Operation

Operation module involves the following Sub Modules

• Job
• Job Cards
• Job Statement
• Dispatch
• HS/ Tariff
• Bulk Cost
• Invoice
• Invoice Template

Job

Job Module allows you to explore jobs in each and every state. It comprises the following,

• Pending Jobs
• Completed Jobs
• Cancelled Jobs
• All Jobs
• Favorites
• Trashed Jobs

Pending Jobs

Pending module has the list of Jobs that are yet to reach the destination.

New Job can be created from the option available at the right corner.

Go to Operations --> Job --> New Job.

A pop up window will be opened with a list of sub sections.

Default sections available are General, Package, Container, Import.

Remaining Sections are made visible based on the type services selected . i.e if you select Custom Clearance as Service, then the Service column gets activated

Columns that are in frozen states are : Clearance, Warehousing, Transportation.

In the General(*) Column you will have to fill in the basic details like primary customer , secondary customer(if have any ) , salesman and type of service done.

Based on the service selection the frozen column will get activated wherein you can fill the necessary details.

You are Given Three different Category in a radio button to be chosen, they are

• AOG - Air on Ground Services (in case of Urgent Shipments )
• ROU
• DG - Dangerous . This field needs to be selected whenever the container has explosive / things that are dangerous when it comes to contact.

Apart from this Shipping and Routing needs to be filled.

The Clearance Section needs to be filled with the documentation details and Lab/Detention Date .

The Warehouse Section needs to be filled, type of storage, period etc..

The Vehiclesection needs to be filled with Chassis Number,Model etc.

The Package Section needs to be filled with the type of Package like Box, Container , Bags etc. along with its measurements .

The Container Section needs to be filled with the following details,

• Type of Container
• Dimensions
• Temperature if it carries some sort of drugs or products that needs to be preserved.
• Shipment Type whether it is dangerous or non dangerous.
• Weight of the container and remarks if any
• multiple columns can be added if required by pressing "+" / By giving the count on count field the number of columns will get created

Import helps you to upload container data in bulk. If you have a large amount of data to upload you can Import Excel file as a whole.

Once the required data are filled you can save the details / Submit and Go to Invoice. If you click(single Click) on the Job, you will get the details of shipper, Consignee and status of the container.

The type of service selected can be viewed below the Job No indicated by an image.

Flow Chart

Actions Performed

Statement - you will be redirected to the Job Statement respective to the job selected where you can view the required details .

Book Income - You can directly Book Income from here and you will be notified about the number of times you have done the same .

Status - This is one of the most useful features which helps you to send the status of the job every now and then to the customers.

Required Service needs to be selected along with the status and the content that you wish to send.

You will also be getting the list of Status submitted and the same can be viewed in a graphical form with the option available on the list section.

Upload - Documents can be uploaded for future reference. Admins can upload the documents in a secured way which cannot be accessed by other users.

Secondary Users will not be provided the secure option while uploading the document i.e Documents uploaded by secondary users is accessible to everyone.

HS Tariff - A pop up window will be opened wherein you can fill the required details.

Email - Email Can be sent to the respective customers with the current status. The documents that are being uploaded in the unsecure file can be attached to the email by selecting

"Include Job Files" given below the comment box.

Delivery Note - Delivery Note can be viewed

Replicate - Similar Jobs can be replicated with different bill numbers.

Allocate - Allocate the Job, with the specific employee from the dropdown.

Complete - Pending Job can be converted to completed once the shipment reaches destination.

Cancel- Job can be cancelled, if Invoice has not been created.

Edit

Print

Delete

Completed Jobs

Completed module has the list of Jobs that are paid and completed.

Single Clicking on the column gives you the status of the Container.

Searching can be done column wise i.e Data can be searched based on individual fields.

Actions Performed

• Statement
• Book Income
• Status
• Upload
• HS Tariff
• Email
• Delivery Note
• Replicate
• Allocate
• Edit
• Print
• Job Revert - Reveting Switches back the completed jobs to Pending Jobs.

Cancelled Jobs

Cancelled Section includes the list of jobs that are being cancelled in the pending state.

Actions Performed

• Statement
• Replicate
• Delete
• Revert

All Jobs

Jobs marked as Favorite will appear in this section.

Favorites

Jobs marked as Favorite will appear in this section.

Trashed Jobs

Trashed Jobs has a list of deleted jobs which can be retrieved using Job Revert Action.

Advanced Features

Double Clicking on the Job No / Row No enables Memo.

Double Clicking on the column enables the view of details / invoice .

Search, Export and Module Refresh is available on the page.

Filters can be activated and deactivated by clicking on the “ filter “ available in the right corner.

Services associated with the job can be viewed by hovering the cursor over the Services section.

Search can be made possible column wise through the feature given on the top section.

Logo / Image next to Job No indicates whether the job is being exported or imported. Important Jobs can be prioritized by making it as favourite. (Click on the heart symbol present behind the Job no / name.

Additional Columns can be added by doing the following

Go to Actions --> Columns --> Job Settings --> required columns can be added.

Job Cards

The options in Job will be displayed in this section.Pending,Completed and Cancelled Jobs will be displayed here.

Job Statement

Here the user can view the financial details of jobs.

Job Statement can be filtered based upon the following

• Date
• Customer
• Job No
• Voucher Type
• Credit / Debit can be made visible inorder to include the same along with the default fields.
• It displays Voucher Type / No , Job , Voucher Date, Account and Reference No with respect to the filter selected.
• Amount Debited , Credited and Total Amount is displayed on the top section of the page based on the filters applied.
• Number of Jobs to be listed in a single page can be set on the field next to the search bar.
• Statements can be printed with the help of Print Option Available next to Search.

Job Graph

Job Graph furnishes the graphical representation of Direct Job vs Sales Job on a monthly basis i.e. comparison between the job requested directly by the customer vs Job brought by salesperson.

Overview

It furnishes the Job details under two different forms.

• Overview
• By Job

It works based on the period selected (on Quarterly basis).

It is divided into five different sections.

First Section depicts a graph where you can track the number of jobs started in a period of 15 days.

Second Section depicts a bar graph where you can compare the cost of approved Supplier Invoice vs Approved Cost Sheet vs Approved Final Invoice on a monthly basis.

It also shows the number of approved Final Invoices along with the month.

The Third Section depicts the jobs by location which is sorted in ascending order.

The maximum number of countries displayed is 5.

The Fourth Section presents a bar graph where you can analyse the comparison of different services handled.

Final Section gives you the list of jobs which is sorted based on the following

• Top Customers
• Top Suppliers
• Top Salesman

Dispatch

Dispatch can be initiated by the following step

Click on Dispatch --> Customer Name and Dispatch Method (Direct / Courier / Email ) .

Based on the dispatch method selected you need to fill the following

• If the dispatch method is Direct then you need to select the Person who is delivering the Invoice to Customer.
• If the dispatch method is Email then you need to select whether the content to be sent should be bilingual or only in english / delivery note.
• Select the invoices that need to be dispatched and Click Dispatch Invoices. Also you can print the delivery note / Invoice in english and bilingual invoice.

You can view the dispatch status in Undelivered , Intransit and Delivered sections.

Intransit

It furnishes the list of invoices in motion.

This can be cancelled at any time. Right Click on the column --> Cancel .

Double Clicking on the Column gives you a pop up window where you can view the list of Invoices that are in motion and you can mark that as delivered if it has reached the consignee.

If you want to mark multiple invoices to deliver status, Click on the deliver button available on the right corner of the page.

You can Print the Invoice in three different Forms ,

• Only Delivery Note
• Invoice in a single language
• Invoice in bilingual.

List can be sorted with the help of a sort button available next to Invoice No based on the freshness.

Delivered

It lists the invoices that are being delivered to the customer.

This can be cancelled at any time. Double click on the column, you will get an option to cancel which redirects this back to Intransit state.

History

It includes lists from intransit and delivered.

Double Clicking over the column gives a pop up window with the list of invoices which can be printed if required.

Note

Unapproved Final Invoices are indicated in red colour . i.e. Invoice Number is indicated in red colour.

Invoice Number is indicated in Green Colour to indicate that the invoice is approved.

The above two cases appear on undelivered, delivered and intransit cases.

As far as the history is concerned , you will get the list which has been delivered and in in-transit invoices. Delivered Invoices are indicated in green color whereas In-transit Invoices are indicated in Orange Colour.

HS / Tariff

HS / Tariff needs be created or linked to the respective commodity by following the below steps,

Step 1

Operation --> HS / Tariff --> New Tariff

Step 2

Fill the mandatory details like Job Id, Job Type, Invoice No, Gross Weights and HS Code /etc..

Step 3

Select HS / Tariff from the dropdown or create a new Tariff using step 4

Step 4

Go to Masters --> Operational Codes --> HS / Tariff --> New Tariff .

Step 5

Fill HS Code, Duty and description to proceed further.

Step 6

Click Save.

Once it is created , a row will be created with Row No indicated in Red Colour. This colour indicates that the Tariff is not approved.

Actions Performed

Approve - Once the tariff is approved, the row no changes to Green.

View

Delete

Edit

Actions that can be performed after approval

• Disapprove
• Print
• Print Arabic

Bulk Cost

Bulk Cost facilitates you to make a single document /cost for distinct services belonging to a single supplier. The cost can automatically be fetched while making the cost sheet as per the requirement.

Steps to Create the Bulk Cost

Step 1

Go to Operations → Bulk Cost

Step 2

New Bulk Cost → Choose the Supplier, Fill in the Invoice Number, Currency Rate, Invoice and Posting Date.

Step 3

Fill in the Precise Gross Amount.

Step 4

Select the Job, Description, Unit, Quantity and Tax as required.

Step 5

Use "+" to add multiple services as required.

Stages of Bulk Cost

Draft (change to Unapproved)

The initial State of The Cost Created

Approved

All the approved cost will be displayed here

Cancelled

List of deleted invoices

Actions Performed

• Approve - (applicable on Unapproved data)
• Print
• Upload
• View
• Edit - (applicable on Unapproved data)
• Delete
• Disapprove - (applicable on Approved data)

Invoices

List of Invoices can be viewed on the right corner of the respective job.

The number of invoices available under each section can be identified with the number of dots.

Inorder to create the Invoice, you need to click the dropdown option available.

Proforma Invoice

This section involves the process of asking advance from the customers.

Go to New Invoice and fill the required details to create a new proforma invoice.

Actions Performed

Approve - Approving Proforma Invoice will change the colour of Invoice number to green.

Double clicking on the column enables the user to view the details.

One can view/ print/ email / download and disapprove the approved document.

Total Sum involved in the job will be displayed on the top section along with the job number, customer name .

Advance Request

The advance request means, requesting the finance department of your company to arrange funds for the supplier.

for creating New advance request go to Operation --> Job--> invoice --> advance request Go to New Invoice and fill the required details to create a new Advance request.

Actions Performed

Approve - Approving Advance Request Invoice will change the colour of Invoice number to green.

Double clicking on the column enables the user to view the details.

One can view/ print/ disapprove the approved Advance Request document.

Supplier Invoice

Go to Operation --> Job--> invoice --> Supplier Invoice --> New Invoice --> fill the following details to create an invoice.

• Supplier Name (*)
• Services (*) - List of Services preferred must be selected
• Invoice Type (*)

Normal

Preliminary Invoice - preliminary Invoices are the pre invoices which are created dummy for reference purpose.

Credit Note : Offer Provided by Supplier / Amount Refunded by Supplier. While selecting a credit note , make sure to enable No Bill To Customer to give in to your attention .This Creates a Cost Sheet with 0 Revenue automatically which cannot be converted into Final Invoice.

If No Bill To Customer is not enabled, you need to follow the standard way of creating a cost sheet and Final Invoice.

Delay Billing : Additional Bill received after the contract expired with the customer. No invoices can be submitted to the customer in this case.

• Invoice Number (*)
• Invoice Date and Invoice Received Date (*)
• Currency Exchange Rate (*)
• Posting Date (*)
• Attachments if have any
• Gross Amount (*)

The mandatory details must be filled to create the supplier Invoice.

Flow Chart

Actions Performed

Right Click on the column to get the following

• Approve - Approved Invoices are further converted into Cost Sheet.

  Approved Invoices cannot be edited. Inorder to do so disapprove and make changes.

• Disapprove - It appears once the invoice is approved and not prior to that.
• Replicate
• Issue debit note
• General Ledger
• Record Payment
• Payment History
• Print - appears once the invoice is approved.
• Upload
• Lock
• View
• Delete
• Correction - (If there is no Voucher or Payment made against a particular Supplier Invoice, then you can access Correction action for updating Supplier, Services, Invoice No, Invoice Date, Invoice Received Date and Posting Date without disapproving that particular invoice)

Advanced Features

Apply Quotation

Rather than filling the fields in the supplier invoice, the data can automatically get fetched through “Apply Quotation” . This reduces redundancy and saves time.
If you want to edit the Amount of the Service which is fetched from the quotation, you can do so without any hindrance. {This does not change the original quotation data, only the invoice amount will be revised.}

Cost Sheet

Go to New Invoice --> Select the Customer Name (which is automatically suggested by the system in regards with the job that you are in)

Select the type of Invoice and Posting Date.

Calculate your Income / Profit by filling your revenue column accordingly.

Flow Chart

Actions Performed

• Approve - Approved Invoices are eligible to proceed further.

  Approved invoices can not be edited unless we disapprove the same.

• Edit
• View
• Delete
• Disapprove
• Print

Advanced Features

Apply Quotation

If you are creating the cost sheet directly without a supplier invoice, then you can skip the step of filling the service details. “Apply Quotation” facilitates you to fetch the Job cost and service details at a single click. This Feature reduces redundancy and minimises the time consumption.
Assuming that there are corrections / variations in the quotation amount and the finalised/deal amount, the same can be modified without any hindrance. {This does not change the original quotation data, only the invoice amount will be revised.}

Final Invoice

Go to New Invoice --> Select the Cost Sheet on which invoice is to be made.

Select the cost sheet(*) , Due Date(*) and Posting Date(*) to proceed.

Note can be given as an optional option to mark any instruction / suggestion.

Double Clicking on the Customer gives you the view of Final Invoice.

Flow Chart

Actions Performed

By right clicking on the column you can do the following,

• Approve
• Print
• Print Bilingual - includes english and your local language
• Customize and Print - Facilitated you the provision to include additional columns if required.
• Email
• Download
• Generate QR Code - Generates Code which can be scanned to get an invoice in your mobile.
• View
• Edit
• Delete
• Disapprove - One needs to disapprove the approved invoice to perform modification.

The following features are available on the top section which ease the operations carried out.

Bulk Approve

All the Invoices Present or Selected Invoices can be approved at a single go. You need to select the invoices that need approval followed by Clicking Bulk Approval.

Book Income

Income can be booked in Bulk using this feature. Make Sure the Invoice is approved before Booking the Income.

Dispatch

Invoices can be dispatched to the customer place with the help of this feature . Click on the Dispatch Option → Customer Name and Dispatch Method (Direct / Courier / Email ) .

Based on the dispatch method selected you need to fill the following,

If the dispatch method is Direct then you need to select the Person who is delivering the Invoice to Customer.

If the dispatch method is Email then you need to select whether the content should be bilingual or only in english / delivery note.

Select the invoices that need to be dispatched and Click Dispatch Invoices. Also you can print the delivery note / Invoice in english and bilingual invoice.

You can view the status of Dispatch in Undelivered , Intransit and Delivered.

Mail

Download

Customize Print

You can select additional columns if required.

All List Of Invoice

You can view the list of invoices created in this section regardless of approval.

The changes made here will be reflected in the invoice section attached to the jobs. Both work hand in hand.

Proforma Invoice List

Filters that are available to sort the invoices are,

• Date
• Customer
• Jobs
• Created by

Multiple filters can be applied at a single time.

Actions Performed

• Approve (if not approved yet)
• Disapprove
• Print
• Email
• Download
• View
• Edit (works on unapproved invoices )
• Delete (works on unapproved invoices )

Advance Request List

Filters that are available to sort the invoices are,

• Date
• Customer
• Jobs
• Created by

Multiple filters can be applied at a single time.

Actions Performed

• Approve (if not approved yet)
• Disapprove
• Print
• Email
• Download
• View
• Edit (works on unapproved invoices )
• Delete (works on unapproved invoices )

Supplier Invoice List

Filters that are available to sort the Supplier invoices are,

• Date Filter
• Supplier
• Customer
• Jobs
• Status
• Created By

Green Row No indicates that the supplier invoice is approved.

Red Row No indicates that the supplier invoice is not approved.

Black Row No indicates that the supplier invoice is converted into a Cost Sheet

Symbol / Logo under the row no indicates the following,

• Red box symbol indicates that the invoice is unpaid.
• Invoice with a credit note can also be identified easily .
• Invoices with documents are indicated with an upload button . By Clicking on the upload
• button , you can view the list of files uploaded.
• Deleted Invoices can also be viewed by enabling the option "Include Deleted Invoice" .
• Bulk Approval can be made through the option available at the right corner of the page.

The Filtered data can be printed out using the Print button given next to Search Button. This prints the whole page of data.

Actions Performed

• Approve (if not approved yet)
• Disapprove
• Print
• Replicate
• Upload
• View
• Edit (works on unapproved invoices )
• Delete (works on unapproved invoices )

Cost Sheet List

Filters that are available to sort the Cost Sheet are,

• Date Filter
• Supplier
• Customer
• Jobs
• Status
• Created By

Deleted Invoices can also be viewed by enabling the option "Include Deleted Invoice" .

The Filtered data can be printed out using the Print button given next to Search Button. This prints the whole page of data.

Two types of print option is available here,

• Normal Invoice : All unapproved invoices can be printed out .
• Invoice List : All filtered data can be printed out.

Actions Performed

• Approve (if not approved yet)
• Disapprove
• View
• Edit (works on unapproved invoices )
• Delete (works on unapproved invoices )
• Print (works on approved invoices)

Final Invoices List

Filters that are available to sort the Final Invoice are,

• Date Filter
• Supplier
• Customer
• Jobs
• Status
• Created By

Deleted Invoices can also be viewed by enabling the option "Include Deleted Invoice" .

Bulk Approval can be made through the option available at the right corner of the page. Customize Print helps to include additional columns if required. This can be applied on single invoice and multiple invoices.

Actions Performed

• Approve (if not approved yet)
• Disapprove (if not paid or income booked yet)
• View
• Edit (works on unapproved invoices )
• Delete (works on unapproved invoices )
• Print
• Print Bilingual
• Download
• Email
• Generate QR Code
• Advanced

Invoice template

Invoice templates are utilised to specify the costs associated with a particular supplier. When recording a new supplier invoice, this template can be applied, automating the display of the predefined costs within the invoice template.

Go to New Invoice template and fill the required details to create a new invoice template.

The mandatory details must be filled to create the supplier Invoice.

Actions Performed

• View
• Edit
• Delete

Advanced Features in Invoice : (Applicable to all sort of Invoices)

• Un approved Invoice Row No is Indicated in Red and Approved in Green.
• Unpaid Invoices are indicated by a red icon below the respective Row No.
• No of Invoices approved and Unapproved are given in the top Column for quick access.
• Total Invoice Amount is also given in the top column for quick access.

Filters can be activated and deactivated by clicking on the "filter" available in the right corner.

Search can be made possible column wise through the feature given on the top section. Additional Columns can be added by doing the following ,

Go to Actions --> Columns --> Job Settings --> required columns can be added.

Delivered Invoices are indicated with a Green Arrow Symbol along with the Row Number whereas the Undelivered Invoices are indicted with a White Arrow Symbol. Paid Invoices are Indicated with a Green Box Symbol and Unpaid with Red Box Symbol along with the Row No.