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WORKBOOK USER GUIDE
The To-do list
Briefing
Time sheet
Expense entry
Conversations & Notifications
Finance & Administration
Debtors & Creditors
Administrative and Controlling views
The Jobs book
Briefing
Description
SchedulingScheduling
Price quote
Purchase order
Expenditure
Invoices
The Jobs book
Briefing
Description
Scheduling
Price quote
CRM & Pipeline Management
Conversations & Notifications Conversations & Notifications
Purchase order
Expenditure
Invoices
BASIC USER
ADVANCED USER
ADVANCED
& FINANCE USER
USER LEVELS
USER LEVELS
Advanced & Finance Users
Advanced & Finance Users
Advanced Users
Basic Users
Advanced Users
Basic Users
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INDEX
INDEX .........................................................................................................
Part 1: Settings (Admin User) ........................................................................................................................1
I. Setup ..................................................................................................................................................1
1. Base currency and currency rates ..................................................................................................1
2. Price lists and activities/ Activities ................................................................................................1
3. Price lists and activities/ Price lists setup ......................................................................................2
4. Price lists and activities/ Material types .........................................................................................4
5. Company settings/ Departments ....................................................................................................5
6. Employees / Employee settings .....................................................................................................6
7. Customers ......................................................................................................................................8
8. Company settings / Job creation ..................................................................................................11
9. Global system settings / System variables ...................................................................................12
10. Company settings / Company variables ...................................................................................12
11. Company settings / Payment methods for invoices .................................................................13
12. Creditors list .............................................................................................................................55
13. Company approvals / Creditor invoice approval .....................................................................13
14. Company approvals / Personal expense approval ....................................................................13
15. Price lists and activities / Mileage ...........................................................................................14
16. Advanced tools / Access rights for roles ..................................................................................16
17. Finance / Accounting periods ..................................................................................................18
18. Company settings / Holiday and absence ................................................................................19
19. Employees / Teams ..................................................................................................................22
20. Employees / Positions ..............................................................................................................22
21. Employees / Capacity Profile ...................................................................................................23
22. Pipeline Management Setup ....................................................................................................24
23. Ticket system ...........................................................................................................................26
II. Finance Setup ...................................................................................................................................35
1. Chart of accounts .........................................................................................................................35
2. Finance / VAT settings ................................................................................................................37
3. Basic finance settings ...................................................................................................................38
4. Dimensions / Dimensions setup ...................................................................................................40
5. Finance / AR/AP groups ..............................................................................................................42
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6. Finance/ Posting configuration ....................................................................................................43
7. Finance / Holding accounts ..........................................................................................................45
8. Finance / Voucher sequences .......................................................................................................46
9. Finance / Journal types .................................................................................................................46
10. Financial reporting / Financial postings report ........................................................................47
11. Finance / Validate finance settings ..........................................................................................49
12. Finance/ Job closure posting groups ........................................................................................49
13. Finance/ Creditor payment proposal ........................................................................................50
14. Finance/ Subscription management setup ................................................................................51
III. Finance no setup ..........................................................................................................................53
1. Debtors list ...................................................................................................................................53
2. Debtor & Creditor payment views ...............................................................................................55
3. Finance/ Purchase order (P.O) .....................................................................................................77
4. Expense entry, Mileage entry và Subsistance allowance .............................................................82
5. Material ........................................................................................................................................82
Part 2: Project management ...........................................................................................................................3
I. Business process mapping ...............................................................
1. New Business Workflow ...............................................................................................................3
4. Quoting Workflow .........................................................................................................................4
5. Job Management Workflow .........................................................
6. Invoice & Job Closure Workflow ................................................................................................10
7. Employee ending contract Workflow ..........................................
II. Setup the workflow in Workbook ....................................................................................................12
1. I’m a project manager ..................................................................................................................12
2. The jobs book ...............................................................................................................................12
3. Briefing ........................................................................................................................................18
4. Desciption ....................................................................................................................................19
5. Scheduling ....................................................................................................................................19
6. Jobs/ Price ....................................................................................................................................24
7. Jobs/ Purchases order ...................................................................................................................27
8. Jobs/ Expenditures .......................................................................................................................30
9. Jobs/ Invoice ................................................................................................................................31
10. Jobs/ Documentation ................................................................................................................37
11. Jobs/ Conversation ...................................................................................................................37
12. Resource Management/ Scheduling views ..............................................................................38
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13. To do list/ Time sheet ..............................................................................................................39
14. Time & materials/ Time sheet ..................................................................................................39
15. Time & materials/ Expense entry ............................................................................................40
VI
WORKFLOW INDEX
Workflow 1: New business ............................................................................................................................4 Workflow 2: Quoting .....................................................................................................................................6 Workflow 3: Job Management .......................................................................................................................9 Workflow 4: Invoice & Job closure .............................................................................................................11 Workflow 5: Leave ......................................................................................................................................12
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Part 1: Settings (for Admin User) I. Setup 1. Base currency and currency rates In order to systematize the complete Workbook, as well as being compatible with the current business
model, users need to install the functions before using. For enterprises with foreign currency transactions, the users choose a type of currency that is used gradually.
To setup the "Currency", users need to follow these steps:
Settings -> Currency definitions to set the currency. Next step, select Currency Rates to set rates.
Image 1: Setup the currency in Workbook
After selecting the standard foreign currencies, users can set the rates. For example, the standard foreign currency is USD, the exchange rate 1 USD = 22.500 VND, the user will select "Default - VND" and select VND = 100, USD = 2,250,000 to acknowledge the system, $100 has to be 2,250,000 VND.
Image 2: Set the currency rates
2. Price lists and activities/ Activities In the "Activities" in the Workbook users to set the position of the company and the type of
goods represent our costs. For example, "Activities" in the Workbook can be recognized as "Design manager" at a cost (cost price is 200,000) and recorded for Time entry (filling timesheet).
“Activities” is used for:
ü Timesheet ü Price quotes ü Invoices ü Supplier invoices & Purchase order
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Image 3: Setup Activities
3. Price lists and activities/ Price lists setup Users perform the installation Price Quotation list to use to apply to future projects.
Where to install "Price lists", users conducted at:: Settings -> Price lists & Activities -> Price lists setup.
Image 4: Create Price Lists
After selecting the icon as shown, the window "Add a new price list" will appear. Here, the user please fill out the required information and select OK.
ü Name ü Base Currency ü Hourly sales price ü Material unit sales price
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Image 5: Add new Price list
After creating the name Price list, users select "Price list Setup" to enter the details. Price list at user setup please select the icon shown below to add the Price list.
Image 6: Add new Price list
After input “Source type”, “Hourly sales rate”
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Image 7: Input Price list
After completing the entry, the user please choose the project name will apply tables Price list. In this case, the card Rate 2 (Price list created) being used for 4 customers (TMC, Pepsico, ...)
Image 8: Apply Price list on project
4. Price lists and activities/ Material types In the Materials type module, users can track buying and selling prices as well as raw materials and
existing materials. To install the "Material types" user please select: Settings -> Price lists & Activities -> Material types. To add material, users select the icon as shown in Figure.
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Image 9: Input Material list
After the frame is "New material type" user name raw materials, and the currency used for the frame, select OK. Please enter the next "Mat. Cost"- the purchase price and "Mat.Sale"- price.
Image 10: Input Material type
5. Company settings/ Departments In Departments, users create departments under the company structure and be used when adding
new employees (users will select departments when creating new accounts).
Input department information Settings -> Company Settings -> Departments -> Create new department.
Image 11: Input Departments List
User enter their name to create divisions in the box and click OK
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Image 12: Create the new department
6. Employees / Employee settings After you have created departments, users enter conduct employee list according to the following
steps:: Settings -> Employees -> Employee Settings -> select icons on the image.
Image 13: How to create an account to add staff
After selecting the icon, the window "Create Users" appears, users enter complete information and select "Create".
ü Company ü Name ü Initial ü Email ü Department ü Title ü Primary activity ü Users type: Advance Users or Basic Users ü Access role ü Report profile
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ü Neareast supervisor ü Log in name ü Password ü Retype password ü Date of employment ü Cost price ü Estimated sale/ hour
Image 14: Create new user
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7. Customers In the Customer tab, users store customer information when incurred as name, address, tax
identification number ... and debtors information (customer receivables) and Account Manager to work with clients.
In the case of creating "Customers", the user moves through the module "Resource" to enter customer information. Follow steps: Resources -> Customers -> Create new resources.
Image 15: Create new customer
After click select, the window "Create new customer" appears, enter the user full customer information and select OK. In the tab "Basic", user to input basic information about the business
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****Note: Input Tax code in “Public reg. number”.****
Image 16: Create new customer
ü Customer name ü Account manager ü Create debtor in ü Public reg. number
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Next, users have to enter additional information in the tab "Job default settings" as currencies (Currency), team performance (Team), price (Price list) ... and choose "Create".
Image 17: Input detail of a Job
****Note: In the Workbook, debtor is different with Customer, and it is defined as the "payer" or "customer's address on the bill" because two of the debtor and Customer information may vary. Customer may be required because now bill to another address, in this case the user does not need to create Customer repeatedly.
If users choose "None", then please come to modules of Finance & Administration -> "Debtor List" to create a debtor. Conversely, users please select the name for WorkBook to understand that this time is also the customer. For example, when users choose Create debtor is in Demo for the ABC Company , WorkBook will understand that Debtor of ABC Company is also ABC Company.****
At Job default settings tab, the following updated information::
ü Currency ü Team ü Price list ü Language
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ü Administration fee
8. Company settings / Job creation In Job Creation, users can create code for each Job for convenience by each customer. Users create customer codes for the following: Settings -> Company settings -> Set new job number sequence. For example, after the implementation of the Job Creation, Job BigMart is numbered 1007 - users see in Jobs / Print Process (because BigMart being currently done).
Besides, users can monitor the account expenses (Expenditure account) are used to record for this project.
Image 18: Number of Job
After selecting the icon as shown, the user please select the start (START) and the end (END) and select OK.
Image 19: Set new Job number
Image 20: Job after marked and created in Job creation (Jobs/ In progress)
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9. Global system settings / System variables In the System variables, users will install the system custom Workbook through the description of the function in the System variables section. Please follow the following steps: Settings -> Global system settings -> System variables.
Some typical custom System variables:
- No. 28: Allow changes in the exchange rate Workbook.
****Note: Users need to re-login after some changes in System variables.****
Image 21: Systems Variables
10. Company settings / Company variables At Company variables, users can review the information already installed on the modules Job, Finance…
Image 22: Company variables
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11. Company settings / Payment methods for invoices In the Settings module, users can install a payment method for the bill by: Settings -> Payment methods for invoices.
Image 23: The payment method for the invoice
12. Company approvals / Creditor invoice approval In this module, users can install the approver for all purchase invoices. You can select "Project manager on the job" – Approvers approve all, and choose employees to approve for small value invoices.
Image 24: Setup Creditor invoice approval
13. Company approvals / Personal expense approval At the Personal expense approval, the approver user settings for personal expenses. For example, users can select "Project Manager on Job" to review the costs of the project by the Project Manager. Besides, users can choose to limit it at "Trigger amount".
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Image 25: Setup Personal expense approval
14. Price lists and activities / Mileage In the Settings module, users can install Mileage - Travel cost as own car unit cost, Company car
unit cost and Customer unit sale installed in modules. Perform the following steps: Settings -> Price lists & Activities -> Mileage.
**** Note: User leave this empty“Default sales tax”.****
Image 26: Mileage settings
After installing Mileage, any employee who is installing Mileage - does not matter what kind of (Own car, car or Passenger Company) should be linked to a Creditor. In this case, the user please follow the steps below: Settings -> Employees -> Employee Creditor Mappings -> Create employee creditor mappigs and choose “Enable on mileage entry”.
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Image 27: Create Employee creditor mapping
Settings -> Finance -> Basic finance settings -> Voucher sequence, mileage vouchers -> Project Posting
Image 28: Setup Mileade vouchers
Users can add “Voucher sequence” at Settings -> Voucher sequence -> Create new.
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Image 29: Add Voucher sequences
Eventually, Users can add more Voucher Sequence at Settings -> Finance -> Journal types -> Create new.
Image 30: Add Vourcher Sequence at Journal Types
15. Advanced tools / Access rights for roles In this module, users will install access for employees. Only users with Admin access rights can
see the list and only Admin Users can add new users to the system.
Follow these steps: Settings -> Advanced tools.
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Image 31: Setup Access rights for roles
Users can create new access by selecting the icon or copy the current value and adjust it by
the symbol .
In order to set “Access rights for roles”, Users can choose for Access roles in the exist list of Access rights.
For Employee, users can change the access rights for each employee, and access can be installed
as add employees by selecting the icon in Employee Set up. After appear “Edit Users type and access role”, input value and click OK.
Image 32: Edit user type & access role
Where there are several companies with more on the system, the user can control settings and access data between companies in Employee cross company access, according to the following functions:
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Allow login
Allow “time entry, mileage, material, personal expense, subsistence allowance” entry
Allow purchases
Access to job
Can create job
Set job status 0,1,2,3,4,5: set the statuses Quotation, In progress, On hold, Ready for invoicing, Invoiced, Cancelled.
Can set up employees
Allow access to finance
Image 33: Setup Employee cross – company access
16. Finance / Accounting periods To install Accounting periods, users please follow the steps below: Settings -> Company settings -> Accounting periods.
Choose accounting for more years and choose Create. Can move between years by icon and .
**** Note: users can delete the accounting year created by the icon in the case of any related transactions are recognized in the same year ****
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Image 34: Create accounting year
Image 35: Accounting periods
17. Company settings / Holiday and absence In the Company settings, users can install the holidays at Holiday and absence. Following these steps: Settings -> Company settings -> Holiday and absence setup -> Holiday Calendar. User can choose
to add new holiday.
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Image 36: Holiday and Absence setup
Each year, users will need to install for next year on holidays in years (maybe preinstalled to avoid forgetting). Users can select Hide period for the following years, the system will only show the current year in operation Absence.
Image 37: Setup Holiday Year
In the Absence tab, it shows a list of employees codes that chose Job vacation days during the project. Each code is related to a real Job. If you want to create a new code, please create additional users in the Holiday / Absence (Resource / Customers / Create new resource). When employees leave, the system will automatically review the working time of employees in the record, and put that time into the timesheet.
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Image 38: Absence codes
**** Note: For system recognise overtime in the timesheet system, users please check the box “Users must enter time sheet”. If not, system will not understand and make timesheet entry.****
Image 39: Interface
Users install "Absence approval" in Settings -> Company approval -> Absence approval. In case the user performs Absence entry, the process will be conducted approval. At the interface Absence approval / Employee list, the user chooses the approved role.
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Image 40: Absence approval
18. Employees / Teams To create a group, user please select Settings -> Employees -> Teams. After appearing Team
Setup, choose to create a new group and name, use the icon to add a person to "Resource in team" and to exclude persons from the group of the "Resouce pool". Users can delete a group with icon
.
Image 41: Team Setup
19. Employees / Positions In this module, users can enter positions in corporate structure and can create Positions follow steps:
Settings -> Employees -> Positions -> symbol . By contrast, used to remove Positions were created. With "Group scheduling resource", the user group has entered common position 1 Department. Example: Design manager (chief designer) and Art Director (art director) are grouped together at the (*) Creative.
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Image 42: Employees/ Positions
§ Some basic titles:
§ Finance Director
§ Design manager
§ Project manager
§ Account manager
§ Art Director
§ Production manager
§ Creative Director
§ Art manager
§ CEO
§ Production executive
§ Creative manager
20. Employees / Capacity Profile In this module, users install the working hours and the maximum number of overtime hours in a day. Please follow the following steps: Settings -> Employees -> Default capactity profile -> Standard profile.
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Image 43: Default capacity profile
21. Pipeline Management Setup Using Pipeline Management allows users to track the progress of sales activities based on
prospective customers and existing customers of the company.
To install the management pipeline, please create a user type Activity, Activity and Attributes categories. Activities type expression level of a project from the beginning to the last time the project received Approaching, Meeting, Brief ...
Attribute Setup: set of activities to support the implementation of the project with potential customers. For example, personal information about customers (foods, private resquests ...)
Following these steps: Settings -> Pipeline management setup -> Pipeline activities types and
choose to add Activities Type.
Image 44: Add Activities Type
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In any case, users who want to evaluate the projects according to the level of the company please follow
the following steps: Settings -> Pipeline management-> Pipeline ratings and choose to add Ratings.
Image 45: Pipeline ratings
To show "Process status" - the percentage level of project progress in Pipeline, user settings in Settings ->
Pipeline management setup -> Pipeline status codes and choose to add data.
Image 46: Pipeline status code
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22. Ticket system Ø Setup Ticket System
Ticket system: allows users to create and attach the ticket to other users and to function on the job exchange and answers to arising issues from Tasks.
Ticket to install the system, 811 system variables to be installed in the user's account in case the user wants to get the message about the conversation via mail.
Image 47: System variables 811
Users enter the email address to send mail Workbook will direct messages to this address. Please follow the steps below: Settings -> Global system settings -> System variables -> search “289” -> nhập địa chỉ email.
Image 48: System variables 289
Besides, users can change the default email system variables at 20.
Image 49: System variables 290
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Users install the SMTP assure accuracy in Workbook, besides that users can contact for assistance [email protected] SMTP settings. System variables 643, 644, 646 is very important. The installation system variables 643, 644, 646 related to the username (Usersname) and password (password) belongs mail address was entered in the "289".
Image 50: System variables 643, 644 and 646
Ticket installation, users follow the steps: Settings -> Ticket settings.
Image 51: Ticket settings
At the "Ticket Type", users can format the default color of the ticket and priority "Default priority" (priority: high, low ...) for tickets to the relevant users can monitor and solve the earliest settlement in the case.
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Image 52: Ticket type
With “Ticket status”, User choose to add more Ticket.
Unassigned
Assigned
In Progress
Awaiting Reply
Closed
Image 53: Ticket status
To create "Ticket category", users choose in Settings -> Ticket settings -> Ticket category. Please name the category was created.
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Image 54: Ticket category
After you have finished creating Ticket category, users go to “System variables” (Settings -> Global system settings -> System variables) and enter "ticket" in the search box (search)::
User set with these steps:
792: stick at value box
809 : stick at value box
811: enter the link of your company at value box
812: “ Customer supporter”.
815: setup Ticket status after users answer. Set default at “Awaiting reply”
816: Ticket status set up after the people responsible / create ticket replies. Default "Awaiting author reply"
817: Ticket status settings when creating a new Ticket is not the person responsible. Default "Unassigned".
818: Ticket status settings when closing. Default "Closed"
827: Ticket status settings when creating the new Ticket to the person responsible. Default “Assigned”.
830: default status settings when reopening ticker. Default "In progress".
831: Ticket closed when the user choose to stop tracking (unsubscribe). Default "None".
832: to default not marked
842: email notification settings. Default "2"
858: automatically added to the To-do list. Default “
867: Titles identify external ticket. Default "company name" support ticket system
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870: Mark at value box
Image 55: Setup Ticket tại System variables
Admin should ensure that all users in the ticket system has been installed correctly access roles. Please scroll to the “Access rights for roles” (Settings -> Advanced tools -> Access right for roles).
Image 56: Access right for roles
****Note: choose “Full access” in Ticket List.****
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Image 57: Ticket list trong Access rights for roles
At Scheduling, user choose “Full access” in Ticket list.
Image 58: Choose Full access cho Ticket list
Ø Use Ticket system:
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To create a ticket list, start with a conversation, users perform at To-do -> Tasks and activities -> Ticket list -> Create a new ticket.
Image 59: Create Ticket list
User please fill out the relevant information into the window “Create new ticket”.
ü Ticket name ü Service line. Example: system support ü Choose Job linked to Ticket creation ü Type, Category and Priority settings ü Person in charge of Ticket ü Choose team (root of Ticket) ü Select the staff name do perform this task, often the system will automatically suggest the name of
Section Responsible employees. ü Status of Ticket is “In progress”. ü Choose Deadline.
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Image 60: Create new ticket
§ Ticket § Job § Type § Category: groups (finance, project…) § Priority: (low, high…) § Team § Status: status (awating reply, closed…) § Deadline
After the setup, users select the "Content" in the window "Create new ticket" to enter the required contents and select "OK & open a task card." When task cards appear, please select the icon " add a Users to conversation" at the bottom left corner of the window to add people to the conversation.
Image 61: Add a Users to conversation
In the window “Add a Users to conversation”, user can add more “Users” and end by “Confirm”.
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Image 62: Add more relevant users to conversation box
****Note: Users can add outsiders into conversations by adding email addresses of people like customers, suppliers,…etc.****
In case the user wants to monitor the Ticket has created and want to track the status of each Ticket. Please select the filter according to “Assigned, Author, Responsible, Unassigned tickets ore All active tickets”.
Image 63: Filter at Ticket list
Besides keeping track of ticket list in To-do, users can access the list at Scheduling/ Scheduling home page to track. Or users can choose in Scheduling / Task lists / Ticket tab list.
Image 64: Scheduling home page/ Ticket list
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Image 65: Task lists/ Ticket list
II. Finance Setup 1. Chart of accounts
In order to consistenize the data amongst many accounts, Users need to input the correct information of all other finance systems into WorkBook.
The installation of the current account needs to be consistent with your accounting system, and
following these steps: Finance -> Chart of accounts -> to add a new account.
Image 66: Chart of accounts
In the window of “Create new account”, Users need to input the account info with the required list includes:
Account number
Account name
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Account type
Ø Balance sheet account: Accounts on the balance sheets Ø Operating account: Accounts on P&L Ø Header: Main account Ø Sum from: The sum of account groups
Image 67: Adding the account in Chart of accounts
Users can select the "General Ledger balance" or "Setup - all settings" to track the accounts.
Ø General ledger balance: Account system represents Debit/Credit Ø Setup – all settings: This allows Users to adjust other settings related to accounts such as VAT
codes Activities, Use in creditor invoice entry ...
Image 68: Option - Chart of accounts
In the Account Statement, Users can view all transactions are related to that account. Example: 11110 - Money Vietnam account. The period of 01/01/2015 -31/12/2015 doesn’t show any transations.
****Note: The Users can manually change the period of time at the "Period".****
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Image 69: Account Statement
The system possibly can track Users’s changes while setting up an account in “Change Log”.
Image 70: Giao diện Change Log
2. Finance / VAT settings At Finance Module, Users create the tax account following these steps: Settings -> GST settings
-> Create new record.
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Image 71: Tax Accounts
After adding the line, the Users inputs the CODE with the description.
3. Basic finance settings Users install the general functions of the Finance Module of the accounts noted by Purchase
invoices, sales invoices ... Example: default VAT code for debtors.
Please follow these steps: Settings -> Finance -> Basic finance settings.
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Image 72: General Setup
Default TAX code for debtors: default VAT for debtors (Receivables) in the system. In this case, the output VAT law will be applied to debtors.
Default VAT code used on jobs: Job settings for normal VAT. If businesses are not in the business group the types of items, particularly taxable services (0%, 5%, not taxable), the tax rate will be 10% - are setup as Ordinary. * Please find the rate of commodity groups and services at the link below *.
Default VAT code used on operations: set VAT for the activities in the enterprise. For business enterprises with the normal operation, please select Ordinary (10%), for the remaining cases are specified in VAT tax law. * Please find the rate of commodity groups and services at the link below *.
http://www.chinhphu.vn/portal/page/portal/chinhphu/hethongvanban?mode=detail&document_id=70797
Debtor standard term of payment: Payment terms for the purchase. (Setup the payment terms at: Settings/ Global system settings/ Payment term for invoices).
Default payment term for credit note: The terms of payment for Credit note
Default debtor payment method: The terms of payment for Debtor note. Example: In the cases of Bank transferring.
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Intermediate account, purchase invoices: intermediate account, spending recorded for accrued expenses for the purchase invoice. Where the cost was incurred, but businesses still have not received the invoice.
Intermediate account, sales invoices: intermediate account, for the recognition of unrealized revenue. Where the buyer has to pay the value of goods / services, but the seller has yet to implement the obligation to supply goods / services to the buyer.
Voucher sequence, move job related sequence:
Voucher sequence, expense entry: Recognition of the expenses incurred. Example: select Expense entries for the incurred expenses.
Voucher sequence, supplier invoices: Creditor select to record invoices payable to the seller.
Voucher sequence on inter company vouchers:
Voucher sequence, project posting:
Debtor invoice interest account: Revenue recognition account or financial activities recorded interest from financial activities. Example: Users settings 51500 - Finance revenue in this category.
Voucher sequence subsistence allowance vouchers: All records of the expenses in Expense entries.
Voucher sequence for interest note:
Posting method for partial invoice: The method of recording all the bills in individual project.
Currency revaluation:
4. Dimensions / Dimensions setup In Workbook software, Users not only can use the entire the system, but also enable Users to create
the group (groups) and look up the data (filter). Furthermore, Users can customize the functionality of the system as Enable on the job, on the pipeline Require ...
Please follow these steps: Settings -> Dimension -> Dimension setup.
Image 73: Setup Dimension
In the case of adding the new Dimension, the Users select to add . Window "Create Dimension" will appear, please select and fill out the requested information.
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Image 74: Adding Dimension
When Users add the custom dimension, select for adding and fill the correct info.
Image 75: custom dimension
****Note: select “enable” for options entered and note which module will be applied for this dimension.****
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Image 76: Users Rights Setting
5. Finance / AR/AP groups For tracking the customer receivable / payable, Users create the debtor (Receivables) and Creditor
(Payables). However, before Users install the related account debtor / Creditor.
At modules AR / AP Groups, Users setup the accounts relating to the account debtor / Creditor
account. Please follow these steps: Settings -> Finance -> AR / AP Groups -> create new ones (if needed). Users accounts transplant AR / AP Vietnam accounting standard to account in the system. Example: DEB EXT - 13100 presents customer accounts receivable.
Group code: Code of account groups
Description: Description of Account
Debtor account: Accounts Receivable
Creditor account: Accounts Payable
Image 77: AR/ AP Groups
In the window of Accounting groups -> Create new, Users enters account groups.
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Image 78: Create new account groups
For Reporting group, Users create the reports based on group code difference between the enterprise and the market (domestic and foreign). Example: DOM - Domestic production reports for the domestic market.
Image 79: Create Reporting group
6. Finance/ Posting configuration In this module Settings -> Finance -> Posting configuration, Users can transplant the accounts with current statutory of accounting is entered in the "Chart of accounts" with your account in Workbook. For example, the account is paired with account Revenue Revenue 51130- service providers.
Capitalise: Select Capitalise for unrealized Jobs will be recorded in the Balance Sheet.
Operating: Select Operating for unrealized Jobs will be recorded in Profit & Loss.
Revenue account: Revenue recognition with service provider
Revenue WIP account: Revenue recognition in the unrealized bills
Purchase cost account: The cost price of goods and services purchased for the use of production
Purchase WIP account: Costs included purchased unfinished production costs during the period.
Time cost account: Labour cost
Time WIP account: Account of the cost due to hourly rate, recorded sale price included the cost of production in progress during the period
Time WIP revenue account: Account revenue recognition of unrealized hours
Time WIP cost account: Recorded costs and employees now perform
Time debt account: Recorded hours of staff in the project.
Material cost account: Recorded cost of materials included in expenses in the period
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Material WIP cost account: Recorded COGS - raw materials included in the cost of production in progress during the period
Material WIP revenue account: Cost of production records - raw materials
Material debt account: Record raw material cost of the project implementation
Image 80: Transplanting the accounts in Vietnam and Workbook
In accounts Adjustment tab, the system supports the Users to adjust the relevant accounts on balance sheet and P & L. For accounts with the symbol (balance) at the rear will be adjusted in the accounts as appeared on the balance sheet write up purchases (balance). Conversely write up purchases accounts, write up time ... will adjust the account P & L appears on.
Image 81: The adjustment account
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7. Finance / Holding accounts
Holding accounts: these accounts are used in the General Ledger (GL) and Creditor Invoice.
In order to create Holding accounts, Users select Settings -> Finance -> Holding accounts -> and select which account need to be created.
Image 82: Setup Holding accounts
Image 83: Create Holding account
After creating Holding accounts, Users enter the required code Bank, GST code, type Journal, SWIFT / BIC, IBAN, Use in voucher management ...
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Image 84: Select the requirements for Holding accounts
8. Finance / Voucher sequences
In Settings -> Finance -> Voucher sequences, Users-generated sequences of Vouchers. Because we have the affect many aspects of software such as Sales invoices Workbook, creditor invoices, journals, inter - company, Expenses entries ...
Users use the icons to add, delete and to edit information. Moreover, in order to complete the setup voucher sequences, Users must enter the required information such as Type (Cheque no, Journals, Vouchers), Prefix (characters before the vouchers), Suffix (characters after the vouchers), value start / end value (the start / finish numbers), uninterrupted (allows the Users to enter vouchers manually), Provisional value (expressed latest value of voucher sequences).
Image 85: Voucher sequences
9. Finance / Journal types Journal types with many different types are used to record the entry from finance, project and HR...
In the module Settings -> Finance -> Journal types, Users setup the "Voucher sequence" with Journal name. In particular, the sequence consists Journal Voucher entries, Residual cost codes, Automatic payments, Creditor invoices, Project Postings.
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Image 86: Setup Journal types
In case the Users wants to add a new Journal name, please select to enter a name for the necessary information.
Image 87: Create the new Journal type
10. Financial reporting / Financial postings report In order to export finance reports from the Workbook, Users need to setup the sample before
exporting the report. Please follow these steps: Settings -> Financial reporting -> Financial Postings report.
Image 88: Financial postings report
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Users selects to add new report samples and title (Title) for it. Select Setup to create the sample.
Image 89: Setup Financial posting report
To setup the report templates, Users select the column in the Financial report detailed 264 and at frame below the screen and enter the information in report form as:
Column label: Name of column
From account – to account: account group (Example: 111: Cash – 112 Bank Deposit)
Argument: The math (-, +) for group accounts
Date scale: Time frames
Period
Last 3 months
Year to date
Image 90: Detailed Input
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11. Finance / Validate finance settings In the module Settings -> Finance -> Validate finance settings, Users check the setup errors in the system settings Finance (if available) and further modification suggested by the system.
Image 91: Finance/ Validate finance settings
12. Finance/ Job closure posting groups In order to close the Job settings, Users need to perform in Settings / Finance / Job posting closure options.
Allow job closeure posting when jobs contains open time recordings – Allow the closing job entry when the job contains a recorded time entries are also made.
Allow job closeure posting when open material entries exist – Allow the closing job entry when raw materials are still being recorded.
Allow job closeure posting when open expense entries exist – Allow the closing job entry when costs are still being recorded.
Allow job closure posting when open mileage entries exist – Allow the closing job entry when travel costs are recorded.
Not restriction: no restrictions
Not allowed if there are any open postings: Not allowed if there are any transactions that were not processed.
Not allowed if there are any open postings (exclude under preparation): Not allowed if you have any operations that have not been processed yet (except the book business is not - recognized, implemented).
Not allowed if there are open posting before job end date: Not allowed if there are any transactions that were not processed before the end of the Job.
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Not allowed if there are open posting before job end date (exclude under preparation): Not allowed if there are any transactions that were not processed before the end of the Job. (Except the book business is not - recognized, implemented).
Image 92: Job closure posting options
13. Finance/ Creditor payment proposal Users set Creditor payment proposal (payment request) at Settings/ Finance/ Creditor payment
proposal.
Image 93: Creditor payment
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Users select to add a new payment method, select to delete. Besides, the bank may change for
merchants and vouchers by a button .
Move on creditor bank: Move bank
Image 94: Move Bank
14. Finance/ Subscription management setup In order to use Subscription management function, Users need to setup subcription in Settings ->
Finance -> Subscription agreement setup. It allows the enterprises to invoice for services provided to customers monthly. For example, cable TV subscription, domain name... etc.
In Subcription agreement setup tab, Users settings information:
Subcription tittle
Currency
Subcription seq
Price per: day/month/year…
Indexation yearly
Admin change fee
For the "Item connect to selected subscription", the Users associated with the item in the Item tab
created. Users select to add, and select to delete the added Items.
Item name
Activity: Positions and activities ...
Currency
Default price
Default sub fee
Cost price
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Image 95: Tạo item
Next step in "Item connect to selected subscription", Users select to add more Item from Item
tab created, and converselyselected to delete.
Default value for creating in new customer subscription, Users enter the following information:
Agreement period: Approval of Subcription (year/month/day…)
Invoice interval, type: billing time (year/month/date…)
Image 96: Subcription agreement setup tab
Invoicing tittle: người dùng chọn để thêm các thông tin như from date-to date, subscription key…
Job name suffix text: người dùng chọn Subscription number.
In Invoice tab settings, Users settings information for the invoice template as:
Invoicing tittle: the Users select to add the information as from date-to date, subscription key ...
Job name suffix text: Users select Subscription number.
****Note: Users must input Job name suffix text****
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Image 97: Invoice settings
III. Finance no setup 1. Debtors list (Account receivable)
In order to create Debtor, Users select: Finance & Administration -> Debtors List. After the completion of information input, from the window "Create new" appear then click OK.
Image 98: Debtor
Name: name of debtor
Posting group: select the group to record Debtor (external debtor, employee debtors…)
Currency
GST code: VAT
Payment terms
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Public number: Tax Code
Payment method: (Bank transfer, cash...)
In Transaction tab, Users can monitor the status of the bills paid by each debtor. Users can choose to view the unpaid bill, have been paid,... etc.
Open: unpaid bills
Image 99: Open
Closed:Paid bills
Image 100: Closed
Due: Overdue and unpaid bills
Image 101: Due
For those invoices were paid in part, Users track in Remainder handling. The remaining amount to be paid will present in Remainder item.
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Image 102: Remainder handling
2. Creditors list (Account payable) In creating Creditor list (Accounts payable), Users select the following: Finance &
Administration -> Creditors list -> Create new creditor.
Image 103: Create Creditor
Similar to Debtor, all bills also are monitored in Transaction tab on each Creditor of unpaid bills, paid and overdue bills. Besides, Users can track invoices purchased and not yet recognized in the Project
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by Creditor Invoice posting voucher and filter by: Non booked vouchers. Conversely Users can view the approved invoice (approve) and recorded at the Project by posting Booked vouchers.
Photo 104: Creditor invoice voucher
In Remainder handling, Users can track bills have been paid and the remaining part unpaid.
Photo 105: Remainder handling
3. Debtor invoice management In Debtor Invoice Management, Users can manage customer invoices (debtor) and change the invoice date, invoice number... etc.
Tab Approved: Express approved billing purchases
Ready for print tab: external receipts are setup as the "Mark as printed"
Tab Finalised: external receipts with the status as "Invoiced"
Drafts tab: external receipts with the status "Under Preparation" or "For approval"
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Photo 106: Debtor invoice management
Change the invoice date
Add number of bills
Announced total cost
Export invoice report
Attached bills to mail
Select all
Unselect
4. AR/AP eliminations and reminder handling Tại AR/AP eliminations and reminder handling, Users can track accounts payable, receivable.
Workbook allows Users to lookup the accounts, to be paid separately.
Image 107: AR/AP eliminations and reminder handling
In Reminder tab, Users can track part payments of Sales invoices or Creditor invoices.
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Image 108: Reminder tab
5. Debtor & Creditor payment views Workbook software supports Users in tracking and collecting payments from the Debtor and
Creditor weekly, monthly, yearly.
Weekly/ Debtor reminder management In Weekly/ Debtor reminder management (managing the debt reminders weekly), Users create
the debt reminders in Debtor reminder. Select Create a new debtor reminder appear, Users must fill out the information and click OK.
Reminder date
Min. total days from last reminder - For Example: 10, it means that "the lastest payment reminders are sent at least 10 days"
Min. no of days due - For Example: 10, it means "only includes invoices overdue more than 10 days"
Max. no of days due – For Example: 360, nghĩa là "only includes invoices overdue more than 360 days"
Min. due amount on debtor – For Example: 1.000.000, only send the debtor reminders which one has debts exceeding 1,000,000
Debtor: Select Debtor
Posting group: Choose Debtor groups (external debtor, internal debtor…)
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Image 109: Finance/ Create a new Debtor reminder
After entering the information, Users select the bills need to be reminded of the debtor.
Image 110: Select debtor invoices for Debtor reminder
In order to remind the debtor via email, Users select the tab icon in debtor reminder. Create an email reminder debtor window appears, Users select the functions.
To all debtors with due amount in current reminder round: create an email sending to all debtor has overdue debts.
Selected debtor only: just send to the selected debtors
Include report invoice list: a report containing a list of PDF invoices in the mail.
In the Report Layout, DebtorReminderInvoiceList: select Layout to the report contains a list of Invoices
Include copies of selected invoices: Include 1copy of the selected invoice
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Include my signature: including signature
CC email to my email address: CC email to the address of creator
Send test email to: Users enter one email address to sending a test mail.
Image 111: Debt reminding notification via email
Weekly/ Creditor payment proposal
In order to create a payment request (Creditor payment proposal), Users select Finance & Administration/
Weekly/ Creditor payment proposal and choose to add the new proposal.
Payment method: Payment Methods (Bank Transfer, Cash…)
Currency
Include payments until: Include all amounts that paid before the date
Payment date: the day the creditor invoices are paid
Payment group: select the payment groups
Creditor: select creditor to pay
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Photo 112: Create payment proposal
After you have created in the tab Payment Proposal in tab List, in Payment line invoice will show the creditor you want to pay. Please stick in OK collumn.
Image 113: Select bill for creditor invoices.
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After choosing bills to pay, users choose to browse and select Yes to invoice, the system will automatically create the Open entry in General. In order to switch to General Ledger, users need to choose
to view Open entry created.
Monthly/ Monthly checklist For Monthly checklist, users tick (ü) in Executed for the task list was completed, the user can take
notes about work in Comment column.
Image 114: Monthly checklist
Yearly/ Financial budget To setup Budget for a project, users perform in Finance & Administration/ Yearly/ Financial
Butget. In Budget Tab list, the users choose to create a buget.
Year: year of Budget creation
Title
After filling out the information, users approve the Budget by selecting in Budget list.
**** Note: After approval, the Budget will be locked and can not be done again. Users can only create copy and change (if needed).
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Image 115: Create Buget
In the Setup tab, users set the information about the Budget:
Tittle
Fiscal year
Approved by
Approved date
Select dimensions to add to the finance budget
Select to add Dimension, conversely select to delete Dimension.
Select account to add to financial budget: Select the accounts to add the budget will often be the revenue account. And adding and deleting accounts is similar to adding Dimension above.
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Image 116: Setup tab
In Account budget tab, enter your user accounts need to estimate and enter the amount in column Total cost estimate, the system will allocate under 12 months and users can manually adjust the amount and allocation.
Image 117: Account budget
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In Dimension budget tab, users set up the Budget based on selected Dimension in Budget list tab. The value is to be distributed in Total column and allocated monthly option (if needed).
Image 118: Dimension tab
In Realized tab, users can track real-time incurred data by each account
Image 119: Realized tab
Yearly/ Fiscal year ending In Fiscal year ending, users take to move the business results from P & L to the Balance sheet.
Users set up the account in Settings for the deferring in Settings/ Finance/ Basic finance settings:
1. Account from P/L is used for account movement 2. Capital account from Balance sheet
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Image 120: Create Account for Deferring
Users perform closing entries in Finance & Administration/ Yearly/ Fiscal year endings, then select
for account movement. Financial year ending appears, filling out the information:
Financial year
Period final date
Result account: P/L account
Net capital account: Balance sheet account
Voucher no.
Posting description: Note
Post and close the period: If users select “Post and close the period” then Journal is created as “Booked”. Unless choose Journal, it still will be created as “ Under preparation”.
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Image 121: Fiscal year endings
Administrative follow-up/ Open vouchers In Open vouchers, users track unapproved Vouchers and in the progress of “For approval” -20,
“New vouchers”-10. Besides, users can track vouchers with each icon is going with one
voucher status. For example: with users can track all vouchers at 10 (new vouchers).
Image 122: Open vouchers
Administrative follow-up/ Voucher with approval status “on hold” In “Voucher with approval status “on hold”, users can track the suspended vouchers.
GeneralLedgertoviewentry
Open
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Image 123: Vouchers with approval “on hold”
Administrative follow-up/ Vouchers on block creditor that are not booked Tại “Vouchers on block creditor that are not booked”, users tracks the blocked vouchers that not recorded in Project posting that users have found any errors in vouchers, and an user wants to suspend the payment until the problem is resolved.
Image 124: Vouchers on blocked creditor that are not booked
Administrative follow-up/ Job with expired end day In Job with expired end day, users can track Job project with the end date overdue that compared to the current date. This aids the user monitor the status of Job is overdue and behind schedule, and offer the solution for this.
Image 125: Job with expired end day
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Administrative follow-up/ Time entry approval follow-up Users can track employee time entry approval through the interface “Time entry approval follow-up” by the color is classified according to each individual status:
Image 126: Time entry approval follow-up
Administrative follow-up/ Finance accounts for approval When creating a new account in the Chart of accounts, but the request must be setup before using.
E-mail account will be "Blocked" and can not be used. Users can monitor accounts in Finance accounts for approval with the new accounts are created and the creators, date of creation and approval to the approver should be put to use.
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Image 127: Create the account in Chart of accounts
Image 128: Finance account for approval
Administrative follow-up/ Rejected approvals summary list In Rejected approvals summary list, it shows the entries are not approved as Time entry, material
entries, Purchase order..., etc.
Image 129: Rejected approvals summary list
Administrative follow-up/ Open time sheet entries In Open time sheet entries, Users can track time sheet with the status “Under preparation” or “For
approval”, “Approved” it means that this time entry is still not booked in the finance system.
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Image 130: Time entry approval
Administrative follow-up/ Open absence approval entries In Open absence approval entries, user can track the journal entries have not been approved for
leave is still in a status “For approval”, “Under preparation”.
Image 131: Open absence approval entries
Administrative follow-up/ Open personal expense entries Currently the cost of the status entry “Under preparation”, “ For approval” or “ Approved”-
this Material Entry has not been booked in the system yet.
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Image 132: Open personal expense entries
Administrative follow-up/ Open mileage entries In this module, users can monitor the list of entries for travel expenses to different statuses “Under preparation”, “For approval”, “Approved”. This means that the entry has not been recorded in Project posting.
Therefore, users choose to approve the selected entries and choose to cancel the reverse entry of travel expenses.
Image 133: Open mileage entries
Administrative follow-up/ Open material entries In Open material entries, users can track entry list of materials in different statused “Under preparation”, “For approval” or “Approved”. This means that the entry has not been recorded in Project posting.
Therefore, users choose to approve the selected entries and choose to cancel the reverse entry of travel expenses.
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Image 134: Open material entries
Administrative follow-up/ Open subsistence allowance entries Subsistence allowance entry with status “Under preparation”, “For approval” or “ Approved”-
So Subsistence allowance entry has not been booked yet.
Image 135: Open subsistence allowance entries
Administrative follow-up/ Monthly WIP Adjustment follow-up In Monthly WIP Adjustment follow-up, Users can track the job adjustments for each month in column “Total adjustment”.
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Image 136: Monthly WIP adjustment follow-up
Administrative follow-up/ Open job adjustments In Open job adjustments, users tracking the advance entry is not recorded yet in the financial system Project posting. The entries are under statuses “Under preparation”, “For approval” or “Approved”.
Image 137: Open job adjustments
Administrative follow-up/ Unsettled purchase orders Tại Unsettle purchase orders, users can use statistic of the Purchase orders have been approved
but not carried out transactions on the delivery of goods.
Users choose to settle all Purchase orders when it done.
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Image 138: Unsettle purchase order
Administrative follow-up/ Payment scheme amount exceed invoiced amount In Payment scheme amount exceed invoiced amount, Workbook aids users to track all approved bills with exceed invoiced amount.
Users select the icon at the corner of the cell in the Job Name to move directly to the Job with difference.
Image 139: Payment scheme amount exceed invoiced amount
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Image 140: The difference between the approved values and invoice values
General maintenance/ Data export In order to export the financial data in Workbook, in section Show, users choose what information to export. For example, select Balance sheet (216) to publish the balance sheet.
Image 141: Data export
Users choose to export into Excel, text…
Image 142: Data Exporting
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General maintenance/ Time entry price update Time entry price update
Fill out the information:
Customer
Job
From date/ To date
Update cost price
Update sales price
Update unapproved entries
Update approved entries
Include job with status
ü Quotation ü In process ü On hold ü Ready for invoicing ü Invoiced ü Cancelled
Image 143: Time entry price update
6. Finance/ Purchase order (P.O) **** Users should follow steps how to setup Purchase order in II. Setup the project plan/ 7. Jobs/Purchase order / 7.1 Purchase order-Approval.****
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After finishing phase and send P.O to the Supplier, It’s the time to get the the goods/services and Creditor invoice. Employee from Finance & Accounting department will continue the process of creating vourcher recognized for Purchase order has been approved in Finance & Administration/ Daily/ Credit
invoice management. Users choose - Create new entry: Create and fill the creditor invoice details
Creditor
Creditor invoice number
Creditor invoice date
Currency
Total amount
Voucher number
Payment definition: (cash, bank tranfer)
Payment method
Image 144: Create new voucher
Users choose - Add new voucher line fill link Creditor invoice with the previous PO.
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Image 145: Add new voucher line
Users enter information about the item code and VAT.
Image 146: Input item code & VAT
Operatingentry:incurredentriesnotrelatedtotheprojectduringtheoperationofthebusiness.
Projectentry
VATentry
Image 147: Choose entry for Job
After Employee from Finance & Accounting Department enter your billing information, the next posting in the financial system at the Finance & Administration / Daily / Project Postings. Users click on
the icon in column Book. The system will appear a window asking about whether to continue
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implementing the accounting entries recorded or not.
Image 148: Entries in Project posting
When users click Yes, the entry will be recognized as Booked and the system will notify the business has been recognized with the order of entry as follows:
Image 149: Notify the recognition of an entry
Users can keep track of the entries have been recorded in General ledger/ Journal entry.
Image 150: Journal entry
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After the Employee from Finance & Accounting Department posted in the financial system, Project Manager of Job will add to Settle P.O (Settle = carried out the purchase of the Purchase order)
Settle P.O users perform in Jobs / Expenditures / Purchase orders and pick which PO need to be
settled and choose to perform the function.
Image 151: Settle for Purchase order
Image 152: Implement Settle
Next is the payment of Creditor invoice, Employee from Finance & Accounting Department will
enter the system in Finance & Administration/ Daily/ General ledger and choose to create a new Journal:
Image 153: Create the new Journal
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After creating a new Journal, the system will move to the Journal entry and user select Approve for entry, the system will appear requesting confirmation window agreeing to approve this entry.
Image 154: Approval Window
Image 155: Completion confirmed
7. Expense entry, Mileage entry & Subsistance allowance ****Users see more detail in Part 2: Project management/ II.Planning in project management of WorkBook/ 15. Time & Material/ Expense entry.****
Same as Mileage, Subsistance Allowances also made similar to Expense entry. In Time & Material/ Personal entry/ Mileage (or Subsistence allowances).
Creating Mileage entry: user record travel expenses and allowance Subsistance: recognition of the work costs.
8. Material
Users can setup how to record material costs in Jobs/ Expenditure. In Material tab, users choose for adding the new line. “Add material entry to job” appears, users fill out the information & click OK.
Choose Material or Administration fee
Type
Date
1
Quantity
Comment
After creating a material entry, users need to be approved by higher level entry. After approved, the status
of the Material entry will be changed to "Approved" and Material entry will also appear in the Project posting.
Image 156: Create Material
After the entry has been approved and appears in Project posting, users choose "booking" to record the entry and click Yes to complete the record.
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Image 157: Book “Material entries”
After completing the recording, the system will display the following notice on the Material entries with the order of business.
Image 158: Number of transaction recorded
9. Purchase order management In Purchase order management, users can track the bills has been approved but not Settle - Supplier PO has been sent to Supplier for and has completed the supply of goods and services. Click "Settle" PO only if received the invoice from the Supplier and Creditor Invoice with this PO
attached. Finance Users can click here to "Settle" the PO.
Booking
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Image 159: Purchase order management
Part 2: Project management I. Process 1. New Business Workflow
1. Add the new Prospect to Workbook (account services)
Customer service (client sevices) is recorded in prospects
Using prospect in pipeline to track and export revenue forecast
2. Add 'Chance' in Pipeline and fill in percentage % (account services). This is used for Pipeline report
3. Do planning the job for project bidding & budgeting (account services) under the Create Job Bidding for agency's clients.
Create a schedule with estimated time agreement and the necessary human resources (roles)
4. Tracking time (all)
Assigned tasks and track time in any other tasks by the project's resources
5. Recognition of Pipeline & Job Lost (account services). Adjust working status into Cancelled
Adjust the Lost Pipeline (probably give more reasons as required) - Deactivate Prospect
6. Create Client & debtor (finance)
List of Clients, customers and customer groups are involved which agreed and created.
Create relevant debtor and it links to the resource.
7. Close Job & Pipeline Conversion (account services), marked bidding Job "Invoiced"
Mark Pipeline as "Won"
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Workflow 1: New business
3. Quoting Workflow 8. Adding a pipeline Workbook is recognised as a new chance (service account)
If you work less than 25% likely to go before (opportunity classification) then a pipeline section is added instead of a job / quote creation
When the pipeline is recognized as Lost, or switch to Job once it moves to "Likely"
9. The creation below customers and customer type (renamed from Project Workbook)
The service created by the account with all the relevant dimensions apply. See Annex 1 for a full list size)
10. Develop a Timing Plan (Account services)
The schedule created from a template
Forms to include interval, time, role (Source Group)
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11. Create / change Quotation (account services) Quote created from calendar
Cost 3rd party add Quotation
Quote verbally approved by Account Director (non-approved use of the system)
12. Create / Modify payment plan (Account services)
Each invoice is forecast through "payment plan" based on the Quotation
Payment plan updates throughout the life cycle of the work as required
13. Sending to customers (Account services)
Providing Quotation
14. Adjust Quotation / Job status to "In Progress" (account services). Quotation is recognized as approved.
Quote browser will automatically adjust the job status to "In progress"
Job status can be adjusted manually to progress without quotes (ie a job to back)
15. Remove the job (services account)
The job does not progress will be marked as canceled
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Workflow 2: Quoting
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4. Job Management Workflow
16. Add the final approval to the job summary (service account)
All meeting minutes and contact forms provide templates to build, and Briefs are stored in folders, and the summaries of the final approval will be added to the "Briefing" tab of a job for creative service
17. Adjust Timeline & Resource Plan
Customer service should only do this until the point of a summary is approved, then all need to go through adjustment of Creative Services
For creative services compensation will add specific milestones that will track the number of amendments and the allocated resources. Resource 6 x Additional resources will be added to the task (CAY, CAN, DAY, DAN, OBY, OBN), which will help track the reasons the job run more amendments. Export standpoint work will be used in Phase 1 to provide the initial report on the revision and an opportunity to evaluate the significance of the data.
18. Check the Task list
The group task lists using weekly table
Time supplemented mainly through the view by using one of two quick-time entries or a timer as favorite
19. Collaboration
Conversations function is used for official work and work related to cooperation
20. Time daily entry
Daily time sheets filled
Internal task times are directly inserted into the timesheet
21. Mission accomplished
The task is marked done using to keep accurate task list
22. Weekly Timesheet Approval
Each user browsing their timesheet weekend (once all is complete timesheets during that time)
Main separate timesheet serves as a "process" to restart the approval process
Timesheet will then go into production related approval and also the owner of the work that was assigned to the timesheets.
23. Enhance Purchasing
PO only be given by the manufacturer
To release the PO should be based on the approved price and the value of the PO, which can not exceed the estimated cost of the project.
24. Add / Modify expenses
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All costs Complaints will be managed by digital henceforth
Users will enter expenses and receipts uploaded costs.
25. Cost Job review - See example below.
The agency has requested an additional column: "Estimated less expenditure", the numbers will be displayed in red if it’s a negative number.
* J.O = Job Owner
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Workflow 3: Job Management
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5. Invoice & Job Closure Workflow 26. Create / Modify Draft Invoice
Services account to create and approve invoices when ready to bill
27. Approve Invoice
Finance received notice and adjust / approve bill
28. Finalise Invoice
Completing the bill (bill number)
29. Email Service account to Account Services, Or sending email directly from the system
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Lưu đồ 4: Invoice & Job closure
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6. Workflow of ending employees contract 30. Create / Adjust absence requirements/ leave.
After submitting the dodcuments to Line manager and finance department for approval.
Workflow 5: Leave
II. Workbook Establish project management processes in Workbook 1. I’m a project manager
As a Project Manager, users need to have access to all functions related to Project management.
2. The jobs book In Jobs book, users perform most of the functions of project management. From there, make New
Jobs, track the progress of recent projects and also in each user can add the Job Schedules, Price quotes, orders Purchases, Invoices and Files.
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Image 160: Job lists tab
Image 161: Tạo Job mới
In order to create a new Job, Users need to click the button and choose “Create new job”.
New job progression
Createthenewjobwithadvancedoptions
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Hình 162: Cửa sô Create new job
Company: Multiple companies
Customer: Job belongs to Clients
Department: Which department is responsible for the job
Customer contact: Choose/ Add more detail of client contact
Project: Choose/ Add Project of a job.
Price list: Choose price list
Team: Which team is in charge of the job
Job type: (media/website,…etc)
Project manager: Allocate resource to project manager
Account manager: Allocate the Account manager to follow up the Job
Time entry: Allow users make timesheet entry within this Job.
Job status: Status of the Job (In process, in quotation…)
Job end date: Setup the end date of a Job
Billable job: Setup Billable or not. It’s impossible to change this setting if there is any cost has been recorded for the Job
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Job no: This only can be seen when the user has installed "Job creation setup"
Job name: This is allowing users to easily identify by Job
Job folder name: Same as Job name. Job folder name will have the number before each job.
Example: "1031-BigMart".
2.1. Invoicing In Invoicing tab, users enter relevant information about the debtor::
Debtor: select customer that will receive an invoice
Delivery debtor: Select debtor information (in case of any services provided in a foreign country).
Administration fee: Choose the fixed costs for Job, when Job is done.
Retainer settings: Settings if Job is Job Retainer
Customer order no.: Enter the number of the customer
Image 163: Create new job/ Invoicing
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2.2 Dimension At Dimension table, the user can set any data for this Job.
Image 164: Create new job/ Dimension
2.3 Folder tabs At the Folder tab, users can set if the system creates a subdirectory on a file server or just create a folder in the path request.
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Image 165: Create new job/ Folders
2.4 Duplicate Job Duplicate tab allows users to save time filling out the details for the Job, it provides functionality to copy information from Job availability in the system.
Name of new job: insert name fit helps users easily identify Job
Billable job: : install Billable or not. Can not change this setting if there is any cost has been recorded for the Job
Include Description: The system will copy the Description
Include Price quote: The system will copy the information Price quote
Include Purchase order: The system will copy the Purchase Order
Include Invoice: The system will copy the information / content of Invoice
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Include Scheduling: The system will copy the Scheduling
Active new plan: Implement the plan immediately. Just setup this function when the user does not have to change the Task, date or time allocation.
Copy task resources: copying information of whom get the Job done
Copy resource hours allocation: copying the time allocations of a staff
New start date: Install the start date for Scheduling
Update hour cost and sales prices (…): if users copy Job is done with a Price list, please use this function to update Price list / rate card
Image 166: Duplicate job
3. Briefing In the Briefing, the user can write or type a new brief from another file. Briefing is a main document that can be used for all users accessing Job, so Briefing needed to ensure that accurate and updated regularly.
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Image 167: Briefing
4. Desciption At Description, users fill out detailed information about Jobs.
Image 168: Create Description
5. Scheduling Under Scheduling, Time plan user settings related to Job. Time plan built by Phases and Tasks. To create a new Schedule, you can use the "Copy from" to add a plan from a Job Time else, or use templates or switch Price quotes a suggested plan.
Image 169: Scheduling
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Image 170: Feature of “Copy data from”
5.1 Scheduling /Phases Phases, users can add on Schedule Phases and to group tasks (tasks).
Image 171: Create Phases
5.2 Scheduling/ Tasks In Tasks, users can create tasks and allocate employees, perform this task. When an employee assigned to Task, To-do list of employees that will appear Tasks assigned.
Image 172: Create Tasks
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Add tasks:
Image 173: Add New Task
5.3 Scheduling/ Reschedule tasks Users can use the Scheduled Tasks to reallocate Time plan.
Image 174: Reschedule tasks
After selecting Task that required to reallocation in the time plan and choose Reschedule Task, users enter information that is related to reallocation of time plan.
Image 175: Reschedule tasks
1. Number of calendar days: Start date will be changed based on the number of people who enter the desired date. Feature "Number of calendar days" will always count all days and weekend. However, if allocated on a holiday, the system will automatically allocate the task to the next working days.
2. Number of work days: With same function as "Number of calendar days" but with the "Number of work days", the system will only allocate time plan in the working days and skip the weekends.
3. New start date: The system will change the start date of the task, so the system will change the end date of the Task.
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4. New deadline: The system will change the deadline date to a later date and adjust the day started with the implementation dates of the Task unchanged.
5.4 Scheduling/ Allocating resources Người dùng phân bổ thời gian làm việc cho nhân viên tại phần “Booking”.
Image 176: Allocate staffs
Basic time: Enter the number of hours employees under labor law timesheet (8 hours / day)
Capacity: Time in current day of the project. Eg projects from 1/11- 15/11, the current date is 3/11, the system will calculate Capacity for employees from 3/11 - 15/11.
Available: The number of hours employees can make Tasks done for the project.
Not booked: Time booking of employees were available beyond the hours allowed, the system will automatically record the number of hours in excess of the "Not booked" and highlighted in red.
5.5 Scheduling/ Hours allocation Workbook System can allocate time to working days based on two methods: first available capacity (based on availability of staff time) and even distribution (distributed evenly).
Time : 3 Days Allocating time: 12 hours (First available capacity)
Even distribution of hours:
5.6 Scheduling/ Gantt chart Gantt chart showing the phases, tasks and duration of the Phases / Tasks
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Image 177: Gantt chart
5.7 Scheduling/ Booking status Booking status provides users with an overview of the capacity of the support staff as well as the book of employee hours, avoiding overtime book. Besides, users can monitor the employees are made to separate Job 1 in "Current job" or all Job "All job".
Image 178: Booking status
5.8 Scheduling/ Time entry At Time entry, the user can view the staffs who make the timesheet entry for the hours Tasks assigned.
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Image 179: Time entry
6. Jobs/ Price Price tab is used to generate an estimated costs related to the job implementation.
Image 180: Price header
When we create the Price quote, users can use the Copy Data -> Copy data from the data source and select the data source into the system helps to save time than to create the new Price quote.
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Image 181: Create Price quote
6.1 Price/ Phases Follow Schedule time plan, Price quote is built using the Phases and Activities. Phases are used to
group the Activity lines. At each line price quote, the user will select a "Activity" is defined as a role (eg Project manager), then the system will automatically add the card-based Rate Price list has been selected when creating a Job. A phase contains a number, name and description.
Image 182: Phases
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6.2 Price/ Activities lines In the Activities tab lines, Users can enter Activities lines from the menu in the "Activity" and
prices will be updated from Price list. Print Activities tab lines, computer users by entering Activities from the menu price lines in the "Activity" and prices from Price Will Be updated list.
Image 183: Activities line
In case the user wants to add the line please select on the toolbar to add a line or choose in case you need to delete the line.
6.3 Price/ Comment At Comments tag, the user input the relevant information about Price quote (if needed).
Image 184: Input comment
If users do not want to receive the same information about each comment when creating a new price quote,
users can get information from the standard list by choosing your comment .
6.4 Price/ Material calculation At Material calculation, the user can calculate the raw materials used for the Job. It will assist in
many cases users of material entry and sales. Once users enter information about the number, you can switch the activity calculated to Price quote lines.
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Image 185: Material Calculation
6.5 Price/ Approval At Approval tab, users can add Price quote approver names of price quote in case of need to add a
approver (Before the Approval has been installed from the Setup).
Image 186: Approval
7. Jobs/ Purchases order Users use Purchase order to create cost included in Job before receiving invoices from suppliers
and Purchase order is sent to the supplier to ensure that everyone agreed the order details.
Choose to create Purchase order and choose to cancel Purchase order. To approve Purchase order,
User choose and to cancel an approval of Purchase order.
Image 187: Input Purchase order
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7.1 Purchase order/ Approval
When Purchase order is approved (Users choose to approve Purchase order), approver and and approve date will be showed on Approval Tab, In case, Purchase Order needs to be approved from the
others, users need to add or choose to delete.
Image 188: Approval tab
After approving P.O, status of “Under preparation” will be “Ready for approval”.
Hình 189: Tình trạng Under preparation
Image 190: Ready for approval
****Note: It only can be deleted at the Approval tab, can not remove default approver in the system during installation.****
After users choose Purchase Order, at Conversation & Notification of person who is assigned will appear the notice box about PO need to be approved.
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Image 191: Conversations & Notifications
**** Note: users can perform in Conversation & Approval or Reject Notification or in the To-do / Approvals / Purchase orders. ****
Image 192: Notifications in To-do/ Approvals/ Purchase orders
After Purchase order (P.O) is approved, people can track up P.O in Jobs / Purchase Order / Approval.
Image 193: Track approvers of Purchase order
Reject
Approval
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Users can check the status of PO at Header that is changed to "Approved".
Image 194: Status of “Approved” for Purchase order
8. Jobs/ Expenditures Expenditure tab allows users have an overview of the current fiscal Job. There are 5 columns to view:
Price approval: shows the amount of each Acitivity from Price quote approved.
Schedule: presents the number of hours that are allocated to each employee (hourly rate) from the Price list.
Expenditures: presents cost per Hours, Material, Purchases and Purchases orders that is approved.
Invoicing: presents the amount on “Invoice lines”
Balance: The difference between the actual costs incurred and the amount on the invoice.
****Note: the user wants to see more of Expenditure, please select Hours tab, Material or Purchases tab order. ****
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Image 195: Expenditures
9. Jobs/ Invoice Invoice table is used to create invoices for Job, in "Invoice header" you set the information related
to the bill. Users can use the "Copy data from" to get information from other sources such as current expenditure job, another invoice, default price list ...
When creating a new Invoice, users will select one of the following bills:
Final invoice: the invoice is made when you finish Job, only a single time.
Credit note: adjust invoice value, reduce turnover.
Invoice on account: receipts, but not collecting money.
Partial invoice: Export the bill each time, according to the project schedule.
Users input the information related to the Invoice as:
Invoice type
Invoice date
Language
Copy data from
Currency
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Image 196: Invoice type
When users complete inputting the information on the invoice, the invoice will be created with
the status "Under Preparation". Users select transfer invoice to Approval tab, the status is “For approval” at the moment.
Approve Invoicelines
Underpreparation
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Image 197: Invoice
Image 198: Approval for Invoice
After Invoice is converted to status "For approval" in the To-do / Apprpvals / Sales invoice of the approver, it will be on the invoice need to be approved.
Image 199: Request to approve
When approved, the bill will change the status to "Approved internally". Users choose Finalize button to invoice can be transferred to the Project posting
Image 200: Recognized in Project posting
To confirm the record for the invoice, the user moves to the Finance & Administration / Daily /
Project posting. Select the sales invoice and choose to record Sales invoice.
ApprovedInternally Finalize
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Image 201: Sales invoice
Once done, the system will appear on the bulletin board noted succeeded Sales invoice and are numbered.
For bills paid at the Finance & Administration / Daily / General Ledger, users create a Journal entry and select the debtor code, the system will automatically list the bills related to the debtor. Users will select the invoices have been paid and choose Approve -> Finalize.
Image 202: Recognise the paid invoices
v Billing first:
2
1
3
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For the first billing to customers, users create "Invoice on account". In section Invoice lines tab, users select the code and enter the amount in the Activity section Extra (without VAT). Once you create
the invoice, the user chooses to approve and choose - Finalize for system to conduct recognized bills in the financial system in Project posting.
Image 203: Invoice on account
Image 204: Input Invoice lines tab for Invoice on account
Users move to the modules Finance & Administration to proceed Book - receipts recorded before. Please select Book for accounting bills and see in "Show posting suggestion".
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Image 205: Invoice on account
9.1 Invoices/ Phases Phases is used to group the invoice lines. Phase includes number, name and description.
Image 206: Invoice/ Phases
9.2 Invoices/ Invoices lines In invoice lines tab, users can calculate the amount on the bill by adding "Activities lines" selected
. At Activity in the column, you'll see a list of Activities to choose. Meanwhile, Price will be automatically entered into the Price list are selected based on the Job.
Book
Xemhạchtoán
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Image 207: Invoice/ Invoice lines
9.3 Invoices/ Approval When Invoice is approved, name of approver and date will show in Approval tab. In case, Invoice
need to be approved by others, add or choose to delete.
10. Jobs/ Documentation
11. At each Job, users can upload any file related to Job by selecting . When users create a Job, the system will automatically add a folder structure. You can store files directly in it.
Image 208: Upload files
12. Jobs/ Conversation Conversation tab allows users to communicate through the system while reducing communicating
via mail. This ensures that all important information is kept in the system.
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Image 209: Conversation tab
13. Resource Management/ Scheduling views In Scheduling, users will have an overview of all Tasks, resoucres under different angles.
Image 210: Scheduling
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14. To do list/ Time sheet In the To-do list, the user will see their assigned tasks. Users can enter timesheet by clicking to
select "Make time entry" then fill the content of work and the worked hours.
Image 211: To-do/ Task list
When the task is completed, the user selects “Set task as done”
Transfer the status to “Completed”.
15. Time & materials/ Time sheet In addition to completing the timesheet as above, the user can fill in the following way Timesheet:
Image 212: Filling Timesheet
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After filling, users choose -> “Approve selected day” for approval.
Image 213: Approve selected day
16. Time & materials/ Expense entry Users can add personal expenses to Jobs or the charges are not related to Jobs as "Private
withdrawals" (if using a company credit card).
Users create Expense entry in Time & material/ Personal entry/ Expense entry, select to add new Expense entry.
Image 214: Expense entry
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After that, users make expenses entry will select for approval. After the entry is approved, system will automatically generate Voucher cho entry with a status of “For booking” in Finance & Administration/ Creditor invoice management.
Image 215: Approve Expense entry
Image 216: Expense entry in Creditor invoice management
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In Finance & Administration / Daily / Project posting, expense entry is created will connect directly to the Project posting. Here, users select "Book" to confirm the booking, and choose Yes to complete. To view the account, users select "Show posting suggesting summary" for details on how to plan
Image 217: Voucher
Posting suggestion summary
Book
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