Manage Schedules

• Log on to Chillhub App
• Navigate the Sales Order page by selecting Menu → Scheduling
• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Refresh: Updates the current view by reloading the data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • 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 :
  • : Jump to a specific date.
  • : Move to the previous week (desktop) or previous day (mobile).
  • : Move to the next week (desktop) or next day (mobile).
  • Date : Shows the selected weekly range (desktop) or a single date (mobile).
  • Filter by Team : Narrow down schedules based on assigned teams.
  • Customer Form : Generate a self-filled form for customers to submit their details.
  • 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).
    
    • Total: Shows the total amount to be received or earned for the selected day.
    • Notes: Displays daily notes for quick reference.
    • Events:
      • Display time as Planned or Actual (Planned), completion status (✔), customer name, address, and contact details.
      • 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:
      • : View and modify job or note details.
      • : Create a copy of an existing job or note.
        Notes: Amount will not be copied over
      • : Remove the job or note details.
    • 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.
    
    • : Expand row to view more details.
    • : View and modify job or note details. (Mobile View: expand row to access)
    • : 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
    • : Remove the job or note details.
    • Status: Shows the current status of the scheduled job (e.g., Pending, Completed, Cancelled)
      • Pending: The scheduled job is awaiting completion.
  • Started: The scheduled job is currently in progress.
    • Completed: The scheduled job has been successfully completed.
    • 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.
    • 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.
    • Delivery Order No.: The delivery order number linked to this job.
    • Job Completion Note No.: The job completion note number linked to this job.
    • Amount: The total amount expected to be received or earned from the job.
    • Remark: Any additional notes or comments related to the job.

1. From Scheduling Page: Click the New button or selecting time slots in calendar area to create a new job appointment. To modify an existing sales order, click the Edit icon on the corresponding row in the data table or events in the calendar view.
2. From Sales Order/Invoice Page: On the data table row, click the Options button to open a menu, then select 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.
   • Invoice No. and Sales Order No.: These will be copied over automatically.
     • By default, Auto Link Amount is enabled, and the Amount to Receive will match the invoice amount (or sales order amount).
     • 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.
   • 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 Form

• 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.
• 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.
• Team: The assigned team responsible for the job.
• Employee: The employee assigned to the job.
• Customer
  • Billing: The customer's billing information, used for invoicing
    • : Scan Taxpayer QR code from MyInvois App to automatically populate customer information.
      • Visit 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.
      • : 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
      • : 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
      • : 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
    • 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.
    • Customer: The name of the customer to whom goods and services are delivered.
    • Contact No.: The contact number for the delivery customer.
      • : 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
      • : 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
  • 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)
  • 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.
  • Delivery Order 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.
  • 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.
• Remark: Any additional notes or comments related to the job.

Daily Note Form

• Date: The date associated with the daily note.
• Remark: Notes or comments for reference on the selected date.