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DigiServe, a Service Management Application - Training Document

Complete ERP Solution for Service Industry with CRM, Project Management, Inventory, Warehouse, Accounts, etc. Manage your after sales service very efficiently.

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DigiServe, a Service Management Application - Training Document

  1. 1. “DigiServe” - Service Automation Application Overview
  2. 2. OVERVIEW Custom developed automation software for service industry. Application provides complete environment to track work order status at all levels. • Manage orders received from Client – New Installations – Repairs / Service – Inspection for Warranty / Extended Warranty • Assign work order to respective Franchisee based on the Pin Codes, Service Skills, etc. • Franchisee in turn assign work order to respective Technician • Technician Schedule a visit with Customer site and update work status in Android mobile application • Technician make inspection and suggest if any additional component required • Updates component requirement at mobile application (with component picture at site) and seek quotation from back-office team • Quotation will be then converted to Invoice for Customer from Back-office team • Technician executes work order and update status. • Customer is notified to pay service charges online (if any) • Technician updates payment method and settle at Franchisee office if cash is collected • Master Client is then notified completion of the work
  3. 3. GENERAL FEATURES • Admin Features • Internal Messaging & Notification • Contact Management • Calendar / Reminders • Lead Management / CRM • Inventory / Product Management • Warehouse Management • Purchase Management • Sales Management • Invoice Management • Project Management
  4. 4. ADMIN FEATURES • Setting up organization with own branding • User & Roll Management • Employee Management • Timesheet Management
  5. 5. HUMAN RESOURCES • Employee Management • Department and Roll Management • Leave Management • Timesheet Management • Attendances • Appraisal Management • Recruitment Management
  6. 6. INTERNAL MESSAGING • Engage conversation between colleagues, managers, and all levels in your organization. Get an overview of the topics being discussed and all the new messages. • Start a discussion with public channels and allow any employee to join the conversation. • Create private channels to invite only a selected group of people. • Categorize the way notifications are sent to minimize mailbox pollution while making sure important messages get through.
  7. 7. CONTACT MANAGEMENT • Manage all your contacts from leads to customers, suppliers and partners • Allows to set several job positions in different companies per contact • Keep track of all interactions with your business contacts • Use powerful filters to sort the data you need. Group your contacts by any relevant field, whether the country, the activity of the company or the salesperson in charge of the account. • From your suppliers to your end-users, access all your request for quotations, sales orders and purchase orders in a few clicks. See the complete history of each customer, including the total invoiced and overdue.
  8. 8. CALENDAR • Organize a team meeting that involves single or multiple people. It's useful to have a single agenda with the details of all meetings - not only yours, but also those of your colleagues, partners and other people that you meet with on a regular basis. • You can then follow yours and others' meetings, invite people to join and have an overview of the agenda. Everything is visible in a single view and only invited people have access to the information. You can follow people you usually meet so that you can plan your common meetings for the most suitable time. • You can see their responses directly in the meeting details and keep track of who has accepted (green), who has declined (red) and who hasn't answered yet (grey).
  9. 9. CRM • Capture Leads • Track leads, close opportunities and get accurate forecasts. • Get accurate insights you need • Organizes customer data in a centralized location. • Track Follow-ups • Calendar/reminders • Real Time Overview: Track Sales Status • Real-time messaging to enhance collaboration • See when a colleague logs a call or send a quote
  10. 10. INVENTORY MANAGEMENT • Get the most efficient stocking method and improve all your internal operations. Track every stock move from purchase to warehouse bin to sales order. • Trace lots or serials upstream or downstream from anywhere in your supply chain. • Use cutting-edge automation and advanced routes to manage any warehouse. • Warehouse location management (It can be dedicated location for warehouse OR can be Franchisee location) • Each Warehouse will have multiple Bins Locations and Each Bin will have multiple Racks • Materials arriving to Warehouse will be stacked in labele’d racks under their respective Bins • Capture BOM / GRN Details in ERP Solution • Generate Bar Codes • Quality check at site • Return / Damage Management and Reversal of Billing and Inventory • Manage material issues / consumption from all warehouses – Manage stock numbers based on the issues – Manage Internal transfers from warehouse to warehouse
  11. 11. PURCHASES A fast user interface designed for modern inventory management. • Configure each to product to send out Requests for Quotations to each of your suppliers. • Send RfQs by email directly from the app or print and send them by post, all in just one click. • Send out RfQs for multiple products at the same time. • Save time by setting up rules to automatically send RfQs to your suppliers based on your stocks levels. • Keep track of the status of your quotes and orders, of the amount of the orders and the expected delivery date. No more generation of draft PO. Auto-complete when generating a draft invoice. • Set up procurement rules to automatically order the necessary items based on stock levels, minimum quantities per location or per supplier, sales, or other parameters. • Keep track of your stock and determine quantity and locations for each batch of items you receive. • Design drafts of invoices which you can easily modify or cancel later. • Handle internal moves • Control future orders • Check stock and availability • Add supplier reference • Specify storage location • Define procurement rules • Include accounting rules • Use predefined dashboards or build your own with the advanced reporting engine Share filters with the team.
  12. 12. SALES MANAGEMENT All the information you need, where you need it with a fast and intuitive user interface designed for salespeople. Send quotes in a just a few clicks. Convert quotes to sales orders and invoices from the same screen. • Quotation Builder • Quotation Template • Upselling • Manage Sales Orders • Manage Invoicing from Sales Orders • Manage Contracts • Maintain Product Variants • Manage Pricelists • Manage Discounts • Manage Product Types • Order & Invoicing Analysis
  13. 13. ACCOUNTING • Create sharp and professional invoices, manage recurring billings, and easily track payments. • Control supplier invoices and get a clear forecast of your future bills to pay. • Send reminders to your debtors in just a few clicks. Simply set- up and automate follow-ups to get paid more quickly. • Easily create your earnings report, balance sheet or cash flow statements. • Manage Receivables from Client & Customers
  14. 14. PROJECT MANAGEMENT • Simplify your processes and enhance employees collaboration. Schedule your teams across projects. Plan ahead for upcoming projects with forecasts based on comparable projects and estimate deadlines more accurately. Compare forecasts with real timesheets for increased profitability. • Create customized stages for each project to simplify your workflow overview and increase overall project efficiency. • Add quick notes or attach files to any task and stay connected to your team. Forget endless follow-up meetings to keep track of projects. • Create graph views to analyze your data utilizing a powerful search tool, filter and grouping functions, and a variety of unique visual interfaces to help you track and maintain your projects from any level.
  15. 15. Data Entry Module for Call Centre Executive
  16. 16. Green button : Mark it green if the call is flawless Red button : Represents call is difficult to handle
  17. 17. Star button : Favourite This call will be marked as important and stands on top of the list.
  18. 18. Call Title : This is the replica of Complaint ID. However, user can change OR add additional information to access this call easily.
  19. 19. Complaint Date & Time : This information captured automatically. However, only admin can edit this information.
  20. 20. Project Name: This is the information about end client who has provided this call.
  21. 21. Customer Name : Complete customer details to be entered by Call Centre Executive if it is for the first time. Advanced dropdown enables to capture appropriate customer details from the history with all details from second time. Do not enter suffix like Mr., Mrs., Miss., etc. Keep it very simple with First Name and Second Name.
  22. 22. Product Name: All products belongs to selected customer will be displayed in the dropdown menu to save data entry time. If the customer is complaining first time for the product, user should create a product in fill information shown in the next slide.
  23. 23. You can also add pictures in the attachment section.
  24. 24. Call Stage : • Pending • Completed Tags : Tags are very useful field as you can mention additional information about the product and search them from advanced search tool.
  25. 25. Timesheet : Track your working time Choose to log your activities at the beginning of the day, on the fly or after your work is done. Select your recurring tasks in one click to add them to your activities of the day. Work faster by setting up a default project and minimal duration.
  26. 26. Description Capture any additional information about customer / product for better understanding of the complaint on site. Internal References: Customer Ref. ID : To map customer ID from their ERP application Complaint Ref. ID : To map complaint ID from their ERP application
  27. 27. Work Allocation / Assignment Manual : Calls are assigned to the person who is creating this call. Later it can be assigned manually to any other user. Auto Assignment : Reads customer zip code and assigned it to the user having responsible for this zip code. You can add zip codes users while creating “Portal User”.
  28. 28. TechnicianModule