmation notification. Click Yes to confirm deletion of a public holiday. Export Public Holiday List System admin user can also export public holiday list to PDF or CSV format by using the(export icons) on the top right corner in the page. Notification Logs Notification logs manages all notification messages (emails, SMS, App) that are processed by cuteOffice system. Click Notification Logs tab, it opens as below, View Notification Logs System admin user can view notification logs using search option or filter. In Action box, select action item from dropdown list, In Date Range box, select date range to view all notification logs in selected period. Or user can click (filter icon) in the top right corner and enter key words in the column filter to search for a particular message. Export Notification Logs List System admin user can also export notifications list to CSV format by using the (export icons) on the top right corner in the page. Audit Logs Audit logging is the process of documenting activity within the cuteOffice systems used across your organization. Audit logs record the occurrence of an event, the time at which it occurred, the responsible user or service, and the impacted entity in each module by page. Click Audit log, it opens as below, View Audit Logs System admin user can view audit logs using search option or filter. In Page box, select the page of which system admin user wants to audit, In Date Range box, select date range. In Action box, select action item from dropdown list, All audit logs will display during selected period. Or user can click (filter icon) in the top right corner, and enter key words in the column filter to search for a particular action audit logs. Export Audit Logs List System admin user can also export audit logs list to CSV format by using the (export icons) on the top right corner in the page.