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Table of Contents
16 Facilities ..................................................................................................................................... 8
16.1 Projects .................................................................................................................................. 8
16.1.1 Project [Internal] ........................................................................................................... 9
16.1.2 Sub Project [Internal] ................................................................................................... 9
16.1.2.1 Budget .................................................................................................................... 9
16.1.2.1.1 Budget Period ..................................................................................................... 9
16.1.2.1.2 Sub Project Details .............................................................................................. 9
16.1.2.2 Stock ..................................................................................................................... 10
16.1.2.3 Documents .......................................................................................................... 10
16.1.2.4 Terms & Conditions ............................................................................................ 11
16.2 Budget .................................................................................................................................. 18
16.3 Owners/Tenants ................................................................................................................. 20
16.4 External Customer ............................................................................................................. 21
16.5 Inventory .............................................................................................................................. 24
16.5.1 Indents ......................................................................................................................... 24
16.5.2 Pending Indents .......................................................................................................... 27
16.5.3 Service Indent ............................................................................................................. 28
16.5.4 Purchase Orders ........................................................................................................ 29
16.5.4.1 PO-Indents .......................................................................................................... 31
16.5.4.2 Rates and Taxes ................................................................................................ 32
16.5.4.3 Terms and Conditions ........................................................................................ 32
16.5.5 RoPo Mapping ............................................................................................................ 35
16.5.6 GRN .............................................................................................................................. 36
16.5.7 Unpaid GRN ................................................................................................................ 38
16.5.8 Issue Inventory ........................................................................................................... 39
16.5.9 Return Inventory ......................................................................................................... 41
16.5.10 Gate Pass ................................................................................................................ 42
16.5.11 Transfer Orders ...................................................................................................... 47
16.5.12 Material Reconciliation .......................................................................................... 48
16.5.13 Short Close GRN .................................................................................................... 49
16.6 Payments ............................................................................................................................. 50
16.6.1 Work Order .................................................................................................................. 50
16.6.2 Misc. Expenses ........................................................................................................... 55
16.6.3 Work Order Advance ................................................................................................. 58
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16.6.4 Supplier Advances ..................................................................................................... 62
16.6.5 Supplier Certificate ..................................................................................................... 63
16.6.6 Supplier Debit Notes .................................................................................................. 66
16.6.7 Service Provider Certificates .................................................................................... 67
16.6.8 Service Provider Advances ....................................................................................... 69
16.6.9 Supplier Debit Note Waive Off ................................................................................. 71
16.6.10 Supplier Debit Note Receipts ............................................................................... 72
16.6.11 Wo Debit Note ......................................................................................................... 73
16.6.12 Wo Debit Note Receipt .......................................................................................... 74
16.6.13 Service Provider Debit Note ................................................................................. 75
16.6.14 Service Provider Debit Note Receipt ................................................................... 76
16.7 Approvals ............................................................................................................................. 77
16.7.1 Consultant WO ........................................................................................................... 77
16.7.2 Project .......................................................................................................................... 78
16.7.3 Sub Project .................................................................................................................. 78
16.7.4 Facilities Budget Period ............................................................................................. 79
16.7.5 BOQ Master ................................................................................................................ 79
16.7.6 Work Category Budget .............................................................................................. 80
16.7.7 Material Budget ........................................................................................................... 80
16.7.8 Contractor Master ....................................................................................................... 81
16.7.9 Work Order .................................................................................................................. 81
16.7.10 Internal Work Order................................................................................................ 82
16.7.11 RAC. ......................................................................................................................... 83
16.7.12 Abstract .................................................................................................................... 83
16.7.13 Advance Payment .................................................................................................. 83
16.7.14 Work Order Payment ............................................................................................. 84
16.7.15 Wo Debit Note ......................................................................................................... 85
16.7.16 Wo Debit Note Receipt .......................................................................................... 85
16.7.17 Misc. Expenses Payment ...................................................................................... 86
16.7.18 Rental Modification ................................................................................................. 86
16.7.19 Indent ....................................................................................................................... 87
16.7.20 Service Indent ......................................................................................................... 87
16.7.21 Purchase Orders .................................................................................................... 88
16.7.22 ROPO Mapping ...................................................................................................... 89
16.7.23 GRN .......................................................................................................................... 89
16.7.24 Issue ......................................................................................................................... 90
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16.7.25 Return ....................................................................................................................... 91
16.7.26 Transfer Orders ...................................................................................................... 91
16.7.27 Gate Pass ................................................................................................................ 92
16.7.28 Supplier Certificates ............................................................................................... 93
16.7.29 Supplier Advances ................................................................................................. 93
16.7.30 Supplier Debit Notes .............................................................................................. 94
16.7.31 Supplier Debit Note Waive Off ............................................................................. 95
16.7.32 Supplier Debit Note Receipts ............................................................................... 95
16.7.33 Service Provider Certificates ................................................................................ 96
16.7.34 Service Provider Advances ................................................................................... 96
16.7.35 Service Provider Debit Note ................................................................................. 97
16.7.36 Service Provider Debit Note Receipt ................................................................... 98
16.7.37 Facilities Bills ........................................................................................................... 98
16.7.38 Temporary Receipts ............................................................................................... 99
16.7.39 Facilities Receipts .................................................................................................. 99
16.7.40 Credit Note ............................................................................................................ 100
16.7.41 Interest Waive Off ................................................................................................. 101
16.7.42 Debit Note .............................................................................................................. 101
16.7.43 Supplier Master ..................................................................................................... 102
16.7.44 Service Provider Master ...................................................................................... 102
16.7.45 Rate Comparison.................................................................................................. 103
16.7.46 Quotation Approval .............................................................................................. 104
16.7.47 Customer Payment .............................................................................................. 104
16.7.48 Tender Documents ............................................................................................... 105
16.7.49 Pre Tender Estimate ............................................................................................ 105
16.7.50 Tender Receipt ..................................................................................................... 106
16.7.51 Float Tender .......................................................................................................... 106
16.8 Termsheet ......................................................................................................................... 107
16.9 Billing .................................................................................................................................. 124
16.9.1 Consumption Details ................................................................................................ 124
16.9.2 Create Bill .................................................................................................................. 125
16.9.3 Facilities Receipts .................................................................................................... 126
16.9.4 Temporary Receipts ................................................................................................. 128
16.9.5 Credit Note ................................................................................................................ 129
16.9.6 Debit Note .................................................................................................................. 131
16.9.7 Interest Waive Off ..................................................................................................... 132
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16.9.8 Customer Payment .................................................................................................. 133
16.10 Modification ................................................................................................................... 134
16.11 Abstracts ........................................................................................................................ 136
16.12 Masters .......................................................................................................................... 137
16.12.1 Materials ................................................................................................................ 137
16.12.2 Master Tables ....................................................................................................... 140
16.12.3 Store Master .......................................................................................................... 163
16.12.4 Consultant ............................................................................................................. 164
16.12.5 Contractor .............................................................................................................. 167
16.12.6 Supplier .................................................................................................................. 171
16.12.7 BOQ ........................................................................................................................ 173
16.12.8 Billing Group .......................................................................................................... 180
16.12.9 Service Provider ................................................................................................... 181
16.12.10 Material Buyer ....................................................................................................... 183
16.12.11 Material Role Mapping ......................................................................................... 184
16.12.12 Rate Master ........................................................................................................... 185
16.13 Utilities ............................................................................................................................ 185
16.13.1 Budget .................................................................................................................... 185
16.13.2 BOQ ........................................................................................................................ 186
16.13.3 Sales Stock ........................................................................................................... 188
16.13.4 Templates .............................................................................................................. 188
16.13.5 Bulk Assign PLC ................................................................................................... 189
16.13.6 Contractor WO Copying ...................................................................................... 190
16.13.7 Maintenance Tax Utility ....................................................................................... 190
16.13.8 WO Tax Utility ....................................................................................................... 191
16.13.8.1 Change of Tax Percentage ................................. Error! Bookmark not defined.
16.13.8.2 Insert Tax ............................................................... Error! Bookmark not defined.
16.13.8.3 End Tax .................................................................. Error! Bookmark not defined.
16.13.9 PO Tax Utility ........................................................................................................ 194
16.13.10 Bank Detail(S) ....................................................................................................... 194
16.13.11 Receipts ................................................................................................................. 195
16.14 Termination ................................................................................................................... 195
16.14.1 Work Order ............................................................................................................ 195
16.14.2 Purchase Order .................................................................................................... 195
16.14.3 Internal Work Order.............................................................................................. 196
16.15 Portal .............................................................................................................................. 196
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16.15.1 About Portal ........................................................................................................... 196
16.15.2 Licensing/Send Credentials ................................................................................ 196
16.15.3 Login Configuration .............................................................................................. 197
16.15.4 Menu Configuration .............................................................................................. 199
16.15.5 Home Page Images ............................................................................................. 200
16.15.6 Contacts Category................................................................................................ 200
16.15.7 Contacts Master.................................................................................................... 201
16.15.8 Ticket Category Mapping .................................................................................... 201
16.15.9 Banners .................................................................................................................. 201
16.15.10 Broadcasting ......................................................................................................... 202
16.15.11 FAQ Category ....................................................................................................... 202
16.15.12 FAQ ........................................................................................................................ 203
16.15.13 News ....................................................................................................................... 203
16.15.14 Inbox ....................................................................................................................... 204
16.15.15 Create Ticket ......................................................................................................... 204
16.15.16 Usage Statistics .................................................................................................... 205
16.15.17 Frequently Used Pages ....................................................................................... 205
16.15.18 User Login/Logout ................................................................................................ 205
16.15.19 Ticketing ................................................................................................................. 206
16.16 Search ............................................................................................................................ 206
16.16.1 Purchase ................................................................................................................ 206
16.16.1.1 Supplier Certificates ........................................................................................ 206
16.16.1.2 Purchase Orders .............................................................................................. 206
16.16.1.3 Transfer Orders ................................................................................................ 207
16.16.1.4 Suppliers ........................................................................................................... 207
16.16.2 Engineering ........................................................................................................... 207
16.16.2.1 Sub Project .......................................................................................................... 207
16.16.2.2 Inventory ............................................................................................................. 209
16.16.2.3 Payments ............................................................................................................. 210
16.17 Reports ........................................................................................................................... 212
16.17.1 Abstract .................................................................................................................. 212
16.17.1.1 Abstract Details Report ................................................................................... 212
16.17.2 BOQ ........................................................................................................................ 212
16.17.2.1 BOQ % Completion Report ............................................................................ 213
16.17.3 Budget .................................................................................................................... 213
16.17.3.1 Project Budget Report ..................................................................................... 213
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16.17.3.2 Project Budget Report ..................................................................................... 213
16.17.4 Collections ............................................................................................................. 214
16.17.4.1 Accounting Report ........................................................................................... 214
16.17.4.1.1 Unit ............................................................................................................. 214
16.17.4.1.2 Termsheet.................................................................................................. 214
16.17.4.2 Bill Collection Report ....................................................................................... 215
16.17.4.2.1 Unit ............................................................................................................. 215
16.17.4.2.2 Termsheet.................................................................................................. 215
16.17.4.3 Billing Report .................................................................................................... 215
16.17.4.3.1 Unit ............................................................................................................. 215
16.17.4.3.2 Termsheet.................................................................................................. 215
16.17.4.4 Customer Outstanding Report ....................................................................... 216
16.17.4.4.1 Unit ............................................................................................................. 216
16.17.4.4.2 Termsheet.................................................................................................. 216
16.17.4.5 Interest Report.................................................................................................. 216
16.17.4.5.1 Unit ............................................................................................................. 216
16.17.4.5.2 Termsheet.................................................................................................. 216
16.17.4.6 Non Collectable or Disputes Report ............................................................. 217
16.17.4.6.1 Unit ............................................................................................................. 217
16.17.4.6.2 Termsheet.................................................................................................. 217
16.17.4.7 Consumption Detail Report ............................................................................ 217
16.17.4.8 Credit Note Report ........................................................................................... 217
16.17.4.9 Service Tax Report .......................................................................................... 218
16.17.4.10 TDS Report ..................................................................................................... 218
16.17.4.11 Write Off Report ............................................................................................. 218
16.17.4.12 Unit/TermSheet Wise Report ....................................................................... 218
16.17.5 Contractor .............................................................................................................. 219
16.17.5.1 Contractor Details Report ............................................................................... 219
16.17.6 Contractor Payment ............................................................................................. 219
16.17.6.1 Contractor Outstanding Report ...................................................................... 219
16.17.7 Customer ............................................................................................................... 219
16.17.7.1 Customer Interaction Report .......................................................................... 219
16.17.8 Inventory ................................................................................................................ 220
16.17.8.1 Inactive Supplier List ....................................................................................... 220
16.17.8.2 List of Service Indents Report. ...................................................................... 220
16.17.8.3 Material Wise Purchase Report ..................................................................... 220
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16.17.8.4 Pending PO Report ......................................................................................... 221
16.17.8.5 GRN Listing Report ......................................................................................... 221
16.17.8.6 Indent Report .................................................................................................... 221
16.17.8.7 Indent to Issue Report ..................................................................................... 222
16.17.8.8 Itemwise Stock Report .................................................................................... 222
16.17.8.9 Pending GRN for Certification Report .......................................................... 222
16.17.8.10 PO Register Report ....................................................................................... 223
16.17.9 Letters .................................................................................................................... 223
16.17.9.1 Payment Reminder Letters ............................................................................ 223
16.17.10 Material Sales ....................................................................................................... 223
16.17.10.1 Material Sales ................................................................................................ 223
16.17.10.2 Material Sales Receipt Outstanding ........................................................... 224
16.17.11 Payment ................................................................................................................. 224
16.17.11.1 Contractor All Types of Certificates Detail Report .................................... 225
16.17.11.2 Contractor Outstanding Advance Report ................................................... 225
16.17.11.3 Contractor Outstanding Retention Report ................................................. 225
16.17.11.4 Supplier Certificate Report ........................................................................... 226
16.17.11.5 Supplier Outstanding Advance Report ....................................................... 226
16.17.11.6 Supplier Outstanding Report With Ageing ................................................. 226
16.17.11.7 Unpaid Abstract Report ................................................................................ 227
16.17.11.8 Vendor Outstanding Report ......................................................................... 227
16.17.11.9 Work Order Payment Details By Category Report ................................... 227
16.17.11.10 Work Order Payment Report ..................................................................... 227
16.17.12 Project .................................................................................................................... 227
16.17.12.1 Project Summary Report .............................................................................. 228
16.17.13 Purchase Order .................................................................................................... 228
16.17.13.1 Purchase Order Detail .................................................................................. 228
16.17.14 Transfer Order ...................................................................................................... 228
16.17.14.1 Material wise Transfer Summary Report ................................................... 229
16.17.14.2 Material wise Transfer Summary Report ................................................... 229
16.18 Communication ............................................................................................................. 229
16.18.1 Reversal Credit Voucher ..................................................................................... 229
16.19 Tendering ....................................................................................................................... 229
16.19.1 Tender Document ................................................................................................. 229
16.19.2 Expression Of Interest ......................................................................................... 232
16.19.3 Contractor Response ........................................................................................... 233
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16.19.4 Float Tender .......................................................................................................... 234
16.19.5 Pre-Tender Estimate ............................................................................................ 236
16.19.6 Tender Opening Form ......................................................................................... 237
16.19.7 Tender Receipt ..................................................................................................... 239
16.19.8 Rate Comparison.................................................................................................. 243
16.19.9 Tender Link To WO .............................................................................................. 246
16.20 Quotation ....................................................................................................................... 247
16.20.1 RFQ ........................................................................................................................ 247
16.20.2 Quotation ............................................................................................................... 249
16.20.3 Rate Comparison.................................................................................................. 252
16 Facilities
The Facilities module has been designed to address the needs of managing physical assets,
equipment, and amenities. This module offers the necessary tools and functionalities to
optimize the operational efficiency and maintenance of facilities.
16.1 Projects
Projects created under the Projects Module will automatically flow into the Facilities Module.
This setup is ideal for companies that construct projects and then manage the facilities
themselves.
However, companies have the option to create new projects directly within this module. This
is ideal for companies that are in the business of property management. Projects or sub-
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projects created in the Facilities Module are referred to as External Projects or External Sub-
Projects in the In4Suite system.
16.1.1 Project [Internal]
The same details of the Engineering project flow into that of the Facilities. Once you click on
a project, you will be able to view all its details. However, you will have the option to modify
these details based on the business requirement.
To make any changes, click Amend at the bottom of the page, modify the details and then
click Update.
16.1.2 Sub Project [Internal]
A Sub-Project is a smaller, more specific component of a larger project. Like projects, sub-
projects created in the Projects module are directly available in the Facilities module. Both
customers and their respective units flow directly into the Facilities module.
16.1.2.1 Budget
16.1.2.1.1 Budget Period
The budget period that is defined in Facilities > Budget will appear in the Budget Period tab. The user
can also sort the Budget Period List by choosing Active or Inactive options from the Budget Period
Status that can be located on the top right.
16.1.2.1.2 Sub Project Details
On this page, the user can access all details related to a sub project. The details include project
name, estimated start and end dates, saleable / maintenance area, interest rate calculation, etc.
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16.1.2.2 Stock
Stock displays all the units that flow from the Projects module. The user can search for a unit
either by entering the unit number or by selecting the status from the "Select Status" filter
panel. The stocks are categorized by different colours in the stock grid for easy identification.
As displayed in the screenshot:
• Light Green: Indicates that the stock is available for lease.
• Yellow: Indicates that the stock has been leased out.
• Grey: Indicates that the stock is only for property management.
16.1.2.3 Documents
The Documents tab allows users to upload, view, and manage documents associated with a
project / sub project. Users can upload various types of documents, such as property deeds,
lease agreements, inspection reports, and more, directly into the ERP system. Users can
also subscribe to documents to receive notifications about updates or changes.
To upload a document(s), follow the below steps:
1. Navigate to Facilities > Projects > Sub Project > Documents
2. Once you click Upload, you will be prompted to fill in the necessary details, including an
option to protect your document with a password.
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3. Once you fill in the page with necessary details, click Submit.
16.1.2.4 Terms & Conditions
In the Terms & Conditions section of the Facilities module, facility managers can define and manage
the contractual terms that tenants must comply with. This includes specifying rules, regulations,
responsibilities, and any other contractual obligations that tenants need to adhere to during their
occupancy of the property. These terms can cover various aspects such as rental payments,
maintenance responsibilities, usage policies, and compliance with local regulations, ensuring clarity
and legal compliance in tenant agreements.
16.1.3 Project [External]
A company has the option to create new projects directly in the Facilities module, which is
ideal for those in the business of property management. Projects created in the Facilities
Module are referred to as External Projects in the In4Suite system.
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To create an external project, follow the below steps:
1. Navigate to Facilities > Projects > Create External Project
2. Once you click on Create External Project, you will be prompted to fill in the
necessary details.
Basic Details
Fields
Explanation
Project Name (Required)
Enter the unique name or title of the project
Project Code (Required)
Specify a project code
Certifying Company (Required)
Choose the certifying company from the list
Certifying Company GSTIN
Provide the Goods and Services Tax
Identification Number (GSTIN) of the
certifying company for financial and taxation
purposes
Estimated Start Date (Required)
Enter the anticipated start date for the
project
Estimated Completion Date (Required)
Enter the expected completion date for the
project
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Profit Share Percentage (Required)
Enter the percentage of profit sharing
among involved parties, which serves as a
key financial parameter
Weblink to Layout Plan
Include a web link to the layout plan, which
facilitates easy access to visual
representations of the project's design and
structure
Project Details and Address
Fields
Explanation
BuildUp Area
Enter the buildup area. Typically, buildup
area constitutes Carpet area + wall
thickness + balconies + terraces.
Saleable Area
Enter the saleable area. Generally,
Saleable Area = Built-up Area + Common
Area, representing the total available area
for sale.
Estimated Carpet Area
Enter the approximate carpet area. The
carpet area is the actual usable area within
the walls of a property.
Property Manager
Select a manager who will oversee the
property from the drop-down list.
Property Address:
Enter the address details, including street
name, city, state, country, and postal code
(PIN code) associated with the selected
property.
Project Information
Fields
Explanation
Architect
Select an architect from the drop-down list
No. of Blocks
Enter the total number of building blocks or
structures within the construction project.
This field quantifies the different units or
sections in the development.
Total No of Saleable Units
Specify the overall count of saleable units in
the project. This includes all units available
for purchase or occupancy
Common Garden Area
Enter the total area designated for common
gardens within the project. This space is
typically shared among residents for
recreational purposes.
Budget Amount
Enter the overall budget allocated for the
construction project. This amount covers
various costs associated with development,
including construction, materials, and labor.
Advance Interest Rate
Specify the interest rate applicable to
advance payments made by buyers or
investors in the project.
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Delayed Interest/Penalty Rate %
Set the interest rate or penalty percentage
charged on delayed payments. This
ensures a discipline for timely payments.
Swift Account Details
Enter the account details for the Swift
account associated with the project
Project Amenities
List the amenities provided within the
project, such as swimming pools, gyms,
parking facilities, or community spaces,
which enhances the overall appeal for
potential buyers or residents.
Additional Design Highlights
Mention any distinctive design features or
architectural highlights that contribute to the
uniqueness of the project.
Location Summary
Provide a brief summary or description of
the project's location, highlighting key
attributes such as proximity to amenities,
transportation, or notable landmarks.
Project Features
Fields
Explanation
Estimated Carpet Area
Enter the carpet area, which is the usable
floor space within the internal walls of the
property.
Estimated Saleable Area
Enter the saleable area which is the total
area for sale, including built-up area and a
share of common areas.
Borewell Yield
Enter the borewell yield, which means
capacity of water output from the borewell,
typically measured in liters per hour.
Fire Tank Capacity
Enter the fire tank capacity. The capacity
indicates the volume of the fire water tank,
used for firefighting purposes, typically
measured in liters.
Generator Capacity
Enter the power output capacity of the
generator, measured in kilovolt-amperes
(kVA).
EB/Power Supply
Enter the electrical power supply provided
to the property, including specifications and
capacity.
UGWT Capacity (Fire)
Enter the volume of the underground water
tank dedicated to firefighting, measured in
liters.
UGWT Capacity (Domestic)
Enter the volume of the underground water
tank for domestic use, measured in liters.
OHWT Capacity (Fire)
Enter the volume of the overhead water
tank dedicated to firefighting, measured in
liters.
OHWT Capacity (Domestic)
Enter the volume of the overhead water
tank for domestic use, measured in liters.
3. Click Create. Once the project is created, it will test the approval process based on
the defined workflow in the in4suite system.
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16.1.4 Sub Project [External]
Similar to a project, a company has the option to create new sub projects directly in the
Facilities module, which is ideal for those in the business of property management. Sub
projects created in the Facilities Module are referred to as External Sub-Projects in the
In4Suite system.
To create an external sub project, follow the below steps:
1. Navigate to Facilities > Projects > Create External Sub Project
2. Once you click on Create External Sub Project, you will be prompted to fill in the
necessary details.
Fields
Explanation
Project Name (Required)
Choose a project name from the list
Sub-Project Name (Required)
Name of a specific sub-division or section
within the project.
Sub-Project Code (Required)
Unique code assigned to identify the sub-
project.
Certifying Company
Select the certifying company from the list
Certifying Company GSTIN
Provide the Goods and Services Tax
Identification Number (GSTIN) of the
certifying company for financial and taxation
purposes
Development Type (Required)
Choose from the list the type of
development undertaken, for example,
commercial, residential, etc.
Estimated Start Date (Required)
Select the estimated start date of the
project
Estimated End Date (Required)
Select the estimated end date of the project
Possession Date
Select the date when the project will be
ready for possession
No. of Floors (Required)
Enter the total number of floors in the
building
No. of Basements
Enter the total number of basement levels
in the building
UOM (Required)
Select the unit in which sales are measured
(e.g., square feet).
Saleable Area (Required)
Enter the saleable area. Generally, saleable
area = builtup area + common area
Common Terrace Area
Enter the shared terrace space accessible
to all residents.
Maintenance Area
Enter the total maintenance area
Rental Blocking Period
The period during which rentals are
blocked, meaning they cannot be leased
out
Rental Auto Unblocking
Indicates whether rentals are automatically
unblocked after the blocking period
Budget Calculation Type
Define whether the budget is calculated
based on the Saleable Area or the
Construction Area.
Delayed Interest Type
Specify whether the delayed interest is
calculated as Simple Interest or Compound
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Interest. This determines how interest is
accrued on delayed payments.
Delayed Interest Rate
The rate at which interest is charged on
delayed payments.
Delayed Interest Grace Period
The period during which no interest is
charged on delayed payments
Include in Rental
Indicates whether the project or sub-project
should be included in rental listings.
After creating a sub project, go back to the Projects & Sub Projects List and search for the
sub project that you have created. Once you click on it, you will have access to Budget,
Stock, Unit Type, Documents, Terms & Conditions.
16.1.4.1 Budget
The budget period that is defined in Facilities > Budget will appear in the Budget Period tab. The user
can also sort the Budget Period List by choosing Active or Inactive options from the Budget Period
Status that can be located on the top right.
16.1.4.2 Stock
Stock displays all the units that flow from the Projects module. The user can search for a unit
either by entering the unit number or by selecting the status from the "Select Status" filter
panel. The stocks are categorized by different colours in the stock grid for easy identification.
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As displayed in the screenshot:
• Light Green: Indicates that the stock is available for lease.
• Yellow: Indicates that the stock has been leased out.
• Grey: Indicates that the stock is only for property management.
16.1.4.3 Unit Type
The Unit Type tab allows the admin to define the various types of units (such as 1 BHK, 2
BHK, Office Space, Retail Space, etc.) that can be created and managed within the system.
This functionality is crucial for accurately categorizing different units.
16.1.4.4 Documents
The Documents tab allows users to upload, view, and manage documents associated with a
project / sub project. Users can upload various types of documents, such as property deeds,
lease agreements, inspection reports, and more, directly into the ERP system. Users can
also subscribe to documents to receive notifications about updates or changes.
To upload a document(s), follow the below steps:
1. Navigate to Facilities > Projects > Sub Project [External] > Documents
2. Once you click Upload, you will be prompted to fill in the necessary details, including an
option to protect your document with a password.
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3. Once you fill in the page with necessary details, click Submit.
16.1.4.5 Terms & Conditions
In the Terms & Conditions section of the Facilities module, facility managers can define and manage
the contractual terms that tenants must comply with. This includes specifying rules, regulations,
responsibilities, and any other contractual obligations that tenants need to adhere to during their
occupancy of the property. These terms can cover various aspects such as rental payments,
maintenance responsibilities, usage policies, and compliance with local regulations, ensuring clarity
and legal compliance in tenant agreements.
16.2 Budget
In the Construction Module, where projects are typically finite and well-defined with clear
start and end dates, the budget covers the entire lifecycle of the project. If the project takes 3
years to complete, the work category budget, material budget, and cumulative budget are
planned for the entire 3-year period.
In the Facilities Module, budget periodicity cannot be pre-defined since the management of
facilities involve continuous operation, maintenance and improvement. Therefore, there is an
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option to set the budget period manually. Typically, facilities budgets are defined on a yearly
basis. This overall budget will later be divided into specific work category budgets and
material budgets.
To define a budget period, follow the below steps:
1. Navigate to Facilities > Budget
2. Select project and sub project from the drop-down list
3. Click on Create Budget Period.
4. Once you click on the Create Budget Period, you will be prompted to fill in and select
the necessary details.
Fields
Explanation
Project Name
This field displays the name of the
maintenance project.
Sub Project Name
This field displays the name of the
maintenance sub project for which the
budget is being defined
Budget Start Date*
The date when the budget period begins.
Budget End Date*
The date when the budget period ends.
Saleable Area
The total area of the sub project that has
been sold to buyers, typically measured in
square feet or square meters.
Maintenance Area
The area within the project that is reserved
for maintenance purposes. This area is
typically not sold but is necessary for the
upkeep of the facility.
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Budget Calculated on: Saleable Area or
Maintenance Area
Choose whether the budget will be
calculated on saleable area or maintenance
area
Budgeted Rate per Sq.Ft*
Enter the projected cost per square foot for
the project.
Budgeted Amount
The total budgeted amount for the project,
calculated based on the area (saleable or
maintenance) and the budgeted rate per
square foot. This provides an overall
financial snapshot of the project's budget.
Interest Calculation:
Delayed Interest Type
Delayed Interest Rate
Advance Interest Type
Advance Interest Rate
This section details how interest will be
handled within the project budget.
Delayed Interest Type: Specifies the type
of interest applied to delayed payments.
Common types include simple interest or
compound interest.
Delayed Interest Rate: The interest rate
applied to delayed payments.
Advance Interest Type: Specifies the type
of interest applied to advance payments
received. Similar to delayed interest, this
can be simple or compound interest.
Advance Interest Rate: The interest rate
applied to advance payments. This rate
affects the financial incentives for early
payments.
Remarks
Add any additional notes or comments
related to the budget.
5. Click Save.
16.3 Owners/Tenants
Under Owners/Tenants, facilities managers can view details of all the owners and tenants of
units on a sub project. This section also displays interaction details with the owner.
Owner Details
To view Owner Details, follows the below steps:
1. Navigate to Facilities > Owners / Tenants
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2. The Owners List page is displayed, where users can search for existing
owners' records using the search panel to apply preferred filters and click on Go
to view the list.
3. Click on the Owner name in the list.
4. View Owner Details page is displayed.
5. On this page, users can view owner information, addresses, relevant
documents, and track field changes to the owner information under Track Field
Changes.
16.4 External Customer
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Once a project [external] / sub project [external] has been created, customer data need to be
added in Facilities > External Customer. If a company decides to manage the facility itself
once the construction completes, all it can do it close them in the Engineering (Engg)
module, and the customer data along with the unit data will automatically flow into Facilities
module. However, companies that are solely focused on facilities management will need to
obtain data from the construction company, create external projects or sub-projects and
external customers, and then tag them accordingly.
To create a customer, follow the below steps:
1. Navigate to Facilities > External Customer > Customer List > Create Customer
2. Once you click on Create Customer, you will need to select and enter the necessary
details to create a new customer record.
3. On the Customer Details page, the first action to perform is to choose whether the
customer is an individual or corporate, which can be found in the top right corner of
the customer form.
4. Then, fill in the customer details.
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5. After creating the customer record, you can perform multiple actions such as
recording interactions, tagging or transferring units to the customer, and viewing the
customer's maintenance payment history, among others.
To perform these actions, go back to the Customer List (Facilities > External
Customer > Customer List) page, search for the customer using filter panel and click
on the record.
Details
Find all the information about a customer under the Details tab. It includes basic personal or
corporate information such as name, contact details, and address. Additional information,
such as identification numbers, tax IDs, and any other relevant documents, can also be
stored here. This section acts as the primary source of truth for all data related to the
customer, ensuring that all necessary information is easily accessible and organized.
Interactions
This tab allows you to record and track all communications and interactions with the
customer. This can include phone calls, emails, meetings, and any other forms of contact.
Recording interactions is crucial for maintaining a history of customer engagement, which
can help in managing relationships and addressing any issues or concerns the customer
might have.
Tag / Transfer
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In the Tag / Transfer section, you can assign or reassign units to the customer. This feature
is particularly useful for keeping track of which units are occupied and which are available. It
also allows for the transfer of units from one customer to another, ensuring that unit
allocation is always accurate and up-to-date. This functionality is essential for managing
occupancy efficiently and ensuring that the correct customer is associated with the right unit.
Maintenance
The Maintenance section provides a history of all maintenance activities and payments
related to the customer. This includes details of any maintenance services performed, the
cost of those services, and payment statuses.
Transferred Unit
The Transferred Unit section tracks any units that have been transferred to or from the
customer. It provides details of the transfer, including dates, previous owners, and current
status.
16.5 Inventory
16.5.1 Indents
The Indent feature allows users to create requests for materials or assets during shortages.
Indents are typically initiated by site engineers.
To create an indent, follow the below steps:
Step 1: Navigate to Facilities > Inventory > Indents > Click Create Indent
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Step 2: After clicking on the Create Indent button, you will be prompted to fill in or select the
necessary details for the indent.
Fields
Explanation
Indent*
Choose whether you want to create an
indent with a work order or without a work
order. You may also choose minor material
without work order.
With Work Order: In a project with multiple
sub-projects (or blocks or buildings) and
contractors, a work order details the specific
requirements of a sub-project to be fulfilled
by a contractor. All work orders collectively
specify the materials and assets needed.
Select the indent type and associated work
order. The contractor name is automatically
populated.
Without Work Order: In this scenario, the
default indent type is "PO Only," indicating
that goods can be ordered and stored in the
inventory for future use. The user does not
associate the indent with a specific work
order under this option.
Important: When you create an indent
without work order, it is mandatory to add a
BOQ. To add a BOQ, click Add New BOQs
under BOQs. This action will prompt a new
window to open where you can search for
BOQs using the Filter BOQs at the top.
Once you have selected a desired BOQ,
select it and then click Add BOQs.
Minor Material Without Work Order: This
option allows for the creation of indents for
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minor materials without the need for a work
order.
Indent Category
Choose the category of indent: Material or
Asset
Type of indent
Choose the type of indent: PO ONLY, PO &
ISSUE, ISSUE ONLY, RATE ONLY PO
(ROBO), OR CLIENT MATERIAL.
Project
Choose a project from the drop-down list
Sub Project
Choose a sub-project from the drop-down
list
Work Order
Select a work order. To do so, click Select
located beside the Work Order field. This
action will prompt a new window to open
where you can search for a work order
using the filter provided at the top. Once
you have found the desired work order,
select it and then click Accept Selected.
Contractor Name
This field will be automatically filled once a
work order is selected in the Work Order
field.
Indent Date
Choose an indent date
Dubitable
Checkmark as Debitable in the following
scenario:
If the contractor is asked to procure
materials but fails to do so, the developer
provides the materials instead. These
materials supplied by the developer are
marked as Debitable. Subsequently, any
discrepancies are reconciled with the
contractor by creating debit notes, and
adjustments can be made within the work
order payments.
Remarks
Add any remarks, if applicable
This feature offers flexibility by providing five types of indents to accommodate various
procurement scenarios:
PO Only:
This type of indent is solely for generating purchase orders. Suitable for scenarios where
materials are purchased and stocked in the inventory for future use.
PO and Issue:
This type of indent involves creating purchase orders and directly issuing materials to
contractors on-site. Ideal for situations where materials are immediately required at the
project site without stocking them in inventory.
Issue Only:
Choose this option when materials or assets are already stocked in the inventory. It allows
for issuing materials directly to contractors on-site without involving purchase orders.
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Rate Only PO (ROPO):
ROPO is designed for situations where material prices fluctuate. Users can establish a
contract with suppliers to procure materials at fixed rates over a specified period, irrespective
of price changes.
Client Material:
This option is suitable for a contracting model where you act as a consultant providing
services to a client. In this scenario, you may need to hire contractor(s) to execute the plan
for your client. With the Client Material option as a type of indent, you acquire materials
directly from the client and provide them to your contractor.
Alternatively, if you already have the materials in your inventory, you can provide them to the
contractor. Upon receiving the materials later from the contractor, you can restock your
inventory. Alternatively, based on the agreement between you and the contractor, you can
select the Debitable option. This allows reconciliation with the contractor by creating debit
notes, and adjustments can be made within the work order payments accordingly.
Since you obtain materials directly from the client rather than purchasing them, you only
need to create an Indent for the materials. There is no need to generate purchase orders or
process payments for client materials. Once the client material indent is created and
approved, you can directly receive the materials and generate a Goods Receipt Note (GRN)
upon receipt.
Note:
1. For Client Material type indent, only Contracting Projects and Contracting Sub-
Projects will be listed, and Contracting Orders will be displayed in a separate
Contract Order window. The rest of the workflow follows the same process as other
types of indents.
2. The Change Type link will not be enabled for statuses such as Locked, Verified,
Cancelled, Terminated, and Rejected.
16.5.2 Pending Indents
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Pending Indents displays all indents that have been created but not yet processed. This
allows procurement managers to review and prioritize indents based on project urgency and
material availability.
To view the pending indents, follow the below steps:
1. Navigate to Facilities > Inventory > Pending Indents
2. Search for the indent using the filter that has parameters such as Project, Contractor,
Work Category, Material Type, Indent No., etc.
3. Click on an Indent to see the details
16.5.3 Service Indent
In the Facilities Service Indent, only the expected start dates will be displayed for each of the
categories.
To create a service indent, follow the below steps:
Step 1: Go to Facilities > Inventory > Service Indent > Click Create Service Indent
Step 2: After clicking on the Create Service Indent, you will be prompted to fill in or select
the necessary details for the indent.
Step 3: Select Project, Sub Project, Service Indent Type, and Service Indent Date.
Step 4: Select a Work Category for which the indent is to be created.
To select a work category and add work category / sub work category(s), follow the below
steps:
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• Choose a work category from the drop-down list under Work Category*
• Then, move the cursor slightly below and click Add New. Once you click Add New, a
new window will open. Select Work Category/Sub Work Category and click Accept
Selected.
Step 5: Type work description and upload a document(s).
To upload a document, follow the below steps:
1. Click Add New
2. Choose a file and click Update
Step 5: Click Create. Once you have created a service indent, navigate to the Status
section and choose Submitted. The document will then be forwarded to the designated
authority responsible for approving requests, as per the approval hierarchy.
16.5.4 Purchase Orders
A purchase order (PO) is a commercial document issued by a buyer to a seller, indicating
types, quantities, and agreed prices for products or services. In real estate, it is a legally
binding contract between the contractor and the supplier.
To create a PO, follow the below steps:
Step 1: A PO can be created by following either of these paths.
1. Engg > Inventory > Purchase Orders > Click Create Purchase Order
2. Purchase > Inventory > Purchase Orders > Click Create Purchase Order
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Step 2: After clicking on the Create Purchase Order button, you will be prompted to fill in or
select the necessary details for the PO.
Fields
Explanation
PO Category * (material OR asset)
Choose: Material or Asset
PO Type *
Choose one of these: Domestic, Import
OR Rate Only PO (ROPO)
Domestic: Select this option when
materials or assets are to be procured from
suppliers within the same country as the
buyer.
Import: Select this option when materials or
assets are to be procured from suppliers
from another country(ies)
Rate Only PO (ROPO): In cases where the
user may not know the exact quantity
needed at the time of ordering, a Rate Only
Purchase Order (ROPO) is utilized. ROPO
orders are placed in bulk for a specified
amount without specifying individual
quantities.
Project *
Choose a project from the drop-down list
PO Date
Choose a date when you will place a
purchase order from the calendar
Supplier *
Choose a supplier or vendor from whom the
goods or services are being purchased.
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Note: Supplier data comes from Purchase
> Masters > Supplier. To create a supplier,
click Create Supplier be navigating to the
above path.
Document Through
Branch
Add Material-Indent (button)
Click Add Material-Indent button once you
have filled in or selected the above
necessary details. It is mandatory to add a
material intent. Search for a material indent
using the filter, select and click Accept
Selected.
Add Material-RFQ (button)
Indent Material-Details
Step 3: Click Create. You will be prompted to fill in the PO-Indent page.
16.5.4.1 PO-Indents
Fields
Explanation
PO Category
This is automatically populated from the
purchase order.
PO Type
This is automatically populated from the
purchase order: Domestic, Import, or ROPO
(Rate Only Purchase Order).
Debitable
If checked, Debitable indicates that a
specified amount will be debited from the
payments to be made in future
C Form Applicable
Indicates whether Form C is applicable for
CST (Central Sales Tax) purposes.
PO Date
By default, it shows today's date; the user
can select a date on or before today's date.
PO Reference No
A reference number entered by the
purchaser for tracking purposes.
Supplier*
Lists all suppliers from the Supplier Master
for selection.
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Project*
Displays project names in a drop-down
menu for selection.
Serial No
Automatically increments by 1 after creation
of each PO-Indent.
PO Display No
A draft display number for the purchase
order; a permanent PO number is
generated once the PO is approved.
Click Amend, and you can add / delete indents despite having created the purchase order.
Search for a material indent using the filter, select an indent and click Accept Selected.
16.5.4.2 Rates and Taxes
Fields
Explanation
PO Category
This is automatically populated from the
purchase order.
Project
This is the project name for which the PO is
generated. A certifying company may
oversee one or multiple projects
simultaneously.
Serial No
The serial number is auto-generated, and it
increments by 1 every time a PO indent is
created.
PO Display No
This is a draft display number assigned to a
PO. Once the PO is approved, a permanent
PO number is generated.
Status
By default, it shows Draft; You can update
the status according to the workflow.
Payable to Supplier
Shows the amount that you have to pay to
the supplier.
Payable to Service Provider
Shows the amount that you have to pay to
the service provider.
Total PO Value
Shows the total value of the purchase
order.
Total Discount
Total discount amount applied to all
materials.
Taxes
User can select tax calculation method:
Inclusive or Exclusive.
Freight
User can select freight calculation method:
Inclusive or Exclusive.
Quotation Details
Allows addition of quotation details to the
PO; selected quotations from Rate
Comparison appear if the same supplier is
chosen.
Rates and Taxes
Displays material details, brand, unit of
measure (UOM), PO quantity, taxes, and
charge details; tax and charge calculations
are shown upon addition.
Taxes And Charges Summary
Summary of all taxes and charges added
for all materials.
16.5.4.3 Terms and Conditions
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Fields
Explanation
PO Category
This is automatically populated from the
purchase order.
Certifying company
The company's name associated with the
project for which the PO is created. It
signifies the entity overseeing the project's
operations and finances.
Project
This is the project name for which the PO is
generated. A certifying company may
oversee one or multiple projects
simultaneously.
Serial No.
The serial number is auto-generated, and it
increments by 1 every time a PO indent is
created.
PO Display Number
This is a draft display number assigned to a
PO. Once the PO is approved, a permanent
PO number is generated.
Supplier
Displays the name of the supplier. Click on
it and you will find all supplier details
including contact, materials and tax.
Credit Period (Days)
Enter credit period in terms of the number
of days, which is a financial arrangement
allowing a developer to purchase goods on
credit from a supplier or distributor. Instead
of paying upfront for the goods, the
developer receives the products and agrees
to pay the supplier at a later date, typically
within a specified period of time.
Advance Reminder Duration (Days)
Enter the number of days as an advance
reminder. Once the specified number of
days elapses from the day a PO is created,
a reminder is sent.
Payment Terms
Write the payment terms in the text box
P.O Validity Period (Days)
Enter the number of days within which the
PO needs to be fulfilled.
Remarks
Add any remarks, if applicable
Delivery Schedule
This feature allows users to schedule the delivery of materials.
To create a delivery schedule, follow the below steps:
1. Click on Add Delivery Schedule under Delivery Schedule
2. Select a delivery date from the calendar under Delivery Date
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3. Choose the store name for delivery under Store
4. Add remarks and address under Remarks and Address fields respectively
5. Select the materials for delivery
6. Click Save
General Terms And Conditions
This feature allows users to set general terms and conditions.
To create general terms and conditions, follow the below steps:
1. Click on Add under General Terms And Conditions
2. Select a condition category(ies) and click Accept Selected
Note:
Condition Category column data comes from Purchase > Masters > Master Tables >
Condition Category Master.
Condition column data comes from Purchase > Masters > Master Tables > Condition
Master
Material Specific Terms And Conditions
This feature allows users to set specific terms and conditions. For example, setting terms
and conditions on quality standards, delivery schedules, installation requirements, and / or
warranty terms of a specific material.
To create material specific terms and conditions, follow the below steps:
1. Click on Add under Material Specific Terms And Conditions
2. Select a material condition category(ies) and click Accept Selected
Documents
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This feature allows users to upload any documents related to the PO.
Follow the below steps to upload a document:
1. Click Add Row
2. Choose a file and click Update
16.5.5 RoPo Mapping
ROPO Mapping streamlines procurement for materials with uncertain quantities, like Ready-
to-Mix Concrete. Users negotiate rates with suppliers before project commencement. Upon
starting the project, they submit an indent specifying the required quantity. With both rate
and quantity known, users map them effortlessly within the system. This process ensures
accurate procurement by aligning negotiated rates with actual quantities.
Once mapped, the system will generate purchase orders. In essence, ROPO Mapping
optimizes the procurement process, allowing users to secure favorable rates upfront and
efficiently manage material procurement throughout the project lifecycle.
To create a ROPO Mapping, follow the below steps:
1. Navigate to Facilities > ROPO Mapping > Click Create ROPO Mapping
2. Select a project under Project. Enter a reference number and add remarks under
Reference Number and Remarks, respectively.
3. In the Indent and PO Mapping grid, click Add Indents. A new window opens; search
for an indent using the filter, select it, and click Accept Selected.
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4. In the Indent and PO Mapping grid, click Add POs. A new window opens, search for
a PO using the filter, select it, and click Accept Selected.
5. Once created, it will be in the Draft status. To change the status, scroll above and
click Change Status, select Submitted and click Update Status. The ROPO
Mapping request will then be forwarded to the designated authority responsible for
approving requests, as per the approval hierarchy.
16.5.6 GRN
A goods received note (GRN) is a document used in the process of receiving goods from a
supplier or vendor. It serves as an acknowledgment or proof of receipt of goods by the
buyer. Our In4Suite application has a feature that allows developers / contractors to create a
proof of receipt of goods when they are delivered to the store.
To create a GRN, follow the below steps:
1. Navigate to Facilities > Inventory > GRN > Create GRN
2. After clicking on the Create GRN button, you will be prompted to fill in or select the
necessary details for the GRN.
Note: The fields will vary based on the GRN Type. However, majority of them will be the
same.
GRN Type: Purchase Order
Fields
Explanation
GRN Type
Select Purchase Order as GRN Type when
goods are received directly from a supplier
or vendor.
Supplier *
Choose a supplier from the drop-down list.
Supplier data list comes from Purchase >
Masters > Supplier.
Certifying Company
Select the company's name associated with
the project from the drop-down list.
Project
Select a project from the drop-down list
Sub Project
Select a sub project from the drop-down list
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Purchase Order *
Click on Select located beside the field,
then choose a purchase order using the
search filter. Once you've found the right
one, select it and click Accept Selected.
To Store *
Select a store to which the goods are to be
transferred from the drop-down list. Store
data list comes from Assets > Masters >
Store Master.
Work Order No.
This field is automatically populated from
the related work order
Indent No.
This field is automatically populated from
the related indent
Delivery Challan/Invoice No. *
Enter a unique number that will be recorded
as delivery challan or invoice for the
received goods.
Delivery Challan/Invoice Date *
Select a date to be recorded against
delivery challan or invoice from the
calendar
GRN Date *
Select a date when the GRN is generated
from the calendar
Vehicle No.
Record the number plate of the vehicle
transporting the goods.
Gate No.
Enter the gate number through which the
goods vehicle has entered
Remarks
Add any remarks, if applicable
GRN Type: Transfer Order
Fields
Explanation
GRN Type
Select Transfer Order as GRN Type when
goods are to be transferred from one store
to another either within the same project
stores or from one project store to another.
This GRN will update the quantity of goods
in .
To Store *
Select a store to which the goods are to be
transferred to from the drop-down list. Store
data list comes from Assets > Masters >
Store Master.
Transfer Order No. *
Select transfer order number from the drop-
down menu
From Store
The store name from which the goods are
to be brought is automatically displayed
when the transfer order number is selected
Delivery Challan/Invoice No *
Enter a unique number that will be recorded
as delivery challan or invoice for the
received goods.
Delivery Challan/Invoice Date *
Select a date to be recorded against
delivery challan or invoice from the
calendar
GRN Date *
Select a date when the GRN is generated
from the calendar
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Vehicle No.
Record the number plate of the vehicle
transporting the goods.
Remarks
Add any remarks, if applicable
GRN Type: Client Material
Fields
Explanation
GRN Type
Select Client Material as GRN Type when
goods are received from a client.
Client
Select client who have shipped the goods
to your store
Project
Select a project from the drop-down list
Sub Project
Select a sub project from the drop-down list
Contract Order *
Click on Select located beside the field,
then choose a contract order. Once you've
selected it, click Accept Selected.
Indent *
Select an indent from the drop-down list
To Store *
Select a store from the drop-down list. Store
data list comes from Assets > Masters >
Store Master.
Indent No.
This field is automatically populated from
the related indent
Total Credit Note Amount
GRN Date *
Select a date when the GRN is generated
from the calendar
Vehicle No.
Record the number plate of the vehicle
transporting the goods.
Gate No.
Enter the gate number through which the
goods vehicle has entered
Remarks
Add any remarks, if applicable
16.5.7 Unpaid GRN
An unpaid Goods Received Note (GRN) is a document that confirms the receipt of goods for
which payment has not yet been made. All the unpaid GRNs will be visible here. In
accounting, the cost of these goods is recorded as an inventory asset, while a corresponding
liability is noted in accounts payable, indicating the company owes money to the supplier.
To view an unpaid GRN, follow the below steps:
1. Navigate to Facilities > Inventory > Unpaid GRN > Unpaid GRN List
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2. Search for the GRN using the filter that includes options such as project, sub project,
indent number, GRN number, PO start date, etc. Click Go and you should be able to
see the unpaid GRN.
3. Click on the GRN No. in the first column to view the details related to the unpaid
GRN.
16.5.8 Issue Inventory
When materials are dispatched from the store to the site, the user must create an Issue
Inventory to issue the materials.
To create an issue inventory, follow the below steps:
Step 1: Navigate to Facilities > Inventory > Issue Inventory
Step 2: Choosing the type of inventory as Multiple Material Issue or Single Material Issue.
Multiple Material Issue: Choose this option when dispensing multiple materials
simultaneously, for example, cement, steel and stone.
Single Material Issue: Choose this option when issuing a single material, for example, only
limestone.
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Step 3: Choose an Issue Type
From the drop-down list, choose the issue type: Regular Issue, BOQ Issue or Tolerance
Issue.
Regular Issue: This option is typically selected when there is a routine or ongoing demand
for specific materials with the ongoing operational requirements of the business or project. In
other words, whenever the need arises for certain inventory items, this choice is employed to
facilitate a timely and regular supply.
(paste a screenshot here)
BOQ Issue: A BOQ has details of all the materials needed along with an estimation of cost.
A BOQ is either mapped to a single contractor or multiple contractors. A contractor can
either get the material themselves or the company may issue the material to them based on
the clauses in the BOQ. Select this option when the inventory is to be supplied to a
contractor or contractors, as per the BOQ.
(paste a screenshot here)
Tolerance Issue:
Some materials, when ordered, may not be received in the precise quantity specified in the
order. For example, if you order 1 ton of steel, the actual quantity received might be slightly
more than what is documented in the invoice. In cases where there is an excess of the
material in stock, this surplus needs to be issued under this category
(paste a screenshot here)
Step 4: Fill in or select the other necessary details.
Other Fields
Explanation
Certifying Company
Select the company's name associated with
the store from the drop-down list.
From Store *
Select a store from which the goods are to
be issued.
Project *
Select a project from the drop-down list
Material Type *
Select a material type from the drop-down
list. This field categorizes materials based
on their characteristics, composition, or
purpose. For example, Cement.
Material Sub Type *
Select a sub-material type from the drop-
down list. This field provides further
classification or refinement of the material
type. It allows for a more detailed
categorization of materials within broader
categories. For example, Ordinary Portland
Cement (OPC).
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Material *
This field specifies the individual material or
item being referenced. For example, OPC
53 Grade Cement
Indent Details
The indent details are automatically
populated when you select certifying
company and project. All you have to do is
choose the UOM and enter current issue
quantity in the Indent details grid.
Step 5: Click Create.
16.5.9 Return Inventory
If there are any surplus materials, they can be returned by initiating the Return Inventory
process. Once the contractor has completed the assigned work, any remaining materials can
be returned to the store through the Return Inventory procedure.
To create a return inventory, follow the below steps
Step 1: Navigate to Facilities > Inventory > Return Inventory > Click Create Return
Material
(paste a screenshot here)
Step 2: Fill in or select the other necessary details.
Fields
Explanation
Date *
Choose a date when the excess material
needs to be returned to the store from the
calendar
Return Category *
Choose the category: Material or Asset
Certifying Company
Select the company's name associated with
the store from the drop-down list.
To Store *
Select the store to which the material needs
to be returned from the drop-down list
Project *
Choose a project from the drop-down list
Sub Project
Choose a sub project from the drop-down
list
Work Order No. *
Click on Select located beside the field,
then choose a work order using the search
filter. Once you've found the right one,
select it and click Accept Selected.
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Contractor
Contractor name is automatically populated
from the work order
Site Remarks
Add any site remarks, if applicable
Material Details
The material details are automatically
populated when you select project and work
order. All you have to do is choose the
UOM and enter current return quantity in
the Indent details grid.
Document
Add any document related to the return
inventory. To add a document, click Add
Row under Document, choose a file and
click Update.
Step 3: Click Submit. Once submitted, it will be in the Draft status. To change the status,
scroll above and click Change Status, select Submitted and click Update Status. The
return will then be forwarded to the designated authority responsible for approving requests,
as per the approval hierarchy.
16.5.10 Gate Pass
A gate pass is an official document authorizing the movement of goods into or out of a
controlled area, like a construction site or warehouse. It records details such as items
transported, purpose, duration, and authorizations, ensuring security and proper
documentation of all incoming and outgoing activities.
On the In4Suite applicable, a gate pass can be generated for three scenarios: Returnable,
Non-Returnable, and Transfer orders.
Returnable
After receiving goods from suppliers at the store, if they are found to need a repair, polishing,
or similar work, they can be returned to the supplier. Once the defects are rectified in the
returned materials / assets and they are returned to the store by supplier, a Returnable Gate
Pass is created.
For example, the store receive scaffolding for project, but some components need repairs
due to wear and tear. Another example: a generator requires servicing due to a minor issue.
Non-Returnable
In cases where defective materials are identified upon receipt from the supplier and need to
be returned from the store, a Non-Returnable Gate pass is generated.
Example: Damaged electrical cables returned to the supplier due to manufacturing defects,
with no intention of receiving them back in the store.
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Transfer
When there are excess materials available from a project/subproject, they can be transferred
to another project/subproject, and a Transfer Gate pass is created.
Example: Surplus bricks from one construction site transferred to another site where
additional materials are needed to complete the project.
Note
1. Materials cannot be transferred between projects/subprojects of different certifying
companies.
2. For the creation of a Returnable Gate Pass, it is necessary to have Indent, Purchase
Order, Goods Receipt Note (GRN), Issue Inventory, and Return Inventory created for
a work order.
3. Similarly, for the creation of a Non-Returnable Gate Pass, one should have Indent,
Purchase Order, and GRN (including defective materials) created and approved.
Lastly, for a Transfer Gate Pass, a Transfer Order must be created and approved.
To create a Gate Pass, Follow the below steps:
Step 1: Navigate to Facilities > Inventory > Gate Pass > Click Create Gate Pass
(paste a screenshot here)
Step 2: Fill in or select the other necessary details.
Gate Pass Type: Returnable
(paste a screenshot here)
Fields
Explanation
Gate Pass Type*
Choose Returnable as Gate Pass Type.
Project*
Choose a project from the drop-down list
Sub-Project*
Choose a sub project from the drop-down
list
Work Order*
Click on Select located beside the field,
then choose a work order using the search
filter. Once you've found the right one,
select it and click Accept Selected.
Contact Person
Enter the name of the person responsible
for overseeing the return process.
Mobile No
Enter the contact number of the person
overseeing the return process.
Vehicle No.
Enter the registration number of the vehicle
transporting the goods. This ensures
tracking and identification of the vahicle.
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Driver Name
Enter name of the driver operating the
vehicle transporting the goods.
Gate Pass Date*
Date on which the gate pass is issued or
created. It provides a timestamp for the
transaction.
Issued By
The individual or department issuing the
gate pass, responsible for authorizing the
movement of goods.
Purpose*
Enter the reason for creating the gate pass,
such as repair, maintenance, or return of
goods to the supplier.
Material/Asset Outbound Details
Add outbound material/asset by clicking
Add Material/Asset under Material/Asset
Outbound Details. Next, use the filter to
search for the desired material, select it,
and then click Accept Selected.
Documents
Attach any accompanying documents or
references related to the returnable gate
pass transaction
Gate Pass Type: Non- Returnable
Fields
Explanation
Gate Pass Type*
Choose Non- Returnable as Gate Pass
Type.
Supplier*
Select the supplier to whom the goods are
to be returned
Certifying Company
Select the company's name associated with
the store from the drop-down list.
Store*
Select the store from which the materials /
assets are to be returned.
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Select GRN
Once you select the store, click Select GRN
just below the Store field. Search for a GRN
using the filter, select it and click Accept
Selected.
Contact Person
Enter the name of the person responsible
for overseeing the return process.
Mobile No
Enter the contact number of the person
overseeing the return process.
Vehicle No.
Enter the registration number of the vehicle
transporting the goods. This ensures
tracking and identification of the vahicle.
Driver Name
Enter name of the driver operating the
vehicle transporting the goods.
Gate Pass Date*
Date on which the gate pass is issued or
created. It provides a timestamp for the
transaction.
Issued By
The individual or department issuing the
gate pass, responsible for authorizing the
movement of goods.
Purpose*
Enter the reason for creating the gate pass,
such as repair, maintenance, or return of
goods to the supplier.
Material/Asset Outbound Details
Once you select the GRN, the
material/asset outbound details are
automatically populated.
Documents
Attach any accompanying documents or
references related to the non-returnable
gate pass transaction
Gate Pass Type: Transfer
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Fields
Explanation
Gate Pass Type*
Choose Transfer as Gate Pass Type
Certifying Company
Select the company's name associated with
the store from the drop-down list.
From Store*
Select the originating store where the
excess goods are currently located and
being transferred from.
Transfer Order*
Click on Select located beside the field,
then choose a work order using the search
filter. Once you've found the right one,
select it and click Accept Selected.
Note: Transfer Order data comes from
Home > Admin > Configure Display
Number
To Store
The destination store where the excess
goods are intended to be transferred and
received.
Contact Person
Enter the name of the individual overseeing
the transfer process, typically from the
issuing or receiving store.
Mobile No
Enter the contact number of the person
overseeing the transfer process.
Vehicle No.
Enter the registration number of the vehicle
transporting the goods. This ensures
tracking and identification of the vahicle.
Driver Name
Enter name of the driver operating the
vehicle transporting the goods.
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Gate Pass Date*
Date on which the gate pass is issued or
created. It provides a timestamp for the
transaction.
Issued By
The individual or department issuing the
gate pass, responsible for authorizing the
movement of goods.
Purpose*
Enter the reason for creating the gate pass,
such as repair, maintenance, or return of
goods to the supplier.
Material/Asset Outbound Details*
Add outbound material/asset by clicking
Add Material/Asset under Material/Asset
Outbound Details. Next, use the filter to
search for the desired material, select it,
and then click Accept Selected.
Documents
Attach any accompanying documents or
references related to the transfer gate pass
transaction.
Step 3: Click Create. Once you have created Gate Pass, navigate to the Status section and
choose Submitted. The document will then be forwarded to the designated authority
responsible for approving requests, as per your approval hierarchy.
16.5.11 Transfer Orders
The Transfer Order feature allows developers, who manage multiple stores across different
projects, to transfer material or asset from one store to another.
To create a transfer order, follow the below steps:
Step 1: Navigate to Engg > Inventory > Transfer Order > Click Create Transfer Order
Step 2: Once you click Transfer Order, you will be prompted to fill in or select the necessary
details.
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(paste a screenshot here)
Step 3: Fill in or select the necessary details
• Create Transfer Order For: Material or Asset: Select the category of transfer
• Transfer Date: Select a date from the calendar when the transfer will be made.
• Certifying Company: Choose a company that owns the project and the store that
belongs to the project.
• From Project: Select a project to which the store, from which the material or asset
will be transferred, belongs.
• From Store: Select the store from which the material or asset will be transferred.
• To Store: Select the store to which the material or asset will be transferred.
• Delivery Site: Add the address of the site where the store is located.
• Remarks: Add remarks, if any.
Grid
Material Details
To add material details, follow the below steps:
• Add materials or assets by clicking Add Materials.
• Once you click Add Material, a new window opens, prompting you to select materials
or assets. Search for a material(s) or asset(s) using the filter, checkmark and then
click Accept Selected.
• After select the items, enter transfer quantity, UOM or Unit of Measurement, and rate.
Documents
Upload any document related to the transfer order.
To upload a document, click Add New, choose a file and then click Update
Step 4: After filling in or select the necessary details as shown above, click the Create
button.
16.5.12 Material Reconciliation
Material Reconciliation involves comparing standard data with actual data while accounting
for variances. Store quantities can be adjusted positively or negatively to increase or
decrease them. The updated quantity reflects the adjustments made in the store inventory.
To create a material reconciliation, follow the below steps:
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Step 1: Navigate to Facilities > Inventory > Material Reconciliation > Click Create
Material Reconciliation
(paste a screenshot here)
Step 2: Fill in or select the other necessary details.
Fields
Explanation
Store
Select the store where the inventory is
located from the drop-down list
Certifying Company
Once the store is selected, the certifying
company is automatically populated.
Reconciliation Date
Choose a reconciliation date from the
calendar
Remarks
Add any remarks, if applicable
Material
Click Add New under Material. Search for
and add a material for which the
reconciliation is to be done using the filter.
Click Accept Selected.
Next, input the Adjustment Quantity and
Adjustment Rate. Optionally, add remarks
and select a reason for the adjustment.
Step 3: Click Create.
16.5.13 Short Close GRN
The Short Close GRN feature allows users to close GRNs that have been partially fulfilled or
are no longer needed. This helps in maintaining accurate inventory records and managing
outstanding orders.
1. Navigate to Facilities > Inventory > Short Close GRN > Short Close GRN For
Payment
2. Search for the GRN using the filter that includes parameters such as Project,
Supplier Name, PO No. and GRN No., then click Go.
3. Checkmark the GRN that you want to update and click Update.
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16.6 Payments
16.6.1 Work Order
This menu enables users to generate bills / invoices against work orders. It streamlines the
process by allowing for bills/invoices creation based on various scenarios, such as
completed work orders. Additionally, it helps track the status of work orders from start to
finish, providing users with visibility into project progress and billing milestones.
To create a work order certificate or an invoice against a work order, follow the below steps:
Step 1: Navigate to Facilities > Payments > Work Order > Work Order Certificate List > Click
Create WO Certificate.
Step 2: After clicking on the Create WO Certificate button, you will be prompted to fill in or
select the necessary details for the certificate.
Fields
Explanation
Project *
Select a project from the list
Sub Project
Select a sub project from the list
Certifying Company
Certifying company is automatically shown
when project and sub project are selected
Work Order No. *
Click on Select located beside the field,
then choose a work order using the search
filter. Once you've found the right one,
select it and click Accept Selected.
Work Category
Classification of the type of work being
undertaken within the project. This field is
automatically shown when work order is
selected
SAC/HSN Codes
Enter SAC (Service Accounting Code) OR
HSN (Harmonized System of
Nomenclature) codes for services provided
Work Description
Write description of the work being billed
Contractor/Consultant Name
Name of the contractor or consultant
performing the work is automatically shown
from the work order
PAN No. / Tax ID
PAN No. / Tax ID is automatically shown
from the work order
GSTIN No.
GSTIN No. is automatically shown from the
work order
Type of Certificate *
Select the type of certificate issued: EMD,
Final, Interim, Retention, Running, OR
SalesTax
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EMD: EMD, or Earnest Money Deposit,
represents a contractor's bank deposit
made as a security collateral
Final: To pay the balance payment due to
the contractor as a final payment
Interim: To make an on-demand payment
requested by contractors during the work
order
Retention: Any amount withheld from
payments as security against defects or
contractual non-compliance is retention.
Running: To make payment as work
progresses in accordance with the
contractual agreement.
SalesTax: To pay sales tax
Invoice Amount
Specify an invoice amount for the services
rendered by a contractor / consultant within
the project. It is the agreed-upon price to be
paid by the contractor / consultant.
Bill/Invoice No. *
Enter a unique number for the bill/invoice
Is E-Invoice
Select Yes or No depending on whether to
send an e-copy of the invoice
Bill/Invoice Date *
Select a date of the bill/invoice issuance
from the calendar
Abstract Date *
Select a date of abstract preparation from
the calendar
Work Order Cost
Total cost of the work order is automatically
shown from the work order
Work Order Discount
Any discount on the work order given by a
contractor / consultant is shown here
Net Work Order Value
Net Work Order Value = Work Order Cost -
Work Order Discount
Amount Certified Till Date (Pre Discount)
The total amount certified before any
discounts applied till date. This field is
automatically populated from the work
order.
Discount Amount Till Date
Total discount amount applied till date. This
field is automatically populated from the
work order.
Amount Certified Till Date (Post Discount)
Total amount certified after discounts
applied till date. This field is automatically
populated from the work order.
Approved Abstract Amount
Amount approved as per the abstract. This
field is automatically populated from the
work order.
Approved Work Order Amount
Amount approved as per the work order.
This field is automatically populated from
the work order.
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Available Balance (As on Certificate date)
Available balance as of the certificate date.
This field is automatically populated from
the work order.
Actual Balance (As on Current date)
Actual balance as of the current date. This
field is automatically populated from the
work order.
Retention Payment Details
Retention payment involves withholding a
portion of the work order value by the
developer. On the In4Suite app, users can
track and calculate the retention amount,
apply it to invoices, and monitor release
conditions
EMD Amount Applicable
Whether a specified amount to be
deposited as a bank guarantee with a bank
is applicable.
EMD Paid
If applicable, the EMD amount paid by a
contractor/consultant is automatically
shown here. This field is automatically
populated from the work order.
EMD Pending
In case, part EMD amount is deposited with
a bank as a bank guarantee, the balance
amount will be automatically shown here.
Certified Amount (Pre discount)
Enter the total amount that you want to
certify before any discount
Less (Discount Type)
Select a discount type by clicking on one of
the three radio buttons: Not Applicable,
Fixed Amount or Percentage.
Less (Discount Percentage)
Enter the discount percentage in this field If
you choose percentage under Discount
Type
Less (Discount Amount)
The discount amount is automatically
calculated and shown here
Sub total (Post discount)
The sub total amount after the discount is
deducted from the work order cost is
automatically calculated and shown in this
field.
Base Value
Tax Additions
Tax additions generated during work order
creation will be automatically displayed in
this field.
Total Tax Additions
The application calculates the total tax
additions from the work order and displays
the sum total of tax additions in this field.
Total Net Tax Amount
The net amount of taxes payable after
accounting for any deductions, exemptions,
or adjustments.
Material Escalation
Any debitable materials in the work order
will be automatically shown in this field
Taxes on Escalation
Any taxes against material escalation are
shown in this field
Gross Bill Amount
Total amount specified in the invoice before
any adjustments or deductions. It
represents the initial financial liability for
services rendered.
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Adjustments
Changes made to the gross bill amount to
account for discrepancies, errors, or
negotiated concessions.
Adjustment Amount
Total value of adjustments made to the
gross bill amount. It reflects corrections or
concessions granted to parties involved.
Net Certified Amount
Final certified amount after adjustments or
deductions. It is the actual liability for
completed work or services as validated
and approved for payment.
Tax Deduction
Amount deducted at source for tax
purposes.
Total Net Tax Deductions
Cumulative sum of all tax deductions made
from certified amounts.
Total Amount
Final aggregate sum payable after
accounting for all adjustments, deductions,
and taxes
Retention
Any amount withheld from payments as
security against defects or contractual non-
compliance is retention.
Retention Amount
Total sum withheld as retention from
payments, reflecting the financial security or
assurance required to address potential
issues or risks during project execution or
contractual performance.
Other Deductions
Additional deductions not accounted for
elsewhere. It reflects miscellaneous
adjustments or charges applicable to
financial transactions and contractual
agreements.
Amount Payable
Final sum payable after accounting for all
deductions, adjustments, and taxes. It
represents the total liability to be settled as
per contractual agreements and regulatory
requirements.
Round Off Difference Amount
Monetary discrepancy resulting from
rounding off calculations in financial
transactions. It reflects minor variations
between calculated and actual amounts,
and may require reconciliation for accuracy
and completeness.
Documents
Attach a list of documents supporting
financial transactions or contractual
agreements. To attach a document(s), click
Add New, choose a file and click Update.
Payment Mode
Select a method or channel for processing
payments, such as cheque, bank transfer,
or electronic funds transfer.
Payment Due Date *
Select a date from the calendar which will
be a deadline for settling payments as per
contractual terms or agreements.
Expected Payment Date
Select a date from the calendar which will
be an anticipated date for payment
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processing or disbursement based on
contractual terms or agreements.
Favouring
Entity or recipient to whom payments are
directed or made.
Remarks
Additional comments, notes, or instructions
related to financial transactions or
contractual agreements.
Grid
Misc. Expenses
This grid records incidental costs not covered under specific categories. It tracks
miscellaneous expenditures like temporary labour, small equipment purchases, or minor
repairs.
Advances
The Advances grid displays details of the upfront payments made to a contractor / consultant
for materials, services, or mobilization.
Debit Note
This grid displays details about discrepancies in invoiced amounts that are corrected by
issuing debate notes.
Material Adjustment
This grid meticulously tracks the issuance and recovery of materials, particularly when
excess quantities are issued or when materials are returned. It ensures precise management
of material inventory by accounting for variations in usage, waste, or returns.
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Debit to Workorder
This grid displays details of the total amount to be debited to a work order. To add a debit to
workorder, click Add Work Order, choose a work order using the filter, and click Accept
Selected.
Step 3: Click Create.
16.6.2 Misc. Expenses
The Misc. Expenses, or Miscellaneous Expenses, allows users to manage various incidental
costs associated with their projects. They can seamlessly create miscellaneous expenses by
adding miscellaneous contractors and allocating expenses to them. This helps streamline
the tracking and organization of diverse expenditures such as maintenance, repairs, or ad-
hoc services.
To create Misc. Expenses, follow the below steps:
Step 1: Navigate to Facilities > Payments > Misc. Expenses > Misc. Expenses List > Click
Create Misc. Expenses
Step 2: Once you have clicked Create Misc. Expenses, you will be prompted to fill in or
select the necessary details:
View Details
Fields
Explanation
Project*
Select a project from the drop-down menu
Sub Project*
Select a sub project from the drop-down
menu
Certifying Company
Misc. Contractor*
Select a Misc. Contractor from the drop-
down list. A miscellaneous contractor
provides specialized services or performs
specific tasks within the project that do not
fall under the primary contractor's scope,
often hired for niche expertise or
supplementary work.
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Note: Misc. Contractor data comes from
Engg > Master > Contractor List
SAC/HSN Codes
Enter SAC (Service Accounting Code) OR
HSN (Harmonized System of
Nomenclature) codes for services provided
Expense Description*
Give a detailed explanation or breakdown
of costs, expenditures, or financial outlays
incurred within the project.
Bill/Invoice No. *
Enter a unique number for the bill/invoice
Is E-Invoice
Select Yes or No depending on whether to
send an e-copy of the invoice
Bill/Invoice Date*
Select a date of the bill/invoice issuance
from the calendar
Contractor Name
Contractor name is automatically shown
from Misc. Contractor
PAN No. / Tax ID
PAN No. / Tax ID is automatically shown
State
This field is automatically shown
GSTIN No.
GSTIN No. is automatically shown
Certified Amount*
Enter a certified amount. A certified amount
is an approved amount of payment certified
by relevant authorities or project managers
based on submitted documentation and
progress assessment.
Certificate Base Amount
This field which is shown automatically, is a
reference amount used as the basis for
calculating certified amounts, typically
reflecting contractual terms, progress
milestones, or agreed-upon valuation
methodologies for payments.
Work Order Debit Details
Detailed information regarding debit
transactions or adjustments made against
the work order.
You can also allocate debit amount for each
Work Category/Sub Work Category by
navigating to Work Category Budget Debit
on the same page.
Tax Addition
Tax added to project payments or
transactions as per tax regulations,
contractual agreements, or statutory
requirements.
To create a Tax Addition, click Add New,
then select the Tax Category, Tax, Tax
Type, and Tax Amount. Percentage is
automatically calculated.
Total Tax Addition
The aggregate sum of all tax additions is
automatically shown in this field.
Gross Value
Tax Deduction
Amount deducted or withheld from project
payments or transactions as per tax
regulations, contractual agreements, or
statutory requirements.
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To create a Tax Deduction, click Add New,
then select the Tax Category, Tax, and Tax
Amount.
Total Tax Deduction
The cumulative sum of all tax deductions is
shown in this field
Amount Payable
The total sum owed or payable to the
contractor is automatically shown in this
field
Round Off Difference Amount
The minor discrepancy or variance between
calculated amounts and rounded figures,
adjusted to reconcile discrepancies in
payment amounts. This field is
automatically shown.
Payment Mode
Select a method or channel for processing
payments, such as cheque, bank transfer,
or electronic funds transfer.
Favouring*
Entity or recipient to whom payments are
directed or made.
Payment Due Date*
Select a date from the calendar which will
be a deadline for settling payments as per
contractual terms or agreements.
Remarks
Add remarks, if any
Grid
Work Order Debit Details.
This field displays details of the total debit amount to a work order. To add work order debit
details, click Add Work Order under Work Order Debit Details, click Select, choose a work
order using the filter, and add a debit amount.
Work Category Budget Debit
(paste a screenshot here)
You can allocate debit amount for each Work Category/Sub Work Category in the Work
Category Budget Debit grid.
Documents
Attach a document(s) supporting miscellaneous expenses. To attach a document(s), click
Add New, choose a file and click Update.
Step 3: Click Create.
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16.6.3 Work Order Advance
A work order advance refers to a financial provision made to cover expenses before the
actual completion of work outlined in a work order within a construction project. It is a
prepayment or allocation of funds intended to ensure smooth project execution by providing
necessary resources, materials, or financial support to contractors, subcontractors, or
suppliers.
Pre-requisite to create an advance
Display Number Format: Allow users to customize how the display format is shown.
To configure display number, follow the below steps:
1. Navigate to Home > Admin > Configure Display No. > Click Add New.
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2. Once you click on Add New, you will be prompted to fill in or select the necessary
details.
Fields
Explanation
Module
Choose the module for which the display
number configuration is being set.
Entity Type
Choose the category of data for which the
display number configuration is being
applied.
Prefix *
By default, it takes the prefix MBo- but you
can set any prefix as desired.
Display Parameter
Set a parameter and parameter type. To set
a display parameter, follow the below steps:
1. Click Add Row under Display
Parameter
2. Choose a parameter from Parameter
3. Choose a type of parameter from
Parameter Type
Sequence Generates on *
Choose whether you want to generate the
sequence number on Company, Project or
Sub Project from the drop-down list
Sequence Starts From
By default, it begins from 1
2. Click Submit.
Create Advance
To create and process an advance to a contractor, follow the below steps
Step 1: Navigate to Facilities > Payments > Advance > Click Create Advance
Step 2: Once you click on Create Advance, you will be prompted to fill in or select the
necessary details
Field
Explanation
Project *
Select the overarching project under which
the work order is issued.
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Sub Project
Select a sub project from the drop-down
list.
Certifying Company
Select the company's name associated with
the work order from the drop-down list.
Work Order No.*
Click on Select located beside the field,
then choose a work order using the search
filter. Once you've found the right one,
select it and click Accept Selected.
Work Order Cost
This field is automatically populated from
the work order.
Work Order Discount
This field is automatically populated from
the work order.
Work Order Retention
This field is automatically populated from
the work order.
Net Work Order Value
This field is automatically populated from
the work order.
Initial Approved WO Gross Value
This field is automatically populated from
the work order.
SAC/HSN Codes
Enter SAC (Service Accounting Code) OR
HSN (Harmonized System of
Nomenclature) codes for services provided
Work Description
Enter a brief description of the work
specified in the work order.
Bill/Invoice No.
Enter a unique identifier for the bill to be
created for payment to contractor.
Type of Advance*
Choose the type of advance: Adhoc,
Material, Materials Bought, OR Mobilization
Adhoc: Choose this option when you need
to make unplanned or irregular advance
payment, not tied to specific materials or
mobilization.
Material: Choose this option when you
need to advance payment for a contractor
to purchase construction materials.
Materials Bought: Choose this option
when you need to make advance payment
after the materials have been procured. In
other words, it is a reimbursement for
already purchased materials.
Mobilization: Choose this option when you
need to make payment to a contractor for
covering initial setup and mobilization costs.
Bill/Invoice Date*
Select a bill/invoice date from the calendar
Contractor Name
Contractor name is automatically displayed
from the work order
PAN No. / Tax Id
PAN No. / Tax ID is automatically shown
GSTIN
PAN No. / Tax ID is automatically shown
Total WO Certified Amount
This field, being the total amount certified
as completed in the work order, is
automatically shown
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Advance Certified Amount Till Date
This field shows the total advance that has
been certified against a work order till date
Certified Amount*
Enter a certified amount. A certified amount
is an approved amount of payment certified
by relevant authorities or project managers
based on submitted documentation and
progress assessment.
Base Value
The basic cost of services provided, before
any taxes or deductions.
Tax Additions
Tax additions generated during work order
creation will be automatically displayed in
this field.
Total Tax Additions
The aggregate sum of all tax additions is
automatically shown in this field.
Gross Bill Amount
Total amount specified before any
adjustments or deductions. It represents the
initial financial liability for services rendered.
Tax Deduction
Amount deducted at source for tax
purposes.
Total Tax Deductions
The cumulative sum of all tax deductions is
shown in this field
Favouring*
Entity or recipient to whom payments are
directed or made.
Amount Payable
The total amount owed for the work
performed, after deductions and
adjustments. The amount payable is
automatically calculated.
Round Off Difference Amount
The minor discrepancy or variance between
calculated amounts and rounded figures,
adjusted to reconcile discrepancies in
payment amounts. This field is
automatically shown.
Payment Mode
Select a method or channel for processing
payments, such as cheque, bank transfer,
or electronic funds transfer.
Payment Due Date*
Select a date from the calendar as the
deadline by which the payment must be
made.
Remarks
Add remarks, if any
Submission Date
This is the date on which the advance
request will be submitted.
BG Details
Add Bank Guarantee details, if applicable,
by clicking Add New under BG Details.
Then, select the necessary details such as
bank name, BG date, BG number, BG
Amount, BG expiry date.
Documents
Step 3: Click Create
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16.6.4 Supplier Advances
This section is used for managing advance payments made to suppliers. An advance
payment is a partial payment made before the full amount is due, usually to secure goods. It
helps in maintaining records of all advance payments and ensures that these advances are
deducted from future payments.
To create a supplier advance, follow the below steps:
1. Navigate to Facilities > Payments > Supplier Advances > Create Supplier Advances
2. Once you click Create Supplier Advances, you will be promoted to fill in and select
the necessary details
Fields
Explanation
Certifying Company
Choose a certifying company associated
with the project.
Project *
The project associated with the supplier
advance payment.
Paying Company
The company that is making the advance
payment to the supplier. This field is
automatically displayed.
Sub Project
Subdivisions or specific segments within
the main project that the advance payment
is related to.
Purchase Order No. *
The unique identifier or number of the
purchase order related to the supplier
advance.
Purchase Order Date
The date on which the purchase order was
issued. This field is automatically displayed.
Purchase Order Value (Payable to supplier)
The total value of the purchase order that is
payable to the supplier. This field is
automatically displayed.
Tax Impact
The effect of taxes on the supplier advance
payment, including applicable tax rates and
amounts.
Invoice No.
The unique identifier or number of the
invoice related to the supplier advance.
Invoice Amount
The total amount specified on the invoice
for the supplier advance.
Invoice Date
The date on which the invoice was issued.
Project
The main project associated with the
supplier advance payment. This field is
automatically displayed.
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Sub Projects
Subdivisions or specific segments within
the main project that the advance payment
is related to. This field is automatically
displayed.
Supplier Name
The name of the supplier receiving the
advance payment. This field is
automatically displayed.
PAN
Permanent Account Number of the supplier,
used for tax identification. This field is
automatically displayed.
Balance
The remaining balance amount with the
supplier after accounting for the advance
payment. This field is automatically
displayed.
Certified Amount *
The amount that has been certified for
payment to the supplier.
Tax Deduction Amount
The amount deducted for taxes from the
supplier advance payment. This field is
automatically displayed.
Payable Amount
The net amount that is due for payment to
the supplier after all deductions. This field is
automatically displayed.
Mode of Payment *
The mode or method of payment to be used
for the supplier advance (e.g., bank
transfer, cheque).
Payment Due Date *
The date by which the advance payment to
the supplier is due.
Favouring / Payee
The entity in whose favor the advance
payment is being made.
Remarks
Any additional notes or comments related
to the supplier advance payment.
Tax Deductions
Details of any tax deductions applied to the
supplier advance payment.
Documents
Any supporting documents related to the
supplier advance payment, such as
purchase orders, invoices, and certification
documents.
3. Click Create.
16.6.5 Supplier Certificate
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This section allows the user to create and manage certificates issued to suppliers. These
certificates indicate the acceptance of materials / assets / services provided by the supplier
and confirm the amount payable. It serves as an official acknowledgment that the supplier
has fulfilled their part of the contract.
To create a supplier certificate, follow the below steps:
1. Navigate to Facilities > Payments > Supplier Certificate > Supplier Certificate List >
Create Supplier Certificate
2. Once you click Create Supplier Certificate, you will be promoted to fill in and select
the necessary details
Fields
Explanation
Certifying Company
Choose a certifying company associated
with the project.
Project*
The project associated with the payment.
Paying Company
The company making the payment. This
field is automatically displayed.
Sub Projects
Subdivisions or specific segments within
the main project.
Supplier*
The supplier involved in the transaction.
PO Type*
The type of purchase order (e.g.,
domestic/ROPO, Import).
Purchase Order*
Click Select Purchase Order, and choose
an order using the filter, then click Accept
Selected.
Invoice No.*
The unique identifier or number of the
invoice.
E-Invoice
Choose if the invoice will be sent via email
by choosing Yes or No from the drop-down.
Invoice Date*
The date the invoice was issued.
Invoice Amount*
The total amount specified on the invoice.
Purchase Order Value
The total value of the purchase order. This
field is automatically displayed.
Supplier Name
The name of the supplier. This field is
automatically displayed.
GSTIN
Goods and Services Tax Identification
Number of the supplier. This field is
automatically displayed.
PAN
Permanent Account Number of the supplier.
This field is automatically displayed.
Type of Certificate*
The type of certificate issued (e.g.,
completion, compliance).
Retention Amount Payable
The amount of retention money that is due
for payment. This field is automatically
displayed.
Retention Amount Paid
The amount of retention money that has
already been paid. This field is
automatically displayed.
Retention Pending
The amount of retention money that is still
pending payment. This field is automatically
displayed.
Tax Deductions
Deductions made for tax purposes.
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Advance Adjusted
The advance payment that has been
adjusted against the invoice amount.
Certified Amount
The amount that has been certified for
payment. This field is automatically
displayed.
Base Cost
The initial cost of the goods or services
before any additions or deductions. This
field is automatically displayed.
Actual Landed Cost
The total cost including transportation,
handling, and other direct costs to get the
item to its location. This field is
automatically displayed.
All Incl. Cost (Landed Cost)
The total cost including all expenses. This
field is automatically displayed.
Recovery Tax Deductions
Tax deductions that can be recovered.
Net Tax Deductions
The net amount after tax deductions have
been applied. This field is automatically
displayed.
Custom Duty Amount
The amount paid for customs duty. This
field is automatically displayed.
Current Advance Deduction
The current amount of advance payment
being deducted. This field is automatically
displayed.
Advance Tax Deduction
Tax deductions applied to the advance
payment.
Other Deductions
Any other deductions not categorized under
specific headings.
Other Deduction Remarks
Remarks or notes regarding other
deductions.
Other Additions
Any other additions to the invoice amount.
Other Addition Remarks
Remarks or notes regarding other
additions.
Total Amount
The total amount after all additions and
deductions. This field is automatically
displayed.
Retention Percentage
The percentage of the total amount retained
until certain conditions are met.
Retention Amount
The specific amount retained.
Amount Payable
The net amount that is due for payment
after all calculations. This field is
automatically displayed.
Round Off Amount
Any rounding off adjustments to the
payable amount. This field is automatically
displayed.
Favouring / Payee
The entity in whose favor the payment is
being made.
Payment Mode
The mode or method of payment (e.g.,
bank transfer, cheque).
Payment Due Date
The date by which the payment is due.
Total Certified Till Date
The cumulative amount certified for
payment up to the current date. This field is
automatically displayed.
Remarks
Any additional notes or comments related
to the payment.
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Status
The current status of the payment (e.g.,
pending, completed).
Documents
Upload any documents related to the
payment transaction.
3. Click Create.
16.6.6 Supplier Debit Notes
A Supplier Debit Note is issued to a supplier when goods are returned or services are
deemed unsatisfactory, necessitating a reduction in the amount payable to the supplier. This
note adjusts the supplier’s account balance, reflecting the reduction in the total payable
amount.
To create a supplier debit note, follow the below steps:
1. Navigate to Facilities > Payments > Supplier Debit Note > Create Supplier Debit Note
2. Once you click Create Supplier Debit Note, you will be promoted to fill in and select
the necessary details.
Fields
Explanation
Certifying Company
Choose a certifying company associated
with the project.
Project*
The project associated with the supplier
debit note.
Paying Company
The company that is responsible for
processing the debit note. This field is
automatically displayed.
Sub Project
Subdivisions or specific segments within
the main project related to the debit note.
Purchase Order No.*
The unique identifier or number of the
purchase order related to the supplier debit
note.
Debit Tax Impact
The effect of taxes on the debit note,
including applicable tax rates and amounts.
Supplier Name
The name of the supplier for whom the
debit note is issued. This field is
automatically displayed.
Purchase Value
The total value of the purchase order or
transaction to which the debit note is
related. This field is automatically
displayed.
Invoice No.
The unique identifier or number of the
invoice related to the debit note.
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Reason Type*
The type or reason for issuing the debit
note (e.g., goods return, overcharge
correction).
Debit Note Amount*
The amount specified on the debit note.
Debit Note Date*
The date on which the debit note was
issued.
Remarks
Any additional notes or comments related
to the debit note.
Round Off Value
Any rounding off adjustments applied to the
debit note amount.
Documents
Any supporting documents related to the
debit note, such as purchase orders,
invoices, and reason documentation.
3. Click Create.
16.6.7 Service Provider Certificates
Similar to Supplier Certificates, this section deals with certificates issued to service
providers. These certificates confirm that the service provider has completed their task as
per the contract, and it specifies the amount that is payable to them.
To create a service provider certificate, follow the below steps:
1. Navigate to Facilities > Payments > Service Provider Certificates > Create Service
Provider Certificates
2. Once you click Create Service Provider Certificates, you will be promoted to fill in and
select the necessary details.
Fields
Explanation
Certifying Company
Choose the certifying company from the list
Project*
The project associated with the service
provider certificate.
Paying Company
The company making the payment to the
service provider. This field is automatically
displayed.
Purchase Order No*
The unique identifier or number of the
purchase order related to the service
provider. Click Select, choose a purchase
order using the filter and click Accept
Selected.
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Supplier Name
The name of the supplier providing the
service. This field is automatically
displayed.
Supplier GSTIN
Goods and Services Tax Identification
Number of the supplier. This field is
automatically displayed.
PAN
Permanent Account Number of the supplier.
This field is automatically displayed.
Purchase Order Type
The type of purchase order (e.g., domestic,
import). This field is automatically
displayed.
Purchase Order Date
The date on which the purchase order was
issued. This field is automatically displayed.
Sub Projects
Subdivisions or specific segments within
the main project related to the service. This
field is automatically displayed.
Service Provider *
The service provider involved in the
transaction.
Service Provider GSTIN
Goods and Services Tax Identification
Number of the service provider. This field is
automatically displayed.
Invoice No*
The unique identifier or number of the
invoice.
E-invoice
Indicator of whether the invoice is an
electronic invoice (Yes or No).
Invoice Date*
The date on which the invoice was issued.
Invoice Amount*
The total amount specified on the invoice.
GRN List
List of Goods Receipt Notes associated
with the service.
Certified Amount
The amount that has been certified for
payment. This field is automatically
displayed.
Certificate Base Amount
The base amount for the certificate before
any additions or deductions. This field is
automatically displayed.
Tax Additions
Additions to the amount due to taxes.
Total Tax Addition
The total amount added due to taxes. This
field is automatically displayed.
Service Tax Addition
The amount added due to service tax. This
field is automatically displayed.
Gross Bill Amount
The total gross amount of the bill. This field
is automatically displayed.
Tax Deductions
Deductions made for tax purposes.
Total Tax Deduction
The total amount deducted due to taxes.
This field is automatically displayed.
Service Tax Recovery
The amount of service tax that can be
recovered. This field is automatically
displayed.
Net Certified Amount
The net amount certified for payment after
all deductions. This field is automatically
displayed.
Adjustments
Any adjustments made to the amount.
Advances
Any advance payments made to the service
provider.
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Adjustment Amount
The amount adjusted against the total
amount due. This field is automatically
displayed.
Total Amount
The total amount payable after all
adjustments and deductions. This field is
automatically displayed.
Other Deductions
Any other deductions not categorized under
specific headings.
Debit Note
Reference to any debit note issued related
to the service.
Debit Note Adjustment
The amount adjusted due to a debit note.
Amount Payable
The net amount that is due for payment to
the service provider.
Favouring / Payee
The entity in whose favor the payment is
being made.
Mode of Payment*
The mode or method of payment (e.g.,
bank transfer, cheque).
Payment Due Date*
The date by which the payment is due.
Remarks
Any additional notes or comments related
to the service provider certificate.
Documents
Add any supporting documents related to
the service provider certificate, such as
purchase orders, invoices, and certification
documents.
3. Click Create.
16.6.8 Service Provider Advances
This section is for managing advance payments made to service providers. Similar to
supplier advances, these payments are made upfront to secure services and are deducted
from the total payable amount upon completion of the service.
To create service provider advances, follow the below steps:
1. Navigate to Facilities > Payments > Service Provider Advances > Create Service
Provider Advances
2. Once you click Create Service Provider Advances, you will be promoted to fill in and
select the necessary details.
Fields
Explanation
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Certifying Company
Choose a certifying company from the drop-
down list.
Project
The project associated with the service
provider advances.
Paying Company
The company making the advance
payment.
Purchase Order No.
Unique identifier for the purchase order.
Click Select, choose a purchase order
using the filter, and click Accept Selected.
Supplier Name
Name of the service provider. This field is
automatically displayed.
Purchase Order Type
Type of purchase order (e.g., service,
material). This field is automatically
displayed.
Purchase Order Date
Date the purchase order was issued. This
field is automatically displayed.
Sub Projects
Any specific sub-projects within the main
project. This field is automatically displayed.
Service Provider
Name of the service provider.
Service Provider GSTIN
GST Identification Number of the service
provider. This field is automatically
displayed.
Invoice No.
Unique identifier for the invoice issued by
the service provider.
Invoice Amount
Total amount mentioned in the invoice.
Invoice Date
Date of the invoice issued by the service
provider.
Advance Paid Till Date
Total advance amount paid to the service
provider until the current date. This field is
automatically displayed.
Balance Amount
Remaining amount to be paid after
deducting the advance payment. This field
is automatically displayed.
Certified Amount
Amount certified by the certifying company
as completed work.
Tax Deduction
Any tax deducted at source from the
payment. This field is automatically
displayed.
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Tax Addition
Any additional tax applicable on the
payment. This field is automatically
displayed.
Payable Amount
Total amount payable to the service
provider after adjustments. This field is
automatically displayed.
Payment Mode
Mode of payment for the advance or final
payment.
Payment Due Date
Deadline for making the payment.
Favouring / Payee
Name of the payee or entity to whom the
payment is made.
Remarks
Additional comments or notes regarding the
transaction.
Tax Additions
Any additional taxes added to the invoice
amount.
Tax Deductions
Any tax deductions made from the invoice
amount.
Documents
Attachments or references to supporting
documents related to the transaction.
3. Click Create.
16.6.9 Supplier Debit Note Waive Off
This feature allows the user to waive off (cancel) a previously issued Supplier Debit Note. It
may be used when a dispute is resolved, and it's decided that the supplier will not be debited
for the returned goods or services.
To create a debit note waive off, follow the below steps:
1. Navigate to Facilities > Payments > Debit Note Waive Off > Create Debit Note Waive
Off
2. Once you click Create Debit Note Waive Off, you will be promoted to fill in and select
the necessary details.
Fields
Explanation
Certifying Company*
Choose a certifying company associated
with the project.
Project*
The project associated with the debit note
waiver.
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Sub Project
Subdivisions or specific segments within
the main project related to the debit note
waiver.
Supplier*
The supplier involved in the transaction for
which the debit note is being waived off.
Waive Off Date*
The date on which the debit note waiver is
issued or processed.
Waive Off Amount*
The amount of the debit note that is being
waived off.
Remarks
Any additional notes or comments related
to the waiver of the debit note.
Supplier Debit Note Detail
Details of the supplier debit note that is
being waived off, including reference
numbers, amounts, and reasons for the
waiver.
3. Click Create.
16.6.10 Supplier Debit Note Receipts
This is used to acknowledge the receipt of a Supplier Debit Note from the supplier. It serves
as a record that the debit note has been received and accepted by the purchaser’s accounts
department.
To create a supplier debit note receipt, follow the below steps:
1. Navigate to Facilities > Payments > Supplier Debit Note Receipt > Create Supplier
Debit Note Receipt
2. Once you click Supplier Debit Note Receipt, you will be promoted to fill in and select
the necessary details.
Fields
Explanation
Certifying Company*
Choose the certifying company from the list.
Project*
The project associated with the supplier
debit note receipt.
Sub Project
Subdivisions or specific segments within
the main project related to the debit note
receipt.
Supplier*
The supplier from whom the debit note
receipt is received.
Receipt Date*
The date on which the supplier debit note
receipt is issued or processed.
Receipt Amount*
The total amount received as per the
supplier debit note.
Payment Mode*
The mode or method of payment received
(e.g., bank transfer, cheque).
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Remarks
Any additional notes or comments related
to the receipt of the supplier debit note.
Supplier Debit Note Details
Details of the supplier debit note that has
been received, including reference
numbers, amounts, and reasons.
3. Click Create.
16.6.11 Wo Debit Note
The WO (Work Order) Debit Note menu provides functionality for issuing debit notes to
contractors / consultants for various purposes such as adjustments, corrections, or additional
charges. This feature enables users to document and communicate changes to previously
issued invoices or billing transactions.
To create a debit note, follow the below steps:
Step 1: Navigate to Facilities > Payments > WO Debit Note > Debit Note List > Click Create
Debit Note
Step 2: Once you click Create Debit Note, you will be prompted to fill or select the
necessary details.
View Details
Fields
Explanation
Project*
Select a project from the drop-down menu
Sub Project
Select a sub project from the drop-down
menu
Certifying Company
Work Order*
Click Select located beside the Work Order
field. This action will prompt a new window
to open where you can search for a work
order using the filter provided at the top.
Once you have selected the work order,
click Accept Selected.
Firm
This field identifies the firm or company that
is issuing the debit note.
SAC/HSN Code
Enter SAC (Service Accounting Code) OR
HSN (Harmonized System of
Nomenclature) codes for services provided
GSTIN No.
GSTIN No. is automatically shown from the
work order
Debit Note Type*
Select the debit type: Direct OR Advance
Direct: refers to a debit made directly
against a specific transaction or invoice
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Advance: refers to a debit made against
any advance payment that is to be made to
a contractor / consultant
Reason Type
Select a reason for the debit note from the
drop-down menu
Invoice No
Give a unique identifier to the invoice
Debit Note Date*
Select a date of the debit note issuance
from the calendar
Debit Note Amount*
This field denotes the total amount being
debited through the debit note.
Reference No.
If there is any reference number associated
with the transaction, such as a previous
debit note number or any other document
reference, it is recorded here
Reference Date
The date of the reference document or
transaction is captured in this field.
Base Value
The base value refers to the initial value
before any tax or additional charges are
added.
Tax Additions
Tax additions generated during work order
creation will be automatically displayed in
this field.
Total Tax Additions
The aggregate sum of all tax additions is
automatically shown in this field.
Gross Bill Amount
Total amount specified before any
adjustments or deductions. It represents the
initial financial liability for services rendered.
Remarks
Add remarks, if any
Grid
Documents
Add any documents related to the debit note. To add a document, click Add New under
Documents, choose a file and click Update.
Step 3: Click Update.
16.6.12 Wo Debit Note Receipt
The WO (Work Order) Debit Note Receipt is used to acknowledge the receipt of a WO Debit
Note by the contractor / consultant. It serves as a record that the debit note has been
received and accepted by the contractor / consultant’s accounts department. Users can input
essential details such as the amount received, the date of receipt, and relevant contractor
information. This ensures that all pertinent information regarding the receipt is accurately
captured and stored within the system.
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To create a Debit Note Receipt, follow the below steps:
Step 1: Navigate to Facilities > Payments > WO Debit Note Receipt > WO Debit Note Receipt
List > Click Create Debit Note Receipt
Step 2: On the upper right corner, click on Create Debit Note Receipt
Field
Explanation
Certifying Company*
Select the company's name from the drop-
down list.
Project*
Select the project from the drop-down list
Sub Project
Select the sub project from the drop-down
list.
Contractor*
Select the contractor specified in the
project.
Note: Contractor master data comes from
Engg > Masters > Contractor > Contractor
List
Receipt Date*
Select the date on which the payment or
receipt of services occurred.
Receipt Amount*
Enter the total amount received for the
services provided.
Payment Mode*
The method of payment used for the
transaction, such as cash, cheque, bank
transfer, credit card, etc.
Remarks
Add remarks, if any
Grid
Debit Note Details
Step 3: Click Create
16.6.13 Service Provider Debit Note
A Service Provider Debit Note is issued when there is a need to reduce the amount payable
to a service provider due to issues such as substandard service or overbilling. This note
adjusts the service provider’s account accordingly.
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To create service provider debit note, follow the below steps:
1. Navigate to Facilities > Payments > Service Provider Debit Note > Create Service
Provider Debit Note
2. Once you click Create Service Provider Debit Note, you will be promoted to fill in and
select the necessary details.
Fields
Explanation
Certifying Company
Choose a certifying company from the drop-
down list.
Project
The project associated with the service
provider debit note.
Paying Company
The company issuing the debit note. This
field is automatically displayed.
Purchase Order No.
Unique identifier for the original purchase
order.
Supplier Name
Name of the service provider. This field is
automatically displayed
Payable to Service Provider
The amount payable to the service provider
before adjustment. This field is
automatically displayed
Service Provider
Name of the service provider.
Service Provider GSTIN
GST Identification Number of the service
provider. This field is automatically
displayed
Invoice No.
Unique identifier for the original invoice.
Reason Type
Type of reason for issuing the debit note
(e.g., advance adjustment, delay in billing).
Debit Note Amount
The amount to be debited from the service
provider's account.
Debit Note Date
Date when the debit note is issued.
Remarks
Additional comments or notes regarding the
debit note.
Tax Additions
Any additional taxes added to the debit note
amount.
Documents
Attachments or references to supporting
documents related to the debit note.
Click Create.
16.6.14 Service Provider Debit Note Receipt
This feature is used to record the receipt of a Debit Note from a service provider. It ensures
that there is a formal acknowledgment of the debit note, maintaining transparency and
accuracy in financial records.
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To create service provider debit note receipt, follow the below steps:
1. Navigate to Facilities > Payments > Service Provider Debit Note Receipt> Create
Service Provider Debit Note Receipt
2. Once you click Create Service Provider Debit Note Receipt, you will be promoted to
fill in and select the necessary details.
Fields
Explanation
Certifying Company*
Choose the certifying company from the list.
Project*
The project associated with the service
provider debit note receipt.
Service Provider
Name or identifier of the service provider
who issued the debit note receipt
Receipt Date*
The date on which the debit note receipt is
issued or processed.
Receipt Amount*
The total amount received as per the
service provider debit note.
Payment Mode*
The mode or method of payment received
(e.g., bank transfer, cheque).
Remarks
Any additional notes or comments related
to the receipt of the service provider debit
note.
Service Provider Debit Note Details
Details of the service provider debit note
that has been received, including reference
numbers, amounts, and reasons.
3. Click Create.
16.7 Approvals
16.7.1 Consultant WO
Once a consultant is approved and consultant work order is created on the In4Suite
application, the consultant work order will test the approval process based on the defined
workflow.
To approve a Consultant WO, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Consultant WO > Approvals (Consultant WOs)
Step 2: Search for the consultant work order using filter parameters such as project, and sub
project. Alternatively, you may select the current status of the consultant work order under
the Status field, click Go, and then choose the work order no. from the list.
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Step 3: Once you find the result, click on the contractor work order number in the first
column to land on the View Work Order page. Then, hover over 'Status,' click 'Change
Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.2 Project
A project will flow directly into the Facilities module once its construction completes.
Alternatively, a project can also be created manually, also referred to as external project on
the In4Suite system. Once a project is created, it will test the approval process based on the
defined workflow.
To approve a project, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Project > Project List
Step 2: Search for the project using the project filter parameter. Alternatively, you may select
the current status of the project under the Status field, click Go, and then choose the project
whose status need to be changed from the list.
Step 3: Once you find the result, click on the project in the Project column to land on the
View Project page. Then, hover over 'Status,' click 'Change Status,' and select a status from
the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.3 Sub Project
A sub project, which is part of a larger project, will flow directly into the Facilities module
upon the completion of its construction. Alternatively, a sub project can be created manually,
referred to as an external project in the In4Suite system. Once a sub project is created, it will
undergo the approval process based on the defined workflow.
To approve a sub project, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Sub Project > Project List
Step 2: Search for the sub project using the project filter parameters such as project and sub
project. Alternatively, you may select the current status of the sub project under the Status
field, click Go, and then choose the sub project whose status need to be changed from the
list.
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Step 3: Once you find the result, click on the sub project in the Sub Project column to land
on the View Sub Project page. Then, hover over 'Status,' click 'Change Status,' and select a
status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.4 Facilities Budget Period
Similar to Engineering, Facilities require formulating a budget periodically. Once a budget
period has been defined, it will undergo the approval process based on the defined workflow.
Step 1: Navigate to Facilities > Approvals > > Facilities Budget Period > Facilities Budget
Period List
Step 2: Search for the budget period using filter parameters such as project and sub project.
Alternatively, you may select the current status of the budget period under the Status field,
click Go, and then choose the budget period whose status need to be changed from the list.
Step 3: Once you find the result, click on the budget period in the Start / End Date column
to land on the View Budget Period Details page. Then, hover over 'Status,' click 'Change
Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
Budgets
16.7.5 BOQ Master
The Bill of Quantities (BOQ) master outlines the detailed list of material quantities, and their
costs required for the construction of a project. Once a BOQ is created, it will test the
approval process based on the defined workflow.
To approve a BOQ, follow the below steps:
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Step 1: Navigate to Facilities > Approvals > BOQ > BOQ List
Step 2: Search for the BOQ using filter parameters such as project, sub project, work
category, work sub category, BOQ description, etc. Alternatively, you may select the current
status of the BOQ under the Status field, click Go, and then choose the BOQ whose status
need to be changed from the list.
Step 3: Once you find the result, click on the BOQ in the Description column to land on the
View BOQ page. Then, hover over 'Status,' click 'Change Status,' and select a status from
the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.6 Work Category Budget
A project is typically divided into multiple work categories, with budgets formulated
accordingly. Once a work category budget is created, it will undergo the approval process
based on the defined workflow.
To approve a work category budget, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Work Category Budget > Approvals (Subproject
Work Category Budget)
Step 2: Search for the project using the project filter parameter. Alternatively, you may select
the current status of the work category budget under the Status field, click Go, and then
choose the project whose status need to be changed from the list.
Step 3: Once you find the result, click on the sub project in the SubProject column to land
on the View Work Category Budget page. Then, hover over 'Status,' click 'Change Status,'
and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.7 Material Budget
A project requires materials for its construction, and since materials consume a major portion
of the budget, a separate budget is allocated for them. Once a material budget is created on
the In4Suite application, it will undergo the approval process based on the defined workflow.
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To approve a material budget, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Work Category Budget > Approvals (Subproject
Material Budget)
Step 2: Search for the project using the project filter parameter. Alternatively, you may select
the current status of the material budget under the Status field, click Go, and then choose
the project whose status need to be changed from the list.
Step 3: Once you find the result, click on the sub project in the SubProject column to land
on the View Material Budget page. Then, hover over 'Status,' click 'Change Status,' and
select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
Work Order
16.7.8 Contractor Master
A contractor master, once created in the In4Suite application, requires approval to ensure
the selection of a qualified contractor capable of completing the expected work.
To approve a contractor master, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Work Order > Contractor Master > Contractor
Master
Step 2: Search for the contractor using filter parameters such as Name, PAN No. / Tax ID,
and/or Code. You can also search by Work Category / Work Sub Category. Alternatively,
you may select the current status of the contractor under the Status field, click Go, and then
choose the contractor from the list.
Step 3: Once you find the result, click on the firm's name in the first column to land on the
View Contractor page. Then, hover over 'Status,' click 'Change Status,' and select a status
from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.9 Work Order
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A work order is a legal agreement between a developer / property maintenance company
and a contractor which outlines the expected tasks to be completed, delivery timelines, and
terms and conditions. Once created, a work order will undergo the approval process based
on the defined workflow.
To approve a work order, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Work Order > Work Order > Approvals
(Contractor WO's)
Step 2: Search for the work order using filter parameters such as the project, sub project,
work category, work sub category, work order number, etc. Alternatively, you may select the
current status of the work order under the Status field, click Go, and then choose the work
order whose status needs to be changed from the list.
Step 3: Once you find the result, click on the work order number in the Work Order No.
column to land on the View Work Order page. Then, hover over 'Status,' click 'Change
Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.10 Internal Work Order
Unlike a work order, which is a legal agreement between a developer or property
maintenance company and a contractor, an internal work order is self-assigned rather than
issued to a contractor. Once created, an internal work order will also undergo the approval
process based on the defined workflow.
To approve an internal work order, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Work Order > Internal Work Order > Approvals
(Internal WO's)
Step 2: Search for the work order using filter parameters such as the project, sub project,
work category, work sub category, work order number, etc. Alternatively, you may select the
current status of the work order under the Status field, click Go, and then choose the work
order whose status needs to be changed from the list.
Step 3: Once you find the result, click on the work order number in the Work Order No.
column to land on the View Internal Work Order page. Then, hover over 'Status,' click
'Change Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
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16.7.11 RAC.
16.7.12 Abstract
An abstract is the measurement of the quantity of work completed. This is typically done by a
site engineer. Once the work is measured and recorded on the In4Suite application, it needs
to be approved by the authority who has been authorized to perform the approval action.
To approve an abstract, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Work Order > Abstract > Abstract List
Step 2: Search for the abstract using filter parameters such as project, sub project, work
category, work sub category, work order, etc. Alternatively, you may select the current status
of the abstract under the Status field, click Go, and then choose the abstract whose status
needs to be changed from the list.
Step 3: Once you find the result, click on the work order under the Work Order No column
to land on the View Abstract page. Then, hover over 'Status,' click 'Change Status,' and
select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.13 Advance Payment
Any advance payment that is to be made to a contractor or a consultant must be approved
on the In4Suite application.
To approve an advance, follow the below steps:
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Step 1: Navigate to Facilities > Approvals > Work Order > Advance Payment > Advance
Certificates List
Step 2: Search for the advance payment using filter parameters such as the project, sub
project, type of advance, etc. Alternatively, you may select the current status of the advance
payment under the Status field, click Go, and then choose the advance payment whose
status needs to be changed from the list.
Step 3: Once you find the result, choose the advance certificate number in the Certificate
No. column to land on the View Advance Payment page. Then, hover over 'Status,' click
'Change Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.14 Work Order Payment
When a certificate of payment for a work order is created, it will undergo the approval
process based on the defined workflow. This is done to ensure that work has been
satisfactorily completed according to the agreed terms.
To approve a work order payment, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Work Order > Work Order Payment > Work
Order Certificate List
Step 2: Search for the work order payment using filter parameters such as project, sub
project, work category, work sub category, work order, etc. Alternatively, you may select the
current status of the work order certificate under the Status field, click Go, and then choose
the work order certificate whose status need to be changed from the list.
Step 3: Once you find the result, click on the work order certificate in the Certificate No
column to land on the View WO Certificate page. Then, hover over 'Status,' click 'Change
Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
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16.7.15 Wo Debit Note
WO Debit Note is issued for corrections or adjustments in the work order amounts. When
created, debit notes will undergo the approval process based on the defined workflow as it
ensures that these adjustments are justified and documented.
To approve a WO Debit Note, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Work Order > WO Debit Note > Debit Note List
Step 2: Search for the debit note using filter parameters such as the project, sub project,
work order, etc. Alternatively, you may select the current status of the debit note under the
Status field, click Go, and then choose the debit note whose status needs to be changed
from the list.
Step 3: Once you find the result, choose the debit note in the WO Debit Note column to land
on the View Debit Note page. Then, hover over 'Status,' click 'Change Status,' and select a
status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.16 Wo Debit Note Receipt
A WO Debit Note can be understood as a confirmation document which acknowledges that
the contractor / consultant has received the debit note from the real estate / property
maintenance company and has processed the requested adjustment. Once created, this
needs approval from the individual who has been empowered to make approval actions.
To approve a WO Debit Note Receipt, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Work Order > WO Debit Note Receipt > Debit
Note Receipt List
Step 2: Search for the debit note receipt using filter parameters such as certifying company,
project, sub project, etc. Alternatively, you may select the current status of the debit note
receipt under the Status field, click Go, and then choose debit note whose status needs to
be changed from the list.
Step 3: Once you find the result, choose the debit note receipt number in the Receipt No.
column to land on the View Debit Note Receipt page. Then, hover over 'Status,' click
'Change Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
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16.7.17 Misc. Expenses Payment
Misc. Expenses Payment are made for expenses that arise in the execution of work orders.
It tracks miscellaneous expenditures like temporary labour, small equipment purchases, or
minor repairs.
To approve Misc. Expenses Payment, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Work Order > Misc. Expenses Payment > Misc.
Expenses List
Step 2: Search for the misc. expenses using filter parameters such as the project, sub
project, misc. expenses number, misc. expenses contractor, etc. Alternatively, you may
select the current status of the misc. expenses under the Status field, click Go, and then
choose the misc. expenses whose status needs to be changed from the list.
Step 3: Once you find the result, click on the misc. expense number in the Misc. Expenses
No. column to land on the View Misc. Expenses page. Then, hover over 'Status,' click
'Change Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.18 Rental Modification
Any request made for modification by a tenant will test the approval process based on the
defined workflow.
To approve Rental Modification, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Rental Modification > Approvals (Modifications)
Step 2: Search for the rental modification using filter parameters such as the project name,
sub project name, Termsheet number , etc. Alternatively, you may select the current status
of the rental modification under the Status field, click Go, and then choose the rental
modification whose status needs to be changed from the list.
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Step 3: Once you find the result, click on the rental modification number in the Modification
ID column to land on the View Modification Details page. Then, hover over 'Status,' click
'Change Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
Inventory
16.7.19 Indent
An indent is the requisition for materials or equipment, which typically comes from the site
engineer. Once created, it will undergo the approval process based on the defined workflow.
To approve an indent, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Inventory > Indent > Approvals (Indent)
Step 2: Search for the indent using filter parameters such as project, sub project, work
category, work sub category, work order, indent number, etc. Alternatively, you may select
the current status of the indent under the Status field, click Go, and then choose the indent
whose status needs to be changed from the list.
Step 3: Once you find the result, click on the indent number in the Indent No. column to land
on the View Indent page. Then, hover over 'Status,' click 'Change Status,' and select a
status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.20 Service Indent
A service indent is a requisition for services, typically initiated by the site engineer, specifying
the need for external services such as maintenance, repair, or specialized tasks required for
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the project. Once created, it will undergo the approval process based on the defined
workflow.
To approve a service indent, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Inventory > Service Indent > Approvals (Service
Indent’s)
Step 2: Search for the service indent using filter parameters such as project, sub project,
work category, work sub category, work order, indent number, etc. Alternatively, you may
select the current status of the service indent under the Status field, click Go, and then
choose the service indent whose status needs to be changed from the list.
Step 3: Once you find the result, click on the service indent number in the Service Indent No.
column to land on the View Service Indent page. Then, hover over 'Status,' click 'Change
Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.21 Purchase Orders
Purchase orders are formal requests issued to suppliers to provide specified materials /
assets at agreed terms and conditions. Once a purchase order is created, approval is
necessary to ensure that the purchase aligns with budget allocations and project
requirements, and to prevent unauthorized expenditures.
To approve a purchase order, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Inventory > Purchase orders > Purchase Order
List
Step 2: Search for the purchase order using filter parameters such as certifying company,
project, supplier, etc. Alternatively, you may select the current status of the purchase order
under the Status field, click Go, and then choose the purchase order from the list.
Step 3: Once you find the result, click on the PO No. in the first column to land on the View
Purchase Order page. Then, hover over 'Status,' click 'Change Status,' and select a status
from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
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16.7.22 ROPO Mapping
ROPO Mapping streamlines procurement for materials with uncertain quantities, like Ready-
to-Mix Concrete. Users negotiate rates with suppliers before project commencement. Upon
starting the project, they submit an indent specifying the required quantity. With both rate
and quantity known, users map them effortlessly within the system.
Once mapped, the system will generate purchase orders. However, an approval is
necessary as it ensures accurate procurement by aligning negotiated rates with actual
quantities.
To approve a ROPO Mapping, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Inventory > ROPO Mapping> Rate Only
Purchase Order Mapping List
Step 2: Search for the action item that requires approval using filter parameters such as
project, PO Display No, supplier, material, etc. Alternatively, you may select the current
status of the ROPO Mapping under the Status field, click Go, and then choose the action
item from the list.
Step 3: Once you find the result, click on the ID in the first column to land on the View
ROPO Mapping page. Then, hover over 'Status,' click 'Change Status,' and select a status
from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.23 GRN
Goods Received Note (GRN) is a document used in the process of receiving goods from a
supplier or vendor. It serves as an acknowledgment or proof of receipt of goods by the
buyer. Once the goods are delivered to the store, a GRN is created, which requires approval
by the user who has been authorised to perform the approval action.
To create a GRN approval, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Inventory > GRN > GRN List
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Step 2: Search for the GRN using filter parameters such as project, supplier, material,
material / asset type, material / asset name, etc. Alternatively, you may select the current
status of the GRN under the Status field, click Go, and then choose the GRN whose status
needs to be changed from the list.
Step 3: Once you find the result, click on the GRN in the GRN No. column to land on the
View GRN page. Then, hover over 'Status,' click 'Change Status,' and select a status from
the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.24 Issue
Before materials or equipment are issued from the inventory or warehouse, they will undergo
the approval process based on the defined workflow.
To approve material or asset to be issued from a store, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Inventory > Issue > Issue Inventory List
Step 2: Search for the issue number using filter parameters such as project, material,
material / asset type, etc. Alternatively, you may select the current status of the Issue under
the Status field, click Go, and then choose the Issue whose status needs to be changed
from the list.
Step 3: Once you find the result, click on the issue in the Issue No. column to land on the
View Issue Details page. Then, hover over 'Status,' click 'Change Status,' and select a status
from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
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16.7.25 Return
When materials, equipment, or any asset are returned to the inventory or storage after use
or for other reasons, they need to undergo an approval process based on the defined
hierarchy. This ensures that the return is authorized, documented, and aligns with inventory
management protocols, maintaining accurate records of stock levels and asset utilization.
To approve material or asset, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Inventory > Return > Return Inventory List
Step 2: Search for the return number using filter parameters such as project, material,
material / asset type, etc. Alternatively, you may select the current status of the returnable
material or asset under the Status field, click Go, and then choose the return whose status
needs to be changed from the list.
Step 3: Once you find the result, click on the return in the Return No. column to land on the
View Return Details page. Then, hover over 'Status,' click 'Change Status,' and select a
status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status
16.7.26 Transfer Orders
When materials, equipment or any asset are to be transferred from one store to another
store within the construction site or between sites, they will undergo an approval process
based on the defined hierarchy.
To approve material or asset to be transferred from one store to another, follow the below
steps:
Step 1: Navigate to Facilities > Approvals > Inventory > Transfer Order > Transfer Order List
Step 2: Search for the transfer order using filter parameters such as from store, to store,
transfer order number, material, etc. Alternatively, you may select the current status of the
transferrable material or asset under the Status field, click Go, and then choose the transfer
order whose status needs to be changed from the list.
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Step 3: Once you find the result, click on the transfer order in the Transfer Order No.
column to land on the View Transfer Order Details page. Then, hover over 'Status,' click
'Change Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.27 Gate Pass
A gate pass is an official document authorizing the movement of goods into or out of a
controlled area, like a construction site or warehouse. On the In4Suite applicable, a gate
pass, once created, needs to be approved by the user who has been authorised to perform
approval actions.
To approve a gate pass, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Inventory > Gate Pass > Gate Pass List
Step 2: Search for the gate pass using filter parameters such as the type of gate pass that
was created and the dates when those gate passes were created. Alternatively, you may
select the current status of the gate pass under the Status field, click Go, and then choose
the gate pass whose status needs to be changed from the list.
Step 3: Once you find the result, click on the gate pass in the Gate Pass No. column to land
on the View Gate Pass page. Then, hover over 'Status,' click 'Change Status,' and select a
status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
Supplier Approvals
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16.7.28 Supplier Certificates
Supplier Certificates indicate the acceptance of materials / assets / services provided by the
supplier and confirm the amount payable. It serves as an official acknowledgment that the
supplier has fulfilled their part of the contract. This action requires an approval.
To approve a supplier certificate, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Supplier Approvals > Supplier certificates >
Supplier certificate List
Step 2: Search for the supplier certificate using filter parameters such as company, project,
sub project, purchase order, etc. Alternatively, you may select the current status of the
supplier certificate under the Status field, click Go, and then choose the supplier certificate
from the list.
Step 3: Once you find the result, click on the Certificate No. in the first column to land on the
View Supplier Certificate page. Then, hover over 'Status,' click 'Change Status,' and select a
status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.29 Supplier Advances
Supplier Advances are prepayments made to suppliers before goods or services
are received. This action will require an approval as it will ensure that advances
are justified and paid within agreed terms.
To approve a supplier advances, follow the below steps:
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Step 1: Navigate to Facilities > Approvals > Supplier Approvals > Supplier
advances> Supplier advances List
Step 2: Search for the supplier advance using filter parameters such as
company, project, sub project, purchase order, etc. Alternatively, you may select
the current status of the supplier advance under the Status field, click Go, and
then choose the supplier advance from the list.
Step 3: Once you find the result, click on the Advance No. in the first column to
land on the View Supplier Advance page. Then, hover over 'Status,' click
'Change Status,' and select a status from the drop-down list. Add any remarks if
necessary.
Step 4: Click Update Status.
16.7.30 Supplier Debit Notes
A Supplier Debit Note is issued to a supplier when goods are returned or services
are deemed unsatisfactory, necessitating a reduction in the amount payable to
the supplier. This note adjusts the supplier’s account balance, reflecting the
reduction in the total payable amount. A supplier debit note will test an approval
proces3s, once created, to ensure that the adjustments are accurately accounted
for.
To approve a supplier debit note, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Supplier Approvals > Supplier Debit
Note> Supplier Debit Note List
Step 2: Search for the supplier debit note using filter parameters such as
company, project, sub project, purchase order, etc. Alternatively, you may select
the current status of the supplier debit note under the Status field, click Go,
and then choose the action item from the list.
Step 3: Once you find the result, click on the ID in the first column to land on
the View Supplier Debit Note page. Then, hover over 'Status,' click 'Change
Status,' and select a status from the drop-down list. Add any remarks if
necessary.
Step 4: Click Update Status.
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16.7.31 Supplier Debit Note Waive Off
This allows the user to waive off (cancel) a previously issued Supplier Debit Note. It may be
used when a dispute is resolved, and it's decided that the supplier will not be debited for the
returned goods or services. However, once supplier debit note waive off is created, it will test
the approval process based on the defined workflow.
To approve a supplier debit note waive off, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Supplier Approvals > Supplier Debit Note Waive
Off> Supplier Debit Note Waive Off List
Step 2: Search for the supplier debit note waive off item using filter parameters such as
certifying company, project, supplier, etc. Alternatively, you may select the current status of
the item under the Status field, click Go, and then choose the item from the list.
Step 3: Once you find the result, click on the Waive Off No in the first column to land on the
View Supplier Debit Note Waive Off page. Then, hover over 'Status,' click 'Change Status,'
and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.32 Supplier Debit Note Receipts
Supplier Debit Note Receipt is created to acknowledge the receipt of a Supplier Debit Note
from the supplier. It serves as a record that the debit note has been received and accepted
by the purchaser’s accounts department. However, once supplier debit note receipt is
created, it will test the approval process based on the defined workflow.
To approve a supplier debit note receipt, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Supplier Approvals > Supplier Debit Note
Receipt> Supplier Debit Note Receipt List
Step 2: Search for the supplier debit note receipt using filter parameters such as certifying
company, project, supplier, etc. Alternatively, you may select the current status of the
supplier debit note receipt under the Status field, click Go, and then choose the receipt from
the list.
Step 3: Once you find the result, click on the Receipt No in the first column to land on the
View Supplier Debit Note Receipt page. Then, hover over 'Status,' click 'Change Status,' and
select a status from the drop-down list. Add any remarks if necessary.
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Step 4: Click Update Status.
Service Provider Approvals
16.7.33 Service Provider Certificates
Service Provider Certificates deals with certificates issued to service providers. These
certificates confirm that the service provider has completed their task as per the contract,
and it specifies the amount that is payable to them. This action, however, will test the
approval process as per the defined workflow.
To approve a service provider certificate, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Service Provider Approvals > Service Provider
certificates > Service Provider Certificate List
Step 2: Search for the service provider certificate using filter parameters such as company,
project, sub project, purchase order, etc. Alternatively, you may select the current status of
the service provider certificate under the Status field, click Go, and then choose the service
provider certificate from the list.
Step 3: Once you find the result, click on the Certificate No. in the first column to land on the
View Service Provider Certificate page. Then, hover over 'Status,' click 'Change Status,' and
select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.34 Service Provider Advances
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Service Provider Advances are prepayments made to service providers before services are
received. These payments are made upfront to secure services and are deducted from the
total payable amount upon completion of the service. This action will test the approval
process based on the defined workflow as it will ensure that advances are justified and paid
within agreed terms.
To approve service provider advances, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Service Provider Approvals > Service Provider
Advances> Service Provider Advance List
Step 2: Search for the service provider advance using filter parameters such as company,
project, sub project, purchase order, etc. Alternatively, you may select the current status of
the service provider advance under the Status field, click Go, and then choose the service
provider advance from the list.
Step 3: Once you find the result, click on the Advance No. in the first column to land on the
View Service Provider Advance page. Then, hover over 'Status,' click 'Change Status,' and
select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.35 Service Provider Debit Note
A Service Provider Debit Note is issued when there is a need to reduce the amount payable
to a service provider due to issues such as substandard service or overbilling. This note
adjusts the service provider’s account accordingly. A supplier debit note will test an approval
process, once created, based on the defined workflow to ensure that the adjustments are
accurately accounted for.
To approve a service provider debit note, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Service Provider Approvals > Service Provider
Debit Note> Service Provider Debit Note List
Step 2: Search for the Service Provider Debit Note using filter parameters such as company,
project, sub project, purchase order, service provider, etc. Alternatively, you may select the
current status of the service provider debit note under the Status field, click Go, and then
choose the debit note from the list.
Step 3: Once you find the result, click on the ID in the first column to land on the View
Service Provider Debit Note page. Then, hover over 'Status,' click 'Change Status,' and
select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
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16.7.36 Service Provider Debit Note Receipt
Service Provider Debit Note Receipt is used to record the receipt of a debit note from a
service provider. It ensures that there is a formal acknowledgment of the debit note.
However, once a service provider debit note receipt is created, it will test the approval
process based on the defined workflow, to ensure that the records are accurate.
To approve a service provider debit note receipt, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Service Provider Approvals > Service Provider
Debit Note Receipt> Service Provider Debit Note Receipt List
Step 2: Search for the service provider debit note receipt using filter parameters such as the
company, project, service provider, purchase order, etc. Alternatively, you may select the
current status of the service provider debit note receipt under the Status field, click Go, and
then choose the receipt from the list.
Step 3: Once you find the result, click on the ID in the first column to land on the View
Service Provider Debit Note Receipt page. Then, hover over 'Status,' click 'Change Status,'
and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
Facilities Bills And Receipts
16.7.37 Facilities Bills
Facilities Bills are invoices for services such as water and electricity utilized by customers.
Once a Facilities Bill is created, it undergoes the approval process to verify the accuracy and
legitimacy of the charges.
To approve a facilities bill, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Facilities Bills and Receipts > Facilities Bills >
Facilities Bills List
Step 2: Choose the basis using the radio button, selecting either Unit or Termsheet. Then,
Search for the facilities bill using the parameters such as project, sub project, unit number /
term sheet, etc. Alternatively, you may select the current status of facilities bill under the
Status field, click Go, and then choose a facilities bill and follow the below step.
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Step 3: Once you find the result, choose a facilities bill in the sixth column under Certifying
Company Bill No to land on the View Facilities Bill page. Then, hover over 'Status,' click
'Change Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.38 Temporary Receipts
Temporary Receipts acknowledge provisional payments or deposits made by customers.
Once a Temporary Receipt is generated, it undergoes the approval process to confirm the
transaction details and ensure proper accounting.
To approve a facilities bill, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Facilities Bills and Receipts > Temporary
Receipts > Temporary Receipts List
Step 2: Choose the basis using the radio button, selecting either Unit or Termsheet. Then,
Search for the temporary receipts using the parameters such as project, sub project, unit
number / term sheet, payment mode etc. Alternatively, you may select the current status of
temporary receipt under the Status field, click Go, and then choose a temporary receipt to
proceed further.
Step 3: Once you find the result, choose a temporary receipt in the first column under ID to
land on the View Temporary Receipts page. Then, hover over 'Status,' click 'Change Status,'
and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.39 Facilities Receipts
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Under Facilities Receipts, users can create and manage receipts associated with the issued
facilities bills. Once a Facilities Receipt is created, it undergoes the approval process to
verify the receipt's accuracy and compliance with financial procedures.
To approve a facilities receipt, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Facilities Bills and Receipts > Facilities Receipts
> Facilities Receipts List
Step 2: Choose the basis using the radio button, selecting either Unit or Termsheet. Then,
Search for the facilities receipts using the parameters such as project, sub project, unit
number / term sheet, payment mode etc. Alternatively, you may select the current status of
facilities receipt under the Status field, click Go, and then choose a facilities receipt to
proceed further.
Step 3: Once you find the result, choose a facilities receipt in the first column under Receipt
No to land on the View Facilities Receipt page. Then, hover over 'Status,' click 'Change
Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.40 Credit Note
A credit note is issued by the real estate / property maintenance company to the customer to
indicate that the customer owes less than the amount originally invoiced. This document is
used when there is a decrease in the amount originally invoiced. Once a credit note is
created on the In4Suite system, it needs an approval from the individual who has been
authorized to perform approval actions.
To approve a credit note upon being created, follow the below steps
Step 1: Navigate to Facilities > Approvals > Facilities Bills and Receipts > Credit Note >
Credit Note List
Step 2: Select the field Credit for: Unit or Termsheet. Then, Search for the credit note using
the parameters such as client, project, sub project, customer, unit etc. Alternatively, you may
select the current status of credit note under the Status field, click Go, and then choose a
credit note and follow the below step.
Step 3: Once you find the result, choose a credit note in the first column under ID to land on
the View Credit Note page. Then, hover over 'Status,' click 'Change Status,' and select a
status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
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16.7.41 Interest Waive Off
This allows the user to waive off (cancel) a previously levied interest rate. It may be used
when a dispute is resolved, and it's decided that the customer will not be penalized with
interest rate. Once interest rate waive off is created, it will test the approval process based
on the defined workflow.
To approve an interest rate waive off, follow the below steps:
Step 1: Navigate to Purchase > Approvals > Supplier Debit Note Waive Off> Supplier Debit
Note Waive Off List
Step 2: Search for the supplier debit note waive off item using filter parameters such as
certifying company, project, supplier, etc. Alternatively, you may select the current status of
the item under the Status field, click Go, and then choose the item from the list.
Step 3: Once you find the result, click on the Waive Off No in the first column to land on the
View Supplier Debit Note Waive Off page. Then, hover over 'Status,' click 'Change Status,'
and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.42 Debit Note
Debit note issued to customers for various purposes such as adjustments, corrections, or
additional charges. When created, debit notes need to be approved first within the In4Suite
application.
To approve a debit note, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Facilities Bills and Receipts > Debit Note > Debit
Note List
Step 2: Select the field Credit for: Unit or Termsheet. Then, search for the debit note using
filter parameters such as the project, sub project, debit note ID, work order, etc. Alternatively,
you may select the current status of the debit note under the Status field, click Go, and then
choose debit note whose status needs to be changed from the list.
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Step 3: Once you find the result, choose the debit note ID in the ID column to land on the
View Debit Note page. Then, hover over 'Status,' click 'Change Status,' and select a status
from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
Masters
16.7.43 Supplier Master
The Supplier Master is a database of all suppliers involved in the project, including their
contact details and qualifications. It helps in managing supplier relationships. Once a
Supplier Master entry is created, it undergoes the approval process to validate the supplier's
credentials and details.
To approve a supplier, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Masters > Supplier Master > Supplier Master
List
Step 2: Search for the supplier using filter parameters such as supplier name, supplier
GSTIN, city, etc. Alternatively, you may select the current status of the supplier under the
Status field, click Go, and then choose supplier whose status needs to be changed from the
list.
Step 3: Once you find the result, choose the supplier in the Supplier ID column to land on
the View Supplier page. Then, hover over 'Status,' click 'Change Status,' and select a status
from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.44 Service Provider Master
This database lists all service providers involved in the project, such as transportation
services. Once a Service Provider Master entry is created, it undergoes the approval
process to validate the service provider's credentials.
To approve a service provider, follow the below steps:
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Step 1: Navigate to Facilities > Approvals > Masters > Service Provider Master > Service
Provider Master List
Step 2: Search for the service provider using filter parameters such as service provider
name, service provider GSTIN, city, etc. Alternatively, you may select the current status of
the service provider under the Status field, click Go, and then choose the service provider
whose status needs to be changed from the list.
Step 3: Once you find the result, choose the service provider in the Service Provider Name
column to land on the View Service Provider page. Then, hover over 'Status,' click 'Change
Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
Quotation
16.7.45 Rate Comparison
Comparison involves comparing prices from different suppliers or service providers to
ensure competitive pricing and value for money. It helps in making informed procurement
decisions. Once a Rate Comparison is completed, it undergoes the approval process to
confirm the selected rates are competitive and justified.
To approve a rate comparison sheet, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Masters > Quotation > Rate Comparison > Rate
Comparison List
Step 2: Search for the comparison sheet using filter parameters such as RFQ number,
supplier, indent number, etc. Alternatively, you may select the current status of the rate
comparison sheet under the Status field, click Go, and then choose comparison sheet
whose status needs to be changed from the list.
Step 3: Once you find the result, choose the item in the Comparison ID column to land on
the View Rate Comparison Sheet. Then, hover over 'Status,' click 'Change Status,' and
select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
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16.7.46 Quotation Approval
Quotation Approval involves approving quotations received from suppliers or service
providers for materials or services. It ensures the best value is obtained. Once a Quotation is
approved, it undergoes the final approval process to confirm the terms and pricing align with
project requirements.
To approve a rate comparison sheet, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Masters > Quotation > Quotation Approval>
Quotation List
Step 2: Search for the quotation using filter parameters such as RFQ number, supplier,
quotation number, indent number, etc. Alternatively, you may select the current status of the
quotation under the Status field, click Go, and then choose quotation whose status needs to
be changed from the list.
Step 3: Once you find the result, choose the item in the Quotation ID column to land on the
View Quotation With RFQ page. Then, hover over 'Status,' click 'Change Status,' and select
a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
Payments
16.7.47 Customer Payment
Customer Payments are records of payments received from customers for services, or
rentals. Once a Customer Payment is recorded, it undergoes the approval process to verify
the accuracy and ensure proper accounting.
To approve a customer payment, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Masters > Payments > Customer Payment>
Customer Payment List
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Step 2: Search for the customer payment using filter parameters such as customer, payment
source, project, sub project, etc. Alternatively, you may select the current status of the
customer payment under the Status field, click Go, and then choose the customer payment
whose status needs to be changed from the list.
Step 3: Once you find the result, choose the customer payment in the Payment ID column
to land on the View Customer Payment page. Then, hover over 'Status,' click 'Change
Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
Tendering
16.7.48 Tender Documents
These documents outline the requirements and terms for bidding on project contracts. They
are essential for soliciting bids from contractors. Once Tender Documents are prepared, they
undergo the approval process to ensure completeness and compliance with procurement
policies.
To approve a tender document, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Tendering > Tender Documents > Tender
Document List
Step 2: Search for the tender document using filter parameters such as project, work
category, tender document number, etc. Alternatively, you may select the current status of
the tender document under the Status field, click Go, and then choose the tender document
whose status needs to be changed from the list.
Step 3: Once you find the result, choose the tender document in the Tender Document No
column to land on the View Tender Document page. Then, hover over 'Status,' click 'Change
Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.49 Pre Tender Estimate
This estimate provides a detailed cost projection for the project before tenders are invited. It
helps in setting budget expectations. Once a Pre Tender Estimate is created, it undergoes
the approval process to confirm the accuracy and feasibility of the projected costs.
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To approve a pre tender estimate, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Tendering > Pre Tender Estimate > Pre-Tender
Estimate(PTE) List
Step 2: Search for the pre tender estimate using filter parameters such as project, tender
document number, pre tender estimate number, etc. Alternatively, you may select the
current status of the estimate under the Status field, click Go, and then choose the estimate
whose status needs to be changed from the list.
Step 3: Once you find the result, choose the estimate in the Pre Tender Estimate No
column to land on the View Pre Tender Estimate page. Then, hover over 'Status,' click
'Change Status,' and select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.50 Tender Receipt
Tender Receipts document the submission of bids by contractors or suppliers in response to
tender invitations. They ensure all bids are accounted for. Once a Tender Receipt is
generated, it undergoes the approval process to confirm the receipt and recording of all bids.
To approve a tender receipt, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Tendering > Tender Documents > Tender
Document List
Step 2: Search for the tender receipt using filter parameters such as project, tender
document number, tender receipt number, etc. Alternatively, you may select the current
status of the receipt under the Status field, click Go, and then choose the receipt whose
status needs to be changed from the list.
Step 3: Once you find the result, choose the receipt in the Tender Receipt No column to
land on the View Tender Receipt page. Then, hover over 'Status,' click 'Change Status,' and
select a status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.7.51 Float Tender
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Floating a Tender involves officially inviting bids from contractors or suppliers for a project. It
is a crucial step in the procurement process. Once a Tender is floated, it undergoes the
approval process to ensure the tender invitation is complete and compliant with procurement
standards.
To approve a tender receipt, follow the below steps:
Step 1: Navigate to Facilities > Approvals > Tendering > Float Tender > Float Tender List
Step 2: Search for the float tender using filter parameters such as project, tender document
number, float tender number, etc. Alternatively, you may select the current status of the float
tender under the Status field, click Go, and then choose the tender whose status needs to
be changed from the list.
Step 3: Once you find the result, choose the tender in the Float Tender No column to land
on the View Float Tender page. Then, hover over 'Status,' click 'Change Status,' and select a
status from the drop-down list. Add any remarks if necessary.
Step 4: Click Update Status.
16.8 Termsheet
A termsheet is a contract between the developer/lessor and the tenant/lessee. It's created in
the Rental module of In4Suite, allowing the facility manager to view all the details, including
commercial terms, deposit requirements, maintenance agreements, and applicable taxes..
Multiple units can be billed under a single termsheet. The financial terms can be either a
fixed amount or based on a Rate/Sqft basis. The clauses for rates and maintenance over
different periods are also outlined. The termsheet defines various types of deposits
(refundable, non-refundable, etc.) and their respective collection schedules. Additionally, if
there's a revenue-sharing arrangement for rental income, that can also be specified in the
termsheet.
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Follow the below sections for features and sub features of Termsheets.
Termsheet List
The Termsheet List shows existing termsheets for any given project/subproject. Users or
admins can search for a specific termsheet using the search panel and view the details.
Follow the steps below to access this feature:
• Navigate to Facilities > Termsheet
• Termsheet list page is displayed.
• Select the intended project/subproject from the search panel, use the filter to
narrow the search, and click on Go.
• Search results will display the list of Termsheet(s) that are associated with the
intended project/sub project.
• Details such as ID, Termsheet No, Project, Sub Project, Tenant Name, Unit,
Rent Amount, Lease Start Date, Lease End Date, Status, and Created By are
displayed in the search results for the perusal of the user/admin.
• Users/admins can view the details of a termsheet by clicking on the
Termsheet No, which is displayed in the search results.
The following sections cover topics related to the various tabs found in the Termsheet for
better understanding.
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Details
Details page provides an overview of the Termsheet.
Navigation: Facilities > Termsheet > Search for Termsheet > Click on Termsheet No >
Details page
As shown in the screenshot below, the page is divided into different sections. At the top, the
user/admin can see the stage of the Termsheet and verify its current stage. These stages
are modified by the approval process, and the stage of the Termsheet changes depending
on the statuses.
Middle section of the Details page displays the basic project details such as:
• Project
• Sub Project
• Termsheet No
• Status
Next section displays the different tabs that are filled in during the Termsheet creation
process such as:
• Tenant Details
• Co Applicant Details
• Agreement Details
• Additional Details
• Interest Calculation
• Rental Executives
• Checklist
• Document
In the next section, user/admin is allowed to modify or amend the termsheet based on the
stage/status.
In the last section, the Audit Trail details are mentioned, displaying the time and date log of
the users from the creation of the Termsheet to the last activity within the Termsheet.
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Commercials
Commercials allows the facilities manager to manageof all financial aspects related to a
rental agreement. It includes categories such as Stock & Rent Details, Deposit Details, Other
Charge Type, Parking Details, Revenue Share Details, Payout to Owner, Adhoc Charge
Details, and Facilities. This structured approach ensures detailed tracking and reporting of
available stock, rent, deposits, additional charges, parking spaces, revenue-sharing
arrangements, payments to property owners, and any one-time charges, facilitating thorough
documentation and easy access for both the facility manager and the tenant
Navigation: Facilities > Termsheet > Search for Termsheet > Click on Termsheet No >
Commercials
Stock & Rent Details
This section the terms of the commercial agreement including details of the stock or units
involved and the specifics of the rental terms, as shown in the below screenshot, user/admin
can view the nature of Stock and also verify the availability status of the stock that is to be
rented or leased.
Each Unit or stock that is to be added will have these parameters attached and the
user/admin need to fill-in the parameter value before attaching the lease period.
Click on the symbol under the Rent Field to view all the underlying parameters.
Stock Type
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Select the Type of stock from the drop-down list. After the selection if the stock is not
available then a pop-message will be displayed (as shown below).
Stock types For Ex: Unit, Fitouts, Terrace, Garden etc.
Stock ID
Each type of stock is mapped to their corresponding Stock I, which is unique, based on the
availability of the stock the Stock ID is displayed.
Rent Calculated On: Select the Area type from the drop-down list for the rental calculation.
Area (Sq. Ft.): Based on the Rent Calculated on i.e. the Area type the Area (Sq. Ft)
information is reflected automatically.
Carpet Area: Carpet Area also reflects automatically.
Floor No.: Floor No also reflects automatically.
Include in Unit Cost: This option is selected during the Stock creation. It means the
Transfer Details: This option provides the details on any Transfer activity for the stock.
Define Taxes For All Units Set taxes on the Leased Units
Fill in the details for the lease period once the parameters are set:
o Start Date
o End Date
o Amount Type
o %
o Rate Pre-Disc/Month (INR)
o Amount Pre-Disc/Month (INR)
o Disc %
o Rate/Month
o Amount/Month
o Define Tax
Deposit Details
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This part defines the requirements for deposits, which may include refundable and non-
refundable types, along with the schedule for their collection.
As shown in the below screenshot this section shows basic project / sub project details and
specifically deposit details
User /admin is allowed to add or fill-in these details as shown in the table:
Fields
Explanation
Schedule Details
Deposit Type
Select the Deposit Type from the drop-down lists.
Refundable
Chooses Yes or No for Refundable
Refundable Due Date
Only if the previous option is selected as Yes then you are allowed to set a Refundable Date
Deposit Amount (INR)
Specify the Deposit Amount
Comments
Add any comments/remarks if necessary
Add Event Details by clicking on the + symbol found in Schedule Details
Event Name
Mention Event Name for the Deposit
Schedule Date
Select a date from the calendar
Percentage
mention the percentage of deposit going to be paid in the schedule
Amount (INR)
Amount gets calculated automatically upon providing the deposit percentage.
Remarks
add any comments/remarks if necessary
Other Charge Type
This Section covers types of charges or fees that do not fall under standard
categories. Examples include miscellaneous fees, or charges that are unique to
a particular situation.
User /admin can add these by clicking on the Amend button fill the details as
shown in the able below and click on Update to complete the step.
Fields
Explanation
Lease Charge Type
Select the Charge type from the drop-down list.
Minimum Period
Specify the Min period
Minimum Notice
Period
Specify the minimum notice period
Amount Type
Specify the Amount Type from the options below:
Rate Per Sq. Ft.
Fixed Amount
%Of Charge Type
Actuals
Minimum Amount
(INR)
Specify the Minimum amount
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Rate/Amount/%
specify the rate or amount or percentage based on the Amount
Type selected.
Formula
Options (Whichever
is)
Select greater or lesser
Type
Select Inclusive or exclusive
Start Date
select the start date from the calendar
End Date
select the end date from the calendar
Remarks
specify any remark if necessary
Define Tax
Click Define to add taxation to the Charge types
Parking Details
This includes information related to parking facilities, such as location, capacity,
pricing, availability, rules, and any specific details related to parking
management.
User /admin can add these by clicking on the Amend button fill the details as
shown in the able below and click on Update to complete the step.
Fields
Explanation
Type
Select the car type from the drop-down lists
No. Of Car Parks
specify number of car park required
Start Date
Select the start date from the calendar
End Date
select the end date from the Calendar
Select Car Parks
Click on Select and choose the Car parks from the list.
Rate/Month (INR)
specify the monthly rate.
Amount/Month
(INR)
Automatically filled
Remarks
provide any remarks if necessary.
Revenue Share Details
This involves specifics about how revenue or income is shared among different
parties involved in a business arrangement or project. It includes the terms of
the revenue sharing agreement, percentages allocated to each party, and
conditions under which revenue is distributed.
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User /admin can add these by clicking on the Amend button fill the details as
shown in the able below and click on Update to complete the step.
Fields
Explanation
Revenue Type
Select the Revenue Type from the drop-down list
Revenue Share %
Specify the percentage of Revenue
Revenue From
(INR)
enter the numeric value from which the Revenue begins to
be accounted.
Revenue To (INR)
enter the numeric value from which the Revenue
accounting stops
Fixed Amount
(INR)
Specify the Fixed amount
Minimum Amount
(INR)
Specify the minimum amount
Maximum Amount
(INR)
Specify the maximum amount
Start Date
Specify the start date
End Date
Specify the end date
Define Tax
Define the taxes for the revenue being generated.
Payout To Owner
This refers to the process and details regarding payments made to the owner(s)
of a property, service, or business, typically related to revenue generated or
other financial arrangements. It includes the calculation method, frequency of
payments, and any conditions or terms associated with payouts.
User /admin can add these by clicking on the Amend button fill the details as
shown in the able below and click on Update to complete the step.
Fields
Explanation
Charge Types
Select the Charge Type from the drop-down lists.
Unit
Select the Unit from the drop-down list.
Owner
Select the Owner from the drop-down list.
Start Date
Specify the start date from the calendar
End Date
specify the end date from the calendar
Pay to Owner %
specify the percentage
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Adhoc Charge Details
Adhoc charges are those that are irregular or non-recurring. Details would
include the nature of the charge, the reason for it, and how it is applied or billed
User /admin can add these by clicking on the Amend button fill the details as
shown in the able below and click on Update to complete the step.
Fields
Explanation
Adhoc Charge
type
Select the Charge Type from the drop-down lists.
Amount (INR)
Specify the amount
Remarks
Add any remarks if necessary
Facility Details
This section allows the users/admin to add any facility related documents.
User /admin can add these by clicking on the Amend button fill the details as
shown in the able below and click on Update to complete the step.
Fields
Explanation
Facility Type
Select the Type from the drop-down lists.
Documents
Click on Upload document to upload relevant documents
Remarks
Add any remarks if necessary
Modification
This section displays the list of modification requested from the tenant, these modifications
are routed to the Facilities team and they fulfil the modification and the same is reflected in
this section.
Navigation: Facilities > Termsheet > Search for Termsheet > Click on Termsheet No >
Modification
The user /admin can add modification these by clicking on the Create Modification button.
Fill the details as shown in the able below and click on modify to make changes and click on
Update to complete the step.
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Fields
Explanation
Project Name
Project name is displayed Automatically
Sub Project Name
Project name is displayed Automatically
Termsheet No
displays the termsheet number
Tenant Name
Displays the tenant name
Unit No. *
Specify the Unit Number
Modification Title*
Select the Title from the drop-down list.
Modification
Requirement*
Description of the modification
Amount
Specify the amount.
Remarks
add remarks if necessary
Modification to be
Executed By
Facilities
Invoice
Select cumulative or separate based on requirement.
Payment Date*
Select the payment date period
Rental
Commencement Date
displays the Rental commencement period
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Invoice Generated till
shows the month for until which the bill is generated.
Submission Date
shows the current date
Documents
click on add row to upload any relevant documents.
Possession
Possession section displays the Unit(s) which are leased by the Tenants.
Navigation: Facilities > Termsheet > Search for Termsheet > Click on Termsheet No >
Possession
User can view the list of units the tenant has leased in the project/ sub project. The only
details user can update is the possession date.
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Maintenance
In the Maintenance section, the user / admin can define maintenance charge types and
pricing and also the time period for the same.
Navigation: Facilities > Termsheet > Search for Termsheet > Click on Termsheet No >
Maintenance
Users/admins can add additional maintenance charges as needed by clicking on Modify and
filling in the details as shown in the table below.
Fields
Explanation
Maintenance Type
Amount Type
Fields
Explanation
Maintenance Type
Select the type from the drop-down list
Amount Type
Select the amount Type based on which the Calculated-on
field gets activated. Options are:
Rate per square Ft
Fixed Amount
Actuals
Calculated On
This option is based on selection of the previous Amount
Type fields
Amount / Rate (INR)
specify the amount rate
Billing Group
Select the billing group form the drop-down list
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Bill To
Select either Owner or Tenant based on customer
Owner
only if owner is selected in the previous field then the name
appears here
Interest Applicable
select yes or no
Start Date
select the start date from the calendar
End Date
select the end date from the calendar
Applicable Minimum
Checkmark if the minimum is applicable
Min Amt.
specify the minimum amount.
View Tax
Define the tax for the Maintenance charges
Invoices
Invoice section lists all the invoices generated based on time period and also based on
project.
Navigation: Facilities > Termsheet > Search for Termsheet > Click on Termsheet No >
Invoices
Users/admins can click on the respective Global No, Project-wise No, or Certifying
Company-wise No to view the intended invoice. Once the user clicks on the link, the View
Rent Invoice Details page is displayed as shown below.
This page will contain all details related to Lease such as:
• Project Details
• Lease information
• Tenant Details
• Stock & Rent Details
• Parking Details
• Modification Details
• Revenue Details
• Charge Type Details
• Adhoc Charge Details
• Deposit Details
• Rental Break up
• Audit Trail
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Receipts
Receipts section will list all the receipts that are paid by tenants.
Navigation: Facilities > Termsheet > Search for Termsheet > Click on Termsheet No >
Receipts
Users/admins can view the receipt details by clicking on the Receipt ID in the Receipts list
page. This action will open the View Rent Receipt Details page, where users can click on the
voucher detail link to view the voucher details, as shown below.
The Rent Invoice Details section contains the following details, as depicted in the screenshot
below:
• Project basic details
• Receipt creation information
• Receipt status and date
• Invoice Break up
• Tax on Interest
• Payment Details
• Document
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The Document section typically allows users/admins to upload relevant documents, add
folders, and create subfolders.
In the context of the Termsheet, this section displays where the Termsheet can be found,
including the project/subproject name and Termsheet number.
Users can click on the upload button to attach relevant documents. To view the attributes of
a folder, they can click on the properties tab. Users can also click on Subscribe to receive
alerts configured for this feature.
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PDC
PDC stands for Post-Dated Cheques. Tenants often issue PDCs to streamline payment
processes, where cheques are dated for future dates and honoured by banks, transferring
funds to the designated deposit account accordingly.
Navigation: Facilities > Termsheet > Search for Termsheet > Click on Termsheet No > PDC
Create PDC
Follow steps below
1. Navigate to Facilities > Termsheet > Search for Termsheet > Click on Termsheet No
> PDC
2. Click on Create PDC, fill in the details as shown in the table, and click on Create to
complete the step.
Field
Explanation
Termsheet*
Select Termsheet
Charges*
Select the charges from the drop-down list
No of Cheques*
Specify the no of cheques
Bank*
Select the bank from the drop-down list
Start Date
Select the Start day
Total Amount
shows the total amount
From Cheque No*
Specify the cheque start number
Branch
Specify the Branch
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16.9 Billing
16.9.1 Consumption Details
Recording consumption details is the first step in the billing process, where the consumption
data for utilities such as water, electricity, and other services are recorded. This data is
crucial for calculating the charges that will be applied to customers' bills.
To create a consumption record, follow the below steps:
1. Navigate to Facilities > Billing > Consumption Details > Consumption List
2. Once you click Create Consumption, you will be prompted to select whether the bill
will be generated at the unit or termsheet level, as well as choose the project, sub-
project, and billing group.
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3. Click on Add Row under Unit Charge Type Details to add the consumption details,
and then click Create.
Note: If there are multiple consumption records to be uploaded to the In4Suite system, you
can use the Bulk Upload Consumption feature, which is accessible by navigating to the top
right corner of the Consumption List page.
16.9.2 Create Bill
Under the Create Bill sub-menu, the facility management company can generate bills for
common area maintenance (CAM) and utility services. For utility services, this sub-menu
leverages the consumption details recorded earlier to calculate the total amount due from
each customer.
To create a CAM bill, follow the below steps:
1. Navigate to Facilities > Billing > Create Bill > Create CAM Bill
2. Once you click on CAM Bill, you will be prompted to select and enter the necessary
details
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3. Once you click Create Consumption, you will be prompted to select whether the bill
will be generated at the unit or termsheet level, as well as choose the project, sub-
project, billing group, bill and invoice dates, etc.
4. After filling the necessary details, click Go.
5. Select a termsheet number to create the CAM bill.
Note: Follow the same procedure to create Utility Bills.
Receipts
16.9.3 Facilities Receipts
The Facilities Receipts sub-menu is used to record payments received from customers. This
can include payments for rent, maintenance charges, and utility bills.
To create a facilities receipt, follow the below step:
1. Navigate to Facilities > Receipts > Facilities Receipts > Facilities Receipt List
2. Once you click on Create Facilities Receipt, you will be prompted to select and fill in
the necessary details:
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Fields
Explanation
Receipt For *
Use the radio button to select whether the
receipt is to be created at unit or termsheet
level
Project Name *
Select the name of the project related to the
receipt.
Sub Project Name
Select the sub-project name
Customer *
Identify the customer who made the
payment.
Unit No.
Specify the unit number related to the
receipt.
Receipt Contribution Type
Select the type of contribution for the
receipt.
Co-Applicant
Select the name the co-applicant, if any.
Created By
Displays the name of the user who created
the receipt.
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Created At
Shows the date and time when the receipt
was created.
Search by Unit No
Allows searching for receipts by unit
number.
Search by Customer
Allows searching for receipts by customer.
Receipt Date
Specifies the date of the receipt
Bill From
Define the start date for the billing period
Bill To
Define the end date for the billing period
Invoice From
Specify the start date for the invoice period
Invoice To
Specify the end date for the invoice period
Billing Group
Select the billing group related to the
receipt.
Payment Mode *
Select the mode of payment used by the
customer.
Excess Amount
Enter any excess amount in from previous
transactions.
Amount Received
Enter the amount received from the
customer.
From Temp. Receipts
Specify any amount used from temporary
receipts.
From Credit Notes
Specify any amount used from credit notes.
From Excess
Specify any amount used from excess
funds.
Tax Deduction Details
Enter details of any tax deductions, such as
percentage, taxable amount, tax amount,
challan no., and certificate no.
Pending Invoices
List any pending invoices related to the unit
or termsheet.
Tax on Interest
Specify any tax applicable on interest.
Narration
Add any relevant notes or comments
related to the receipt.
Document
Attach relevant documents to the receipt.
3. Click Create.
16.9.4 Temporary Receipts
Temporary Receipts sub-menu allows for the recording of provisional payments made by
customers. These receipts may be issued in situations where the final billing amount is yet to
be determined or in cases of advance payments. This feature helps in maintaining a record
of all incoming funds, even if they are not finalized, ensuring that there is no discrepancy in
the financial records.
To create a facilities receipt, follow the below step:
1. Navigate to Facilities > Receipts > Temporary Receipts > Temporary Receipt List
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2. Once you click on Create Temporary Receipt, you will be prompted to select and fill
in the necessary details:
Fields
Explanation
Receipt For *
Use the radio button to select whether the
receipt is to be created at unit or termsheet
level
Reason
Choose the reason for issuing the
temporary receipt.
Project Name *
Select the name of the project related to the
receipt.
SubProject Name *
Select the sub-project name.
Customer *
Choose the customer who made the
payment.
Unit No. *
Specify the unit number related to the
receipt.
Created By
Displays the name of the user who created
the receipt
Created At
Shows the date and time when the receipt
was created
Receipt Date
Specify the date of the receipt.
Payment Mode *
Choose the mode of payment used by the
customer.
Amount Received *
Enter the amount received from the
customer.
Base Amount
Displays the base amount before any taxes
or additional charges.
Tax Addition
Specifies any tax applicable to the receipt.
3. Click Create.
Payments
16.9.5 Credit Note
Credit Note is used for issuing credit notes to customers. A credit note may be issued in
cases of overbilling, service cancellations, or adjustments for previous billing errors. This
function allows for accurate tracking and management of credits, ensuring that customers
receive due adjustments and that the financial records reflect these changes.
To create a credit note, follow the below steps:
1. Facilities > Billing > Payments > Credit Note
2. Once you click on Credit Note, you will be prompted to select and enter the
necessary details.
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Fields
Explanation
Credit Note For
Select using the radio button whether the
credit note is being created at a unit or
termsheet level
Source *
Select the source of the credit note, such as
a bill, excess amount, or generic.
Project *
Sub Project *
Unit *
Select the unit for which the credit note is
being issued
Customer *
Select the customer to whom the credit
note is being issued
Reason Type *
Specify the reason for issuing the credit
note, such as overbilling, service
cancellation, or adjustment for errors.
Credit Note Date *
Choose the date on which the credit note is
issued from the calendar
Credit Note Amount *
Click on Select Bills to choose the bill
against which the credit note is being
issued
Tax Additions
If there are any tax amounts associated
with the credit note, they should be
specified in this field.
Gross Amount
This field shows the total gross amount of
the credit note
Remarks *
Add remarks, if any
3. Click Create.
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16.9.6 Debit Note
Debit Note is used to create debit notes for additional charges or corrections to previous
bills. This may include charges for extra services or rectifying underbilling. By issuing debit
notes, the system ensures that any additional amounts owed by customers are accurately
documented and billed.
To create a debit note, follow the below steps:
1. Facilities > Billing > Payments > Debit Note
2. Once you click on Debit Note, you will be prompted to select and enter the necessary
details.
Fields
Explanation
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Debit Note For
Select using the radio button whether the
debit note is being created at a unit or
termsheet level
Project *
Select the name of the project related to the
debit note.
Sub Project *
Select the sub-project name
Unit *
Select the unit number related to the debit
note.
Customer *
Select the customer who is associated with
the debit note.
Invoice No.
Select the debit note to a specific invoice.
Reason Type *
Specify the reason for issuing the debit
note.
Debit Note Date *
Specify the date of the debit note
Debit Note Amount *
Enter the amount of the debit note.
Tax Additions
Add details of any tax applicable to the
debit note.
Description
Provide a description or notes related to the
debit note.
Schedule Details
Add details of the payment schedule.
Documents
Attach relevant documents to the debit
note.
3. Click Create.
16.9.7 Interest Waive Off
Interest Waive Off is used to waive off interest charges on overdue payments. This feature
may be used as part of customer retention strategies or in situations where the delay in
payment was due to acceptable reasons.
To waive off an interest charges levied on overdue payments, follow the below steps:
1. Facilities > Billing > Payments > Interest Waive Off
2. Once you click on Interest Waive Off, you will be prompted to select and enter the
necessary details.
Fields
Explanation
Waive off For *
Select using the radio button whether the
interest rate waive off is being created at a
unit or termsheet level
Project Name *
Select the name of the project related to the
waive-off.
Sub Project Name
Select the sub-project name
Customer *
Select the customer who is associated with
the interest waive-off.
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Unit No.
Specify the unit number related to the
waive-off.
Created By
Displays the name of the user who created
the waive-off
Created At
Shows the date and time when the waive-
off was created
Interest Waive off Date
Specifies the date of the interest waive-off
Reason For Interest Waive off
Specify the reason for waiving off the
interest.
Amount to be waived
Enter the amount of interest to be waived
off
Pending Invoices
Lists any pending invoices
3. Click Create
16.9.8 Customer Payment
The Customer Payments sub-menu can be used to refund credit notes, temporary receipts,
and handle other financial adjustments. This sub-menu ensures that all types of payments
and refunds are properly recorded.
To make a payment, follow the below steps:
1. Facilities > Billing > Payments > Customer Payment
2. Once you click on Create Customer Payment, you will be prompted to select and
enter the necessary details.
Fields
Explanation
Payment For
Select using the radio button whether the
customer payment is being created at a unit
or termsheet level
Payment Source *
Specify the source of the payment, such as
credit notes or temporary receipts.
Project *
Select the name of the project related to the
payment.
Sub Project *
Select the sub-project name.
Customer *
Choose the customer who is associated
with the payment.
Unit No.
Specify the unit number related to the
payment.
Bill Date *
Choose the date of the bill, marking when
the payment is due or processed.
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Paying Company
Displays the company making the payment,
ensuring the source of funds is clearly
identified.
Payment Mode *
Choose the mode of payment used, such
as bank transfer or check.
Favouring *
Specify the entity or person to whom the
payment is made, detailing the recipient.
This is important for ensuring payments are
directed to the correct party.
Amount *
Choose the receipt by clicking Select.
Certificate Base Amount
Displays the base amount before any taxes
or additional charges. This provides a clear
view of the net payment amount before tax
implications.
Tax Addition
Add details of any tax additions applicable
to the payment, outlining extra charges.
This helps in calculating the total payable
amount accurately.
Total Tax Addition
Displays the total amount of tax additions
summing up all taxes applied.
Amount Payable
Shows the final amount payable after
deductions and additions. This is the net
payment amount due.
Payment Due Date *
Specify the due date for the payment, which
is critical for ensuring timely transactions.
Description
Provide a description or notes related to the
payment, offering additional context.
Payment Instructions *
Add details any specific instructions related
to the payment, ensuring all requirements
are met.
3. Click Create.
16.10 Modification
A customer may request for modification in the unit(s) they have purchased. A salesperson who is
engaged with the customer will take the modification order and feed it to the In4Suite system. The
engineer, in turn, will review the request and check for feasibility. If feasible, the engineer will
prepare a feasibility document, upload it and then approve the request.
To view the modification request, follow the below steps:
1. Navigate to Engg > Modification
2. Choose a sub project that the unit falls under using the filter that includes Project, Sub
Project, Floor No, Unit No, Customer and Engg Status. Then, click Go.
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16.11 Abstracts
The Abstract feature enables facilities manager to meticulously track work progress for any
modification made. By inputting the quantity of completed tasks, users ensure precise
payment calculations. This feature streamlines the payment verification process by
automatically fetching rates from associated work orders, eliminating manual entry errors.
To create an abstract, follow the below steps:
1. Navigate to Facilities > Abstracts > Abstract List
2. After clicking on the Create Abstract button, you will be prompted to fill in or select
the necessary details for the abstract.
Field
Explanation
Project
Choose a project from the drop-down
menu.
Sub Project
Choose a sub project from the drop-down
menu.
Abstract Date
Choose a date from the calendar when
work progress is summarized for reporting
purposes.
Ref/Bill No.
Enter a unique reference or billing number
to be associated with financial transactions.
Work Category
Choose a work category from the drop-
down list.
Work Sub Category
Choose a sub category from the drop-down
list.
Work Order *
Choose a work order from the list. A work
order is a formal agreement between a
contractor and a developer specifying the
scope of work, rates, and terms of payment
for construction activities.
3. Upload any document related to the abstract under Documents.
Follow the below steps to upload a document:
I. Click Add New
II. Choose a file and click Update
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4. Choose a BOQ using the BOQ Filter. To do so, select a work category, sub work
category, and abstract from the drop-down menus and click Go. Choose and
checkmark a BOQ(s) and click Next.
5. In the BOQ grid, you will enter either quantity of work completed under This Bill Qty,
or enter a percentage. For either way, the system calculates the bill amount by taking
rate automatically from the work order. You may also enter a work completed date
and add remarks, if any.
6. Click Finish once you are done.
16.12 Masters
16.12.1 Materials
Materials involves creating and maintaining a list of all materials required for the
facilities management. This sub-menu helps users define material codes,
descriptions, specifications, and other attributes. It ensures that all material-
related information is centralized and easily accessible, facilitating efficient
inventory management and procurement.
To create a material, follow the below steps:
1. Navigate to Facilities > Masters > Materials > Material List > Create
Material
2. Once you click Create Material, you will be prompted to fill in and select
the necessary details
Fields
Explanation
Material Type*
The primary category of the material,
such as raw material, finished
product, or consumable. This is a
mandatory field.
Material Sub Type*
A more specific classification within
the material type, providing further
granularity. This is a mandatory field.
Material Name*
The name of the material as it should
appear in the system, ensuring clear
identification. This is a mandatory
field.
Material Code*
A unique identifier assigned to the
material for tracking and referencing
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purposes within the ERP system. This
is a mandatory field.
Conveyance
Details regarding the transportation or
conveyance method preferred or
required for the material, ensuring
proper handling during transit.
Benchmark Lead Time*
The standard time expected for the
delivery of the material from order
placement to receipt, used for
planning and scheduling. This is a
mandatory field.
Unit of Measurement*
The unit in which the material is
measured, such as kilograms, liters,
or pieces. This is a mandatory field.
Image of the Material
A visual representation of the
material, which helps in easy
identification and verification.
Manufacture Tolerance Allowed
The permissible variation in the
manufacturing specifications of the
material, ensuring quality control.
Breakage Tolerance Allowed
The allowable limit for breakage
during handling and transportation,
ensuring realistic expectations for
material integrity.
Wastage Tolerance Allowed
The acceptable amount of material
loss during processing or usage,
helping in inventory and cost
management.
Specification
Detailed technical specifications of the
material, including size, grade, and
any other relevant attributes.
HSN Code
The Harmonized System of
Nomenclature code for the material,
used for taxation and compliance
purposes.
MTC Required
Indicates whether a Material Test
Certificate is required for the material,
ensuring quality and compliance with
standards.
Minimum Order Quantity
The smallest quantity of the material
that can be ordered, ensuring cost-
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effective purchasing and inventory
management.
Perishable
Specifies if the material is perishable,
which affects storage and handling
requirements.
Perishable Period
The time period within which the
perishable material must be used
before it becomes unusable, ensuring
proper stock rotation.
Typical Warranty Period
The standard warranty period offered
for the material, providing assurance
of quality and durability.
Warranty Remarks
Additional notes or conditions related
to the warranty of the material,
providing clarity on warranty coverage
and terms.
Remarks
A free-text area for any additional
information or comments about the
material, such as special handling
instructions or supplier notes.
Grid
Brand Names/Conversion Factors:
Brand Names allows users to input or select the brand name associated with the
material being created. It helps in identifying the specific brand or manufacturer
of the material, which can be useful for tracking product quality, supplier
preferences, or for branding purposes.
Conversion factors are used to convert quantities of one unit of measure to
another. In this field, users can specify conversion factors for the material,
allowing the system to automatically calculate and convert quantities between
different units of measure. For example, converting from meters to feet.
Note: The unit of measurement for conversion factor has to be chosen in Basic
Details to add UOM Description and Unit of Measurement.
Rate History/Terms and conditions:
Rate History tracks the historical pricing information associated with the
material. Users can input past rates at which the material was purchased, along
with relevant dates. Rate history helps in analyzing price trends, negotiating
contracts, and making informed procurement decisions.
Terms and conditions allows users to define specific terms and conditions that
apply to the purchase or use of the material. It can include details such as
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payment terms, delivery schedules, warranties, return policies, and any other
contractual agreements or obligations.
Attribute Category
Attribute categories are used to classify and organize materials based on their
characteristics or properties. In this field, users can assign the material to one or
more attribute categories, such as type, size, color, or any other relevant
attribute. Attribute categories facilitate efficient searching, filtering, and
categorization of materials within the In4Suite ERP system.
3. Click Create.
16.12.2 Master Tables
Real estate business processes are complex and detailed. Business records or
documents contain numerous fields at the time of creation. Some fields are filled
out by the user, admin, or executive, while others are populated through drop-
down lists sourced from master tables within respective modules. These master
tables provide the data for the drop-down fields used during the creation
process. Almost all modules have a master table each, and these tables are
created and edited based on business requirements.
Here are the various Master Table categories under the Purchase module
16.12.2.1 Area
The master data added here will appear in Facilities > External
Customer > Create Customer > Area
Creating Area Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Area master from the drop-down list and click Go.
3. Click on Create on the top right. The Area master window will
appear.
4. Specify the Name and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit Area Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Area master from the drop-down list and click on Go.
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3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit Area master window appears. Update the Name field.
Then, click on Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Area master from the drop-down list and click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Area master from the drop-down list and click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.2.2 Booking Through
The master data added here will appear in Facilities > External
Customer > Create Customer > Enquiry Source
Creating Booking Through Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Booking Through master from the drop-down list and click
Go.
3. Click on Create on the top right. The Booking Through master
window will appear.
4. Specify the Name and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit Booking Through Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Booking Through master from the drop-down list and click
on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit Booking Through master window appears. Update
Name and Condition Group fields. Then, click on Update to
complete the step.
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5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Booking Through master from the drop-down list and
click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Booking Through master from the drop-down list and
click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.2.3 Condition Category
The master data added here will appear in Facilities > Inventory > Purchase
Orders > Terms and conditions > General Terms and conditions
Creating Condition Category Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Condition Category master from the drop-down list and click Go.
3. Click on Create on the top right. The Condition Category master window
will appear.
4. Specify the Name and click on Create to complete the step.
5. The new record will now be visible in the list of records.
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Edit Condition Category Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Condition Category master from the drop-down list and click on Go.
3. All existing records under this Master will be listed. To edit a record, click on the
button, which is an edit button.
4. The Edit Condition Category master window appears. Update Name and then click
on Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Condition Category master from the drop-down list and click on
Go.
3. All existing records under this Master will be listed. To change the status of a
record, click on icon, which is a status icon. A pop-window will appear asking
for confirmation. Click OK to complete the step.
4. The record will now indicate an inactive status with the icon.
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Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Condition Category master from the drop-down list and click on
Go.
3. All existing records under this Master will be listed. To delete a record, click on
icon, which is a delete icon. A pop-window will appear asking for
confirmation. click on OK. Another pop-up window will appear displaying the
message "Deleted Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.2.4 Condition Master
The master data added here will appear in Facilities > Inventory > Purchase
Orders > Terms and conditions > General Terms and conditions
Creating Condition Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Condition Master from the drop-down list and click Go.
3. Click on Create on the top right. The Condition Master window will appear.
4. Specify the Condition Name, Condition Remarks, and select Condition
Category. Then, click on Create to complete the step.
5. The new record will now be visible in the list of records.
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Edit Condition Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Condition Master from the drop-down list and click on Go.
3. All existing records under this Master will be listed. To edit a record, click on the
button, which is an edit button.
4. The Edit Condition Master window appears. Update Condition Name, Condition
Remarks, and select Condition Category. Then, click on Update to complete the
step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Condition Master from the drop-down list and click on Go.
3. All existing records under this Master will be listed. To change the status of a
record, click on icon, which is a status icon. A pop-window will appear asking
for confirmation. Click OK to complete the step.
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4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Condition Master from the drop-down list and click on Go.
3. All existing records under this Master will be listed. To delete a record, click on
icon, which is a delete icon. A pop-window will appear asking for
confirmation. click on OK. Another pop-up window will appear displaying the
message "Deleted Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.2.5 Credit Note Reason Type
The master data added here will appear in Facilities > Billing > Credit Note >
Create Credit Note > Reason Type
Creating Debit Note Reason Type Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Credit Note Reason Type from the drop-down list and click Go.
3. Click on Create on the top right. The Credit Note Reason window will
appear.
4. Specify the Name and click on Create to complete the step.
5. The new record will now be visible in the list of records.
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Edit Debit Note Reason Type Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Credit Note Reason Type from the drop-down list and click on Go.
3. All existing records under this master will be listed. To edit a record, click on the
button, which is an edit button.
4. The Edit Debit Note Reason Type Master window appears. Update Name and click
on Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Credit Note Reason Type from the drop-down list and click on Go.
3. All existing records under this master will be listed. To change the status of a
record, click on icon, which is a status icon. A pop-window will appear asking
for confirmation. Click OK to complete the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Credit Note Reason Type from the drop-down list and click on
Go.
3. All existing records under this Master will be listed. To delete a record, click on
icon, which is a delete icon. A pop-window will appear asking for
confirmation. click on OK. Another pop-up window will appear displaying the
message "Deleted Successfully." This completes the step.
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4. The deleted record will no longer appear in the list.
16.12.2.6 Debit Note Reason Type
The master data added here will appear in Facilities > Billing > Debit Note
> Create Debit Note > Reason Type
Creating Debit Note Reason Types Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select DEBIT NOTE REASON TYPES master from the drop-down
list and click Go.
3. Click on Create on the top right. The Debit Note Reason Types
master window will appear.
4. Specify the Name and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit Debit Note Reason Types Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Debit Note Reason Types master from the drop-down list
and click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit Debit Note Reason Types master window appears.
Update Name, then click on Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Debit Note Reason Types master from the drop-down
list and click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Debit Note Reason Types master from the drop-down
list and click on Go.
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3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.2.7 Debit Note Reason Type Master
The master data added here will appear in Purchase > Payments > Supplier
Debit Note / Service Provider Debit Note > Create Supplier / Service Provider
Debit Note > Reason Type
Creating Debit Note Reason Types Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Debit Note Reason Types Master from the drop-down list
and click Go.
3. Click on Create on the top right. The Debit Note Reason Types
master window will appear.
4. Specify the Name and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit Debit Note Reason Types Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Debit Note Reason Types Master from the drop-down list
and click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit Debit Note Reason Types master window appears.
Update Name, then click on Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Debit Note Reason Types Master from the drop-down
list and click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Debit Note Reason Types Master from the drop-down
list and click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
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up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.2.8 HSN Code Master
The master data added here will appear in the following locations:
• Facilities > Master Tables > Material Types
• Facilities > Master Tables > Material Sub- type
• Facilities > Materials
Creating HSN Code Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select HSN Code Master from the drop-down list and click Go.
3. Click on Create on the top right. The Debit Note Reason Types
master window will appear.
4. Specify the HSN Code and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit HSN Code Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select HSN Code Master from the drop-down list and click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit HSN Code Master window appears. Update HSN Code,
then click on Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select HSN Code Master from the drop-down list and click on
Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select HSN Code Master from the drop-down list and click on
Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
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16.12.2.9 Interaction Type Master
The master data added here will appear in Facilities > External Customer >
Create Customer > Go back to Customer List > Choose the customer using filter
> Interactions > Create Interaction > Interaction Type
Creating Interaction Type Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Interaction Type Master from the drop-down list and click
Go.
3. Click on Create on the top right. The Debit Note Reason Types
master window will appear.
4. Specify the Name and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit Interaction Type Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Interaction Type Master from the drop-down list and click
on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Interaction Type Master window appears. Update Name,
then click on Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Interaction Type Master from the drop-down list and
click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Interaction Type Master from the drop-down list and
click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
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16.12.2.10 Maintenance Type Master
The master data added here will appear in Facilities > Billing >
Consumption Details > Create Consumption > Charge Type
Creating Maintenance Type Master
6. Navigate to Facilities > Masters > Master Tables.
7. Select Maintenance Type Master from the drop-down list and
click Go.
8. Click on Create on the top right. The Maintenance Type Master
window will appear.
9. Specify the Name, Short Name, then select SAC from the drop-
down and click on Create to complete the step.
10.The new record will now be visible in the list of records.
Edit Maintenance Type Master
6. Navigate to Facilities > Masters > Master Tables.
7. Select Maintenance Type Master from the drop-down list and
click on Go.
8. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
9. The Edit Maintenance Type Master window appears. Update
Name, Short Name and SAC fields. Then, click on Update to
complete the step.
10.The changes will now be reflected in the list.
Changing the Status
5. Navigate to Facilities > Masters > Master Tables.
6. Select Maintenance Type Master from the drop-down list and
click on Go.
7. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
8. The record will now indicate an inactive status with the icon.
Deleting the record
5. Navigate to Facilities > Masters > Master Tables.
6. Select Maintenance Type Master from the drop-down list and
click on Go.
7. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
8. The deleted record will no longer appear in the list.
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16.12.2.11 Material SubTypes
The master data added here will appear in Facilities > Masters > Materials
Creating Material Subtypes Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Material Subtypes master from the drop-down list and
click Go.
3. Click on Create on the top right. The Material Subtypes master
window will appear.
4. Specify the Name, select Material Type and HSN Code from the
drop-down lists and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit Material Subtypes Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Material Subtypes master from the drop-down list and
click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit Material Subtypes master window appears. Update
Name, Material Type and HSN Code fields. Then, click on
Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Material Subtypes master from the drop-down list and
click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Material Subtypes master from the drop-down list and
click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
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16.12.2.12 Material Types
The master data added here will appear in the following locations:
• Facilities > Masters > Master Tables > Material SubTypes
• Facilities > Masters > Materials
Creating Material Types Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Material Types master from the drop-down list and click
Go.
3. Click on Create on the top right. The Material Types master
window will appear.
4. Specify the Name, select a UOM and HSN Code from the drop-
down and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit Material Types Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Material Types master from the drop-down list and click on
Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit Material Types master window appears. Update Name,
UOM, and HSN Code. Then, click on Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Material Types master from the drop-down list and click
on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Material Types master from the drop-down list and
click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
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16.12.2.13 Payment Schedule Manual Event Master
The master data added here will appear in
Creating Payment Schedule Manual Event Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Payment Schedule Manual Event Master from the drop-
down list and click Go.
3. Click on Create on the top right. The Payment Schedule Manual
Event Master window will appear.
4. Specify the Name and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit Payment Schedule Manual Event Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Payment Schedule Manual Event Master from the drop-
down list and click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit Payment Schedule Manual Event Master window
appears. Update the Name field. Then, click on Update to
complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Payment Schedule Manual Event Master from the
drop-down list and click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Payment Schedule Manual Event Master from the
drop-down list and click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
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16.12.2.14 PFMS Material Attribute Category
The master data added here will appear in Facilities > Masters >
Materials > Create Material > Attribute Category
Creating PFMS Material Attribute Category Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select PFMS Material Attribute Category master from the drop-
down list and click Go.
3. Click on Create on the top right. The PFMS Material Attribute
Category master window will appear.
4. Specify the Name and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit PFMS Material Attribute Category Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select PFMS Material Attribute Category master from the drop-
down list and click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit PFMS Material Attribute Category master window
appears. Update the Name field. Then, click on Update to
complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select PFMS Material Attribute Category master from the
drop-down list and click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select PFMS Material Attribute Category master from the
drop-down list and click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
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16.12.2.15 PFMS Material Attribute Master
The master data added here will appear in Facilities > Masters >
Materials > Create Material > Attribute Category
Creating PFMS Material Attribute Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select PFMS Material Attribute Master from the drop-down list
and click Go.
3. Click on Create on the top right. The PFMS Material Attribute
Master window will appear.
4. Specify the Name, select an Attribute Category from the drop-
down field and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit PFMS Material Attribute Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select PFMS Material Attribute Master from the drop-down list
and click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit PFMS Material Attribute Master window appears.
Update the Name and Attribute Category fields. Then, click on
Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select PFMS Material Attribute Master from the drop-down list
and click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select PFMS Material Attribute Master from the drop-down
list and click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.2.16 Purchase GRN – Defective QTY Reason Lookup
The master data added here will appear in Facilities > Inventory > GRN >
Material (defective) > Defective Reason
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Creating Purchase GRN - Defective Qty Reason Lookup Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Purchase GRN - Defective Qty Reason Lookup master
from the drop-down list and click Go.
3. Click on Create on the top right. The Purchase GRN - Defective
Qty Reason Lookup master window will appear.
4. Specify the Name and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit Purchase GRN - Defective Qty Reason Lookup Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Purchase GRN - Defective Qty Reason Lookup master
from the drop-down list and click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit Purchase GRN - Defective Qty Reason Lookup
master window appears. Update Name field. Then, click on
Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Purchase GRN - Defective Qty Reason Lookup master
from the drop-down list and click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Purchase GRN - Defective Qty Reason Lookup
master from the drop-down list and click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.2.17 Receipt Contribution Type Master
The master data added here will appear in Facilities > Billing >
Receipts > Facilities Receipts > Create Facilities Receipts > Receipt
Contribution Type
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Creating Receipt Contribution Type Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Receipt Contribution Type Master from the drop-down
list and click Go.
3. Click on Create on the top right. The Receipt Contribution Type
Master window will appear.
4. Specify the Name and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit Receipt Contribution Type Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Receipt Contribution Type Master from the drop-down
list and click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit Receipt Contribution Type Master window appears.
Update the Name field. Then, click on Update to complete the
step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Receipt Contribution Type Master from the drop-down
list and click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Receipt Contribution Type Master from the drop-
down list and click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.2.18 SAC Master
The master data added here will appear in Facilities > Masters > Master
Tables > Work Category Type Masters
SAC Master also reflects in many other pages of the In4Suite application.
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Creating SAC Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select SAC master from the drop-down list and click Go.
3. Click on Create on the top right. The SAC master window will
appear.
4. Specify the SAC and click on Create to complete the step.
5. The new record will now be visible in the list of records.
Edit SAC Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select SAC master from the drop-down list and click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit SAC master window appears. Update the Name field.
Then, click on Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select SAC master from the drop-down list and click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select SAC master from the drop-down list and click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.2.19 Unit Type Master
The master data added here will appear in Facilities > External
Customer > Create Customer > Interested In Unit Type
Creating Unit Type Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Unit Type Master from the drop-down list and click Go.
3. Click on Create on the top right. The Unit Type Master window
will appear.
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4. Specify the Name and Description. Then, click on Create to
complete the step.
5. The new record will now be visible in the list of records.
Edit Unit Type Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Unit Type Master from the drop-down list and click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit Unit Type Master window appears. Update the Name
and Description fields. Then, click on Update to complete the
step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Unit Type Master from the drop-down list and click on
Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Unit Type Master from the drop-down list and click on
Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.2.20 Work Category Type Master
The master data added here will appear in Facilities > Inventory >
Payments > Work Order > Create WO Certificate > Work Category
Creating Work Category Type Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Work Category Type Master from the drop-down list and
click Go.
3. Click on Create on the top right. The Work Category Type
Master window will appear.
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4. Specify the Name, Short Name, and Benchmark Lead Time.
Then, select Parent and SAC from the drop-down lists and click on
Create to complete the step.
5. The new record will now be visible in the list of records.
Edit Work Category Type Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Work Category Type Master from the drop-down list and
click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit Work Category Type Master window appears. Update
the Name, Benchmark Lead Time, etc. fields. Then, click on
Update to complete the step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Work Category Type Master from the drop-down list and
click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Work Category Type Master from the drop-down list
and click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.2.21 Work Order Retention Type
The master data added here will appear in Facilities > Inventory >
Payments > Work Order > Create WO Certificate > Retention >
Retention Type
Creating Work Order Retention Type Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Work Order Retention Type master from the drop-down
list and click Go.
3. Click on Create on the top right. The Work Order Retention
Type master window will appear.
4. Specify the Name and click on Create to complete the step.
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5. The new record will now be visible in the list of records.
Edit Work Order Retention Type Master
1. Navigate to Facilities > Masters > Master Tables.
2. Select Work Order Retention Type master from the drop-down
list and click on Go.
3. All existing records under this master will be listed. To edit a
record, click on the button, which is an edit button.
4. The Edit Work Order Retention Type master window appears.
Update the Name field. Then, click on Update to complete the
step.
5. The changes will now be reflected in the list.
Changing the Status
1. Navigate to Facilities > Masters > Master Tables.
2. Select Work Order Retention Type master from the drop-down
list and click on Go.
3. All existing records under this Master will be listed. To change the
status of a record, click on icon, which is a status icon. A pop-
window will appear asking for confirmation. Click OK to complete
the step.
4. The record will now indicate an inactive status with the icon.
Deleting the record
1. Navigate to Facilities > Masters > Master Tables.
2. Select Work Order Retention Type master from the drop-
down list and click on Go.
3. All existing records under this Master will be listed. To delete a
record, click on icon, which is a delete icon. A pop-window
will appear asking for confirmation. click on OK. Another pop-
up window will appear displaying the message "Deleted
Successfully." This completes the step.
4. The deleted record will no longer appear in the list.
16.12.3 Store Master
The Store master is a centralized hub for managing inventory, construction materials, and
assets across various project sites. Whether located on-site or elsewhere, the Store provides
centralized control and visibility over stock levels, procurement, and distribution processes.
To create a store, follow the below steps:
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Step 1: Navigate to Facilities > Masters > Store List > Create Store
Step 2: Once you click on Create Store, you will be prompted to fill in or select necessary
details.
Fields
Explanation
Store Name *
Enter a name for the store
Store Code *
Enter a code for the store
Certifying Company *
Select the company that owns or authorizes the
operation of the store
Contact Person
Enter name of the individual who will be a
primary point of contact for the store
Remarks
Add remarks, if any
Active*
Choose from the binary indicator whether the
store is currently active or inactive within the
system
Add Sub Project
This option allows users to associate the store
with one or more sub-projects
To choose a sub project, click Add Sub Project.
First, choose a Project and then a Sub Project.
Contact Details
This field captures the contact information
(e.g., phone number, address) of the store
Step 3: Click Create.
16.12.4 Consultant
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The Consultant allows users to add and manage consultants associated with a project / sub
project. This feature serves as a centralized database for storing information about
consultants hired to provide specialized services or execute specific tasks.
To create a consultant, follow the below steps:
Step 1: Navigate to Facilities > Master > Consultant Master > Click Create Consultant
Step 2: Once you click on Create Consultant, you will be prompted to fill in or select
necessary details.
Basic Details
Fields
Explanation
Consultant Firm Name *
Enter the name of the consultant firm or entity
offering services
Consultant Code
Assign a unique code to the consultant
Vendor Type *
Choose a Vendor Type: Company OR Non-
Company
PAN No. / Tax ID *
Enter the Permanent Account Number (PAN) or
Tax Identification Number (Tax ID) of the
consultant firm. It is essential for taxation and
regulatory compliance purposes.
GSTIN No.
Provide the Goods and Services Tax
Identification Number (GSTIN) of the consultant
firm, if applicable.
MSME No.
If the consultant firm is registered under the
Micro, Small, and Medium Enterprises (MSME)
Act, users can input the MSME registration
number in this field.
Statutory Registration
Enter statutory registration details of the
consultant firm
Notes
Add any additional notes or comments relevant
to the consultant
Profile Document
Upload profile documents or other supporting
materials related to the consultant firm, such as
company brochures, credentials, certifications,
or project portfolios.
To add a document(s), click Add New, choose a
file and then click Update.
Approved *
Choose between Yes and NO statuses to
confirm whether the consultant has been
approved for engagement by the relevant
authorities or stakeholders.
Registration Type
Specify the type of registration held by the
consultant firm, such as Composition, Regular,
Unregistered, etc.
Party Type
Define the party type of the consultant firm,
such as Deemed Export, SEZ, etc.
Constitution
Specify the legal constitution or structure of the
consultant firm, such as sole proprietorship,
partnership, LLP, private limited company, etc.
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Favouring
If payments to the consultant are made in favor
of a specific entity or individual, users can
specify the recipient in this field.
LST No.
Enter LST No. (Local Sales Tax Number)
CST No.
Enter CST No. (Central Sales Tax Number)
PF No.
Enter PF No. (Provident Fund Number)
VAT Registration Number
Enter relevant tax registration numbers
required for regulatory compliance and
taxation purposes.
Active *
Choose between Yes and No statuses to
indicate whether the consultant is currently
active or inactive within the system
ESI No.
Enter ESI No. (Employee State Insurance
Number)
Excise Duty No.
Enter Excise Duty No. (Excise Duty registration
number)
Service Tax No.
Enter Service Tax No. (Service Tax number)
Stop Payment
An option to indicate if payments to the
consultant have been halted or suspended for
any reason.
Grid
Registered Office Address
This field captures the official address of the consultant firm's registered office. It includes
details such as street address, city, state, postal code, country, etc.
Expertise
The Expertise grid allows users to specify the areas of specialization or industry domains in
which the consultant firm possesses proficiency.
To add an expertise, click Add row, choose Main Skill and Sub Skill. Then, list the
specialities of the consultant under Speciality.
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Contact Details
Contact details fields capture various means of communication with the consultant firm,
including phone numbers, email addresses, fax numbers, etc.
To add contact details, click Add row, add Name, Designation, Address, Email, Phone,
Mobile and Fax.
Step 3: Click Create.
16.12.5 Contractor
The Contractor allows users to add and manage contractors associated with a project / sub
project. This feature serves as a centralized database for storing information about
contractors hired to provide construction services or execute BOQs.
To create a contractor, follow the below steps:
Step 1: Navigate to Facilities > Contractor > Contractor List > Click Create Contractor
Step 2: Once you click on Create Contractor, you will be prompted to fill in or select
necessary details.
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Basic Details
Fields
Explanation
Contractor Firm Name *
Enter the name of the contractor firm or entity
providing construction services.
Contractor Code
Assign a unique code to the contractor.
Vendor Type *
Choose a Vendor Type: Company OR Non-
Company
PAN No. / Tax ID *
Enter the Permanent Account Number (PAN) or
Tax Identification Number (Tax ID) of the
consultant firm. It is essential for taxation and
regulatory compliance purposes.
GSTIN No.
Provide the Goods and Services Tax
Identification Number (GSTIN) of the
contractor, if applicable.
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MSME No.
If the contractor is registered under the Micro,
Small, and Medium Enterprises (MSME) Act,
users can input the MSME registration number
in this field.
Statutory Registration
Enter statutory registration details of the
contractor
Notes
Add any additional notes or comments relevant
to the contractor, such as contractual
agreements, performance history, or special
considerations.
Profile Document
Upload profile documents or other supporting
materials related to the contractor firm, such as
company profiles, licenses, certifications, or
project portfolios.
Approved *
Choose between Yes and NO statuses to
confirm whether the contractor has been
approved for engagement by the relevant
authorities or stakeholders.
Registration Type
Specify the type of registration held by the
contractor, such as Composition, Regular,
Unregistered, etc.
Party Type
Define the party type of the contractor, such as
Deemed Export, SEZ, etc.
Constitution
Specify the legal constitution or structure of the
contractor, such as sole proprietorship,
partnership, LLP, private limited company, etc.
Misc. Contractor
Checkbox to indicate if the contractor is a
miscellaneous contractor, with specific
implications or considerations.
Favouring
If payments to the contractor are made in favor
of a specific entity or individual, users can
specify the recipient in this field.
LST No.
Enter LST No. (Local Sales Tax Number)
CST No.
Enter CST No. (Central Sales Tax Number)
PF No.
Enter PF No. (Provident Fund Number)
VAT Registration Number
Enter relevant tax registration numbers
required for regulatory compliance and
taxation purposes.
Active *
Choose between Yes and No statuses to
indicate whether the consultant is currently
active or inactive within the system
ESI No.
Enter ESI No. (Employee State Insurance
Number)
Excise Duty No.
Enter Excise Duty No. (Excise Duty registration
number)
Service Tax No.
Enter Service Tax No. (Service Tax number)
Rank.
An option to indicate if payments to the
contractor have been halted or suspended for
any reason.
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Stop Payment
If payments to the contractor are made in favor
of a specific entity or individual, users can
specify the recipient in this field.
Grid
Registered Office Address
This field captures the official address of the contractor's registered office. It includes details
such as street address, city, state, postal code, country, etc.
Expertise
The Expertise grid allows users to specify the areas of specialization or industry domains in
which the consultant firm possesses proficiency.
To add an expertise, click Add row, choose Main Skill and Sub Skill. Then, list the
specialities of the consultant under Speciality.
Contact Details
Contact details fields capture various means of communication with the consultant firm,
including phone numbers, email addresses, fax numbers, etc.
To add contact details, click Add row, add Name, Designation, Address, Email, Phone,
Mobile and Fax.
Contractor Evaluation
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Use this field to record evaluations or assessments of the contractor's performance, quality
of work, adherence to schedules, etc.
To create a contractor evaluation, click Add row, and select Category and Parameter
Name. Then, enter Parameter Value and Rating.
ITR Compliance
Indicate whether the contractor firm is compliant with Income Tax Return (ITR) filing
requirements.
To create an ITR Compliance record, click Add row, and choose between Yes and No
statuses to indicate whether the contractor is ITR compliant or not. The, Choose a From
Date and add Reference No.
Step 3: Click Create.
16.12.6 Supplier
Supplier allows users to create and manage information about vendors and
suppliers. It includes functionalities to add, update, and delete supplier details.
Users can store contact information, payment terms, delivery terms, and other
relevant data. This helps in streamlining procurement processes by maintaining
an up-to-date database of all suppliers.
To create a supplier, follow the below steps:
1. Navigate to Facilities > Masters > Supplier > Supplier Master List >
Create Supplier
2. Once you click Create Supplier, you will be prompted to fill in and select
the necessary details
Supplier Details
Field
Explanation
Supplier Name
Enter the name of the supplier.
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Print Name
The name of the supplier as it should
appear on printed documents such as
purchase orders and invoices.
Supplier Code
A unique identifier assigned to each
supplier, used internally within the
ERP system to reference the supplier
in transactions and reports.
Vendor Type*
Categorizes the supplier based on the
nature of their business.
Contact Name*
The name of the primary contact
person at the supplier's organization
for orders, negotiations, or resolving
issues.
Rating
Allows users to rate the supplier
based on criteria such as quality of
goods, reliability, delivery times, and
overall satisfaction.
LST No.
Local Sales Tax Number, a unique
identifier assigned to the supplier for
local sales tax purposes.
CST No.
Central Sales Tax Number, used for
tracking sales tax on interstate
transactions.
PAN No / Tax Id.*
Permanent Account Number or
equivalent tax identification number of
the supplier for income tax purposes.
VAT Registration No.
The supplier's Value Added Tax
registration number for VAT
compliance and tracking.
Excise Duty No.
The supplier's excise duty registration
number, required for tracking and
payment of excise duty on certain
goods.
LBT No.
Local Body Tax Number, applicable in
certain regions for transactions within
local municipal boundaries for local
tax compliance.
GSTIN
Goods and Services Tax Identification
Number, a unique number assigned to
the supplier under the GST regime for
GST-related transactions.
MSME No.
The supplier's registration number
under the Micro, Small, and Medium
Enterprises Development Act for
identifying and benefiting smaller
enterprises.
Favouring / Payee
The name in which payments should
be made out to the supplier to ensure
checks and payment instruments are
correctly addressed.
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Remarks
A free-text area for additional notes or
comments about the supplier, such as
special instructions or past issues.
Active*
Indicates whether the supplier is
currently active and available for
transactions. Inactive suppliers are
not available for new transactions.
Constitution
Describes the legal structure of the
supplier's business, such as sole
proprietorship, partnership, LLC, or
corporation.
Credit Period (Days)
Specifies the number of days within
which the supplier expects payment
for invoices, aiding in cash flow
management and timely payments.
Field
Explanation
Contact Details: Enter the contact details such as mobile number, e-mail
address, postal address, etc.
Grid
Material: Lists the materials supplied by the vendor, including material type,
material sub type and material.
Contact Persons: Details of additional contact persons at the supplier's
organization, including names, designations, and contact information.
Tax Deduction: Information on applicable tax deductions for transactions with
the supplier, ensuring compliance with tax regulations.
Documents: Add important documents related to the supplier, such as
contracts, certifications, and correspondence.
Supplier Evaluation: Record and manage performance of the supplier based
on your chosen parameters. They may include delivery times, quality, etc.
ITR Compliance: Ensures that the supplier is compliant with Income Tax
Return (ITR) filing requirements, including records of submitted ITRs.
3. Click Create.
16.12.7 BOQ
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Bill of Quantities (BOQ) is a feature that is designed to enable construction developers to
seamlessly create BOQs from scratch. This ensures accurate and detailed specifications
tailored to each project / sub project’s requirements. Additionally, developers have the
flexibility to modify existing BOQs to reflect any changes or adjustments throughout the
project lifecycle.
One of the standout capabilities of this feature is the ability to copy BOQs across various
project levels. Construction developers can effortlessly duplicate BOQs from the
organizational level to specific subproject levels. Moreover, they can also transfer BOQs
between different subprojects, as well as from subproject levels to work orders and
contracting orders.
Important
• Creation of BOQ will be possible at organizational project and subproject level
• Users can create BOQ either at Work Category level or at Work Sub Category level
• Material Estimated Qty = Co efficient Factor * BOQ Qty
• On the BOQ screen, you can view the work orders with which the BOQ has been associated
by clicking Link to View BOQ Associated Work Order(s).
Create BOQ
Prerequisites
Define the work flow for the BOQ by going to Home >> Admin >> Configure Workflow >>
Engg Workflow Master
Create the Work Category/Sub Work Category by going to >> Engineering >> Masters >>
Master table
To create a BOQ using the first method, follow the below steps:
Step 1: Navigate to Engg > Masters > BOQ > Click Create BOQ
Step 2: Once you click Create BOQ, you will be prompted to fill in and select necessary
details.
Fields
Explanation
Project *
Select a project from the drop-down list
Sub Project *
Select a sub project from the drop-down list
Work Category *
Select a work category from the drop-down list
Work Sub Category
If you are creating a BOQ at sub category level,
select a work sub category from the drop-down
list
BOQ Item Name *
Give a name to the BOQ
BOQ Description *
Describe the BOQ
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UOM *
Select the unit of measurement from the drop-
down list
BOQ Quantity (Cost)
Input the quantity of material
BOQ Rate (Cost)
Input the rate of quantity of material
BOQ Amount (Cost)
BOQ amount gets calculated based on the
formula: BOQ Quantity X BOQ Rate
Notes
Add any additional notes or comments
(Main) BOQ Items
(Main) BOQ Items level is ideal for standardized projects where quantities and rates remain
consistent across multiple instances. Users can input basic details like BOQ Item Name and
BOQ Description, followed by filling the BOQ Quantity and BOQ Rate. They can then specify
the requirements for Materials, Labour, Assets, and Output Material under (Main) BOQ
Items.
Materials
Materials are listed along with material types, quantities and cost.
Labour
Labour represents the human effort required to complete tasks within the project. This
includes skilled and unskilled workers, contractors, supervisors, and other personnel
involved in construction or project execution. Labour is listed in the BOQ along with the types
of work to be performed, the number of workers required, and the cost.
Assets
Assets refer to the equipment, machinery, tools, and other tangible resources needed to
carry out project activities. This can include construction vehicles, cranes, excavators,
scaffolding, and specialized tools. Assets are included in the BOQ to account for the
resources required for construction or project execution beyond just materials and labour.
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Output Material
Output materials are the products or materials produced or extracted as a result of project
activities. This can include by-products, waste materials, or any materials reclaimed or
recycled during the project. Output materials are listed in the BOQ to account for their
generation or disposal during project execution.
BOQ Sub Item
Alternatively, users can opt for the BOQ Sub Item level for a more detailed breakdown of the
BOQ. Here, users create lists for each specific requirement, and this allows for granular
specification and individualized costing. When BOQs are created at this level, the main BOQ
Quantity and BOQ Rate become zero, as quantities and costs are calculated from the
detailed lists provided. This level is beneficial for projects with varying requirements,
enabling users to tailor specifications to each unique instance, such as different
requirements for each floor of a building.
Step 5: Once you complete the BOQ, submit it for approval. It will get forwarded to
individuals who are authorized to perform the approval action.
Attach / Copy BOQ
The Copy/Attach BOQ feature allows users to duplicate Bill of Quantities (BOQ) from
organizational or project levels to specific project or sub-project levels within the system.
This feature streamlines the process of replicating existing BOQs, enhancing efficiency in
project management and cost estimation.
Some of the scenarios where users can use the Attach / Copy BOQ feature
• When a project / sub project has the exact same BOQ as that of one that a developer has
already created
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• When a contractor, in case of a contracting model, wants to estimate revenue from a Cost
BOQ.
1. Navigate to Engg > Masters > BOQ > BOQ List > Attach / Copy BOQ
2. Once you click on Attach / Copy BOQ, you will be prompted to select and enter the
necessary details.
3. On the left side of the screen, choose a project, sub project, work category, etc., and click
Show.
4. Choose a BOQ (at least one BOQ).
5. Now, on the right side of the screen, choose the option that you wish to copy the BOQ to.
You can copy a BOQ to a project / sub project, work order, contracting order, and a tender
document.
Copy To: Project / Sub Project
Copy To: Work Order
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Copy To: Contracting Order
Copy To: Tender Document
6. After select the option that a BOQ will be copied to, click Copy.
Bulk Delete
Use this option to delete multiple BOQs simultaneously, instead of deleting them one at a
time, which can be time-consuming.
Import / Export BOQ
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Bulk upload is a feature designed to streamline data entry processes by allowing users to
upload multiple files or datasets simultaneously into a system. This method replaces manual
input for efficiency, ensuring faster data integration and reducing the potential for errors. It's
particularly useful in scenarios where large volumes of data need to be imported quickly and
accurately.
1. Navigate to Engg > Masters > BOQ > Bulk Upload BOQ.
2. Download the provided Excel template and arrange your BOQ data according to the
format in the template.
3. Select Import to upload BOQ data or Export to download current BOQ data.
Import
Export
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4. Click Validate to check for errors during the import process. If validation is
successful, confirm the upload. Click Download during the export process.
Create Floor / Unit Mapping
Floor / Unit Mapping is a feature that allows users to map units (such as apartments or
offices) either floor-wise or unit-wise within a project / sub project.
To map units, follow the below steps:
1. Navigate to Engg > Masters > BOQ > Create Floor / Unit Mapping > Create Floor /
Unit Mapping
2. Once you click Create Floor / Unit Mapping, you will be prompted to select the
necessary options.
3. Click Create.
16.12.8 Billing Group
Billing Group is used to organize and manage billing groups, which are categories or clusters
of services and charges that can be billed together. This is particularly useful for simplifying
the billing process by grouping related charges, such as utilities (Water, Electricity, etc.)
maintenance fees (common area), and service charges, into a single invoice. Users can
define and modify billing groups based on business requirements, ensuring clarity and
efficiency in the billing and invoicing processes.
To create a billing group, follow the below steps:
1. Navigate to Facilities > Masters > Billing Group > Billing Group List > Create Billing
Group
2. Once you click on Create Billing Group, you will be prompted to fill in and select the
necessary details
Fields
Explanation
Name*
Specify the name of the billing group
Billing Frequency*
Define how often the billing for this group
will occur. Common options for billing
frequency might include monthly, quarterly,
annually, or any other custom interval
Reports Header*
Specify the header that will appear on
reports and invoices for this billing group
Due By (No. of Days)
Define the number of days within which the
payment for the invoice should be made
Remarks
Add remarks, if any
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3. Click Create.
16.12.9 Service Provider
The Service Provider menu allows the user to create and manage the details of
service providers, including heavy equipment rentals, logistics and
transportation, utility providers, etc. This helps in effectively managing
relationships and contracts with service providers.
To create a service provider, follow the below steps:
1. Navigate to Facilities > Masters > Service Provider > Service Provider List
> Create Service Provider
2. Once you click Create Service Provider, you will be prompted to fill in and
select the necessary details
Service Provider Details
Field
Explanation
Service Provider Name
Enter the name of the service
provider.
Print Name
The name of the service provider as it
should appear on printed documents
such as purchase orders and invoices.
Vendor Type*
Categorizes the service provider
based on the nature of their business.
Contact Name*
The name of the primary contact
person at the service provider 's
organization for orders, negotiations,
or resolving issues.
Rating
Allows users to rate the service
provider based on criteria such as
quality of services, reliability, delivery
times, and overall satisfaction.
LST No.
Local Sales Tax Number, a unique
identifier assigned to the service
provider for local sales tax purposes.
CST No.
Central Sales Tax Number, used for
tracking sales tax on interstate
transactions.
PAN No
Permanent Account Number of the
supplier for income tax purposes.
Service Tax Number
The service provider's Service Tax
Number for tax compliance and
tracking.
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VAT Registration No.
The service provider's Value Added
Tax registration number for VAT
compliance and tracking.
GSTIN
Goods and Services Tax Identification
Number, a unique number assigned to
the service provider under the GST
regime for GST-related transactions.
MSME No.
The service provider 's registration
number under the Micro, Small, and
Medium Enterprises Development Act
for identifying and benefiting smaller
enterprises.
Favouring / Payee
The name in which payments should
be made out to the service provider to
ensure checks and payment
instruments are correctly addressed.
Remarks
A free-text area for additional notes or
comments about the service provider,
such as special instructions or past
issues.
Active*
Indicates whether the service provider
is currently active and available for
transactions. Inactive suppliers are
not available for new transactions.
Constitution
Describes the legal structure of the
service provider 's business, such as
sole proprietorship, partnership, LLC,
or corporation.
C & F Agent
C & F Agent means Carrying and
Forwarding Agent. This field identifies
if the service provider also acts as a
carrying and forwarding agent,
responsible for the logistics and
distribution of goods. Checkmark, if
yes.
Contact Details: Enter the contact details such as mobile number, e-mail
address, postal address, etc.
Grid
Tax Deduction: Information on applicable tax deductions for transactions with
the service provider, ensuring compliance with tax regulations.
Documents: Add important documents related to the service provider, such as
contracts, certifications, and correspondence.
ITR Compliance: Ensures that the service provider is compliant with Income
Tax Return (ITR) filing requirements, including records of submitted ITRs.
3. Click Create.
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16.12.10 Material Buyer
The Material Buyer sub-menu is used to create and manage material buyers who
are third-party entities or individuals who purchases excess, leftover, or scrap
materials generated from construction projects. These buyers are usually
involved in recycling or reselling the scrap materials, thereby providing a way for
construction companies to dispose of unwanted materials in an environmentally
responsible and economically beneficial manner.
To create a material buyer, follow the below steps:
1. Navigate to Facilities > Masters > Material Buyer > Material Buyer List >
Create Material Buyer
2. Once you click Create Material Buyer, you will be prompted to fill in and
select the necessary details
Supplier Details
Field
Explanation
Buyer Name
The official name of the material
buyer or buying company.
Print Name
The name of the material buyer as it
should appear on printed documents,
invoices, and reports.
Buyer Code
A unique identifier or code assigned to
each material buyer for easy
reference and tracking within the ERP
system.
Vendor Type
Classification of the buyer, typically
set as "Scrap Buyer" to distinguish
them from other types of vendors.
Contact Name
The name of the primary contact
person within the buyer's organization
who handles communications and
transactions.
Rating
A performance rating based on past
interactions, reliability, payment
timeliness, and other criteria to aid in
evaluating the buyer.
LST No.
The Local Sales Tax registration
number of the material buyer,
necessary for local tax compliance and
record-keeping.
CST No.
The Central Sales Tax registration
number for transactions involving
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sales across different states or
regions.
PAN No / Tax Id.
The Permanent Account Number
(PAN) or other tax identification
number used for tracking financial
transactions with the material buyer.
VAT Registration No.
The Value Added Tax registration
number required for VAT compliance
on the sale of goods and services.
Excise Duty No.
The excise duty registration number,
if applicable, for compliance with
excise duty regulations.
GSTIN
The Goods and Services Tax
Identification Number, essential for
transactions under the GST regime.
MSME No.
The identification number if the buyer
is registered as a Micro, Small, or
Medium Enterprise, which may qualify
them for certain benefits.
Favouring / Payee
The name to whom payments should
be made, ensuring payments are
directed to the correct entity or
individual.
Remarks
Additional notes or comments about
the material buyer, including any
special instructions or past issues.
Active
Status indicating whether the material
buyer is currently active or inactive in
the system, helping to manage active
vendor lists.
Documents: Add important documents related to the buyer, such as contracts,
certifications, and correspondence.
3. Click Create.
16.12.11 Material Role Mapping
Material Role Mapping involves assigning specific roles to different users or
groups related to material management.
To map an application role with material / asset, follow the below steps:
1. Navigate to Facilities > Masters > Material Role Mapping > Material/Asset
Type Role Mapping List> Click Create Material/Asset Type Role Mapping
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2. Once you click Create Material/Asset Type Role Mapping, you will be
prompted to select the necessary details such as material/asset
type/subtype and then map the application role.
16.12.12 Rate Master
The Rate Master feature allows users to set rates for materials, labour, and assets. This
feature enables precise management of costs and pricing.
To create a Rate Master, follow the below steps:
Step 1: Navigate to Facilities > Masters > Rate Master
Step 2: Using the filter, select the desired Project and Sub-Project. Then, specify the Item
Type, Category, Sub-Category, and click Go.
Step 3: After applying the filters, navigate to the bottom of the filter panel. In the extreme
right column, locate and click on the Edit option. Specify the effective date for the rate to
become active, enter the rate for the selected material, labour, or asset, and choose the
appropriate unit of measurement. Finally, click the Update button to save the changes.
16.13 Utilities
16.13.1 Budget
Upload budget details for multiple projects. This helps ensure that financial planning is up-to-
date and consistent.
To upload budget details for multiple projects, follow the below steps:
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1. Navigate to Facilities > Utilities > Budget > Bulk Upload Budget
2. Upload a file. Before you do so, download the template first and ensure that the budget data
is prepared in the prescribed format
3. Click Upload Sheet and choose a sheet name. In case there are multiple sheets in your Excel
file, the names of sheet will automatically reflect. Choose the desired sheet name.
4. Then Select a project and click Show.
5. Checkmark and select the sub projects to which the budget will be uploaded. There is also
an option to overwrite existing budgets, allowing for complete replacement of previous data
with the new upload.
16.13.2 BOQ
BOQs are quite detailed and are generally prepared in Excel sheets. Uploading them
manually to the In4Suite system will consume significant time. Users can upload the entire
Excel sheet with BOQ details effortlessly provided the data is in the same format as
prescribed the template that can be downloaded from the BOQ interface.
There are also situations when you have to make numerous changes to the BOQ on the
In4Suite system. In that case, user would like to export the entire BOQ, make changes
offline and then import it. There can be multiple such use cases.
Before performing any import / export action, have a look at the following notes:
• BOQs can be created only at the Sub Project level.
• Existing BOQs at the Organization, Project, or Sub Project level can be exported,
modified with suitable changes, and then re-imported.
• BOQs in any status (except Cancelled/Rejected) can be exported. If a BOQ is
amended, the previously approved BOQ will be exported.
• Existing Sub Items/Resources cannot be deleted using Import BOQ.
• Newly added Sub Items/Resources will be imported to the Project/Sub Project.
Existing BOQs, Sub Item BOQs, and Resources will not be modified unless the user
checks the checkbox to modify.
• For Import/Export of BOQ by Floor/Unit, the entity must be selected against the
mapped Sub Projects.
• For Import BOQ with or without UOM, only 255 columns are allowed.
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Import
1. Navigate to Facilities > Utilities > BOQ > Bulk Upload BOQ > Choose ‘Import’ action.
You can also choose whether you want to update existing resources by
checkmarking Update Existing Resources.
2. Select whether you want to create a new BOQ or update an existing BOQ from the
Create / Update BOQ * field
3. Select a Project and Sub Project, then select a Work Category
4. Choose a file that you want to import by clicking Choose File under File to Import*
5. Finally, enter a name for the sheet under the Excel Sheet Name field, and click
Validate.
Export
1. Navigate to Facilities > Utilities > BOQ > Bulk Upload BOQ > Choose ‘Export’ action.
You can also choose whether you want to export it with a unit of measurement
(UOM) or Without UOM.
2. Choose a work category using the BOQ filter that includes selecting Project, Sub
Project, Work Category, Work Sub Category, BOQ Name, BOQ Description, and
BOQ ID.
3. Once you have selected the above search parameters, click Show, then select the
BOQs below and click Download.
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16.13.3 Sales Stock
Builders often start marketing and selling units even before construction begins. Sales are
linked to construction progress. For example, a customer who has signed up for a unit will
receive a notification to pay the first instalment when the first slab is completed, and
subsequent payments will follow as construction advances. As a strategy, therefore, sales
are closely tied to engineering progress.
Data maintained offline does not need to be manually entered into the In4Suite system.
Instead, users can download a template from the Sales Stock interface, modify the data in
the specified format, and import it directly into the system.
To perform sales stock upload action, follow the below steps:
1. Navigate to Facilities > Utilities > Bulk Upload > Sales Stock > Bulk Upload Sales
Stock.
2. Select a Project and Sub Project
3. Choose a file that you want to import by clicking Choose File under File to Import*
4. Finally, enter a name for the sheet under the Excel Sheet Name field, and click
Upload.
16.13.4 Templates
Agreements for customers can be created as a template and uploaded to the Templates
section.
To upload a template, follow the below steps:
1. Navigate to Facilities > Utilities > Templates > Sales Document Template List
2. Select the project and sub project from the drop-down lists of the Project and Sub
Project fields, then click Go.
3. Click on Add Documents, then upload the template and click Upload.
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16.13.5 Bulk Assign PLC
Many customers will have certain preferences in mind when choosing a unit. Such units that
are attractive are in high demand and sell at premium called PLCs or Preferential Location
Charges. Using Bulk Assign PLC, users can effortlessly map the PLCs to units.
To assign PLCs to units, follow the below steps:
1. Navigate to Facilities > Utilities > Bulk Assign PLC > Bulk Assign PLCs To Units
2. Choose a sub project or units using the filter. The filter has the following different
fields to choose from or enter details into:
Fields
Explanation
Project *
Select the main project to which the units
belong
Sub Project *
Select a specific sub-project or phase within
the main project
Unit Type
Choose the type of unit you are looking to
assign PLCs to
Sales Status
This field allows users to filter units based
on their sales status. Sales statuses might
include options like 'Available', 'Sold',
'Reserved', etc.
Show Units With
This field provides additional filtering
options to show None, All or Selection
Units.
Fl.No / St.No
This field allows users to enter specific floor
numbers or street numbers. This helps in
targeting units located on particular floors or
streets within the sub-project.
Floor Type
Users can filter units based on the type of
floor they are on. Floor types might include
'Ground Floor', 'First Floor', 'Penthouse',
etc.
Sort On
This field provides options for sorting the
units in a specific order, such as by
saleable area, unit type, floor type, etc., to
make the selection process easier and
more efficient.
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Area Type
Users can filter units based on the type of
area they are located in. Area types might
include Common, 'Saleable', etc.
3. Once you have selected and/or entered the essential search parameters, click Go.
4. You will see PLC Type and unit details, allowing you to map the PLC Type to the
corresponding units.
16.13.6 Contractor WO Copying
Some work orders, which are official orders to commence work for a contractor, may have
common BOQs and/or terms and conditions that need not be created each time, as it
consumes a lot of time. Instead, a developer may use the Contractor Work Order Copying
functionality to replicate some or all components of a work order to others.
To copy a contractor work order, follow the below steps:
1. Navigate to Facilities > Utilities > Contractor WO Copying
2. Select an existing work order using the filter. Choose from the Project, Sub Project,
Work Category, Contractor and Work Order Status drop-down lists. Then, click
Show.
3. From the list that appears, choose a work order and move the cursor to the top right
to choose what components of the work order you want to copy.
4. Choose a project click List Sub Projects
5. User will be able to see all sub projects with options to select a contractor(s) against
those sub projects. They can also enter start and end dates.
16.13.7 Maintenance Tax Utility
Description: To replace an existing (expired) tax with a new tax on maintenance.
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Follow the below steps to change tax percentage
1. Under From Tax, select Project, Sub Project, Entity Type, Tax Category and Tax
Sub Category from the drop-down lists
2. Under To Tax, select Tax Category, and Tax Sub Category.
3. Click Submit.
Note: The sub-tax categories must be different, or the action will fail. This is because you
are migrating the maintenance from one tax to another.
16.13.8 WO Tax Utility
WO Tax Utility allows users to update tax rates across multiple work orders quickly and
accurately. Look at this scenario: a new tax law is introduced, increasing the service tax rate
from 10% to 12%. The Utility tool allows the bulk update of all relevant financial records to
reflect this new rate, ensuring compliance without manual intervention on each record.
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Change of Tax Percentage
Description: To replace an existing (expired) tax with a new tax.
Follow the below steps to change tax percentage
4. Choose "Change of Tax Percentage".
5. Under From Tax, select Project, Sub Project, Work Order Type, Tax Category and
Tax Sub Category
6. Under To Tax, select Tax Category, and Tax Sub Category.
7. Click Go. Then, select a WO number from the list and click Submit.
Note: The sub-tax categories must be different, or the action will fail. This is because you
are migrating the work order from one tax to another.
Insert Tax
Description: To replace an existing tax with a new tax
Existing: To find a specific tax and insert a new tax (or CESS) attached to it in all work
orders of a selected project.
New: To add a new tax in all work orders of a selected project, regardless of the previous
taxes.
Follow the below steps to replace an existing tax with a new tax
1. Choose "Insert Tax".
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2. Under Existing Tax, select Project*, Sub Project, Work Order Type*, Tax Category
and Tax Sub Category
3. Under New Tax, select Tax Category*, and Tax Sub Category*.
4. Click Go.
Note: The tax sub categories have to be different. Else, the action will fail. Because you are
migrating the work order from one tax to another.
End Tax
Description: To close a tax and mark all certificates created up to the date of execution as
tax paid/committed.
To perform the above action, follow the below steps:
1. Choose "End Tax".
2. Then, select Project*, Sub Project, Work Order Type*, Tax Category and Tax Sub
Category
3. Click Go.
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16.13.9 PO Tax Utility
Description: To replace an existing (expired) tax with a new tax on purchases.
Follow the below steps to change tax percentage
8. Under From Tax, select Project, Purchase Order Type, Tax Category and Tax Sub
Category from the drop-down lists
9. Under To Tax, select Tax Category, and Tax Sub Category.
10. Click Go. Then, select a PO number from the list and click Submit.
Note: The sub-tax categories must be different, or the action will fail. This is because you
are migrating the purchase order from one tax to another.
16.13.10 Bank Detail(S)
Contractors, consultants, and even customers (in the case of refunds) need to be paid for
their services. To facilitate these payments, bank account details must be entered in the
Facilities > Utilities > Bank Detail(s).
To add bank account details, follow these steps:
1. Navigate to Facilities > Utilities > Bank Detail(s).
2. Choose a sub-project and click Go.
3. Click Create, and then click Add Row to enter the bank account details.
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4. Add the bank account details and click Update.
16.13.11 Receipts
When you have multiple receipt copies of a customer and not yet entered into the In4Suite
system, they can all be uploaded in bulk.
To bulk upload receipts, follow the below steps:
1. Navigate to Facilities > Utilities > Receipts > Receipt Bulk Upload
2. Download the template by clicking Download Excel Template and ensure the receipt
data is arrange in line with the prescribed format.
3. Choose whether it is at the Unit, Termsheet Or Termsheet With Unit Level
4. Choose a project and sub project and then upload all the receipts.
16.14 Termination
16.14.1 Work Order
Work Order under the Termination menu allows for cancellation or termination of
a work order assigned to a contractor / consultant. A work order can be
cancelled before approval, while termination is possible only after its verification.
The ideal stages are:
• Cancelled
• Approved
• Locked
• Verified
• Terminated.
16.14.2 Purchase Order
The Termination feature in Facilities allows for cancellation or termination of a
purchase order. A purchase order can be cancelled before approval, while
termination is possible only after its verification. The ideal stages are:
• Cancelled
• Approved
• Locked
• Verified
• Terminated.
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16.14.3 Internal Work Order
Internal Work Order under the Termination menu allows for cancellation or
termination of an internal work order. An internal work order can be cancelled
before approval, while termination is possible only after its verification. The ideal
stages are:
• Cancelled
• Approved
• Locked
• Verified
• Terminated.
16.15 Portal
16.15.1 About Portal
The Portal menu offers a comprehensive set of features to manage customer interactions
effectively. This section introduces the various functionalities available:
• Home Page: Configure the homepage display layout for customers.
• Send Credentials: Send user ID and password to customers.
• Login Configuration: Set login details for user access.
• Menu Configuration: Customize the Facilities portal menu.
• Home Page Images: Set an image slider for the portal.
• Contacts Category: Define contact categories.
• Contacts Master: Provide contact details to tenants/customers.
• Ticket Category Mapping: Map ticket categories for issue tracking.
• Banners: Set advertisement banners for the homepage and top frame.
• Broadcasting: Send notification messages to tenants/customers.
• FAQs: Add frequently asked questions for users on the homepage.
• News: Enter news items to display on the homepage.
• Inbox: View tickets raised by tenants/customers.
These features help streamline communication, provide essential information, and enhance
the user experience for customers using the portal.
16.15.2 Licensing/Send Credentials
This functionality enables the facilities manager to control the portal including login
credentials (username and password). This is typically used when a new customer is
onboarded or if a customer forgets their password.
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The following actions can be performed:
• Enable Portal for Users
• Send Login Details for Enabled Users
• Disable Portal for Users
• Enable App for Users
• Disable App for Users
To perform any of the above actions, follow the below steps:
1. Navigate to Facilities > Portal > Licensing/Send Credentials
2. Go to the Action to Perform field and once of the above options based on the need.
Enter a customer name and click Go. Alternatively, choose an action and directly
click Go. You will see the list of all customers.
3. Select a customer and click Submit.
Note: Any user who has been enabled for portal or app access will be considered a licensed
user. Licensing ensures that only authorized users have access to the portal and app
features, maintaining security and compliance. Enabling a user as a licensed user may have
implications for licensing costs and usage limits, depending on the terms of your software
agreement.
16.15.3 Login Configuration
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This feature allows the owner to set up and customize the login process for customers.
To configure the login menu, follow the below steps
1. Navigate to Facilities > Portal > Login Configuration
2. The Login Configuration include the following sections and fields within.
a. Header Panel
i. Text
ii. Background Color
iii. Font Family
iv. Font Size
v. Font Weight
vi. Font Color
b. Footer Panel
i. Text
ii. Background Color
iii. Font Family
iv. Font Size
v. Font Weight
vi. Font Color
c. Main Panel
i. Text
ii. Background Color
iii. Font Family
iv. Font Size
v. Font Weight
vi. Font Color
d. Button
i. Text
ii. Background Color
iii. Font Family
iv. Font Size
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v. Font Weight
vi. Font Color
e. Login tabs
i. Background Color
ii. Font Color
f. Menu Panel
i. Background Color
ii. Font Color
g. Social Media
h. Others
i. Form Width
ii. Login Text
iii. Password Text
iv. Link Color
v. Logo Navigate URL
vi. Logo Path*
vii. Preview (Logo)
3. Click Preview / Update.
16.15.4 Menu Configuration
Menu Configuration allows the owner to configure the navigation menu for customers. They
can choose which menu items (e.g., Home, Tender, Work Orders, Advance, Invoice, etc.)
will be visible and accessible to the customers. This ensures that customers only see the
functionalities relevant to their role.
To configure the customer menu, follow the below steps
1. Navigate to Facilities > Portal > Menu Configuration
2. Once you are on the Menu Configuration page, search for the customer using the
filter options, which include fields such as Customer, Project, etc. Alternatively, you
may click Go without filling in or selecting any field in the filter if you want to configure
the customer menu for all customers. In this case, after clicking Go, checkmark
Select All in the Select Customer field
3. Once you find the customer, checkmark and select from the list of menu items which
will be visible on the customer’s portal.
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4. Click Update.
16.15.5 Home Page Images
Owners can upload and manage images displayed on the customer portal’s home page.
This could include promotional banners, project images, or any other relevant visuals.
To upload an image, follow the below steps:
1. Navigate to Facilties > Portal > Home Page Images.
2. Move the cursor to the top right and click Add Images.
3. Enter the Title, Navigate Url, validity dates, and Description. Click Choose File, select
a file from the local storage, and then click Open.
4. Click Submit.
16.15.6 Contacts Category
This allows owners to categorize contacts into different groups (e.g., project managers, site
supervisors). It helps in organizing and filtering contacts for easier access and management.
To add a contact category, follow the below steps:
1. Navigate to Facilities > Portal > Contacts Category.
2. Move the cursor to the top right and click Add Contacts Category.
3. Enter the Category Name.
4. Click Submit.
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16.15.7 Contacts Master
This feature is used to manage the list of contacts relevant to the contractor. It includes
details such as names, roles, phone numbers, and email addresses. It serves as a directory
for contractors to find and connect with the appropriate personnel.
To add a contacts master, follow the below steps:
1. Navigate to Facilities > Portal > Contacts Master
2. Move the cursor to the top right and click Add Contact.
3. Select the Category and the employee name who will be the point of contact for the
customer from the Employee Name field. Enter the Display Name, Phone Number,
Email ID, and FAX.
4. Click Submit.
16.15.8 Ticket Category Mapping
Ticket Category Mapping allows the manager to assign ticket categories to employees.
To map a ticket category to an employee, follow the below steps:
1. Navigate to Facilities > Portal > Ticket Category Mapping
2. Choose a project and then click Go.
3. Click Modify.
4. Choose the category and the employee to whom the ticket category is to be mapped.
5. Click Update.
Home
16.15.9 Banners
This section allows the creation and management of promotional banners displayed on the
portal’s home page. Banners can be used to highlight special offers, updates, or important
announcements.
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16.15.10 Broadcasting
This feature enables sending broadcast messages or announcements to all users of the
portal. It can be used for important notifications, updates, or emergency alerts.
To create a broadcasting message, follow the below steps:
Navigate to Facilities > Portal > Home > Broadcasting
Go to the top right, click Add New.
Once you click Add New, you will be prompted to select and enter the necessary details
including the message. Write a name for the notification, choose country, state, and city,
then write the message and select the expiry from the calendar.
Click Create.
16.15.11 FAQ Category
Facility managers can create categories for frequently asked questions (FAQs) to organize
them by topic. This makes it easier for customers to find answers to common queries.
To add an FAQ Category, follow the below steps:
1. Navigate to Facilities > Portal > Home > FAQ Category
2. Move the cursor to the top right and click Add FAQ Category
3. Enter the Category Name and Description.
4. Click Submit.
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16.15.12 FAQ
This is where the actual FAQs are listed, categorized under the appropriate sections.
Customers can refer to this section to get answers to their questions without needing to
contact support.
To add an FAQ, follow the below steps:
1. Navigate to Facilities > Portal > Home > FAQs
2. Move the cursor to the top right and click Add FAQs
3. Choose a Category from the drop-down. Enter a Question and an Answer.
4. Click Submit.
16.15.13 News
This section allows developers to post news and updates related to the real estate projects,
company announcements, or industry news that contractors need to be aware of.
To add and post a news article, follow the below steps:
1. Navigate to Facilities > Portal > Home > News
2. Move the cursor to the top right and click Add Home News.
3. Enter the News Title and News Description, select the File Type (photo or video), and
choose the validity dates from the calendar. Click Choose File, select a file from local
storage, and then click Open.
4. Click Submit.
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Ticket Tracking System
16.15.14 Inbox
This is where received tickets are displayed. It allows administrators or support staff to view,
prioritize, and manage incoming support or maintenance requests from users.
1. Navigate to Facilities > Portals > Ticket Tracking System > Inbox.
2. The Ticket List screen is displayed. All existing tickets, along with their Ticket IDs
and related statuses, are displayed in a list.
3. To view a specific ticket, click on the respective Ticket ID link.
4. Once you land on the View Ticket Details, you will see the ticket details, including
the current status. The admin can change the status of a resolved ticket by clicking
on the Change Status link, selecting the appropriate status as per the workflow, and
then clicking Update Status to complete the step.
5. Users can also assign the ticket to another executive or user based on the nature of
the ticket in the Sub Ticket section.
16.15.15 Create Ticket
This feature allows users or administrators to create new support or maintenance tickets. It
includes providing details of the issue or request, categorizing it, and assigning it to the
relevant personnel for resolution.
1. Navigate to Facilities > Portals > Ticket Tracking System > Create Ticket.
2. The Customer List page is displayed. Select the project, sub project, and unit in the
filter panel, then click Go.
3. To create a new ticket for the selected unit, click on the icon.
4. The Create Ticket page is displayed with project, sub-project, and unit details
automatically selected. Select the Category, Sub-Category, Issue Type, and Issue
Sub-Type. Specify the Subject and Description, and attach a relevant document by
clicking on Choose File.
5. Select the customer's availability time and day on the right side of the screen, then
click Create to complete the process.
6. The ticket created can be tracked in the Ticket Tracking feature.
Reports
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16.15.16 Usage Statistics
This report gives insights into how customers are using the portal, including metrics such as
page views, time spent on pages, and overall engagement levels.
To see the report on usage statistics, follow the below steps:
1. Navigate to Facilities > Portal > Reports > Usage Statistics
2. Choose the dates and select how you want to view the report (Daily, Monthly, etc.)
under View by.
3. Click Show Report.
16.15.17 Frequently Used Pages
This report highlights the most frequently visited pages by customers. It helps in
understanding which sections of the portal are most valuable or need more attention.
To see the report on frequently used pages, follow the below steps:
1. Navigate to Facilities > Portal > Reports > Frequently Used Pages
2. Choose the dates and select how you want to view the report (Daily, Monthly, etc.)
under View by.
3. Click Show Report.
16.15.18 User Login/Logout
This report tracks login and logout activities of customers. It provides details on user access
patterns, peak login times, and can help in identifying any unusual login activities.
To see the report on user login/logout, follow the below steps:
1. Navigate to Facilities > Portal > Reports > User Login/Logout
2. Choose the dates
3. Click Show Report.
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16.15.19 Ticketing
Ticketing is designed to generate comprehensive reports on various aspects of ticket
management. Users can leverage this feature to gain insights into the priority level of tickets,
their current status, and the ratings received. These reports help in monitoring and
evaluating the performance and efficiency of employees in handling tickets, identifying
bottlenecks, and ensuring that high-priority issues are addressed promptly.
16.16 Search
The Search feature allows users to perform searches within the Purchase and Engineering
categories. This feature facilitates quick access to important documents, orders, and
records.
16.16.1 Purchase
16.16.1.1 Supplier Certificates
Search: Payment Certificate
Search for certificates related to payments made to suppliers.
Search: Advance Certificate
Search for certificates issued for advance payments to suppliers.
16.16.1.2 Purchase Orders
Search: Purchase Orders
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Locate and review purchase orders issued to suppliers.
16.16.1.3 Transfer Orders
Search: Transfer Orders
Search for orders related to the transfer of materials / assets between different locations or
projects.
16.16.1.4 Suppliers
Search: Suppliers
Find information about suppliers, including contact details and transaction history.
16.16.2 Engineering
16.16.2.1 Sub Project
Search: Sub Project
Category: Contractors
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Search for contractor details associated with sub-projects.
Category: Internal
Search for internal project documents and records.
Category: BOQ (Bill of Quantities)
Locate BOQ documents detailing the quantities of materials and labor required for
projects
Category: Star Material
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Search for key materials designated as critical or high-priority.
Category: Labour
Search for labor-related records and contracts.
16.16.2.2 Inventory
Search: Inventory
Category: Indent
Search for indents raised for material requisition.
Category: GRN (Goods Receipt Note)
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16.17.14.1 Material wise Transfer Summary Report
16.17.14.2 Material wise Transfer Summary Report
16.18 Communication
16.18.1 Reversal Credit Voucher
The Reversal Credit Voucher feature is used to reverse the bill of a customer. This is
necessary when a billing error needs to be corrected or an issued bill needs to be nullified.
To reverse or nullify a customer bill, follow the below steps:
1. Navigate to Facilities > Communication > Reversal Credit Voucher
2. Choose Unit or Termsheet on the filter panel, depending on how the customer is
being charged.
3. Choose a project, sub project, etc., and click Go. You may also search for the bill by
selecting the invoice period range.
4. Choose the certificate / credit voucher that needs to be reversed or nullified and click
Submit.
16.19 Tendering
16.19.1 Tender Document
This is the initial stage where the facilities management company prepares a document
outlining the project details, specifications, terms, and conditions.
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Pre-requisites
• Configure the display number settings for the tender document in Home > Admin >
Configure display number > Tender document.
• Define the workflow for the tender document entity in Home > Admin > Workflow >
Tender document.
To create a tender document, go to Facilities > Tendering > Tender Document, then click
Create Tender Document and fill in Project Details, Work Category Details and Tender
Details.
Project Details
Fields
Explanation
Project
Select the project from the drop-down menu
Sub Project
Click on Add New and select the Sub Project against which you want to
float a tender
Service
Intent
Scope of
Work
Type the scope of work: the list of work activities that contractors are
obliged to do
Work Category Details
Click on Add New. A new dialogue box, Work Category, opens. Select the work category
from the drop-down menu.
Note: The work categories that you see in the down-down list all come from the master list.
You will first create a work category by going to Facilities > Masters > Master Tables, then
selecting Work Category Type Master and clicking Go.
On the top right, click Create and fill the following fields, accordingly.
Tender Details
Fields
Explanation
Tender
Document
Template
Choose the template from the drop-down menu
Tender Title
Enter the title given to the construction project for which bids or tenders
are being solicited
Tender
Document Date
Select the date on which the tender document is to be issued to
potential bidders or contractors
Tender Open
Date
Select the date when the submitted bids or tenders are officially opened
and publicly disclosed
Tender Type
Choose the tender type from the drop-down menu
Contract Type
Choose the contract type from the drop-down menu
Tender To Be
Forwarded By
Tender
Forwarded To
Entity or department to which the tender documents should be sent. It
provides the address or contact details for the submission of bids or
tender
Tender
Available At
Refers to the location where the tender documents can be obtained. It
might be a physical location, such as the office of the issuing
organization, or online where digital copies can be downloaded
On Behalf Of
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Remarks
Any additional comments, clarifications, or important information that
bidders need to consider while preparing their bids.
Tender
Available From
Start date when the tender document will be made available to
prospective bidders.
Tender
Available To
Closing date or deadline for obtaining the tender documents.
After filling out the tender document, carefully review the details, and then click on the
Create button. Upon clicking the Create button, you will see BOQ menu options enabled at
the top. Go to the BOQ menu and select at least one BOQ that will go along with the tender
document to potential bidders.
To add a BOQ, click Add BOQ. Now, select the project against which you have created the
BOQ from the drop-down menu. If you have multiple BOQs listed, you can refine your
search by filtering at the Work Category and Work Sub Category levels. You can also filter
BOQs using BOQ ID and BOQ Name.
Note: The BOQs that you see in the down-down list all come from the master list. You will
first create BOQs by going to Engg > Masters > BOQ, then clicking Create BOQ… Click
here to know how to create BOQ.
The menu bar at the top has the following menu items:
Tender Document Details: View tender document details such as project details, work
category details, tender details and audit trail.
BOQ: Add and view BOQ details
Material, Labour, Assets: Shows the material, labour, and assets data categorically from
the BOQ
Documents: Attach and upload all necessary files and paperwork related to the tender. To
do it, click the Add New button; choose the file from your local storage; add remarks; and
Click on 🖫 to save the document.
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Checklist: Ensure the completeness and accuracy of the entire tendering journey by
creating a checklist. To do so, click Add New, select the checklists you want to follow, click
Accept Selected, and then click Update.
Note: Tender checklist comes from the master data that you can create by going to Engg >
Master > Master Tables. Select Tender Document Checklist Master, click Go, and then
click Create, which will prompt a new window to open. There, enter the checklist name and
click Create.
On the same Master Table, you can also edit or delete the checklists by navigating to
Actions on the right side of the window.
View Amendments: Track changes and their statuses (Draft, Submitted, Approved,
Amended & Submitted, Amended and Approved) for change / amendment lifecycle in just a
click.
Once you have added the BOQ, navigate to the Status section and choose Submitted. The
document will then be forwarded to the designated authority responsible for approving
requests, as per the approval hierarchy.
16.19.2 Expression Of Interest
Contractors interested in participating in the tender process submit an Expression of Interest.
This document typically includes information about the contractor's qualifications,
experience, and their intention to bid on the project.
Pre-requisites:
• Configure the display number settings for the Expression of Interest entity under
Home > Admin > Configure display number > Expression of Interest.
• Define the workflow for the Expression of Interest entity under Home > Admin >
Workflow > Expression of Interest.
Navigation:
Facilities > Tendering > Expression of Interest
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To create an Expression of Interest, follow the below steps:
Step 1: Under Tender Document No, click Select and choose any desired tender
document from the list and clicks on Accept Selected.
Note: Under Tender Document No, only the approved records will be displayed.
Step 2: Under Contractors/Consultants, click Add New, select a contractor or consultant that
has expressed interested and click Accept Selected.
Note: Only those contractors whose expertise match with the work category selected
in the tender document will be visible under Contractors/Consultants.
Step 3: Under Document, add any related document. Click Add New, choose a file and click
Update.
Step 4: Click Create. Once created, it will be in the Draft status. To change the status, scroll
above and click Change Status, select Submitted and click Update Status. It goes to the
authority who has been authorized to decide whether to accept or reject.
Approval of EOI:
Users can approve the records only if the workflow is defined for the respective login user
(Application roles).
16.19.3 Contractor Response
After you invite contractors/consultants to express their interests in a project, the response
from them can be either positive or negative.
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Navigation:
Facilities > Tendering > Contractor response
To record a contractor response, follow the below steps:
Step 1: Select a project using the filter. You may select using either project, EOI Display No,
or Tender Document No. Then, click Go.
Step 2: Select the contractor or consultant.
Note:
a. Only contractors providing positive responses will appear in the pop-up page, and
the selected contractor should be added to float tender upon clicking Accept
Selected.
b. Negative response contractors will also be listed when searching in the "search all"
option. Users should be able to add those specific contractors to the float tender
with an alert indicating "following contractors have responded negatively."
After floating the tender to the contractor, modify the response as necessary.
16.19.4 Float Tender
The float tender is the period during which contractors can ask questions or seek clarification
about the tender documents. This helps ensure that all bidders have a clear understanding
of the project requirements.
Pre-requisite:
Define the work flow for the Float tender entity under Home > Administration > Work flow >
Float Tender.
Navigation
Facilities > Tendering > Float Tender > Float Tender List
To create a float tender, follow the below steps:
Step 1: Go to Facilities > Tendering > Float Tender > Float Tender List > Click Create
Float Tender
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Step 2: Fill in the page with basic details
Basic Details
Fields
Explanation
Tender Doc No.
Upload tender document. Click Select and
search for the document using the filter
(project, sub project, work category, tender
document date range, tender document
number, etc.). Click Go, choose a document and
click Accept Selected.
Project
Automatically populated from the Tender Doc
No.
Sub Projects
Automatically populated from the Tender Doc
No.
Float Tender Title
Give a descriptive title for the tender.
Float Tender Date
Pick a date to float the tender from the
calendar
Remarks
Add any remarks, if applicable.
No Of Contractors/Consultants
Automatically shown when you select
contractors/consultants under Add
Contractor/Consultant
Add Contractor / Consultant
Select contractors/consultants to be added to
the tender.
Step 3: Click Create.
Note:
1. User can approve the records only if work flow is defined for the respective login user
(Application roles)
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2. Once tender is floated to the contractor, user can create tender receipt for the
contractor
16.19.5 Pre-Tender Estimate
The project owner may conduct a pre-tender estimate to have an idea of the anticipated cost
of the project. This estimate serves as a reference point during the evaluation of submitted
bids.
Pre-requisite:
Configure the display number settings for the Pre-Tender Estimate under Home >
Administration > Configure Display Number > Pre-Tender Estimate
Navigation:
Facilities > Tendering > Pre-Tender Estimate > Pre-Tender Estimate(PTE) List
To crate a pre-tender estimate, follow the below steps:
Step 1: Go to Facilities > Tendering > Pre-Tender Estimate > Pre-Tender Estimate(PTE)
List > Click Create PTE
Step 2: Upload a tender document by clicking Select under Tender Document No. Click Select
and search for the document using the filter (project, tender document number, etc.). Click
Go, choose a document and click Accept Selected.
Step 3: Add any remarks, if applicable
Step 4: Once you have created Pre-Tender Estimate, navigate to the Status section and
choose Submitted. The document will then be forwarded to the designated authority
responsible for approving requests, as per the approval hierarchy.
Gross amount calculation in PTE:
i) Total BOQ amount = BOQ Qty * BOQ Rate (for individual BOQ's)
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ii) Calculate Tax Factor (For inclusive taxes only) = 1 + (% Of Amount/100 * Tax %/100)
iii) PTE Base value = PTE BOQ amount / Tax factor
iv) Calculate Inclusive and exclusive taxes on Base value to obtain individual tax amounts.
v) PTE Gross Value = PTE Base Value + Total Tax amount
Or
PTE Gross Value = PTE Value + Total Tax exclusive amount
Users can add desired Tax Category, Tax Percentage, Tax Type (Inclusive/Exclusive), and
% Of Amount.
Inclusive tax calculation should occur as follows:
1. Finding the Tax Factor from the Inclusive Taxes:
Let Tax Factor = 1 (default)
➔ Tax Factor = Tax Factor + (% of amount * tax percentage)
2. Finding the Base Value:
Let Base Value = Total BOQ amount / Tax Factor
3. Determining Tax Amount for all-inclusive and exclusive taxes:
Tax Amount = (Base Value * applied on %) * tax percentage
Note: User can approve the records only if work flow is defined for the respective login user
(Application roles)
16.19.6 Tender Opening Form
At the specified date and time, the project owner opens the submitted tenders in a formal
process. The tender opening form records details such as the names of contractor /
consultant, bid amounts, and any other relevant information.
Pre-requisite:
Configure the display number settings for the tender opening form entity under Home >
Admin > Configure Display Number > Tender Opening Form.
Navigation:
Engg > Tendering > Tender Opening Form
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To create a tender opening form, follow the below steps:
Step 1: Go to Facilities > Tendering > Tender Opening Form > Tender Opening Form List
> Click Create Tender Opening Form
Step 2: Input the details
Fields / Details
Explanation
Tender Document No
Upload tender document. Click Select and
search for the document using the filter
(project, tender document number, etc.). Click
Go, choose a document and click Accept
Selected.
Project
Automatically populated from the Tender Doc
No.
Work Category
Automatically populated from the Tender Doc
No.
Tender Opening Date
Select tender opening date from the calendar
and set the time of tending opening
Remarks
Add any remarks, if applicable
Employee Details:
Click on Add New and search for employee
using search bar. Select the employee and click
Add. Employee details are added to assign
responsibilities, communicate with relevant
personnel, and track tender process.
Contact Details:
Click Add New. Select a contact and click Add.
Tender Details:
enter the tender value of the respective
contractor under tender details
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16.19.7 Tender Receipt
After opening the tenders, the project owner acknowledges receipt of each bid. This step
ensures that all bids are accounted for and entered into the evaluation process.
Pre-requisites:
1. Configure the display number settings for the Tender Receipt entity under Home > Admin >
Configure Display No > Tender Receipt.
2. Configure the display number settings for the Tender Receipt entity under Home > Admin >
Configure Workflow > Tender Receipt.
Navigation:
Facilities > Tendering > Tender Receipt
To create a tender receipt, follow the below steps:
Step 1: Go to Facilities > Tendering > Tender Receipt List > Click Create Tender
Receipt
Step 2: Input the details
Fields / Details
Explanation
Tender Document No
Upload tender document. Click Select and
search for the document using the filter
(project, tender document number, etc.). Click
Go, choose a document and click Accept
Selected.
Project
Automatically populated from the Tender Doc
No.
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Sub Project
Select a sub project from the drop-down list
Contractor/Consultant *
Select a contractor or consultant from the
drop-down list
Float Tender No.
Automatically populated from the Float Tender
phase
Valid From Date *
Valid To Date *
Specify the date from and until which the
tender is valid from the calendars.
Remarks
Add any remarks, if applicable
Gross amount calculation in Tender receipt:
1. Calculate the Total BOQ amount by multiplying the BOQ Qty with the BOQ Rate for
individual BOQs.
2. Calculate the Tax Factor for inclusive taxes using the formula: 1 + (% Of Amount / 100 * Tax
% / 100).
3. Determine the Tender receipt Base value by dividing the Tender receipt BOQ amount by the
Tax factor.
4. Calculate the inclusive and exclusive taxes on the Base value to obtain individual tax
amounts.
5. Compute the Tender receipt Gross Value by adding the Tender receipt Base Value to the
Total Tax amount.
Alternatively,
Tender receipt Gross Value can be calculated as either:
• Tender receipt Base Value + Total Tax exclusive amount OR
• Tender receipt Value + Total Tax exclusive amount.
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Note:
1. All BOQs included in the tender document for the selected subproject will be listed on the
page, with only the rate column editable. When a user enters the rate, the application will
automatically calculate the BOQ amount as (BOQ amount = BOQ QTY * BOQ Rate).
2. An Import link will be visible on the left side of the Tender Receipt View page, allowing users
to import rates from an Excel file.
3. The application will validate the imported Excel file against the version exported from the
tender document page. Values will only update in the application when the versions match.
For example, if the tender document is amended and approved, the user must re-export the
Excel file from the tender document page and import the same Excel with the user-defined
rates in the tender receipt.
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4. The individual BOQ amounts will be summed up and displayed in the Total BOQ amount
field across all pages of the tender receipt.
Users can add their desired Tax Category, Tax Percentage, Tax Type (Inclusive/Exclusive),
and Percentage of Amount.
For Inclusive tax calculation:
1. Finding the Tax Factor from the Inclusive Taxes:
Begin with Tax Factor = 1 (default).
Update Tax Factor = Tax Factor + (% of amount * tax percentage).
2. Finding the Base Value:
Determine Base Value = Total BOQ amount / Tax Factor.
3. Calculating Tax Amount for all-inclusive and exclusive taxes:
Tax Amount = (Base Value * applied on %) * tax percentage.
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1. Users can view all master-driven Commercial Qualifications and Technical
Qualifications, along with Modify and Cancel buttons.
2. Users have the capability to modify and input remarks beside each Technical &
Commercial Qualification. Additionally, they should be able to update the record
accordingly.
Note:
User can approve the records only if work flow is defined for the respective login user
(Application roles)
Once tender receipt is created, user can create the rate comparison
16.19.8 Rate Comparison
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The submitted bids are thoroughly reviewed and compared based on various factors, such
as cost, timeline, and compliance with project specifications. The rate comparison helps in
selecting the most suitable contractor for the project.
Pre-requite:
Define the work flow for the rate comparison entity under Home > Admin > Configure
WorkFlow > Tender Rate Comparison
Navigation:
Facilities > Tendering > Rate Comparison
To create a rate comparison, follow the below steps:
Step 1: Go to Facilities > Tendering > Rate Comparison > Rate Comparison List > Click
Create Rate Comparison
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Step 2: Fill in the page with rate comparison details
Fields / Details
Explanation
Tender Document No
Upload tender document. Click Select and
search for the document using the filter
(project, tender document number, etc.). Click
Go, choose a document and click Accept
Selected.
Tender Date
Automatically populated from the Tender Doc
No.
Tender Type
Automatically populated from the Tender Doc
No.
Tender Available From
Tender Available To
Automatically populated from the Tender Doc
No.
Project
Automatically populated from the Tender Doc
No.
Sub Project
Automatically populated from the Tender Doc
No.
Remarks
Add any remarks, if applicable
Work Category Details
The specifics of the work category under tender
process are automatically populated from the
tender document.
Contractor/Consultant Details
This section displays the rate comparison of
contractors or consultants across rounds.
Step 3: Click Create.
Step 4: Scroll up and change the status to Submitted. But before you do it, you will have to
select a vendor first. To select a vendor, go to Vendor Selection tab on the same page,
click Modify, select a vendor and click Update.
Now, come back to the Logic Note Comparison tab, add remarks and change the status to
Submitted. It will then go to the authority who has been authorised to approve or reject the
request.
Note 1: You cannot select more than one vendor under Vendor Selection.
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Note 2:
a) Users can access all tender documents and rate comparison details from the Rate
Comparison tab.
b) When a user selects the vendor selection link, the page should navigate to the Comparisons
page where users can compare the rates of contractors based on the selected criteria.
c) Users can modify and select vendors for whom they wish to issue the Work Order (WO).
16.19.9 Tender Link To WO
Once a contractor is selected, the project owner issues a work order to them. The work order
outlines the project scope, timelines, quantity, rate and any other relevant details. This step
formalizes the agreement between the builder (project owner) and the contractor who has
been awarded the tender.
To link a tender to Work Order (WO), follow the below steps:
Step 1: Search for a tender using the filter and click Go. Select tender and click Next. Upon
selection, the page will navigate to the next page displaying all Bill of Quantities (BOQ)
information related to that particular tender document. Scroll to the bottom of the page, you
will find Create Work Order button.
Note:
1. You can also create work orders from this page, and they will initially be in draft
status once created unless you go to the Status and change it to Submitted.
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2. Application will not allow to create the work order through tendering if the
category/sub work categories do not exist in the subproject budget (Navigation: Engg
> Projects > Budget > Sub Category Budget.
16.20 Quotation
16.20.1 RFQ
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The RFQ process is the initial step in procuring goods or services. The purchase
department sends out an RFQ to multiple suppliers to obtain their pricing, terms,
and conditions for the required items.
To create a quotation, follow the below steps:
1. Navigate to Facilities > Quotation > RFQ > Request For Quotation List >
Create RFQ
2. Once you click on Create RFQ, you will be prompted to fill in and select
the necessary details
Fields
Explanation
RFQ Title*
The title or name of the RFQ for easy
identification and reference.
RFQ Date*
The date on which the RFQ is created.
Company*
The name of the company issuing the
RFQ.
Project*
The project for which the RFQ is being
issued.
Sub Project
An optional field to specify a sub-
project within the main project, if
applicable.
Material/Asset From
Select whether the RFQ is for
materials or assets, pulling options
from the Material Master or Asset
Master.
Material Type
The general category of the material
required (e.g., concrete, steel).
Material SubType
A more specific classification within
the material type (e.g., reinforced
concrete, structural steel).
Material
Detailed description or specification of
the material or asset needed.
Bidding Start Date
The date when the bidding process
starts and suppliers can begin to
submit their quotations.
Bidding End Date
The deadline by which all bids must
be received.
Brand
The preferred brand or manufacturer
of the material, if applicable.
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3. Click Go.
16.20.2 Quotation
Create a Quotation with RFQ
This involves creating a quotation within the ERP system based on the responses
received after sending the RFQ. The quotation will document the specifics of a
supplier's offer.
To create a quotation with RFQ, follow the below steps:
1. Navigate to Facilities > Quotation > Quotation > Quotation List > Create
Quotation with RFQ
2. Once you click on Create Quotation with RFQ, you will be prompted to fill
in and select the necessary details
Field
Explanation
Quotation No
A unique identifier or number
assigned to the quotation for tracking
and reference.
Quotation Type
Specifies the type of quotation (e.g.,
standard, revised, special).
RFQ*
The RFQ reference number that this
quotation is responding to.
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Supplier Reference Number*
A unique number or code provided by
the supplier for their quotation.
Supplier*
The name of the supplier providing
the quotation.
Supplier Code
A unique code assigned to the
supplier within the ERP system.
Valid From*
The start date from which the
quotation is valid.
Version*
The version number of the quotation,
useful for tracking revisions.
Status
The current status of the quotation
(e.g., draft, submitted, approved,
rejected).
Add Material / Asset
This section appears once an RFQ is selected. It is presented in a grid format
and includes a list of materials or assets from the RFQ, allowing the purchaser to
enter specific details such as minimum quantity, maximum quantity, landed rate
(negotiated rate), lead time, etc., for each item.
Create a Quotation without RFQ
This feature allows the purchase department to create a quotation directly in the
system without issuing an RFQ, typically used when there is only one supplier or
the supplier from which the purchaser wants to buy is already finalized.
To create a quotation without RFQ, follow the below steps:
1. Navigate to Facilities > Quotation > Quotation > Quotation List > Create
Quotation without RFQ
2. Once you click on Create Quotation without RFQ, you will be prompted to
fill in and select the necessary details
Field
Explanation
Company
The name of the company issuing the
quotation.
Project*
The project for which the quotation is
being issued.
Material/Asset From
Indicates whether the item is a
material or an asset, choosing from
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the Material Master, Asset Indent or
Material Indent.
Material/Asset Type*
The general category of the material
or asset required (e.g., construction
materials, equipment).
Material/Asset SubType*
A more specific classification within
the material or asset type (e.g.,
cement, machinery).
Material/Asset*
Detailed description or specification of
the material or asset needed.
Brand
The preferred brand or manufacturer
of the material or asset, if applicable.
Status
The current status of the quotation
(e.g., draft, submitted, approved,
rejected).
Quotation Date*
The date on which the quotation is
created.
Supplier Reference Number*
A unique number or code provided by
the supplier for their quotation.
Supplier*
The name of the supplier who has
been finalized for supplier the material
/ asset.
Quotation Type
Choose the type of quotation:
Domestic or Import.
Valid From*
The start date from which the
quotation is valid.
Valid Till*
The end date until which the quotation
is valid.
Documents
Upload the relevant documents
3. Click Go.
4. Click Create.
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16.20.3 Rate Comparison
Rate comparison is a tool that allows the purchase department to compare rates
based on multiple parameters.
To create a rate comparison sheet, follow the below steps:
1. Navigate to Facilities > Quotation > Rate Comparison > Rate Comparison
List > Create Rate Comparison
2. Once you click on Create Rate Comparison, you will be prompted to
choose an RFQ the type of quotation.
3. Choose a material or asset, and then set the parameters against that.
