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schedule [2025/07/24 08:46] – chillhubadminschedule [2026/07/10 03:13] (current) – chillhubadmin
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 ===== Scheduling ===== ===== Scheduling =====
 Please refer to the guide below for detailed information on scheduling module. Please refer to the guide below for detailed information on scheduling module.
 +\\ {{youtube>CnWzD_urnRk}}
 ++++ Manage Schedules: Overview of all scheduled tasks, deliveries, and services in either a calendar or list view  | ++++ Manage Schedules: Overview of all scheduled tasks, deliveries, and services in either a calendar or list view  |
 === Manage Schedules === === Manage Schedules ===
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   * Navigate the Sales Order page by selecting **Menu** -> **Scheduling**    * Navigate the Sales Order page by selecting **Menu** -> **Scheduling** 
   * The following options are located on the toolbar   * The following options are located on the toolbar
-    * {{mdi>magnify?24}} **Search**: Allows you to search for specific data +    * {{mdi>magnify}} **Search**: Allows you to search for specific data 
-    * {{mdi>refresh?24}} **Refresh**: Updates the current view by reloading the data +    * {{mdi>refresh}} **Refresh**: Updates the current view by reloading the data 
-    * {{mdi>download?24}} **Export to Excel**: Enables exporting the current view data to an Excel file. +    * {{mdi>download}} **Export to Excel**: Enables exporting the current view data to an Excel file. 
-    * {{mdi>plus?24}} **New**: Creates a new entry or record in the system.+    * {{mdi>plus}} **New**: Creates a new entry or record in the system.
       * **New Appointment**: Schedule a new job.       * **New Appointment**: Schedule a new job.
       * **New Daily Note**: Add a daily note for reference       * **New Daily Note**: Add a daily note for reference
   * Additional Filter and Navigation :   * Additional Filter and Navigation :
-    * {{mdi>calendar-today?24}} : Jump to a specific date. +    * {{mdi>calendar-today}} : Jump to a specific date. 
-    * {{mdi>chevron-left?24}} : Move to the previous week (desktop) or previous day (mobile). +    * {{mdi>chevron-left}} : Move to the previous week (desktop) or previous day (mobile). 
-    * {{mdi>chevron-right?24}} : Move to the next week (desktop) or next day (mobile). +    * {{mdi>chevron-right}} : Move to the next week (desktop) or next day (mobile). 
-    * {{mdi>plus?24}} **Date** : Shows the selected weekly range (desktop) or a single date (mobile). +    * {{mdi>plus}} **Date** : Shows the selected weekly range (desktop) or a single date (mobile). 
-    * {{mdi>account-multiple?24}} **Filter by Team** : Narrow down schedules based on assigned teams. +    * {{mdi>account-multiple}} **Filter by Team** : Narrow down schedules based on selected assigned teams (and team categories). \\ {{:schedule:schedule_6.jpg?400|}} 
-    * {{mdi>link?24}} **Customer Form** : Generate a self-filled form for customers to submit their details. +    * {{mdi>calendar-check}} **Show Free Slots**: Displays the available time slots of the selected teams on the calendar. \\ {{:schedule:schedule_5.jpg?500|}} 
-    * {{mdi>clipboard?24}} **Open Requests** : View incoming customer form submissions. +    * {{mdi>dots-horizontal}} More actions: 
-      * A badge indicates the number of open submissions. +      * {{mdi>link}} **Customer Form** : Generate a self-filled form for customers to submit their details. 
-      * Take one of the following actions on open requests: +      * {{mdi>clipboard}} **Open Requests** : View incoming customer form submissions. 
-        * Schedule    +        * A badge indicates the number of open submissions. 
-        * Creating invoice +        * Take one of the following actions on open requests: 
-        * Create sales order +          * Schedule    
-        * Create quotation +          * Creating invoice 
-        * Saving customer details.+          * Create sales order 
 +          * Create quotation 
 +          * Saving customer details.
   * Views Tab:   * Views Tab:
     * **Calendar**: Displays scheduled jobs in a weekly calendar view (desktop) or a daily calendar view (mobile). \\ {{:schedule:schedule_1.jpg?600|}}     * **Calendar**: Displays scheduled jobs in a weekly calendar view (desktop) or a daily calendar view (mobile). \\ {{:schedule:schedule_1.jpg?600|}}
-      * **Total**: Shows the total amount to be received or earned for the selected day.+      * **Total**: Shows the total amount to be received or earned for the selected day. //(Hidden from users without **Invoice** access)//
       * **Notes**: Displays daily notes for quick reference.       * **Notes**: Displays daily notes for quick reference.
       * **Events**:        * **Events**: 
-        * Display time, ✔(completed status) customer name, address, contact information+        * Display time as //Planned// or //Actual (Planned)//, completion status (✔), customer name, address, and contact details. 
 +        * {{mdi>paperclip}}: Indicates that the job has one or more attachments.
         * Event color is determined by the assigned team color configured in user settings.         * Event color is determined by the assigned team color configured in user settings.
       * Clicking on an event or note opens a **context menu** with the following options:       * Clicking on an event or note opens a **context menu** with the following options:
-        * {{mdi>pencil?24}}: View and modify job or note details. +        * {{mdi>pencil}}: View and modify job or note details. 
-        * {{mdi>content-copy?24}}: Create a copy of an existing job or note. \\ //Notes: Invoice No., Sales Order No., Delivery Order No., Amount will not be copied over// +        * {{mdi>delete}}: Remove the job or note details. 
-        * {{mdi>delete?24}}: Remove the job or note details.+        * {{mdi>dots-horizontal}}: Opens a menu with additional options 
 +          * {{mdi>content-copy}} **Copy**: Create a copy of an existing job or note. \\ //Notes: Amount will not be copied over// 
 +          * {{mdi>calendar-repeat}}: **Repeat**: Create a recurring schedule based on the selected job or note.   
       * Schedule a new job by **clicking or dragging** in an empty time slot in the calendar area.        * Schedule a new job by **clicking or dragging** in an empty time slot in the calendar area. 
       * Add new notes by clicking an empty space in the "Notes" section for the selected day.       * Add new notes by clicking an empty space in the "Notes" section for the selected day.
     * **List**: Presents scheduled jobs and daily notes in a structured data table format. \\ {{:schedule:schedule_2.jpg?600|}}     * **List**: Presents scheduled jobs and daily notes in a structured data table format. \\ {{:schedule:schedule_2.jpg?600|}}
-      * {{mdi>chevron-up?24}}: Expand row to view more details. +      * {{mdi>chevron-up}}: Expand row to view more details. 
-      * {{mdi>pencil?24}}: View and modify job or note details. (Mobile View: expand row to access) +      * {{mdi>pencil}}: View and modify job or note details. (Mobile View: expand row to access) 
-      * {{mdi>content-copy?24}}: Create a copy of an existing job or note.  (Mobile View: expand row to access) \\ //Notes: Invoice No., Sales Order No., Delivery Order No., Amount will not be copied over// +      * {{mdi>delete}}: Remove the job or note details. 
-      * {{mdi>delete?24}}: Remove the job or note details.+      * {{mdi>dots-horizontal}}: Opens a menu with additional options 
 +        * {{mdi>content-copy}} **Copy**: Create a copy of an existing job or note. \\ //Notes: Amount will not be copied over// 
 +        * {{mdi>calendar-repeat}}: **Repeat**: Create a recurring schedule based on the selected job or note.   
       * **Status**: Shows the current status of the scheduled job (e.g., Pending, Completed, Cancelled)       * **Status**: Shows the current status of the scheduled job (e.g., Pending, Completed, Cancelled)
-        * {{mdi>clock-outline?24}} **Pending**: The scheduled job is awaiting completion. +        * {{mdi>clock-outline}} **Pending**: The scheduled job is awaiting completion. 
-        * {{mdi>check-circle?24}} **Completed**: The scheduled job has been successfully completed. +        * {{mdi>timer-sand-empty}} **Started**: The scheduled job is currently in progress.  
-        * {{mdi>minus-circle?24}} **Cancelled**: The scheduled job has been canceled.+        * {{mdi>check-circle}} **Completed**: The scheduled job has been successfully completed. 
 +        * {{mdi>minus-circle}} **Cancelled**: The scheduled job has been canceled.
       * **Date**: Date of the job appointment       * **Date**: Date of the job appointment
       * **Customer**: The name of the customer associated with the scheduled job.       * **Customer**: The name of the customer associated with the scheduled job.
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       * **City**: The city of the job location.          * **City**: The city of the job location.   
       * **Contact No.**: The customer's contact number.       * **Contact No.**: The customer's contact number.
 +      * **Terms**: The payment terms agreed with the customer.
 +      * **External Code**: External reference code used to link this customer to an external accounting system. 
       * **Team**: The assigned team responsible for the job.       * **Team**: The assigned team responsible for the job.
       * **Employee**: The employee assigned to the job.       * **Employee**: The employee assigned to the job.
       * **Tasks**: The list of specific tasks to be performed.       * **Tasks**: The list of specific tasks to be performed.
-      * **From**: The starting time of the job. +      * **From**: The //Planned// or //Actual (Planned)// starting time of the job.  
-      * **To**: The ending time of the job.+      * **To**: The //Planned// or //Actual (Planned)// ending time of the job.
       * **Invoice No.**: The invoice number linked to this job.       * **Invoice No.**: The invoice number linked to this job.
       * **Sales Order No.**: The sales order number associated with this job.       * **Sales Order No.**: The sales order number associated with this job.
       * **Delivery Order No.**: The delivery order number linked to this job.       * **Delivery Order No.**: The delivery order number linked to this job.
-      * **Amount**: The total amount expected to be received or earned from the job. +      * **Job Completion Note No.**: The job completion note number linked to this job. 
-      * **Remark**: Any additional notes or comments related to the job.     +      * **Amount**: The total amount expected to be received or earned from the job. //(Hidden from users without **Invoice** access)// 
 +      * **Remark**: Any additional notes or comments related to the job. 
 +      * **Attachment**: Specifies whether the job has one or more attached files.   
 ++++ ++++
 === Job Appointment Form ===  === Job Appointment Form === 
 ++++ Accessing Job Appointment Form: How to create or edit scheduled job in the system from different entry points | ++++ Accessing Job Appointment Form: How to create or edit scheduled job in the system from different entry points |
-  - **From Scheduling Page**: Click the New {{mdi>plus?24}} button or selecting time slots in calendar area to create a new job appointment. To modify an existing sales order, click the Edit {{mdi>pencil?24}} icon on the corresponding row in the data table or events in the calendar view. +  - **From Scheduling Page**: Click the New {{mdi>plus}} button or selecting time slots in calendar area to create a new job appointment. To modify an existing sales order, click the Edit {{mdi>pencil}} icon on the corresponding row in the data table or events in the calendar view. 
-  - **From Sales Order/Invoice Page**: On the data table row, click the Options {{mdi>dots-horizontal?24}} button to open a menu, then select {{mdi>calendar-month?24}} **Schedule** to create or modify the corresponding scheduled job.+  - **From Sales Order/Invoice Page**: On the data table row, click the Options {{mdi>dots-horizontal}} button to open a menu, then select {{mdi>calendar-month}} **Schedule** to create or modify the corresponding scheduled job.
     * **Customer information**: The customer details from the sales order will be copied over.      * **Customer information**: The customer details from the sales order will be copied over. 
       * If the job details differ from the billing information, update them accordingly.       * If the job details differ from the billing information, update them accordingly.
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       * If the amount to receive on the scheduled date is different, uncheck **Auto Link Amount** and enter the correct amount manually.        * If the amount to receive on the scheduled date is different, uncheck **Auto Link Amount** and enter the correct amount manually. 
     * **Delivery Order No.**: If a delivery note exists with a matching delivery date, it will be automatically linked to the scheduled job.     * **Delivery Order No.**: If a delivery note exists with a matching delivery date, it will be automatically linked to the scheduled job.
 +    * **Job Completion Note No.**: If a job completion note exists with a matching service date, it will be automatically linked to the scheduled job.
 ++++ ++++
 ++++ Job Appointment: Create or edit scheduled job details | ++++ Job Appointment: Create or edit scheduled job details |
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   * **Status**: Shows the current status of the scheduled job (e.g., Pending, Completed, Cancelled)   * **Status**: Shows the current status of the scheduled job (e.g., Pending, Completed, Cancelled)
   * **Date**: Date of the job appointment   * **Date**: Date of the job appointment
-  * **From**: The starting time of the job. +  * **Planned**: 
-  * **To**: The ending time of the job.+    * **From**: The planned start time of the job. 
 +    * **To**: The planned end time of the job. 
 +    * {{mdi>calendar-month}}: Opens a calendar popup to view existing scheduled time slots, allowing users to select and apply an available time. \\ {{:schedule:schedule_8.jpg?500|}} 
 +  * **Actual**: 
 +    * **From**: The actual start time of the job. 
 +    * **To**: The actual end time of the job.
   * **Industry Filter**: Used to filter task selection   * **Industry Filter**: Used to filter task selection
   * **Tasks**: Select one or multiple tasks to be performed.   * **Tasks**: Select one or multiple tasks to be performed.
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   * **Customer**   * **Customer**
     * **Billing**: The customer's billing information, used for invoicing     * **Billing**: The customer's billing information, used for invoicing
-      * {{mdi>qrcode-scan?24}}: Scan Taxpayer QR code from MyInvois App to automatically populate customer information.+      * {{mdi>creation}}: Opens the **AI Extract Profile** dialog to automatically populate customer information using AI. {{page>ai_extract_profile&noheader&nofooter&noeditbtn}} 
 +      * {{mdi>qrcode-scan}}: Scan Taxpayer QR code from MyInvois App to automatically populate customer information.
         *  Visit [[https://myinvois.hasil.gov.my/content?path=/userguide/Generate%20QR%20Code%20for%20Taxpayer%20Profile.md&portal=mobile&lng=en|User Guide on How to generate Taxpayer QR Code in MyInvois App]]          *  Visit [[https://myinvois.hasil.gov.my/content?path=/userguide/Generate%20QR%20Code%20for%20Taxpayer%20Profile.md&portal=mobile&lng=en|User Guide on How to generate Taxpayer QR Code in MyInvois App]] 
       * **Customer**: The name of the customer to whom the invoice is issued.       * **Customer**: The name of the customer to whom the invoice is issued.
       * **Contact No.**: The contact number for the billing customer.       * **Contact No.**: The contact number for the billing customer.
-        * {{fa>whatsapp?24}}: Click to open WhatsApp chat with the customer.+        * {{fa>whatsapp}}: Click to open WhatsApp chat with the customer.
       * **Person in Charge**: The main contact person at the billing customer’s company.       * **Person in Charge**: The main contact person at the billing customer’s company.
       * **Email Address**: The billing customer's email address.       * **Email Address**: The billing customer's email address.
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       * **SST Reg. No.**: The Sales and Services Tax (SST) registration number of the customer (Only required for SST-registrant) \\ //E.g.  A01-2345-67891012//        * **SST Reg. No.**: The Sales and Services Tax (SST) registration number of the customer (Only required for SST-registrant) \\ //E.g.  A01-2345-67891012// 
       * **Tax Identification No.**: Tax Identification Number (TIN) of the customer. Company TIN is mandatory, while the **Default TIN** can be used for individuals. \\ //E.g. C2584563222//       * **Tax Identification No.**: Tax Identification Number (TIN) of the customer. Company TIN is mandatory, while the **Default TIN** can be used for individuals. \\ //E.g. C2584563222//
-        * {{mdi>cloud-download?24}}: Retrieve Tax Identification Number (TIN) from the MyInvois System using the corresponding ID Number (e.g., NRIC, BRN).+        * {{mdi>cloud-download}}: Retrieve Tax Identification Number (TIN) from the MyInvois System using the corresponding ID Number (e.g., NRIC, BRN).
       * **Use Default TIN**: Use //EI00000000010// as Tax Identification Number.       * **Use Default TIN**: Use //EI00000000010// as Tax Identification Number.
       * **Address**: Billing address of the customer       * **Address**: Billing address of the customer
-        * {{mdi>map-marker?24}}: Click to open the location in Google Maps.+        * {{mdi>map-marker}}: Click to open the location in Google Maps.
       * **Postcode**: Billing postcode of the customer       * **Postcode**: Billing postcode of the customer
       * **City**: Billing city of the customer       * **City**: Billing city of the customer
       * **State**: Billing state of the customer       * **State**: Billing state of the customer
       * **Country**: Billing country of the customer       * **Country**: Billing country of the customer
 +      * **Terms**: The payment terms agreed with the customer (Configure options at **Settings** -> **Terms**)
 +      * **External Code**: External reference code used to link this customer to an external accounting system. 
 +        * Only available when integration with an external accounting system is enabled. Please contact Chillhub for more information.
 +        * Select //<<New>>// to automatically create a new customer record in the external accounting system.
 +        * A //Default Debtor// Code can be configured in the system settings and selected for general or walk-in customers.
       * **Clear all** button: Reset all entered customer billing info and start fresh.       * **Clear all** button: Reset all entered customer billing info and start fresh.
     * **Delivery**: The customer's delivery information, used for shipping or service (Only required to fill in the fields differ from billing info)     * **Delivery**: The customer's delivery information, used for shipping or service (Only required to fill in the fields differ from billing info)
       * **Different from billing info**: Enable this option if any customer's delivery details are not the same as their billing information.       * **Different from billing info**: Enable this option if any customer's delivery details are not the same as their billing information.
 +      * {{mdi>creation}}: Opens the **AI Extract Profile** dialog to automatically populate customer information using AI. {{page>ai_extract_profile&noheader&nofooter&noeditbtn}}
       * **Customer**: The name of the customer to whom goods and services are delivered.       * **Customer**: The name of the customer to whom goods and services are delivered.
       * **Contact No.**: The contact number for the delivery customer.       * **Contact No.**: The contact number for the delivery customer.
-        * {{fa>whatsapp?24}}: Click to open WhatsApp chat with the customer.+        * {{fa>whatsapp}}: Click to open WhatsApp chat with the customer.
       * **Person in Charge**: The main contact person at the delivery customer’s company.       * **Person in Charge**: The main contact person at the delivery customer’s company.
       * **Email Address**: The delivery customer's email address.       * **Email Address**: The delivery customer's email address.
       * **Address**: Delivery address of the customer       * **Address**: Delivery address of the customer
-        * {{mdi>map-marker?24}}: Click to open the location in Google Maps.+        * {{mdi>map-marker}}: Click to open the location in Google Maps.
       * **Postcode**: Delivery postcode of the customer       * **Postcode**: Delivery postcode of the customer
       * **City**: Delivery city of the customer       * **City**: Delivery city of the customer
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     * **Amount to Receive**: The total amount expected to be received or earned from the job.     * **Amount to Receive**: The total amount expected to be received or earned from the job.
       * **Auto Link Amount**: Automatically links the invoice or sales order amount as the **Amount to Receive**.       * **Auto Link Amount**: Automatically links the invoice or sales order amount as the **Amount to Receive**.
-    * **Delivery Order No**: The delivery note associated to the job.+      * //(Hidden from users without **Invoice** access)// 
 +    * **Delivery Note No**: The delivery note associated to the job.
       * Automatically populated if a delivery note exists from the associated invoice or sales order with a matching delivery date.       * Automatically populated if a delivery note exists from the associated invoice or sales order with a matching delivery date.
 +      * **View Document**: Opens the delivery note for viewing and allows the customer to sign digitally.   
 +    * **Job Completion Note No**: The job completion note associated to the job.
 +      * Automatically populated if a job completion note exists from the associated invoice or sales order with a matching service date.
 +      * {{mdi>plus}}: Create a job completion note in the associated invoice or sales order.
 +      * {{mdi>dots-horizontal}}: Edit the job completion note in the associated invoice or sales order.
 +      * **View Document**: Opens the job completion note for viewing and allows the customer to sign digitally.
   * **Remark**: Any additional notes or comments related to the job.   * **Remark**: Any additional notes or comments related to the job.
 +== Form Actions ==
 +  * **Save & Close**: Save and close the form
 +    * **Save as Pending**: Save changes while keeping the job in pending status.
 +    * **Save as Started**: Save changes and mark the job as started.
 +    * **Save and Complete**: Save changes and mark the job as completed.
 +    * **Save and Cancel**: Save changes and cancel the job.
 +  * **Save & Continue**: Save and leave the form open
 +    * **Save as Pending**: Save changes while keeping the job in pending status.
 +    * **Save as Started**: Save changes and mark the job as started.
 +    * **Save and Complete**: Save changes and mark the job as completed.
 +    * **Save and Cancel**: Save changes and cancel the job.
 +  * **Upload Media**: Upload photos or files related to the job. //(e.g. site photos, documents, or supporting images)//
 ++++ ++++
 ++++ Daily Note: Create or edit daily note for reference | ++++ Daily Note: Create or edit daily note for reference |
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   * **Remark**: Notes or comments for reference on the selected date.   * **Remark**: Notes or comments for reference on the selected date.
 ++++ ++++
 +++++ Recurrence: Set Up a Recurring Schedule |
 +== Recurrence Form ==
 +\\ {{:schedule:schedule_7.jpg?600|}}
 +  * **Start Date**: The start date of the recurrence. //Default: Uses the selected job’s appointment date.//
 +  * **End Date**: The end date of the recurrence. //Note: The recurrence period cannot exceed one year.//
 +  * **Frequency**: Defines how often the job is repeated. Choose from:
 +    * //Daily// – The job repeats every day.
 +    * //Weekly// – The job repeats on selected days of the week.
 +      * Weekday toggle buttons will be displayed for selection.
 +    * //Monthly// – The job repeats on selected days of the month.
 +      * Day-of-month toggle buttons will be displayed for selection.
 +  * **Every**: Specifies the interval between recurrences based on the selected frequency. //Example: Every 2 weeks, Every 3 months.//
 +  * **Generate Jobs**: Generates job instances based on the defined recurrence rules and displays them in the preview table.
 +  * **Generated Jobs Preview**: //(Note that some of these columns may be hidden in the row details)//
 +    * {{mdi>chevron-up}}: Expand row to view more details.
 +    * {{mdi>pencil}}: Modify job or note details
 +    * {{mdi>delete}}: Remove the job or note from the generated list.
 +    * **Submit status**: Indicates the submission state of each generated job.
 +      * **Unmodified**: The job has not been edited since generation.
 +      * **Pending**: The job is pending submission.
 +      * **Success**: The job was successfully created/updated.
 +      * **Error**: The job failed to be created due to an error.
 +    * **Date**: Date of the job appointment
 +    * **Team**: The assigned team responsible for the job.
 +    * **Remark**: Any additional notes or comments related to the job.
 +    * **Attachment**: Specifies whether the job has one or more attached files.   
 +    * **Submit error**: Displays the error message if job submission fails.
 +    * **From**: The //Planned// or //Actual (Planned)// starting time of the job. 
 +    * **To**: The //Planned// or //Actual (Planned)// ending time of the job. 
 +    * **Tasks**: The list of tasks to be performed for the job.
 +  * **Save**: Button to create or update the jobs displayed in the preview table.
 +++++
 +<aichat button float>Welcome to Chillhub AI Assistant. I can help you understand and use your ERP system.</aichat>
  • schedule.1753346814.txt.gz
  • Last modified: 2025/07/24 08:46
  • by chillhubadmin