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faq [2026/05/11 04:04] – [General] chillhubadminfaq [2026/07/24 14:03] (current) – chillhubadmin
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 ===== General ===== ===== General =====
    
-++++ How to Batch Import Data into Chillhub? | 
- 
-Refer to the guide below: 
-[[batch_import|Batch Import Guide]] 
- 
-++++  
  
 ++++ How can I track who made changes to records and when in the system? | ++++ How can I track who made changes to records and when in the system? |
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 ++++ ++++
  
 +++++ How many decimal places does Chillhub support? |
 +Chillhub supports different decimal precision depending on the field:
 +  * Purchase Invoice Item Unit Price - up to **6 decimal places**
 +  * Item quantities - up to **4 decimal places**
 +  * Monetary fields (totals, amounts) - up to **2 decimal places**
 +
 +Note: Purchase Invoice Item Unit Price supports the higher precision (6 decimals) to handle rounding differences when allocating supplier invoice amounts across items.
 +++++
 ===== Sales ===== ===== Sales =====
    
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   * Go to Quotation Page   * Go to Quotation Page
-  * click the Options {{mdi>dots-horizontal?24}} button on the confirmed quotation+  * click the Options {{mdi>dots-horizontal}} button on the confirmed quotation
   * Choose:   * Choose:
     * **Create/Edit Sales Order** for confirmed orders, or     * **Create/Edit Sales Order** for confirmed orders, or
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 ++++ What is the difference between total revenue, total billed, total unbilled, and total sales in Dashboard? | ++++ What is the difference between total revenue, total billed, total unbilled, and total sales in Dashboard? |
 **Monthly Sales Metrics** **Monthly Sales Metrics**
-  * **Total Billed** = Total billed invoices and their adjustments (Credit/Debit Notes) +  * **Total Billed** = Total billed invoices and their adjustments (Credit/Debit Notes), including Sales and Service Tax 
-  * **Total Unbilled** = Sales Orders where invoices have not yet been issued+  * **Total Unbilled** = Sales Orders where invoices have not yet been issued, including Sales and Service Tax
   * **Total Sales** = Total Billed + Total Unbilled   * **Total Sales** = Total Billed + Total Unbilled
 **Monthly Financial Metrics** **Monthly Financial Metrics**
-  * **Total Revenue** = Total Billed Invoice + Credit & Debit Notes + Other Income within the selected month.+  * **Total Revenue** = Total Billed Invoice + Credit & Debit Notes + Other Income within the selected month, excluding Sales and Service Tax
  
 **Note**: **Note**:
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 **Step 2: Record Stock Arrival (Warehouse Team)** **Step 2: Record Stock Arrival (Warehouse Team)**
 \\ When stock arrives: \\ When stock arrives:
-  - Click {{mdi>pencil?24}} button for the specific purchase order+  - Click {{mdi>pencil}} button for the specific purchase order
   - Go to **Delivery** tab   - Go to **Delivery** tab
   - Click the + **New** button   - Click the + **New** button
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 **Step 3: Key in Purchase Invoice (Finance Team)** **Step 3: Key in Purchase Invoice (Finance Team)**
 \\ When supplier invoice arrives: \\ When supplier invoice arrives:
-  - Click {{mdi>pencil?24}} button for the specific purchase order+  - Click {{mdi>pencil}} button for the specific purchase order
   - Go to **Invoice** tab   - Go to **Invoice** tab
   - Click the + **New** button   - Click the + **New** button
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 **Option B: Split items** **Option B: Split items**
   - At the Purchase Invoice form, go to the Items Tab.   - At the Purchase Invoice form, go to the Items Tab.
-  - Click {{mdi>call-split?24}} button to one of the items+  - Click {{mdi>call-split}} button to one of the items
   - Split the quantity into parts (e.g. 10 units → 9 + 1)   - Split the quantity into parts (e.g. 10 units → 9 + 1)
   - Assign different unit prices to the split items such that the total matches the supplier invoice amount.   - Assign different unit prices to the split items such that the total matches the supplier invoice amount.
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 **Step 3: Link to Product** **Step 3: Link to Product**
   - From **Main Menu** -> **Master Data** -> **Product**   - From **Main Menu** -> **Master Data** -> **Product**
-  - Click {{mdi>pencil?24}} button for the specific product.+  - Click {{mdi>pencil}} button for the specific product.
   - Assign the **UOM Conversion**.   - Assign the **UOM Conversion**.
   - Save   - Save
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 **Ship/Replenish** **Ship/Replenish**
   - You can access shipping / replenish form from:   - You can access shipping / replenish form from:
-    - **Inventory Page** → Click Options {{mdi>dots-horizontal?24}} → Ship / Replenish (by product) +    - **Inventory Page** → Click Options {{mdi>dots-horizontal}} → Ship / Replenish (by product) 
-    - **Invoice / Sales Order / Purchase Order Page** → Click Options {{mdi>dots-horizontal?24}} → Ship / Replenish (by document)+    - **Invoice / Sales Order / Purchase Order Page** → Click Options {{mdi>dots-horizontal}} → Ship / Replenish (by document)
     - **Invoice / Sales Order / Purchase Order Form** → Go to Delivery tab → Click Ship / Replenish     - **Invoice / Sales Order / Purchase Order Form** → Go to Delivery tab → Click Ship / Replenish
     - **Main Menu** → Ship / Replenish (view by date)     - **Main Menu** → Ship / Replenish (view by date)
-  - Click the {{mdi>pencil?24}} button to edit transactions.+  - Click the {{mdi>pencil}} button to edit transactions.
   - Enter **Qty Deliver** to record quantity ship from/replenish to respective warehouse.    - Enter **Qty Deliver** to record quantity ship from/replenish to respective warehouse. 
   - Inventory **quantity on hand** will be updated accordingly upon saving.   - Inventory **quantity on hand** will be updated accordingly upon saving.
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 Once the purchase invoice is available in the system, you must **re-save the invoice (Save Only)** to trigger a recalculation of the item cost. Once the purchase invoice is available in the system, you must **re-save the invoice (Save Only)** to trigger a recalculation of the item cost.
  
-Alternatively, you can go to the **Invoice Page** → click {{mdi>dots-horizontal?24}} More Actions → select **Update Cost Status**. The system will attempt to recalculate the cost for invoices marked with Shortage cost status **within the selected month**.+Alternatively, you can go to the **Invoice Page** → click {{mdi>dots-horizontal}} More Actions → select **Update Cost Status**. The system will attempt to recalculate the cost for invoices marked with Shortage cost status **within the selected month**.
    
 ++++ ++++
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   - Open **Debtor** page from **Main Menu** -> **Accounting** -> **Debtor**   - Open **Debtor** page from **Main Menu** -> **Accounting** -> **Debtor**
   - Click the **Search** button to find the customer    - Click the **Search** button to find the customer 
-  - Click the {{mdi>pencil?24}} button+  - Click the {{mdi>pencil}} button
   - Enter the **date range**   - Enter the **date range**
   - Click the {{mdi>refresh}} **Fetch Data** button   - Click the {{mdi>refresh}} **Fetch Data** button
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   - Open **Customer** page from **Main Menu** -> **Operational Data** -> **Customer**   - Open **Customer** page from **Main Menu** -> **Operational Data** -> **Customer**
   - Click the **Search** button to find the customer    - Click the **Search** button to find the customer 
-  - Click on the {{mdi>pencil?24}} button.+  - Click on the {{mdi>pencil}} button.
   - Edit the customer details.   - Edit the customer details.
   - Click Save   - Click Save
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   - Select the job node in **Calendar View**    - Select the job node in **Calendar View** 
     * Alternatively, switch to the **List** tab and locate the job to be repeated     * Alternatively, switch to the **List** tab and locate the job to be repeated
-  - Click {{mdi>dots-horizontal?24}} button+  - Click {{mdi>dots-horizontal}} button
   - Click {{mdi>calendar-repeat}} **Repeat**   - Click {{mdi>calendar-repeat}} **Repeat**
 **Set recurrence details** **Set recurrence details**
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   * Go to Invoice/Sales Order Page   * Go to Invoice/Sales Order Page
-  * Click the Options {{mdi>dots-horizontal?24}} button for the specific invoice or sales order+  * Click the Options {{mdi>dots-horizontal}} button for the specific invoice or sales order
   * Select **Schedule** to view existing jobs for the invoice or sales order   * Select **Schedule** to view existing jobs for the invoice or sales order
   * If no job exists, click **New** to create a schedule   * If no job exists, click **New** to create a schedule
-  * To clone an existing schedule job, click the Options {{mdi>dots-horizontal?24}} button for the specific job. Available options:+  * To clone an existing schedule job, click the Options {{mdi>dots-horizontal}} button for the specific job. Available options:
     * **Copy** → Use this to manually add another schedule → Set a new date/time and save     * **Copy** → Use this to manually add another schedule → Set a new date/time and save
     * **Repeat** → Use this for recurring schedules (e.g. weekly/monthly) → Define the recurrence pattern and the system will automatically generate scheduled jobs     * **Repeat** → Use this for recurring schedules (e.g. weekly/monthly) → Define the recurrence pattern and the system will automatically generate scheduled jobs
    
 ++++ ++++
-  + 
-===== Accounting ===== +===== Sub-Users ===== 
-  +++++  How do I enable the Sub-user add-on? | 
-++++ How can I perform bank reconciliation? | +Go to **User Menu** → **Subscription**. 
-  + 
-  - From **Main Menu** -> **Accounting** -> **Bank Reconciliation** +In the **Add-On: 10 Sub-users** section, set the **Add-on Quantity** based on how many packs you need. Each unit represents **10 sub-users**. 
-  - Select **Account** + 
-  - Select **Month** or use the arrows to navigate. +For example: 
-  - Optionally, uncheck **Show Pending Reconciliation** to include already reconciled transactions. +  * Add On Qty 1 = up to 10 sub-users 
-  - Click **Fetch Transactions** button to load transactions for the selected account. +  * Add On Qty 2 = up to 20 sub-users 
-  - Compare each transaction with your **Bank Statement** +  * Add On Qty 3 = up to 30 sub-users 
-  - Tick the checkboxes for matched transactions, + 
-  - Click **Save** to complete the bank reconciliation. +Click **Save** to activate the add-on. 
- +
 ++++ ++++
-===== Staff & Sub-Users =====+++++ How do I enable expense claim submission for employees in Chillhub |
    
-++++ How can I enable my staff to submit their claims to Chillhub? | +**Setup: Create Sub-User Role** 
-  +  - Open **Sub Users** from User Menu 
-**Step 1: Set Permission** +  - Select **Sub-user roles** tab 
-  - Go to Sub-Users +  - Click **New** button to create a sub-user role. 
-  - Click Sub-User Roles +  - Set permissions as follows: 
-  - Update settings: +    * For employees, set **Business Transaction** → **Expense** → **Self-Service** 
-    * Set Expenses → Self-Service +      * Permission to create, view, and submit **own expenses only**. Approval access is not allowed. 
-    * Set Accounting (Chart of Accounts) → Select Only +    * For approvers, set **Business Transaction** → **Expense** → **Full Access** 
-  +      * Permission to view, create, edit, approve, reject, cancel, and manage **all expenses**.  
-**Step 2: Staff Submit Claim** +**Employee submit expenses** 
-  - Go to Expenses +  - Open **Expense** page from main menu 
-  - Click + New +  - Click the **New** button 
-  - Take a photo of the receipt (Amount and reference number will be auto-populated) +  - Upload **Receipts** or support documents 
-  - Review and confirm details +  - Select **Expense Account** 
-  - Click Save as Submitted+  - Enter all fields:  
 +    * **Date** 
 +    * **Description** 
 +    * **Amount** 
 +    * **Reference No.** 
 +  - **Save** the expense as **Submitted** 
 +**Manager approve expenses** 
 +  - Open **Expense** page from main menu 
 +  - Click **Select Status** and select **Submitted** 
 +  - Click {{mdi>pencil}} to open the expense 
 +  - Review details of the submitted claim 
 +  - Enter **Remark** if needed 
 +  - **Save** the expense as **Approved** or **Rejected** 
    
 ++++ ++++
    
-++++ If I have many staff members and want to give them login permissions, what should I do? |+++++ Can multiple users access Chillhub from different devices at the same time? |
    
-You can create sub-users and assign them specific access permissions. +A single account can be logged in and **used simultaneously across multiple devices**, and it may also be accessed by different users. 
-  * Each staff will have their own login + 
-  * Access can be controlled based on their role +However, for better control and traceability, especially in a multi-employee environment, it is recommended to create **Sub-Users** with individual login credentials and role-based permissions. 
-  * They can log in via: app.chillhub.com.my+ 
 +This allows you to: 
 +  * Assign **different access levels** for each employee 
 +  * Track actions by individual users (**audit trail**) 
 +  * Improve security and accountability
    
-Learn how to set up sub-users here: https://wiki.chillhub.com.my/doku.php?id=subuser +Learn how to set up sub-users [[subuser|here]]
-  +
-++++ +
-  +
-++++ How many people can log in at the same time? | +
-  +
-A single login can be used simultaneously across multiple devices and by different users. +
-  +
-If you need different permission levels and want to track actions by individual employees, you can create sub-users with specific roles and access rights. +
-  +
-Learn how to set up sub-users here: https://wiki.chillhub.com.my/doku.php?id=subuser+
    
 ++++ ++++
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 ++++ I just registered for Chillhub; what should I do now for setup? | ++++ I just registered for Chillhub; what should I do now for setup? |
    
-**How to set up system settings?** +Check out the [[initial_data|setup guide]] for step-by-step instructions on configuring your system, including settings, master data, inventory, pricing, and chart of accounts. 
-  +\\ This will help you get your Chillhub account fully ready for daily operations.
-Learn how to configure essential features such as e-Invoice, tax rates, document headers, templates, teams, warehouse, and employees: https://wiki.chillhub.com.my/doku.php?id=initial_data +
-  +
-**How to manage accounting settings?** +
-  +
-Learn how to: +
-  * Manage Chart of Accounts +
-  * Configure Financial Period at button {{mdi>calendar-range}} +
-  * Manage Account Rules at button {{mdi>gavel}} +
-  +
-Guide here: https://wiki.chillhub.com.my/doku.php?id=accountchart+
    
 ++++ ++++
  
-++++ What is the logo size I should prepare for Chillhub? |+++++ What is the recommended company logo format and size used in Chillhub? |
  
-\\ **Max width** — 567 pixels +Chillhub supports common web image formats, including **JPEG, PNG, GIF, WebP, SVG, and AVIF**. 
-\\ **Max height** — 132 pixels+\\ **Recommended maximum logo dimensions:**
  
-\\ If the logo exceeds these dimensions, it will be resized proportionally.+  * **Max width**: 567 pixels 
 +  * **Max height**: 132 pixels 
 + 
 +If the uploaded logo exceeds these dimensions, it will be **automatically resized proportionally** to fit. 
 + 
 +To upload your logo: 
 +  - Go to **User Menu** → **Settings** → **General** 
 +  - Upload your company logo in the designated section
  
 ++++ ++++
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 ++++ ++++
 +
 +++++ How do I perform a bulk data import? |
 +
 +Refer to the guide below:
 +[[batch_import|Batch Import Guide]]
 +
 +++++ 
 +
 +++++ How do I revise selling prices for all products and services at once?  |
 +
 +Refer to the guide below:
 +[[pricing#import_export_pricing_data|Import/Export Pricing Data]]
 +
 +++++ 
 +++++ Does Chillhub have an API for integrating with external systems? |
 +
 +Yes, refer to the [[apidoc|API Documentation]] page for the full Swagger reference, including available endpoints, request/response formats, and authentication details.
 +\\ You'll need an API Key configured as a sub-user to authenticate your requests — see the [[subuser|Sub-user configuration]] page for how to set one up.
 +
 +++++
 +
  • faq.1778472277.txt.gz
  • Last modified: 2026/05/11 04:04
  • by chillhubadmin