faq [Chillhub App Knowledge Base]

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====== Chillhub FAQ ====== 

===== General =====
 

++++ How can I track who made changes to records and when in the system? |
 
  - From **Main Menu** -> **Operational Data** -> **Audit Trail**
  - Add one or more **Criteria** to filter results:
    * **Date From/To** - View activities within a specific date range
    * **Entity Type** - Select the type of record (e.g. Invoice, Sales Order, Product)
    * **Action** - Type of activity performed (e.g. Create, Update, Delete)
    * **Username** - User who performed the action
    * **Transaction Ref.** - Reference number of the related document
    * **Changes** - Details of what was modified in the record
  - Click **Search** to view the matching audit trail records. 
++++

++++ 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 =====
 
++++ What is the difference between the categories: Product, Product Type, Service, and Custom? |
 
  * **Product:** Represents specific goods, items and parts offered by the organization
  * **Product Type:** Used when specific product model are unknown or not tracked in the system
  * **Service:** Additional charges or non-physical offerings that your company provides
  * **Custom:** Enter free text to define an item not covered by the predefined master data
 
++++
 
++++ What can I do if a quotation has already been confirmed? |
 
  * Go to Quotation Page
  * click the Options {{mdi>dots-horizontal?24}} button on the confirmed quotation
  * Choose:
    * **Create/Edit Sales Order** for confirmed orders, or
    * **Create/Edit Invoice** to proceed with billing
  * Review the details and Save
  * Quotation status will be updated to **Accepted**.
 
++++
 
++++ How to check if an invoice or a sales order is scheduled? |
 
  * Go to Invoice/Sales Order Page
  * Check the “Scheduled” column
  * A ✅ tick indicates that the invoice/sales order is scheduled
 
++++
 
++++ How can I check if a sales order have already been issued an invoice? |

  * Go to Sales Order Page
  * Check the “Invoice No.” column
    * If Invoice No. is empty → no invoice has been created yet
    * If Invoice No. exists → an invoice has already been created
  * A sales order that has been invoiced cannot be edited. If changes are required, please update the corresponding invoice instead.
++++
 
++++ How to issue an invoice in a foreign currency? |

You must activate Multi-currency add-on in the subscription plan to be able to select foreign currencies.
  * From the Invoice Page, click "New" to create a new invoice.
  * Expand **More Information** panel 
  * In the **Currency** field, select the foreign Currency
  * Click the {{mdi>currency-usd}} button to fetch the latest exchange rate from **Bank Negara Malaysia**. 
  * Optionally, you may enter your own exchange rate
**Items**
  * At items tab, a **Currency Toggles** is available to switch the displayed amounts between local and foreign currencies. 
  * Click "New" to create items
  * **Unit Price** is available in both local and foreign currencies. 
  * Updates to Unit Price in either currency will automatically recalculate the corresponding value using the exchange rate.
  * Click **View Document** — the generated invoice will be in the selected foreign currency
**Payments**
  * At payments tab, a **Currency Toggles** is available to switch the displayed amounts between local and foreign currencies. 
  * Click "New" to record new payment
  * **Amount** is available in both local and foreign currencies.
  * Enter an exchange rate for the payment.
  * Updates to Amount in either currency will automatically recalculate the corresponding value using the exchange rate.
  * Any exchange rate difference between invoice and payment will be calculated as **Foreign Exchange Gain/Loss**
    * This will be recorded in the **Foreign Exchange Gain/Loss Account**

The same applies to **Quotations**, **Sales Orders**, and **Expenses**

++++ 
 
++++ How to manage progressive payment? |
 
  * Go to **Invoice Page**.
  * Click the {{mdi>lead-pencil}} button for specific invoice.
  * Select the **Payment** tab.
  * Click + **New** to record a new payment.
  * Enter payment details such as amount, date, method.
  * If the payment amount is less than the invoice total, the invoice will show **“Partial”** in the Payment Status
 
This means payment has been received but not fully settled.
 
++++
 
++++ What is the difference between "Save and Close" and "Save and Continue"? |
 
Both options will save the document.
 
  * **Save & Close** — Saves the document and closes the form. No further action is needed.
  * **Save & Continue** — Saves the document but keeps the form open, allowing you to continue editing or complete additional actions.
 
++++
 
++++ What is the difference between total revenue, total billed, total unbilled, and total sales in Dashboard? |
**Monthly Sales Metrics**
  * **Total Billed** = Total billed invoices and their adjustments (Credit/Debit Notes)
  * **Total Unbilled** = Sales Orders where invoices have not yet been issued
  * **Total Sales** = Total Billed + Total Unbilled
**Monthly Financial Metrics**
  * **Total Revenue** = Total Billed Invoice + Credit & Debit Notes + Other Income within the selected month.

**Note**:
  * A timing difference may occur. For example, a March invoice with an April Debit Note will be included in **Total Billed (March)**, but the Debit Note will be reflected in **Total Revenue (April)**.

++++

++++ If there is a stock return from customer, what should I do? |

A stock return may involve three steps:
  * Returning the physical stock to the warehouse
  * Adjusting the invoice accordingly
  * Refunding the payment to the customer
First, go to **Invoice Page**, click the {{mdi>lead-pencil}} button for specific invoice.
\\ **Part 1 — Return the stock**
  - Select **Delivery** tab
  - Click the {{mdi>dots-horizontal}} Add More button
  - Select **New Return Note**
  - Enter the date and quantity to return for each item
  - Select the warehouse in **Auto Return To** to automatically receive the returned stock.
    * Alternatively, stock can be returned manually upon item arrival via the shipping page
  - Save the Return Note

**Part 2 — Adjust the invoice**
  - Go to Adjustment tab, click **New** button
  - Select **Credit**
  - Enter **credit amount** (the amount to be deducted from the invoice).
  - Provide a description for the adjustment
  - For each item, enter the actual delivered quantity in **New Qty** (set to 0 if fully returned)
  - Save the Credit Note.
  
**Part 3 — Refund payment to customer**
  - Go to the Payment tab and click **New** button
  - Enable the **Refund** checkbox
  - Enter the **refund amount**
  - Review the Cash Account (bank account used to transfer the refund)
  - Save the payment
Once completed, save the invoice.
++++ 

++++ If there is an item addition or change to a customer, what should I do? | |
Adding or changing item for an existing invoice may involve three steps:
  * Add the product to the invoice
  * Record the delivery changes
  * Adjust the invoice accordingly
  
First, go to **Invoice Page**, click the {{mdi>lead-pencil}} button for specific invoice.
\\ **Part 1 — Add the product to the invoice**
  - Select the **Items** tab
  - Click the **New** button
  - Add the product, without specifying in the quantity and price.

**Part 2 — Record the delivery changes**
\\ To ship the new item
  - Go to **Delivery** tab
  - Click + New
  - Enter the date and quantity for the new item
  - Select the warehouse in **Auto ship from** to automatically ship the new item.
    * Alternatively, stock can be shipped manually on the delivery date via the shipping page
  - Save the delivery note
To return or replace the wrong item:
  - Click the {{mdi>dots-horizontal}} Add More button
  - Select **New Return Note**
  - Enter the date and quantity to return for each item
  - Select the warehouse in **Auto Return To** to automatically receive the returned stock.
    * Alternatively, stock can be returned manually upon item arrival via the shipping page
  - Save the return note
If items have not yet been shipped, you can directly adjust the **Qty to Deliver** on the existing delivery note.

**Part 3 — Adjust the invoice**
  - Go to Adjustment tab, click **New** button
  - Select **Debit**
  - Enter **debit amount** (the amount to be added to the invoice).
  - Provide a description for the adjustment
  - For each item, enter the actual delivered quantity in **New Qty** (set to 0 for the old item)
  - Save the Debit Note.
  - Click Save
++++

===== Invoice Issuance & e-Invoice Submission =====
++++ Customer does not provide information — how to submit e-Invoice? |
If **partial customer information** is available
  * Fill in the Customer fields with the available details and enter “NA” for any missing information
  * In the LHDN e-Invoice section, enable **“Submit as Consolidated e-Invoice”**
  * Save the invoice as usual

If **no customer information** is available
  * Enable **Anonymous Sales** (Customer fields will be disabled)
  * Save the invoice as usual
  * The transaction will be submitted as **Consolidated e-Invoice** to LHDN

However, if the customer requests an e-Invoice (e.g. B2B transactions), full customer details must be obtained before submission.
 
++++
 
++++ How does Chillhub facilitate the submission of a consolidated e-invoice? |
 
Chillhub submits all consolidated e-Invoices individually, with automatic submission scheduled **7 days** after the invoice is issued.

This allows the seller time to submit the invoice as an individual e-Invoice if requested by the customer.
 
++++
 
++++ I have issued an invoice with the Consolidated e-Invoice option enabled. How can I edit it? |
 
This depends on the time elapsed after issuance:
 
**Before the consolidated e-Invoice is submitted (within 7 days of issuance)**
  * You can edit the invoice
  * Complete the customer details
  * Disable the **Submit as Consolidated e-Invoice** option
  * Save the invoice as usual.
 
**If the consolidated e-Invoice has already been submitted:**
  * **Within 72 hours**
    * You can cancel the invoice
    * Then issue a new invoice with the updated information
  * **After 72 hours**
    * Issue a Credit Note to reverse the original invoice
    * Then issue a new invoice with the updated information
 
++++
 
++++ If a customer provides incorrect information and I have already submitted an e-Invoice, how can I edit it? |
 
This depends on how much time has passed since submission to LHDN MyInvois:
 
**Within 72 Hours**
  * You can cancel the invoice 
  * Then issue a new invoice with the updated information
 
**After 72 Hours**
  * Issue a Credit Note to reverse the original invoice
  * Then issue a new invoice with the updated information
 
++++
 
++++ Why am I unable to edit an invoice after saving it as Issued? |
 
An invoice is a legal document. Once it is saved as Issued, it becomes a formal financial record. Allowing modifications after it has been sent to a customer or reported to tax authorities may lead to compliance issues.

Any changes must therefore be made through proper adjustments, such as issuing a Credit Note or cancelling the invoice.
 
++++
 
++++ After how many days can I no longer cancel an invoice and must issue a credit note? |
 
According to the [[https://www.hasil.gov.my/media/fzagbaj2/irbm-e-invoice-guideline.pdf|e-Invoice guidelines (2.3.6)]], cancellations can only occur within ***72 hours of validation***. After this period, adjustments must be made through a debit or credit note, rather than modifying the original e-Invoice directly.
 
++++

===== Purchase =====
 
++++ If I receive a purchase invoice from a supplier, should I key it in via the purchase invoice module or as an expense under "cost of goods sold"? |
 
It depends on whether the item is inventory-related or not:
  * If it is **inventory-related** (stock items):
    * Key it using the **Purchase module**
    * **Purchase Delivery and Replenish**
      * Item quantity will be added to **Quantity on Hand** in inventory
    * **Purchase Invoice**
      * Item unit cost will be posted to the **Inventory Account**
      * When sales occur, cost will be recognised under **Cost of Goods Sold (COGS)** using FIFO (First-In, First-Out) valuation
  * If it is **non-inventory related** (non stock items):
    * Key it into the **Expenses module**
    * Record it under Cost of Goods Sold (COGS) or the relevant expense account
 
++++
 
++++ How to record purchase orders, purchase delivery and purchase invoices? |
**Step 1: Create Purchase Order (Procurement & Purchasing Team)**
  - Go to Purchase Order Page
  - Click + **New**
  - Enter Order Date and Supplier information. 
  - Go to **Items** tab, click the **New** button
  - Select products and enter quantity and price
  - Once all items are added, click **View Document** and send it to the supplier.
  - Save the Purchase Order
 
**Step 2: Record Stock Arrival (Warehouse Team)**
\\ When stock arrives:
  - Click {{mdi>pencil?24}} button for the specific purchase order
  - Go to **Delivery** tab
  - Click the + **New** button
  - Enter **Delivery Note No.** and **Delivery Date** from the supplier delivery notes
  - Enter **Quantity to Deliver** for each received item.
  - Select a warehouse in **Auto Replenish To** to automatically increase the quantity on hand to the selected warehouse.
    * Alternatively, replenishment can be done via the Replenishment page, which supports multiple warehouse selection and barcode scanning
  - Click the Apply button
  - Save the Purchase Order
 
**Step 3: Key in Purchase Invoice (Finance Team)**
\\ When supplier invoice arrives:
  - Click {{mdi>pencil?24}} button for the specific purchase order
  - Go to **Invoice** tab
  - Click the + **New** button
  - In General Tab, enter Supplier **Invoice No.**, **Invoice Date**
  - In Items Tab, enter **Quantity** and **Unit Price** for each item invoiced.
    * Any additional charges or taxes should be allocated into the unit price so that the total matches the invoice amount. 
    * The item unit price will be used as the **unit cost**.
  - Click the Apply button
  - Save the Purchase Order
++++
 
++++ What are the difference between purchase order, purchase delivery and purchase invoice? |
 
  * **Purchase Orders**
    * Managed by **Procurement & Purchasing Team**.
    * This is where you confirm what you intend to buy from the supplier. 
    * Acts as a request and agreement, but no stock or accounting entry is affected yet
    * Allows the system to calculate **Open P/O Quantity** in the Inventory Page — showing quantities currently on open purchase orders
  * **Purchase Delivery (Warehouse Team)**
    * Managed by **Warehouse Team**
    * This records the actual goods received from the supplier. 
    * Updates inventory quantity on hand so stock levels are always accurate based on real physical receipt.
  * **Purchase Invoice**
    * Managed by **Finance Team**
    * This records the supplier’s billing details and determines the actual cost of goods. 
    * It posts accounting entries and ensures proper valuation and reporting.
 
Supplier invoices may be issued later than the physical goods received. The separation ensures **operational control (PO)**, **inventory accuracy (Delivery)**, and **financial correctness (Invoice)**, so each department can manage its responsibility without mixing processes.
 
++++
 
++++ How to handle decimal rounding Issue in purchase invoice items? |

This issue usually happens when the **total invoice amount cannot be evenly divided into item unit costs**, causing small rounding differences.
\\ **Example**
\\ Total invoice = **RM 100.00**
  * Goods: 3 units (RM 90.00)
  * Freight: RM 10.00
Need to allocate RM 100.00 across 3 units.
\\ To ensure the Purchase Invoice total matches the supplier invoice exactly, you can use the following methods:
\\ **Option A: Use more decimal places**
  - At the Purchase Invoice form, go to the Items Tab.
  - Enter item unit price up to **6 decimal places** such that the rounded total (2 decimal places) matches the supplier invoice amount.
To solve the scenario above: 
  * RM 33.3333 per unit × 3 = RM 100.00 (after rounding)
**Option B: Split items**
  - At the Purchase Invoice form, go to the Items Tab.
  - Click {{mdi>call-split?24}} button to one of the items
  - 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.
To solve the scenario above: 
  * 2 units @ RM 33.33
  * 1 unit @ RM 33.34
= RM 100.00 exactly

++++


===== Inventory & Stock =====
 
++++ What do the different quantity values mean in the Inventory Page? |
 
  * **Qty On-hand:** The actual physical quantity available in stock
  * **Qty Available:** The stock quantity available for sale after deducting reserved or allocated stock
    * No delivery note has been created yet from Sales Orders or Invoices
  * **Pending Shipment:** The quantity allocated for outgoing shipments but not yet dispatched.
    * Outgoing delivery note has been created, but shipping has not been performed
  * **Pending Replenishment:** The quantity expected to be restocked but not yet received
    * Incoming delivery note has been created, but replenishment has not been performed
  * **Open P/O Qty:** The quantity of the product currently on open purchase orders, awaiting fulfillment
 
++++
 
++++ How to manage products in different packages/UOM |
 
**Step 1: Enable Add-On Feature**
  - Open Subscription from User Menu
  - Activate Add-On: Advanced Capability Bundle
  - Click Save
 
**Step 2: Define UOM Conversion (Master Data)**
  - From **Main Menu** -> **Master Data** -> **UOM Conversion**
  - Click + New
  - Enter UOM Conversion Name
  - Define
    * Alternate UOM → e.g. Twin Pack / Bag / Loose Pack
    * Conversion Factor → e.g. 2 (for Twin Pack = 2 units)
  - Save
 
**Step 3: Link to Product**
  - From **Main Menu** -> **Master Data** -> **Product**
  - Click {{mdi>pencil?24}} button for the specific product.
  - Assign the **UOM Conversion**.
  - Save
 
**Step 4: Use Different UOM Conversion**
  - From Quotation/Sales Order/Invoice form, select **Items** tab
  - Click + New, select the product
  - UOM field is populated with **Default UOM** defined in the product.
  - Select an alternate UOM (e.g. Loose / Bag / Twin Pack).
  - When shipping, inventory will be deducted based on the conversion factor.
++++
 
++++ How to record serial numbers when shipping and receiving items? |

**Create Delivery Notes**
  - From **Purchase Order/Sales Order/Invoice Page**, edit specific row.
  - Selct **Delivery Tab**, click + **New**
  - Enter Delivery Date, Quantity to Deliver
  - Click Apply and Save
 
**Ship/Replenish**
  - You can access shipping / replenish form from:
    - **Inventory Page** → Click Options {{mdi>dots-horizontal?24}} → 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 Form** → Go to Delivery tab → Click Ship / Replenish
    - **Main Menu** → Ship / Replenish (view by date)
  - Click the {{mdi>pencil?24}} button to edit transactions.
  - Enter **Qty Deliver** to record quantity ship from/replenish to respective warehouse. 
  - Inventory **quantity on hand** will be updated accordingly upon saving.

**Record Serial Numbers**:
  - At the bottom of the shipping/replenish form dialog, enter **serial numbers** for incoming and outgoing items
  - You can record serial numbers using: 
    * 📷 Use the camera on mobile devices to scan barcodes for serial number input.
    * Type the serial number manually (or use external barcode scanner devices)
    * Copy from a spreadsheet and paste to the serial numbers input.
++++
 
++++ Why does the cost status show "Shortage"? |
 
A **cost shortage** happens when **purchase invoices** have not yet been entered into the system, so the system cannot determine the actual item cost based on purchase price.

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**.
 
++++
 
++++ What does "Calculated" mean in cost status? |
"Calculated" means the system has already determined the **Cost of Goods Sold (COGS)** for the transaction using **perpetual inventory**
 
**Upon receiving purchase invoices**
  * Item purchase value is posted to the **Inventory Account**
 
**When sales invoices are issued**
  * Item cost is calculated using **FIFO (First-In, First-Out)** valuation
  * Cost is transferred from the **Inventory Account** to **Cost of Goods Sold (COGS)**
 
++++
 
++++ What is non-billable consumption, and why do I need to use this function? |
 
**Non-billable consumption** allows you to deduct materials from inventory without **charging the customer** or **showing the item on any invoice or document**.

  * It is applicable only for **Product** items
  * When enabled, **price cannot be set** for the item
  * The item will still reduce **stock quantity on hand** upon delivery, but will not affect sales revenue

This function is useful for tracking **internal usage of stock**
 
++++

++++Stock quantity not deducted after sales — what should I check? |
If stock quantity is not deducted, check the **delivery status** of the invoice or sales order:

\\ **If Delivery Status = “None”**, 
\\ This means no delivery note has been created yet.
  - Edit the invoice/sales order
  - Go to **Delivery** tab
  - Click + **New**
  - Enter the **Date** and **Quantity to Deliver** for each item.
  - Select the warehouse in **Auto ship from** to automatically ship the items from the warehouse.
  - Save the delivery note and the invoice.
**If Delivery Status = “Ready”**, 
\\ This means delivery note exists but items have not been shipped yet.
  - Edit the invoice/sales order
  - Go to **Delivery** tab
  - Select the warehouse in **Auto ship from** to automatically ship the items from the warehouse.
  - Save the delivery note and the invoice.
++++

++++ Stock quantity not added after purchase — what should I check? |
If stock quantity is not added, check the **delivery status** of the purchase order:
\\ **If Delivery Status = “None”**, 
\\ This means no delivery note has been created yet.
  - Edit the purchase order
  - Go to **Delivery** tab
  - Click + **New**
  - Enter the **Delivery note no**, **Date** and **Quantity to Deliver** for each item.
  - Select the warehouse in **Auto replenish to** to automatically replenish the items to the warehouse.
  - Save the delivery note and the purchase order.
**If Delivery Status = “In Transit”**, 
\\ This means delivery note exists but items have not been replenished yet.
  - Edit the purchase order
  - Go to **Delivery** tab
  - Select the warehouse in **Auto replenish to** to automatically replenish the items to the warehouse.
  - Save the delivery note and the purchase order.
++++

===== Customer =====
 
++++ Why customer name does not show up in selection at form? |
 
Enter **at least 3 characters** of the customer name to search.
\\ You can also search using:
  * Customer phone number
  * Address
  * Identification numbers
 
++++
 
++++ How can I check the outstanding payment for one of my customers? |
 
  - Open **Debtor** page from **Main Menu** -> **Accounting** -> **Debtor**
  - Click the **Search** button to find the customer 
  - Click the {{mdi>pencil?24}} button
  - Enter the **date range**
  - Click the {{mdi>refresh}} **Fetch Data** button
  - Click the **View Document** button
  - Proceed to share, download and print the statement
++++
 
++++ If a customer wants to change their customer information, where should I do it? |
 
  - Open **Customer** page from **Main Menu** -> **Operational Data** -> **Customer**
  - Click the **Search** button to find the customer 
  - Click on the {{mdi>pencil?24}} button.
  - Edit the customer details.
  - Click Save
 
++++
 
++++ If a customer's billing address and delivery address are different, what should I do? |
 
  * When creating/editing **Invoice, Sales Order, Scheduling, Quotation**, go to **Delivery** tab (next to **Billing**) under the **Customer** panel
  * Enable **Different from billing info** 
  * Enter the fields that differ from the billing details (e.g. address).
  * The delivery details will be reflected in **Delivery Notes**, **Scheduling Calendar**, and **Pending Jobs** in the Dashboard
 
++++
 
++++ How do I enter customer information in Chillhub? |
  - When creating/editing **Invoice, Sales Order, Scheduling, Quotation**, go to the **Customer** panel
  - **Anonymous Sales (Walk-in customers)**
    * Enable **Anonymous Sales**
    * Suitable for walk-in customers with no available details
    * Invoice will be submitted as a consolidated e-Invoice 7 days after invoice as issued.
    * You can disable **Anonymous Sales** within 7 days to update customer details. 
  - **When customer information is available**:
    * Enter **Name**, **Contact No.**, **Address**, **Postcode**, **City**, **State**, **Country**, **Term**
    * **For Company (Business customers)** 
      * Select **Company**
      * Enter **Tax Identification No. (TIN)**, **Business Registration No.** and **SST Registration No.** (if applicable) 
      * Click {{mdi>cloud-download}} button to retrieve TIN using the **Business Registration No**.
    * **For Individual (Non-business customers)** 
      * Select **Individual**	  
      * Enter **NRIC** or **Passport No.**
      * Enable **Use Default TIN** to use default TIN.
    * If information is incomplete and e-Invoice is not required, 
      * Enter **"NA"** for the unknown fields. 
      * Enable **Submit as Consolidated e-Invoice** under the **LHDN e-Invoice** panel.
    * Alternatively, click {{mdi>qrcode-scan}} to scan at Taxpayer QR Code (from MyInvois App) to auto-populate the fields.
++++
 
++++ How can I search for customer records or transactions? |
 
  - Click the {{mdi>magnify}} button on the main toolbar to open the search page
  - Select one or more appropriate search **criteria** (e.g. Customer/Supplier, Contact No., Invoice No., Product)
  - Enter the relevant keywords or values in the **Value** field

The system will filter and display matching results based on your input, by selecting:

  * **Purchase Orders** — view purchasing records
  * **Invoices** — view invoices records
  * **Sales Orders** — view sales order transactions
  * **Quotations** — view issued quotations
  * **Jobs** — view associated scheduling records

This allows you to quickly trace all related documents and activities from a single search.
++++ 

===== Signature =====
 
++++ How can I capture a customer's signature on a delivery note? |
  - **Open Delivery Note**: You can access the Delivery Note from several locations
    * From **Pending Jobs** (Dashboard) or **Scheduling** Page
      - Click {{mdi>pencil}} button to open Scheduling form
      - Expand **More Information** panel.
      - Click **View Document** next to **Delivery Note No.** to open Delivery Note document
    * From **Shipping** Page
      - Click {{mdi>pencil}} button to open Shipping form
      - Click **View Document** to open Delivery Note document
    * From **Invoice**/**Sales Order** Page
      - Click {{mdi>pencil}} button to open Invoice/Sales Order form
      - Go to **Delivery** Tab	  
      - Click {{mdi>pencil}} button for the specific delivery note.
      - Click **View Document** to open Delivery Note document
  - Click **Signature** button to open Signature Pad
  - Ask the customer to sign
  - Optionally enter the customer’s name
  - Click Save.
  - The captured signature will be displayed on the Signature line in the document.
++++

++++ How can I capture a customer's signature on a job completion note? |
  - **Open Job Completion Note**:  You can access the Job Completion Note from several locations
    * From **Pending Jobs** (Dashboard) or **Scheduling** Page
      - Click {{mdi>pencil}} button to open Scheduling form
      - Expand **More Information** panel.
      - Click **View Document** next to **Job Completion Note No.** to open Job Completion Note document
    * From **Invoice**/**Sales Order** Page
      - Click {{mdi>pencil}} button to open Invoice/Sales Order form
      - Go to **Job Completion** Tab	  
      - Click {{mdi>pencil}} button for the specific job completion note.
      - Click **View Document** to open Job Completion Note document
  - Click **Signature** button to open Signature Pad
  - Ask the customer to sign
  - Optionally enter the customer’s name
  - Click Save.
  - The captured signature will be displayed on the Signature line in the document.
++++

++++ How do I set up signature lines on Delivery and Job Completion Notes. |

  - Open **Settings** from User Menu
  - Expand **Delivery Note**, **Return Note** or *Job Completion Note*
  - Click **Insert Signature Placeholder** button,  { { signature } } will be added to the **Footer** template.
  - Click **Save** button
++++
 
===== Jobs & Scheduling =====
 
++++ How can I know if employees has uploaded media files from a site to the scheduled jobs? |
 
  * Go to {{mdi>calendar-month}} **Scheduling** page
  * Check via Calendar View:
    * Switch to the **Calendar** tab
    * Look at the scheduled job entries (nodes) for any attachment indicators
  * Or check via List View:
    * Switch to the **List** tab
    * Look at the Attachment column
  * What the icon indicates
    * {{mdi>paperclip}} icon shown → The job has one or more uploaded attachments (photos/videos)
    * No {{mdi>paperclip}} icon → No media files have been uploaded for that job
 
++++
 
++++ How can I create a recurring job? |
 
  - Go to {{mdi>calendar-month}} **Scheduling** page
  - Select the job node in **Calendar View** 
    * Alternatively, switch to the **List** tab and locate the job to be repeated
  - Click {{mdi>dots-horizontal?24}} button
  - Click {{mdi>calendar-repeat}} **Repeat**
**Set recurrence details**
  - Enter **Start Date** and **End Date**
  - Select **Frequency**
    * **Daily** – Job repeats every day
    * **Weekly** – Job repeats on selected weekdays (weekday toggle buttons will appear)
    * **Monthly** – Job repeats on selected days of the month (day selection toggles will appear)
  - Enter **Every** to define the interval (e.g. every 2 weeks, every 3 months)
**Generate and confirm jobs**
  - Click the **Generate Job** button
  - Review the generated jobs. Make any modification if necessary by clicking {{mdi>calendar-pencil}} button for the specific rows.
  - Click **Save** to create the jobs.
 
[[schedule#recurrence_form|Scheduling Guide]]
 
++++

++++ How can I set a repeated schedule for one invoice/sales order? |
 
  * Go to Invoice/Sales Order Page
  * Click the Options {{mdi>dots-horizontal?24}} button for the specific 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
  * To clone an existing schedule job, click the Options {{mdi>dots-horizontal?24}} button for the specific job. Available options:
    * **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
 
++++
 
===== Accounting =====
 
++++ How can I perform bank reconciliation? |
 
  - From **Main Menu** -> **Accounting** -> **Bank Reconciliation**
  - Select **Account**
  - Select **Month** or use the arrows to navigate.
  - Optionally, uncheck **Show Pending Reconciliation** to include already reconciled transactions.
  - Click **Fetch Transactions** button to load transactions for the selected account.
  - Compare each transaction with your **Bank Statement**
  - Tick the checkboxes for matched transactions,
  - Click **Save** to complete the bank reconciliation.
 
++++
===== Sub-Users =====
++++  How do I enable the Sub-user add-on? |
Go to **User Menu** → **Subscription**.

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**.

For example:
  * Add On Qty 1 = up to 10 sub-users
  * Add On Qty 2 = up to 20 sub-users
  * Add On Qty 3 = up to 30 sub-users

Click **Save** to activate the add-on.

++++
++++ How do I enable expense claim submission for employees in Chillhub |
 
**Setup: Create Sub-User Role**
  - Open **Sub Users** from User Menu
  - Select **Sub-user roles** tab
  - Click **New** button to create a sub-user role.
  - Set permissions as follows:
    * For employees, set **Business Transaction** → **Expense** → **Self-Service**
      * Permission to create, view, and submit **own expenses only**. Approval access is not allowed.
    * For approvers, set **Business Transaction** → **Expense** → **Full Access**
      * Permission to view, create, edit, approve, reject, cancel, and manage **all expenses**. 
**Employee submit expenses**
  - Open **Expense** page from main menu
  - Click the **New** button
  - Upload **Receipts** or support documents
  - Select **Expense Account**
  - 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** 
 
++++
 
++++ Can multiple users access Chillhub from different devices at the same time? |
 
A single account can be logged in and **used simultaneously across multiple devices**, and it may also be accessed by different users.

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.

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 [[subuser|here]]
 
++++

++++ What is the recommended sub-user role settings for technicians or delivery staff? |
 
**Step 1: Create Sub-User Role**
  - Open **Sub Users** from User Menu
  - Select **Sub-user roles** tab
  - Click **New** button to create a sub-user role.
  - Set permissions as follows:
    * **Business Transaction** → **Scheduling** → **Read-only** 
      * Can view schedules but cannot edit
      * Can access **Delivery Notes** and **Job Completion Notes** from the Schedule Form.
    * **Dashboard** → **Pending Job** → **Full Access**
      * Can view pending jobs in Dashboard
      * Can **Start** and **Complete** jobs
      * Can upload media files related to the job.	
    * **Inventory** → **Ship** → **Read-only**
      * Can open **Delivery Notes** document
      * Can capture **Customer Signature** at Delivery Notes
    * **Business Transaction** → **Job Completion Note** → **Full Access** 
      * Can create and edit **Job Completion Notes** from Schedule Form. (Set Read-Only if not allowed)
      * Can open **Job Completion Notes** document
      * Can capture **Customer Signature** at Job Completion Notes
    * Select **lowest access level** for all other features.
  - Click the **Save** button.

**Step 2: Create Sub-User**
  - Select **Sub-user roles** tab
  - Click **New** button to create a sub-user.
  - Enter **Username** & **Password** (temporary)
  - Assign Employee (configured at Settings)
  - Select the created Sub-User Role
  - Click the **Save** button.
 
++++
 
===== System Setup =====
 
++++ I just registered for Chillhub; what should I do now for setup? |
 
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.
 
++++

++++ What is the recommended company logo format and size used in Chillhub? |

Chillhub supports common web image formats, including **JPEG, PNG, GIF, WebP, SVG, and AVIF**.
\\ **Recommended maximum logo dimensions:**

  * **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

++++

++++ How can I install the Chillhub app? |
Chillhub offers a Progressive Web App (PWA) that can be installed on your device for a seamless experience, just like a native app. It is available on iPhone, Android, and PC browsers.
\\ For step-by-step installation instructions, visit:
\\ 🔗 https://wiki.chillhub.com.my/doku.php?id=app_installation

++++

++++ 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]]

++++