===== Scheduling ===== Please refer to the guide below for detailed information on scheduling module. \\ {{youtube>CnWzD_urnRk}} ++++ Manage Schedules: Overview of all scheduled tasks, deliveries, and services in either a calendar or list view | === Manage Schedules === * Log on to [[https://app.chillhub.com.my|Chillhub App]] * Navigate the Sales Order page by selecting **Menu** -> **Scheduling** * The following options are located on the toolbar * {{mdi>magnify?24}} **Search**: Allows you to search for specific data * {{mdi>refresh?24}} **Refresh**: Updates the current view by reloading the data * {{mdi>download?24}} **Export to Excel**: Enables exporting the current view data to an Excel file. * {{mdi>plus?24}} **New**: Creates a new entry or record in the system. * **New Appointment**: Schedule a new job. * **New Daily Note**: Add a daily note for reference * Additional Filter and Navigation : * {{mdi>calendar-today?24}} : Jump to a specific date. * {{mdi>chevron-left?24}} : Move to the previous week (desktop) or previous day (mobile). * {{mdi>chevron-right?24}} : Move to the next week (desktop) or next day (mobile). * {{mdi>plus?24}} **Date** : Shows the selected weekly range (desktop) or a single date (mobile). * {{mdi>account-multiple?24}} **Filter by Team** : Narrow down schedules based on selected assigned teams (and team categories). \\ {{:schedule:schedule_6.jpg?400|}} * {{mdi>calendar-check?24}} **Show Free Slots**: Displays the available time slots of the selected teams on the calendar. \\ {{:schedule:schedule_5.jpg?500|}} * {{mdi>dots-horizontal?24}} More actions: * {{mdi>link?24}} **Customer Form** : Generate a self-filled form for customers to submit their details. * {{mdi>clipboard?24}} **Open Requests** : View incoming customer form submissions. * A badge indicates the number of open submissions. * Take one of the following actions on open requests: * Schedule * Creating invoice * Create sales order * Create quotation * Saving customer details. * Views Tab: * **Calendar**: Displays scheduled jobs in a weekly calendar view (desktop) or a daily calendar view (mobile). \\ {{:schedule:schedule_1.jpg?600|}} * **Total**: Shows the total amount to be received or earned for the selected day. * **Notes**: Displays daily notes for quick reference. * **Events**: * Display time as //Planned// or //Actual (Planned)//, completion status (✔), customer name, address, and contact details. * {{mdi>paperclip?24}}: Indicates that the job has one or more attachments. * Event color is determined by the assigned team color configured in user settings. * Clicking on an event or note opens a **context menu** with the following options: * {{mdi>pencil?24}}: View and modify job or note details. * {{mdi>delete?24}}: Remove the job or note details. * {{mdi>dots-horizontal?24}}: Opens a menu with additional options * {{mdi>content-copy?24}} **Copy**: Create a copy of an existing job or note. \\ //Notes: Amount will not be copied over// * {{mdi>calendar-repeat?24}}: **Repeat**: Create a recurring schedule based on the selected job or note. * Schedule a new job by **clicking or dragging** in an empty time slot in the calendar area. * Add new notes by clicking an empty space in the "Notes" section for the selected day. * **List**: Presents scheduled jobs and daily notes in a structured data table format. \\ {{:schedule:schedule_2.jpg?600|}} * {{mdi>chevron-up?24}}: Expand row to view more details. * {{mdi>pencil?24}}: View and modify job or note details. (Mobile View: expand row to access) * {{mdi>delete?24}}: Remove the job or note details. * {{mdi>dots-horizontal?24}}: Opens a menu with additional options * {{mdi>content-copy?24}} **Copy**: Create a copy of an existing job or note. \\ //Notes: Amount will not be copied over// * {{mdi>calendar-repeat?24}}: **Repeat**: Create a recurring schedule based on the selected job or note. * **Status**: Shows the current status of the scheduled job (e.g., Pending, Completed, Cancelled) * {{mdi>clock-outline?24}} **Pending**: The scheduled job is awaiting completion. * {{mdi>timer-sand-empty?24}} **Started**: The scheduled job is currently in progress. * {{mdi>check-circle?24}} **Completed**: The scheduled job has been successfully completed. * {{mdi>minus-circle?24}} **Cancelled**: The scheduled job has been canceled. * **Date**: Date of the job appointment * **Customer**: The name of the customer associated with the scheduled job. * **Address**: The location where the job will take place. * **City**: The city of the job location. * **Contact No.**: The customer's contact number. * **Terms**: The payment terms agreed with the customer. * **External Code**: External reference code used to link this customer to an external accounting system. * **Team**: The assigned team responsible for the job. * **Employee**: The employee assigned to the job. * **Tasks**: The list of specific tasks to be performed. * **From**: The //Planned// or //Actual (Planned)// starting time of the job. * **To**: The //Planned// or //Actual (Planned)// ending time of the job. * **Invoice No.**: The invoice number linked to this job. * **Sales Order No.**: The sales order number associated with this job. * **Delivery Order No.**: The delivery order number linked to this job. * **Job Completion Note No.**: The job completion note number linked to this job. * **Amount**: The total amount expected to be received or earned from the job. * **Remark**: Any additional notes or comments related to the job. * **Attachment**: Specifies whether the job has one or more attached files. ++++ === Job Appointment Form === ++++ Accessing Job Appointment Form: How to create or edit scheduled job in the system from different entry points | - **From Scheduling Page**: Click the New {{mdi>plus?24}} button or selecting time slots in calendar area to create a new job appointment. To modify an existing sales order, click the Edit {{mdi>pencil?24}} icon on the corresponding row in the data table or events in the calendar view. - **From Sales Order/Invoice Page**: On the data table row, click the Options {{mdi>dots-horizontal?24}} button to open a menu, then select {{mdi>calendar-month?24}} **Schedule** to create or modify the corresponding scheduled job. * **Customer information**: The customer details from the sales order will be copied over. * If the job details differ from the billing information, update them accordingly. * **Invoice No.** and **Sales Order No.**: These will be copied over automatically. * By default, **Auto Link Amount** is enabled, and the **Amount to Receive** will match the invoice amount (or sales order amount). * If the amount to receive on the scheduled date is different, uncheck **Auto Link Amount** and enter the correct amount manually. * **Delivery Order No.**: If a delivery note exists with a matching delivery date, it will be automatically linked to the scheduled job. * **Job Completion Note No.**: If a job completion note exists with a matching service date, it will be automatically linked to the scheduled job. ++++ ++++ Job Appointment: Create or edit scheduled job details | == Job Appointment Form == \\ {{:schedule:schedule_3.jpg?600|}} * **Status**: Shows the current status of the scheduled job (e.g., Pending, Completed, Cancelled) * **Date**: Date of the job appointment * **Planned**: * **From**: The planned start time of the job. * **To**: The planned end time of the job. * {{mdi>calendar-month?24}}: Opens a calendar popup to view existing scheduled time slots, allowing users to select and apply an available time. \\ {{:schedule:schedule_8.jpg?500|}} * **Actual**: * **From**: The actual start time of the job. * **To**: The actual end time of the job. * **Industry Filter**: Used to filter task selection * **Tasks**: Select one or multiple tasks to be performed. * **Team**: The assigned team responsible for the job. * **Employee**: The employee assigned to the job. * **Customer** * **Billing**: The customer's billing information, used for invoicing * {{mdi>qrcode-scan?24}}: Scan Taxpayer QR code from MyInvois App to automatically populate customer information. * Visit [[https://myinvois.hasil.gov.my/content?path=/userguide/Generate%20QR%20Code%20for%20Taxpayer%20Profile.md&portal=mobile&lng=en|User Guide on How to generate Taxpayer QR Code in MyInvois App]] * **Customer**: The name of the customer to whom the invoice is issued. * **Contact No.**: The contact number for the billing customer. * {{fa>whatsapp?24}}: Click to open WhatsApp chat with the customer. * **Person in Charge**: The main contact person at the billing customer’s company. * **Email Address**: The billing customer's email address. * **Individual/Company Toggle**: A button to switch between Individual and Company modes, ensuring only the relevant customer information is displayed. * **ID Type**: The type of identification used, such as NRIC, BRN (Business Registration Number), Passport No., or Army ID. * **ID No.**: The customer identification number corresponding to the selected ID type. \\ //Note: For BRN, use the new format (e.g., 202001234567).// * **SST Reg. No.**: The Sales and Services Tax (SST) registration number of the customer (Only required for SST-registrant) \\ //E.g. A01-2345-67891012// * **Tax Identification No.**: Tax Identification Number (TIN) of the customer. Company TIN is mandatory, while the **Default TIN** can be used for individuals. \\ //E.g. C2584563222// * {{mdi>cloud-download?24}}: Retrieve Tax Identification Number (TIN) from the MyInvois System using the corresponding ID Number (e.g., NRIC, BRN). * **Use Default TIN**: Use //EI00000000010// as Tax Identification Number. * **Address**: Billing address of the customer * {{mdi>map-marker?24}}: Click to open the location in Google Maps. * **Postcode**: Billing postcode of the customer * **City**: Billing city of the customer * **State**: Billing state of the customer * **Country**: Billing country of the customer * **Terms**: The payment terms agreed with the customer (Configure options at **Settings** -> **Terms**) * **External Code**: External reference code used to link this customer to an external accounting system. * Only available when integration with an external accounting system is enabled. Please contact Chillhub for more information. * Select //<>// to automatically create a new customer record in the external accounting system. * A //Default Debtor// Code can be configured in the system settings and selected for general or walk-in customers. * **Clear all** button: Reset all entered customer billing info and start fresh. * **Delivery**: The customer's delivery information, used for shipping or service (Only required to fill in the fields differ from billing info) * **Different from billing info**: Enable this option if any customer's delivery details are not the same as their billing information. * **Customer**: The name of the customer to whom goods and services are delivered. * **Contact No.**: The contact number for the delivery customer. * {{fa>whatsapp?24}}: Click to open WhatsApp chat with the customer. * **Person in Charge**: The main contact person at the delivery customer’s company. * **Email Address**: The delivery customer's email address. * **Address**: Delivery address of the customer * {{mdi>map-marker?24}}: Click to open the location in Google Maps. * **Postcode**: Delivery postcode of the customer * **City**: Delivery city of the customer * **State**: Delivery state of the customer * **Country**: Delivery country of the customer * **Clear all** button: Reset all entered customer delivery info and start fresh. * **More Information** * **Sales Order No.**: The sales order number linked to the job. (Auto populated if job is scheduled from sales order) * **Create/Edit Sales Order**: Open sales order form to create/edit a sales order linked to the job. (Customer details will be copied as billing information) * **Invoice No.**: The invoice number linked to the job. (Auto populated if job is scheduled from invoice) * **Create/Edit Invoice**: Open invoice form to create/edit a invoice linked to the job. (Customer details will be copied as billing information) * **Amount to Receive**: The total amount expected to be received or earned from the job. * **Auto Link Amount**: Automatically links the invoice or sales order amount as the **Amount to Receive**. * **Delivery Note No**: The delivery note associated to the job. * Automatically populated if a delivery note exists from the associated invoice or sales order with a matching delivery date. * **View Document**: Opens the delivery note for viewing and allows the customer to sign digitally. * **Job Completion Note No**: The job completion note associated to the job. * Automatically populated if a job completion note exists from the associated invoice or sales order with a matching service date. * {{mdi>plus?24}}: Create a job completion note in the associated invoice or sales order. * {{mdi>pencil?24}}: Edit the job completion note in the associated invoice or sales order. * **View Document**: Opens the job completion note for viewing and allows the customer to sign digitally. * **Remark**: Any additional notes or comments related to the job. == Form Actions == * **Save & Close**: Save and close the form * **Save as Pending**: Save changes while keeping the job in pending status. * **Save as Started**: Save changes and mark the job as started. * **Save and Complete**: Save changes and mark the job as completed. * **Save and Cancel**: Save changes and cancel the job. * **Save & Continue**: Save and leave the form open * **Save as Pending**: Save changes while keeping the job in pending status. * **Save as Started**: Save changes and mark the job as started. * **Save and Complete**: Save changes and mark the job as completed. * **Save and Cancel**: Save changes and cancel the job. * **Upload Media**: Upload photos or files related to the job. //(e.g. site photos, documents, or supporting images)// ++++ ++++ Daily Note: Create or edit daily note for reference | == Daily Note Form == \\ {{:schedule:schedule_4.jpg?600|}} * **Date**: The date associated with the daily note. * **Remark**: Notes or comments for reference on the selected date. ++++ ++++ Recurrence: Set Up a Recurring Schedule | == Recurrence Form == \\ {{:schedule:schedule_7.jpg?600|}} * **Start Date**: The start date of the recurrence. //Default: Uses the selected job’s appointment date.// * **End Date**: The end date of the recurrence. //Note: The recurrence period cannot exceed one year.// * **Frequency**: Defines how often the job is repeated. Choose from: * //Daily// – The job repeats every day. * //Weekly// – The job repeats on selected days of the week. * Weekday toggle buttons will be displayed for selection. * //Monthly// – The job repeats on selected days of the month. * Day-of-month toggle buttons will be displayed for selection. * **Every**: Specifies the interval between recurrences based on the selected frequency. //Example: Every 2 weeks, Every 3 months.// * **Generate Jobs**: Generates job instances based on the defined recurrence rules and displays them in the preview table. * **Generated Jobs Preview**: //(Note that some of these columns may be hidden in the row details)// * {{mdi>chevron-up?24}}: Expand row to view more details. * {{mdi>pencil?24}}: Modify job or note details * {{mdi>delete?24}}: Remove the job or note from the generated list. * **Submit status**: Indicates the submission state of each generated job. * **Unmodified**: The job has not been edited since generation. * **Pending**: The job is pending submission. * **Success**: The job was successfully created/updated. * **Error**: The job failed to be created due to an error. * **Date**: Date of the job appointment * **Team**: The assigned team responsible for the job. * **Remark**: Any additional notes or comments related to the job. * **Attachment**: Specifies whether the job has one or more attached files. * **Submit error**: Displays the error message if job submission fails. * **From**: The //Planned// or //Actual (Planned)// starting time of the job. * **To**: The //Planned// or //Actual (Planned)// ending time of the job. * **Tasks**: The list of tasks to be performed for the job. * **Save**: Button to create or update the jobs displayed in the preview table. ++++ Welcome to Chillhub AI Assistant. I can help you understand and use your ERP system.