schedule [Chillhub App Knowledge Base]

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===== Scheduling =====
Please refer to the guide below for detailed information on scheduling module.
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++++ Manage Schedules: Overview of all scheduled tasks, deliveries, and services in either a calendar or list view  |
=== Manage Schedules ===
  * Log on to [[https://app.chillhub.com.my|Chillhub App]] 
  * Navigate the Sales Order page by selecting **Menu** -> **Scheduling** 
  * The following options are located on the toolbar
    * {{mdi>magnify}} **Search**: Allows you to search for specific data
    * {{mdi>refresh}} **Refresh**: Updates the current view by reloading the data
    * {{mdi>download}} **Export to Excel**: Enables exporting the current view data to an Excel file.
    * {{mdi>plus}} **New**: Creates a new entry or record in the system.
      * **New Appointment**: Schedule a new job.
      * **New Daily Note**: Add a daily note for reference
  * Additional Filter and Navigation :
    * {{mdi>calendar-today}} : Jump to a specific date.
    * {{mdi>chevron-left}} : Move to the previous week (desktop) or previous day (mobile).
    * {{mdi>chevron-right}} : Move to the next week (desktop) or next day (mobile).
    * {{mdi>plus}} **Date** : Shows the selected weekly range (desktop) or a single date (mobile).
    * {{mdi>account-multiple}} **Filter by Team** : Narrow down schedules based on selected assigned teams (and team categories). \\ {{gallery>:schedule:schedule_6.jpg?400x0&crop=off&0}}
    * {{mdi>calendar-check}} **Show Free Slots**: Displays the available time slots of the selected teams on the calendar. \\ {{gallery>:schedule:schedule_5.jpg?400x0&crop=off&0}}
    * {{mdi>dots-horizontal}} More actions:
      * {{mdi>link}} **Customer Form** : Generate a self-filled form for customers to submit their details.
      * {{mdi>clipboard}} **Open Requests** : View incoming customer form submissions.
        * A badge indicates the number of open submissions.
        * Take one of the following actions on open requests:
          * Schedule	  
          * Creating invoice
          * Create sales order
          * Create quotation
          * Saving customer details.
  * Views Tab:
    * **Calendar**: Displays scheduled jobs in a weekly calendar view (desktop) or a daily calendar view (mobile). \\ {{gallery>:schedule:schedule_1.jpg?600x0&crop=off&0}}
      * **Total**: Shows the total allocated sales amount for the selected day. //(Hidden from users without **Job Amount & Allocation** access)//
      * **Notes**: Displays daily notes for quick reference.
      * **Events**: 
        * Display time as //Planned// or //Actual (Planned)//, completion status (✔), customer name, address, and contact details.
        * {{mdi>paperclip}}: Indicates that the job has one or more attachments.
        * Event color is determined by the assigned team color configured in user settings.
      * Clicking on an event or note opens a **context menu** with the following options:
        * {{mdi>pencil}}: View and modify job or note details.
        * {{mdi>delete}}: 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. 
      * 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. \\ {{gallery>:schedule:schedule_2.jpg?600x0&crop=off&0}}
      * {{mdi>chevron-up}}: Expand row to view more details.
      * {{mdi>pencil}}: View and modify job or note details. (Mobile View: expand row to access)
      * {{mdi>delete}}: 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)
        * {{mdi>clock-outline}} **Pending**: The scheduled job is awaiting completion.
        * {{mdi>timer-sand-empty}} **Started**: The scheduled job is currently in progress. 
        * {{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
      * **Customer**: The name of the customer associated with the scheduled job.
      * **Address**: The location where the job will take place.	 
      * **City**: The city of the job location. 	  
      * **Contact No.**: The customer's contact number.
      * **Terms**: The payment terms agreed with the customer.
      * **External Code**: External reference code used to link this customer to an external accounting system. 
      * **Team**: The assigned team responsible for the job.
      * **Employee**: The employee assigned to the job.
      * **Tasks**: The list of specific tasks to be performed.
      * **From**: The //Planned// or //Actual (Planned)// starting time of the job. 
      * **To**: The //Planned// or //Actual (Planned)// ending time of the job.
      * **Invoice No.**: The invoice number linked to this job.
      * **Sales Order No.**: The sales order number associated with this job.
      * **Quotation No.**: The quotation number associated with this job.
      * **Delivery Order No.**: The delivery order number linked to this job.
      * **Job Completion Note No.**: The job completion note number linked to this job.
      * **Allocated Sales Amount**: The sales amount allocated to this job. //(Hidden from users without **Job Amount & Allocation** access)//
      * **Remark**: Any additional notes or comments related to the job.
      * **Attachment**: Specifies whether the job has one or more attached files.	  
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=== Job Appointment Form === 
++++ Accessing Job Appointment Form: How to create or edit scheduled job in the system from different entry points |
  - **From Scheduling Page**: Click the New {{mdi>plus}} 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 Quotation/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. 
      * If the job details differ from the billing information, update them accordingly.
    * **Quotation No.**, **Invoice No.** and **Sales Order No.**: These will be copied over automatically. 
      * By default, **Auto Link Amount** is enabled, and the **Allocated Sales Amount** will match the invoice amount (or sales order amount). 
      * Uncheck **Auto Link Amount** and enter the correct amount manually. 
    * **Delivery Order No.**: If a delivery note exists with a matching delivery date, it will be automatically linked to the scheduled job.
    * **Job Completion Note No.**: If a job completion note exists with a matching service date, it will be automatically linked to the scheduled job.
++++
++++ Job Appointment: Create or edit scheduled job details |
== Job Appointment Form == 
\\ {{gallery>:schedule:schedule_3.jpg?500x0&crop=off&0}}
  * **Status**: Shows the current status of the scheduled job (e.g., Pending, Completed, Cancelled)
  * **Date**: Date of the job appointment
  * **Planned**:
    * **From**: The planned start time of the job.
    * **To**: The planned end time of the job.
    * {{mdi>calendar-month}}: Opens a calendar popup to view existing scheduled time slots, allowing users to select and apply an available time. \\ {{gallery>:schedule:schedule_8.jpg?400x0&crop=off&0}}
  * **Actual**:
    * **From**: The actual start time of the job.
    * **To**: The actual end time of the job.
  * **Industry Filter**: Used to filter task selection
  * **Tasks**: Select one or multiple tasks to be performed.
  * **Primary Team**: The primary team responsible for the job.
  * **Employee**: The employee assigned to the job.
  * **Secondary Teams**: Additional teams involved in the job, alongside the primary Team.
    * Click {{mdi>account-plus}} **Assign Team** to pick teams from a selector.
  * {{mdi>chart-donut}} **Define Allocation**: Opens a dialog to define how the job amount is split between the assigned teams, and each team's hourly rate.
    * //Only available to users with **Job Amount & Allocation** permission.// \\ {{gallery>:schedule:schedule_9.jpg?400x0&crop=off&0}}
    * Each assigned team is listed as a row (the primary team is labeled **Primary Team**), with the following fields:
      * **Split Percent (%)**: The share of the job amount allocated to the team based on its contribution, normally used for commission calculation. \\ //Leave blank for an equal split.//
      * **Hourly Rate**: The team's hourly rate, used for labor hour calculation when billing the customer.
    * {{mdi>refresh}} **Reset to Default**: Resets each team's Split Percent and Hourly Rate to the defaults configured for that team in user settings.
    * Allocated sales and labor cost report is available in:    
      * **[[dashboard|Dashboard]]** -> **Team Summary**
      * **Custom Report** -> **Labor Cost Summary** and **Labor Cost by Team**
  * **Internal Job**: Tick this checkbox to mark the job as an internal job (e.g. meeting, training). Customer fields are disabled.
  * **Customer**
    * **Billing**: The customer's billing information, used for invoicing
      * {{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]] 
      * **Customer**: The name of the customer to whom the invoice is issued.
      * **Contact No.**: The contact number for the billing customer.
        * {{fa>whatsapp}}: Click to open WhatsApp chat with the customer.
      * **Person in Charge**: The main contact person at the billing customer’s company.
      * **Email Address**: The billing customer's email address.
      * **Individual/Company Toggle**: A button to switch between Individual and Company modes, ensuring only the relevant customer information is displayed.
      * **ID Type**: The type of identification used, such as NRIC, BRN (Business Registration Number), Passport No., or Army ID.
      * **ID No.**: The customer identification number corresponding to the selected ID type. \\ //Note: For BRN, use the new format (e.g., 202001234567).//
      * **SST Reg. No.**: The Sales and Services Tax (SST) registration number of the customer (Only required for SST-registrant) \\ //E.g.  A01-2345-67891012// 
      * **Tax Identification No.**: Tax Identification Number (TIN) of the customer. Company TIN is mandatory, while the **Default TIN** can be used for individuals. \\ //E.g. C2584563222//
        * {{mdi>cloud-download}}: Retrieve Tax Identification Number (TIN) from the MyInvois System using the corresponding ID Number (e.g., NRIC, BRN).
      * **Use Default TIN**: Use //EI00000000010// as Tax Identification Number.
      * **Address**: Billing address of the customer
        * {{mdi>map-marker}}: Click to open the location in Google Maps.
      * **Postcode**: Billing postcode of the customer
      * **City**: Billing city of the customer
      * **State**: Billing state of the customer
      * **Country**: Billing country of the customer
      *	**Terms**: The payment terms agreed with the customer (Configure options at **Settings** -> **Terms**)
      *	**External Code**: External reference code used to link this customer to an external accounting system. 
        * Only available when integration with an external accounting system is enabled. Please contact Chillhub for more information.
        * Select //<<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.
    * **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.
      * {{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.
      * **Contact No.**: The contact number for the delivery customer.
        * {{fa>whatsapp}}: Click to open WhatsApp chat with the customer.
      * **Person in Charge**: The main contact person at the delivery customer’s company.
      * **Email Address**: The delivery customer's email address.
      * **Address**: Delivery address of the customer
        * {{mdi>map-marker}}: Click to open the location in Google Maps.
      * **Postcode**: Delivery postcode of the customer
      * **City**: Delivery city of the customer
      * **State**: Delivery state of the customer
      * **Country**: Delivery country of the customer
      * **Clear all** button: Reset all entered customer delivery info and start fresh.
  * **More Information**
    * **Quotation No.**: The quotation number linked to the job. (Auto populated if job is scheduled from quotation) 
    * **Sales Order No.**: The sales order number linked to the job. (Auto populated if job is scheduled from sales order)
      * **Create/Edit Sales Order**: Open sales order form to create/edit a sales order linked to the job. (Customer details will be copied as billing information)
    * **Invoice No.**: The invoice number linked to the job. (Auto populated if job is scheduled from invoice)
      * **Create/Edit Invoice**: Open invoice form to create/edit a invoice linked to the job. (Customer details will be copied as billing information)
    * **Allocated Sales Amount**: The sales amount allocated to this job, which is then split among the assigned teams based on their allocation. It is used to calculate each team's allocated sales.
      * **Auto Link Amount**: Automatically links the invoice or sales order amount as the **Allocated Sales Amount**. The amount is prorated by the job's **Progress**.
      * //(Hidden from users without **Job Amount & Allocation** permission)//
    * **Progress**: The percentage of the overall project (the linked invoice or sales order) that this job accounts for. Defaults to the **Calculated Progress** shown below the field if left empty.
      * If the linked invoice/sales order is scheduled across multiple jobs, the calculated progress is distributed evenly across those jobs.
      * When you complete a job from the **[[dashboard|Dashboard]]**, enter the cumulative progress for the entire project. The system works out the progress attributed to this job, defaulting to the calculated progress.
      * Progress is factored into the allocated sales amount. \\ //E.g. an invoice scheduled over 4 days gives each job 25% progress, so each job amount is one quarter of the invoice amount. That amount is then divided among the teams assigned to the job based on their allocation.//
      * //(Hidden from users without **Job Amount & Allocation** permission)//
    * **Delivery Note No**: The delivery note associated to the job.
      * Automatically populated if a delivery note exists from the associated invoice or sales order with a matching delivery date.
      * **View Document**: Opens the delivery note for viewing and allows the customer to sign digitally.	  
    * **Job Completion Note No**: The job completion note associated to the job.
      * Automatically populated if a job completion note exists from the associated invoice or sales order with a matching service date.
      * {{mdi>plus}}: 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.
== Form Actions ==
  * **Save & Close**: Save and close the form
    * **Save as Pending**: Save changes while keeping the job in pending status.
    * **Save as Started**: Save changes and mark the job as started.
    * **Save and Complete**: Save changes and mark the job as completed.	
    * **Save and Cancel**: Save changes and cancel the job.
  * **Save & Continue**: Save and leave the form open
    * **Save as Pending**: Save changes while keeping the job in pending status.
    * **Save as Started**: Save changes and mark the job as started.
    * **Save and Complete**: Save changes and mark the job as completed.	
    * **Save and Cancel**: Save changes and cancel the job.
  * **Upload Media**: Upload photos or files related to the job. //(e.g. site photos, documents, or supporting images)//
++++
++++ Daily Note: Create or edit daily note for reference |
== Daily Note Form ==
\\ {{gallery>:schedule:schedule_4.jpg?400x0&crop=off&0}}
  * **Date**: The date associated with the daily note.
  * **Remark**: Notes or comments for reference on the selected date.
++++
++++ Recurrence: Set Up a Recurring Schedule |
== Recurrence Form ==
\\ {{gallery>:schedule:schedule_7.jpg?400x0&crop=off&0}}
  * **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.
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