ePROMIS
ePROMIS ERP Documentation for BEC Arabia
1. Overview
What is ePROMIS ERP?
ePROMIS ERP is an integrated enterprise resource planning system designed to streamline business operations and provide a centralized platform for managing organizational processes. Tailored to meet the needs of BEC Arabia, ePROMIS ERP ensures efficiency, accuracy, and scalability across various departments.
Key Features
Centralized Operations: Consolidates core business functions into a single platform, reducing duplication and ensuring data consistency.
Real-Time Reporting and Analytics: Provides real-time insights into key business metrics, enabling data-driven decision-making.
Role-Based Access Control: Ensures data security by assigning permissions based on user roles and responsibilities.
Customizable Modules: Offers flexibility to configure workflows and reports tailored to specific business needs.
Cloud Accessibility: Employees can access the ERP system from any location, ensuring operational continuity.
Benefits for BEC Arabia
Operational Efficiency: Automates manual processes, reducing errors and saving time.
Improved Collaboration: Facilitates seamless communication and data sharing across departments.
Enhanced Decision-Making: Delivers actionable insights through advanced analytics and reporting.
Scalability: Adapts to the growing needs of BEC Arabia, supporting future expansion and increased comple
Key Modules at a Glance
Accounts: Manages financial transactions and reporting.
Purchase: Streamlines procurement workflows.
Inventory: Tracks stock levels and inventory movement.
HR & Payroll: Automates employee management and payroll processing.
Project Management: Facilitates planning, execution, and tracking of projects.
Who Should Use ePROMIS ERP?
ePROMIS ERP is designed for employees across all departments, including:
Finance Team: For managing budgets, expenses, and financial reports.
Procurement Team: For handling purchase requests and vendor management.
HR Team: For employee records, attendance, and payroll.
Projects Team: For project scheduling, task tracking, and reporting.
Why Adopt ePROMIS ERP?
By adopting ePROMIS ERP, BEC Arabia will:
Achieve seamless integration across all business functions.
Enhance efficiency by eliminating manual processes.
Maintain compliance with industry standards and regulations.
Empower employees with tools to manage their tasks effectively.
2. How To Login To ePROMIS ERP
Step 1: Initial Login
Open your web browser (Google Chrome, Microsoft Edge, or Firefox).
Navigate to the ePROMIS ERP login page using the provided URL:
https://apps.becsaudi.com:45443.Enter your Username (e.g.,
[email protected]) and Password in the login fields.Click Log on to proceed to the next step.
Step 2: Secondary Authentication
After successful authentication, you will be redirected to the application selection page.
Click on the ePROMIS ERP icon to proceed.
Step 3: Accessing the Dashboard
Wait for the loading page to complete (represented by a loading animation).
Once the process is complete, you will be redirected to the ePROMIS ERP Dashboard.
Requesting an Account
For new employees, account creation is initiated during the onboarding process. The HR department will coordinate with IT to create the account.
Existing employees can request an account by emailing [email protected]. Ensure your manager's approval is attached or referenced in the email.
Note: If you encounter any login issues, contact the IT support team via [email protected].
3. Transaction Module
Overview
The Transaction Module in ePROMIS ERP enables users to manage a wide range of financial and operational transactions efficiently. It provides tools for processing payments, recording receipts, and managing adjustments, ensuring accuracy and real-time integration with other modules.
Features of the Transaction Module
Cheque Payment Voucher
Records payments made via cheque.
Tracks cheque details such as cheque number, date, and bank.
Bank / Cash Adjustment
Handles adjustments in bank and cash balances.
Useful for reconciling discrepancies or making manual corrections.
Electronic Transfer
Logs electronic fund transfers.
Includes fields for transfer reference numbers and bank details.
Cheque Receipt Voucher
Records cheques received as payments.
Tracks cheque status and related accounts.
Cash Payment Voucher
Records cash payments for various transactions.
Includes fields for payment amount, recipient details, and purpose.
Petty Cash Detail
Manages petty cash transactions.
Tracks small expenses and replenishment details.
Cash Receipt Voucher
Logs cash received for services, sales, or other purposes.
Automatically updates related accounts.
Sales Journal
Records sales transactions.
Includes fields for customer details, invoice numbers, and sales amounts.
Purchase Voucher
Tracks purchases made from vendors.
Records invoice details and payment terms.
Journal Voucher
Records general ledger entries.
Used for adjustments or corrections in accounts.
Debit Note
Issues debit notes to vendors for adjustments or returns.
Tracks the reason for the debit and affected accounts.
Credit Note
Logs credit notes issued to customers.
Used for refunds, returns, or discounts.
Receipt Certificate
Confirms the receipt of funds or goods.
Tracks receipt numbers and associated transactions.
Payment Certificate
Documents payments made for completed services or goods.
Useful for contracts and milestone-based payments.
Closing JV
Handles journal vouchers for closing periods.
Used during month-end or year-end accounting.
Bill Adjustment
Adjusts bills for discrepancies or additional charges.
Tracks updated bill amounts and reasons for adjustment.
Cheque Payment Return
Logs the return of cheques due to errors or cancellation.
Tracks cheque details and reasons for the return.
Cheque Receipt Return
Records returned cheques received from customers.
Includes status updates and reconciliation options.
Advance Bill
Logs advance payments for goods or services.
Tracks prepayments and adjusts balances accordingly.
4. Accounts Module
Overview
The Accounts Module in ePROMIS ERP provides a comprehensive suite of tools for managing the financial activities of BEC Arabia. It enables users to maintain accurate records, generate detailed reports, and ensure compliance with organizational and regulatory requirements.
Key Features
4.1 Account Masters
Manages the chart of accounts, allowing users to create and categorize accounts based on business requirements.
4.2 Other Masters
Includes auxiliary data for financial management, such as tax codes, account groups, and financial settings.
4.3 Opening Transaction
Facilitates the entry of opening balances for accounts during system initialization or fiscal year changes.
4.4 Account Listing
Generates a detailed list of all accounts, including account codes, descriptions, and balances.
4.5 Statement Details
Provides transaction-level details for specific accounts, offering insights into their activity.
4.6 Statement of Account
Summarizes the financial transactions of a specific account over a defined period.
4.7 Ageing Analysis
Tracks outstanding balances by age (e.g., 30, 60, 90 days) to monitor receivables and payables.
4.8 Currency Master
Manages currency settings for multi-currency transactions, including exchange rates.
4.9 Ledger
Maintains a detailed record of all financial transactions in a double-entry bookkeeping format.
4.10 Trial Balance
Generates a trial balance report to ensure debits equal credits and identify discrepancies.
4.11 Profit & Loss Account
Provides a comprehensive view of the organization’s income and expenses, summarizing net profit or loss.
4.12 Profit & Loss Comparison
Compares profit and loss statements across multiple periods for trend analysis.
4.13 Balance Sheet
Generates a balance sheet summarizing the company’s assets, liabilities, and equity.
4.14 Balance Sheet Comparison
Compares balance sheets from different periods to evaluate financial growth.
4.15 Bank Reconciliation
Automates the process of reconciling bank statements with internal records.
4.16 Cheque Return List
Tracks returned cheques with details such as date, amount, and reason for return.
4.17 Budget
Manages budget allocations and tracks actual expenditures against planned budgets.
4.18 A/C Code Closing
Handles account closures at the end of the fiscal year, ensuring data integrity.
4.19 Daybook
Provides a chronological record of all financial transactions for audit and review purposes.
4.20 Bank Position
Displays real-time bank balances across multiple accounts.
4.21 Cash Flow Statement
Summarizes cash inflows and outflows, categorized by operating, investing, and financing activities.
4.22 Cheque Manager
Centralizes cheque management, tracking issued and received cheques.
4.23 Arabic Reports
Generates financial reports in Arabic for compliance with local regulations.
4.24 Project-Wise Ageing
Monitors receivables and payables for specific projects, categorized by age.
4.25 Bill Holding
Allows temporary holding of bills for review or approval.
4.26 Company-Wise TB
Generates a trial balance report segmented by companies under BEC Arabia.
4.27 Project Receivable Summary
Summarizes outstanding receivables categorized by project.
4.28 Project Payable Summary
Summarizes outstanding payables categorized by project.
4.29 Reports
Provides various financial reports, including Account Creation Reports, PO Advance Reports, and VAT reports.
4.30 Cost Centre
Tracks financial performance by cost centers, enabling detailed expense analysis.
5. Asset Management Module
Overview
The Asset Management Module in ePROMIS ERP provides tools to effectively manage the lifecycle of organizational assets, from acquisition to disposal. It ensures accurate tracking, financial reporting, and operational optimization of assets used within BEC Arabia.
Key Features
5.1 Masters
Centralizes the setup and categorization of all assets.
Allows users to define asset classes, categories, and details such as acquisition cost and depreciation methods.
Use Case: An IT Manager sets up "Laptops" as an asset class, specifying depreciation rules and maintenance schedules.
5.2 Transaction
Logs all asset-related transactions, such as purchases, maintenance, and disposals.
Tracks the financial impact of each transaction on asset accounts.
Use Case: A procurement officer records the acquisition of new office furniture, which automatically updates the asset register.
5.3 Asset Transfer
Facilitates the transfer of assets between locations, departments, or cost centers.
Ensures accountability by maintaining a detailed transfer history.
Use Case: A project manager transfers construction equipment from one site to another, with the system updating location details and notifying relevant stakeholders.
5.4 Asset Accounts
Integrates with the Accounts Module to track financial data related to assets, such as depreciation and accumulated costs.
Ensures compliance with accounting standards for fixed assets.
Use Case: The finance team calculates monthly depreciation for company vehicles and generates a report for auditing purposes.
5.5 Reports
Generates detailed reports on asset utilization, depreciation, and maintenance.
Includes insights into asset ROI (Return on Investment) and life cycle costs.
Use Case: A facilities manager reviews a report on office equipment maintenance costs to plan for replacements or upgrades.
5.6 Asset Hiring
Manages the process of hiring assets from third parties or renting out company-owned assets.
Tracks rental agreements, costs, and durations.
Use Case: The operations team records the hiring of scaffolding equipment for a project, ensuring accurate billing and tracking.
Benefits of the Asset Management Module
Enhanced Asset Visibility: Provides real-time tracking of asset locations and statuses.
Optimized Asset Usage: Reduces downtime and ensures assets are utilized effectively.
Compliance and Reporting: Automates depreciation and generates reports for financial compliance.
Cost Savings: Identifies underutilized or high-maintenance assets for better decision-making.
6. Purchase Module
Overview
The Purchase Module in ePROMIS ERP simplifies procurement processes by integrating requisitions, purchase orders, goods receipts, and vendor management. It ensures seamless workflows, accurate tracking, and efficient handling of all purchasing activities at BEC Arabia.
Key Features
6.1 Masters
Manages vendor profiles, item catalogs, and procurement settings.
Allows configuration of vendor contracts, terms, and item specifications.
Use Case: A procurement officer sets up a new vendor profile with negotiated terms for future purchase orders.
6.2 Requisition - How to Create Purchase Requisition (PR)
Enables departments to submit purchase requisitions for approval.
Tracks requisition status, including pending, approved, and rejected.
Use Case: The HR department raises a requisition for new office furniture, which is forwarded to the procurement team for approval.
6.3 Purchase/Transfer Advice
Facilitates advice for transferring or purchasing goods between locations or departments.
Tracks movement details to ensure proper documentation.
Use Case: A project manager issues transfer advice for surplus materials to another project site.
6.4 BID Analysis
Compares vendor bids based on price, delivery terms, and quality.
Aids in selecting the most suitable vendor for procurement.
Use Case: The procurement team evaluates multiple bids for IT equipment and selects the vendor offering the best combination of price and warranty.
6.5 Purchase Order
Generates detailed purchase orders (POs) for approved requisitions.
Tracks POs through their lifecycle, including issuance, acknowledgment, and completion.
Use Case: The procurement team creates a PO for construction materials based on an approved requisition.
6.6 Delivery Advice for Open LPO
Provides updates on pending deliveries for open Local Purchase Orders (LPOs).
Ensures timely follow-up with vendors.
Use Case: The procurement team reviews delivery advice to follow up with a vendor for delayed shipments.
6.7 Purchase Order Manager - PR-PO Status
Centralized dashboard for tracking all purchase orders.
Allows users to monitor status, update details, and manage cancellations.
Use Case: A procurement officer uses the Purchase Order Manager to check the delivery status of multiple POs.
6.8 Goods Receiving Note (GRN)
Records goods received against purchase orders.
Tracks discrepancies between ordered and received quantities.
Use Case: The warehouse team logs a GRN after receiving a shipment of raw materials, noting a shortfall in one item.
6.9 Goods Return
Manages the return of defective or excess goods to vendors.
Tracks return details and ensures proper credit adjustments.
Use Case: A project site returns defective electrical components to the supplier, generating a Goods Return document.
6.10 Bill Booking
Logs vendor bills against goods received or services rendered.
Ensures accurate tracking of payables.
Use Case: The finance team books a bill for vendor services, linking it to the corresponding GRN.
6.11 Purchase Bill
Summarizes all billed amounts for goods and services purchased.
Includes details such as tax, discounts, and total payable.
6.12 Cash Purchase
Records purchases made through direct cash payments.
Tracks transactions that bypass the usual purchase order workflow.
6.13 Direct Purchase
Logs urgent or ad-hoc purchases directly without a prior requisition.
Useful for emergency procurement needs.
6.14 Import Purchase
Handles purchases from international vendors.
Includes features for managing customs, duties, and freight costs.
6.15 Non-Inventory GRN
Tracks goods received that are not added to inventory, such as consumables or office supplies.
6.16 Asset Receipt Note
Records receipt of assets purchased for the organization.
Links with the Asset Management module for seamless tracking.
6.17 PO Amendment
Allows modification of existing purchase orders to accommodate changes.
Tracks amendment history for auditing purposes.
6.18 Document Status
Provides a summary of the status of all procurement-related documents, such as POs, GRNs, and invoices.
6.19 PO Closing
Finalizes purchase orders once all deliveries and payments are completed.
Ensures no further transactions can be recorded against closed POs.
6.20 Material Request Closing
Marks requisitions or material requests as closed once fulfilled.
6.21 Procurement QC
Tracks quality checks performed on received goods.
Ensures items meet predefined standards before acceptance.
Reports
Bill Receipt: Tracks vendor bill payments and outstanding amounts.
Procurement Reports: Provides insights into procurement activities, including vendor performance and spend analysis.
Benefits of the Purchase Module
Streamlined Procurement: Reduces delays and errors by automating purchase workflows.
Vendor Management: Improves relationships with vendors through accurate tracking and timely communication.
Cost Control: Enhances visibility into spending, enabling better budget management.
Compliance: Ensures adherence to internal procurement policies and external regulations.
7. Inventory Module
Overview
The Inventory Module in ePROMIS ERP helps manage and monitor stock levels, movements, and consumption in real-time. It integrates seamlessly with other modules, such as Purchase and Accounts, to ensure accurate tracking of inventory and efficient resource utilization.
Key Features
7.1 Masters
Centralized setup for inventory items, categories, and warehouses.
Defines attributes such as item codes, descriptions, units of measure, and storage locations.
Use Case: A warehouse manager adds new construction materials to the inventory with specifications like unit weight and storage conditions.
7.2 Resource Listing
Provides a comprehensive list of all inventory items, categorized by type, location, or project.
Use Case: The procurement team views the resource listing to identify available materials before raising a purchase requisition.
7.3 Opening Stock
Logs initial stock quantities during system setup or at the beginning of a new financial period.
Use Case: The finance team records opening balances for all inventory items at the start of the fiscal year.
7.4 Opening GRN
Records goods received as opening stock without prior purchase orders.
Used during system initialization or for unrecorded historical stock.
7.5 Material Issue- How to Issue Material from Store - Return Material to Store
Tracks the issuance of materials from inventory to specific projects or departments.
Updates stock levels and provides usage records.
Use Case: A site manager requests steel bars for a construction project, and the material issuance is recorded in the system.
7.6 Stock Adjustment
Logs adjustments for discrepancies identified during stock audits.
Tracks reasons for adjustments, such as damage, loss, or errors.
Use Case: A warehouse team adjusts stock quantities after identifying damaged items during a periodic inventory check.
7.7 Stock Transfer
Facilitates the transfer of materials between warehouses or project sites.
Tracks transfer dates, quantities, and receiving locations.
Use Case: Surplus cement bags from one project site are transferred to another site, and the movement is recorded in the system.
7.8 Stock Ledger
Maintains a detailed history of all stock transactions, including receipts, issues, and adjustments.
Use Case: The finance team reviews the stock ledger to verify transactions during an audit.
7.9 Stock Status
Displays real-time stock levels for all inventory items.
Categorizes items based on availability, pending requisitions, and reserved quantities.
Use Case: A project manager checks stock status to ensure sufficient material availability for upcoming tasks.
7.10 Stock Summary
Provides a summarized view of stock balances across locations and categories.
Use Case: The inventory manager generates a stock summary report to review overall material availability.
7.11 Stock Ageing
Analyzes the age of stock items to identify slow-moving or obsolete inventory.
Categorizes stock by age brackets (e.g., 30, 60, 90 days).
Use Case: The warehouse team identifies items nearing expiry to prioritize usage or plan disposal.
7.12 Item Enquiry Report
Retrieves detailed information about specific items, including transaction history, location, and current status.
Use Case: A project engineer searches for the availability and past usage of a specific construction material.
7.13 Reports - Inventory
Generates detailed reports on inventory activities, including stock movement, usage trends, and valuation.
7.14 Report - Consumption
Summarizes material consumption data, categorized by project, department, or period.
Use Case: The finance team reviews consumption reports to allocate costs accurately to ongoing projects.
7.15 Batch Report
Tracks inventory by batch numbers, including manufacturing and expiry dates.
Ensures traceability for quality control and compliance.
Use Case: The quality control team generates a batch report to verify the expiry dates of chemicals used in construction.
Benefits of the Inventory Module
Real-Time Visibility: Enables instant tracking of stock levels and movements.
Optimized Resource Usage: Reduces wastage and ensures materials are available when needed.
Accurate Reporting: Provides detailed insights for decision-making and compliance.
Improved Collaboration: Integrates with other modules for seamless workflows.
8. Project Management Module
Overview
The Project Management Module in ePROMIS ERP is designed to streamline project planning, execution, and monitoring. It integrates with other modules, such as Accounts and Inventory, to ensure accurate tracking of resources, budgets, and progress.
Key Features
8.1 Masters
Centralizes project-related data, including project codes, descriptions, and stakeholders.
Allows users to define project types and categories.
Use Case: A project manager sets up a new construction project, including its location, duration, and assigned team.
8.2 Estimation
Facilitates the preparation of detailed cost estimates for projects.
Includes tools for forecasting expenses based on resource requirements.
Use Case: The estimation team creates a project budget based on material costs, labor hours, and equipment rentals.
8.3 Project Master
Acts as the central repository for project information, including milestones, deliverables, and assigned resources.
Tracks project status and updates in real-time.
Use Case: A project engineer updates the status of a construction milestone as "Completed," which reflects in all linked reports.
8.4 Project Budget Entry
Enables the creation and management of project budgets.
Tracks budget utilization and compares planned vs. actual expenses.
Use Case: The finance team inputs the approved budget for a new project and monitors expenditures against it.
8.5 Subcontract Management - Contract And Cotract Variation
Manages contracts with subcontractors, including scope of work, payment terms, and performance tracking.
Tracks subcontractor invoices and payments.
Use Case: A procurement officer records a subcontract agreement for electrical work and monitors its progress through the system.
8.6 Payment Application
Logs payment applications submitted by contractors or subcontractors.
Tracks the approval process and payment status.
Use Case: A subcontractor submits a payment application for completed work, which is reviewed and approved by the project manager.
8.7 Payment Certificate
Generates certificates for approved payments based on completed work or delivered milestones.
Ensures accurate record-keeping for financial compliance.
Use Case: The finance team generates a payment certificate for a contractor after verifying completed tasks against the BOQ.
8.8 Reports
Provides detailed project reports, including progress, budget utilization, and resource allocation.
Customizable templates for management reviews.
Use Case: A project manager generates a monthly progress report to present at the executive meeting.
8.9 Receivable from Subcontractor
Tracks receivables due from subcontractors, including penalties or reimbursements.
Ensures transparency in financial dealings.
Use Case: The finance team logs a penalty receivable from a subcontractor for delayed delivery.
8.10 Primavera Interface
Integrates with Primavera P6 for advanced project scheduling and planning.
Synchronizes task schedules, resource allocations, and timelines.
Use Case: A project scheduler imports a project plan from Primavera into ePROMIS for real-time monitoring.
8.11 Earned Value
Tracks project performance using earned value management (EVM) metrics.
Monitors cost variance, schedule variance, and performance indices.
Use Case: The project team uses earned value analysis to determine if the project is on budget and schedule.
8.12 BOQ (Bill of Quantities)
Manages the Bill of Quantities, including item descriptions, quantities, and unit costs.
Links BOQ items to project tasks for accurate cost tracking.
Use Case: A quantity surveyor inputs the BOQ for a construction project, which is referenced for progress tracking and invoicing.
Benefits of the Project Management Module
Improved Planning: Provides tools for accurate project estimation and scheduling.
Real-Time Tracking: Monitors project progress and resource utilization in real-time.
Financial Control: Ensures budgets are adhered to and payments are managed transparently.
Seamless Integration: Links with other modules for comprehensive project management.
9. HR & Payroll Module
Overview
The HR & Payroll Module in ePROMIS ERP provides comprehensive tools to manage employee records, payroll processes, and HR activities. It ensures seamless integration of human resource management with financial systems, enabling accurate payroll processing, compliance, and employee engagement.
Key Features
9.1 Masters
Central repository for employee data, including personal details, employment history, and role assignments.
Enables categorization of employees by department, role, and grade.
Use Case: The HR team sets up a new employee profile, including job title, department, and salary details.
9.2 Employee Master
Manages individual employee records, including contact details, salary, benefits, and documents.
Use Case: HR updates an employee's contact details and uploads a scanned copy of their work permit.
9.3 Salary Revision (Individual)
Facilitates salary adjustments for individual employees, tracking changes and approvals.
Use Case: An employee receives a promotion, and their salary is updated in the system.
9.4 Salary Revision (Bulk)
Allows salary updates for multiple employees simultaneously, useful for annual increments or company-wide adjustments.
Use Case: HR applies a 5% annual salary increment for all employees in the Operations department.
9.5 Payroll Process
Automates payroll calculation, including taxes, deductions, and benefits.
Supports multi-currency payroll for global operations.
Use Case: The finance team runs the monthly payroll process, generating payslips for all employees.
9.6 Payroll Accounts
Links payroll expenses to financial accounts for accurate reporting and compliance.
Use Case: Payroll expenses for a project are allocated to the appropriate cost center in the Accounts module.
9.7 Payroll Reports
Generates detailed reports on payroll activities, including salary disbursement, tax deductions, and benefits.
Use Case: The finance team reviews a payroll report to reconcile salary expenses with bank transfers.
9.8 HR Reports
Provides insights into HR activities, such as recruitment, employee turnover, and training programs.
Use Case: The HR manager generates a report on employee turnover rates for a quarterly review.
9.9 Salary Reports
Summarizes salary-related data, including gross pay, deductions, and net pay by employee or department.
Use Case: The HR team reviews a salary report to ensure compliance with payroll policies.
9.10 Leave
Tracks employee leave balances and approvals.
Integrates with payroll to ensure accurate leave encashments or deductions.
Use Case: An employee submits a leave request, and the system updates their leave balance upon approval.
9.11 Service Settlement
Calculates end-of-service benefits for employees, including gratuity and unpaid leave.
Use Case: HR processes the final settlement for an employee resigning after five years of service.
9.12 Location Transfers
Manages the transfer of employees between locations or departments.
Updates payroll and reporting structures automatically.
Use Case: An employee is transferred to a new project site, and their location is updated in the system.
9.13 Change Form
Tracks changes in employee details, such as position, salary, or benefits.
Ensures all changes are logged for audit purposes.
Use Case: HR updates an employee’s role from Junior Engineer to Senior Engineer and logs the change.
9.14 Document Transfers
Facilitates the secure transfer of employee documents between departments.
Use Case: HR transfers an employee’s performance appraisal document to the finance department for bonus calculations.
9.15 Letter Issue
Generates letters, such as salary certificates, experience letters, and promotion letters.
Use Case: An employee requests a salary certificate for visa purposes, and HR generates it using the system.
9.16 Accommodation System
Manages employee housing assignments and related expenses.
Use Case: HR assigns accommodation to a new hire and tracks monthly rent payments.
9.17 ESS (Employee Self-Service)
Enables employees to access their profiles, submit leave requests, and view payslips.
Use Case: An employee logs into the ESS portal to download their latest payslip.
9.18 Re-Join Employee
Manages the rejoining process for employees returning after resignation or extended leave.
Use Case: HR reactivates an employee’s profile in the system after they rejoin the organization.
9.19 Clearance
Tracks the clearance process for resigning employees, including asset handovers and pending dues.
Use Case: An employee’s clearance checklist is completed before issuing their final settlement.
9.20 Document Upload
Allows uploading and managing employee-related documents, such as contracts, ID cards, and certificates.
Use Case: HR uploads a new employee’s signed contract and ID copy into their profile.
Benefits of the HR & Payroll Module
Automation: Reduces manual effort in payroll and HR activities.
Accuracy: Ensures compliance with tax laws and company policies.
Employee Engagement: Empowers employees with self-service tools for managing their profiles.
Seamless Integration: Links HR data with financial and operational systems for comprehensive management.
10. Service Management Module
Overview
The Service Management Module in ePROMIS ERP is designed to streamline service operations, including work orders, preventive maintenance, and spare parts management. This module ensures efficient service delivery, accurate tracking, and timely invoicing for maintenance activities.
Key Features
10.1 Master
Central repository for service-related data, including service categories, service providers, and client details.
Enables users to define standard service workflows and templates.
Use Case: The service manager creates a template for recurring maintenance activities to streamline scheduling.
10.2 Spare Parts Master
Manages an inventory of spare parts required for servicing.
Tracks part availability, usage history, and reordering requirements.
Use Case: The maintenance team checks the Spare Parts Master for the availability of filters required for HVAC maintenance.
10.3 Work Order
Generates and tracks service work orders, including details of tasks, assigned personnel, and expected completion dates.
Links work orders to specific projects or assets.
Use Case: A work order is created for repairing a generator, detailing the tasks and assigning it to the engineering team.
10.4 Transaction
Logs all service-related transactions, such as spare part usage, technician hours, and maintenance costs.
Use Case: The system records spare parts used during the repair of a water pump, updating inventory levels automatically.
10.5 Service Invoice
Automates the generation of invoices for completed services.
Tracks invoice status, including pending, paid, or overdue.
Use Case: A service invoice is generated for a client after completing annual equipment maintenance.
10.6 Preventive Maintenance
Schedules and manages preventive maintenance activities to reduce downtime and extend asset life.
Tracks upcoming maintenance schedules and overdue tasks.
Use Case: The preventive maintenance team schedules quarterly inspections for air conditioning units across office locations.
10.7 Report
Generates detailed reports on service activities, costs, and technician performance.
Includes insights into spare parts usage and service delivery efficiency.
Use Case: The service manager reviews a monthly report on completed work orders and spare part consumption.
10.8 Work Order Closing
Finalizes and closes work orders upon task completion.
Ensures all associated transactions, such as spare part usage and labor hours, are logged before closure.
Use Case: The maintenance supervisor closes a work order for plumbing repairs, updating the system with actual costs and completion details.
Benefits of the Service Management Module
Efficient Workflows: Streamlines service operations from work order creation to completion.
Improved Asset Longevity: Preventive maintenance ensures assets operate efficiently and last longer.
Accurate Invoicing: Automates invoice generation for services, reducing errors and delays.
Comprehensive Reporting: Provides insights into service performance and cost management.\
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