Introduction

User manual for KGS service admin portal!

This documentation will give you an understanding of how KGS service admin is structured and guide you in performing common functions. If you require further assistance not covered in this documentation.

Getting Started

What's Included

The system includes the following "modules and features" as below

For more information on each modules please check on the menu ( link on left side menu) to navigate to the right place for the right modules.

Login

To login to the KGS service admin portal please enter the link ( https://kgs-service.com/) the system will redirect you to the login page (if you've already logged the system will show dashboard instead of login page).

Login page screen:

1. Language: Change language between Lao & English base on your preference
2. Username: Enter the username provided by KGS
3. Password: Enter your password
4. Login button: Click the button once you're ready to login

Overview

Once your login successful you will see the dashboard menu.

The image will illustrate all the system modules.

Please see description of each menu according to the number as below:

1. Dashboard: The dashboard page show shortcut to each modules
2. Reservation: Reservation menu to access the service reservation process
3. Quotations: Manage creates quotations
4. Invoices: Manage created invoices
5. Settings: Settings sub modules
6. Reservation: Reservation menu to access the service reservation process
7. Quotations: Manage creates quotations
8. Contracts: Manage created contracts
9. Invoices: Manage created invoices
10. Catering: Monitor catering service request
11. Language: Change language
12. Profile: User profile
13. Version: Display the current version of the system
14. Copyright: System owner copyright

Dashboard Menu

Dashboard menu will contains service requesting management procedure per section.

Reservations

Reservation is the process of manage customer's service requesting procedure'total in 3 sections' as follow.

1. Waiting: Requested service still waiting for approval or quotation or operation or invoice or payment
2. Rejected: The requested service has rejected by quotation price change or work not pass when customer evaluate
3. Completed: All completed service requested

Waiting Section

Waiting section contains 7 steps as following:

1. Survey: New service requested pending for survey
2. Approve Service Price: Survey has completed but waiting for CEO to approve service price
3. Create Quotation: Create quotation for the service requested base on CEO's approved price
4. Issue Contract: Issue contract a requested in case the service requested is base on regularly terms
5. Operation: Once quotation confirmed for service requested Operation department will receive email to perform operation task
6. Create Invoice: When operation department completed the service accountant will create invoice base on quotation price
7. Payment: Make payment base on invoice

I. Survey

When customer submit a new service request from KGS Service mobile app the service's request will be listed on the Survey menu as Pending status until the survey process has completed and CEO approve the service price then the requested will disappear from Survey menu.

1. Click Reservation from navigation bar (top menu) or Reservation menu from dashboard

2. Click on Survey menu

3. Click on Detail button on the service requested you need to perform or check the survey form (You can search data by service name or customer detail).

4. You will see service requested detail page as below figure and click on the Survey button to see the survey form.

5. Then you will see a survey form (Note: Survey form will display different data category base each service)

6. Enter survey data and then click on the Submit button.

That's all you have perform the survey for the service requested and waiting for CEO to approve price.

II. Approve Service Price

Once the survey has been submitted CEO will receive an email regarding the related service requested to analysis and approve service price.

How to approve service price?

1. Click on the Link within the email
2. From admin portal Reservation Approve service price

Method 1: Email link

1. When click on the Link on the email CEO will see the survey detail page

2. Once CEO analysis the survey detail then enter price on the Service cost input box and select desire currency below the survey form and click the Confirm amount to confirm approve the service price.

4. That's all CEO has approved the service price.

Method 2: Admin portal

1. Go to Reservation Approve service price and then select the service requested CEO will see the survey detail page

2. Once CEO analysis the survey detail then enter price on the Service cost input box and select desire currency below the survey form and click the Confirm amount to confirm approve the service price.

4. That's all CEO has approved the service price.

III. Create Quotation

After CEO approved the service price Operation will see the service appear in the create quotation menu

1. Click on Create quotation button to create quotation for the current service requested.

2. Then will popup create quotation modal then enter empty data as illustrate on below figure.

1. Enter Quotation NO, Date, Customer ID, Valid Until
2. Click Cancel to cancel create quotation
3. Click Save to create quotation

3. Once the quotation created system will display the quotation as following figure.

4. To print the quotation click on Print button.

5. Print the quotation or save quotation as PDF for later.

6. Sign and send the quotation to customer either by email or by social media platform.

7. Reject quotation (If customer need to adjust or ask for discount/lower price). If you already exist the quotation you can go back to quotation by go to Reservation Create quotation Quotation

1. Click on Reject button to reject the quotation

8. Reject quotation popup modal will display, enter reject reason on the Reason input box

1. Enter Reason
2. Click Cancel to cancel reject quotation
3. Click Save to reject quotation

9. CEO will receive quotation rejected email

10. CEO can go to Reservation Create quotation Quotation to adjust the price.

11. Enter new price on amount input box

1. Enter Amount
2. Click Cancel to cancel edit quotation price
3. Click Save to edit quotation price

12. Confirm quotation once customer has confirmed the quotation price, go to Reservation Create quotation Quotation and then click on Confirm quotation button

13. Enter Remark and Attach the confirmed quotation with customer signature.

1. Enter Remark
2. Attach Document
3. Click Cancel to cancel confirm quotation
4. Click Save to confirm quotation

IV. Operation

Once the quotation has been approved Operation will receive an email.

How to check service requested survey detail?

1. Go to Reservation Operation Detail Survey

Note: When Operation completed the work customer has to do evaluation and submit the customer survey form via mobile app either work pass or not pass.
1. In case work not pass the system will send email to Operation with detail remark from customer.
2. In case work pass then the system will send email to Account department to create invoice for the service performed.

V. Create invoice

Once operation completed the tasks and customer has submitted the survey account department will see the service in Create invoice menu.

How to create invoice?

1. Click on Create invoice button to create invoice

2. Enter data on empty input box.

1. Enter Date
2. Enter Valid Until
3. Select Payment terms
4. Click Cancel to cancel create invoice
5. Click Save to create invoice

In this case we select payment term as installment and payment period as 4 months.

3. The system will generate invoice per installment

4. Click on Invoice button to see invoice

5. Print invoice

6. Print or save invoice as PDF for later

VI. Confirm payment

When customer paid the invoice then accountant need to update and upload required documents to confirm the payment in the system.

How to confirm payment?

1. Click on Confirm payment button to confirm a payment.

2. Enter data on empty input box

1. Enter Date
2. Enter Remark
3. Attach Documents
4. Click Cancel to cancel confirm payment
5. Click Save to confirm payment

3. Now the service requested process has been completed.

Quotations

The purpose of this quotations menu is to manage created quotations.

Contracts

Contracts mean the service was requested in regulary method which is not onetime request, so the process need to issue contract between KGS and customer before operation process

Contract process is within Reservation procedure

How to upload contract?

1. Click on Upload contract button

2. Enter data on empty input box

1. Enter Remark
2. Attach Documents
3. Click Cancel to cancel upload contract
4. Click Save to upload contract

3. Once contract uploaded click on Contract button to view contract detail and attached files.

4. Confirm contract to move the service request to operation, click on the Confirm contract button.

5. Enter remark and upload contract file for operation department.

1. Enter Remark
2. Attach Documents
3. Click Cancel to cancel confirm contract
4. Click Save to confirm contract

6. Once the contract has been confirmed system will display the list contract files.

7. Now the service requested has been move to operation process. For more information refer to #operation-process

Invoices

The purpose of this invoice menu is to manage and monitor paid/unpaid/pending created invoices.

Catering Request

When customer submit a request or contact from mobile app the request will display under Catering menu.

Catering request divide into 2 sections Waiting and Completed

1. Waiting: When customer contact or submit a request from mobile app the requested will display under waiting section.
2. Completed: After the service has been performed and mark it as Completed then the requested will move to Completed

How to mark catering service request as Completed?

1. Click on Operation menu

2. Then click on Mark as completed button and confirm the action.

Note When the request marked as completed then the service will list under completed as record.

Settings

Settings: The management section for both admin portal and mobile app.

Settings consist of App Section and Admin Section

App Sections

I. Manage services

How to edit service?

1. Go to Settings Manage service Edit

2. Edit service data and save to confirm edit.

1. Name English enter service name in English
2. Name Lao enter service name in Lao
3. Name Chinese enter service name in Chinese
4. Name Vietnamese enter service name in Vietnamese
5. Service icon upload service icon
6. Service background color pick a service background color or enter background color code
7. Service feature image upload service feature image
8. Service basic price enter service price you can select either show basic price on mobile app or hide basic price on mobile app.
9. Cancel cancel edit service
10. Save confirm edit service

How to edit sub service?

1. Go to Settings Manage service Action Sub Service

2. Click on Edit on the sub service you need to edit.

3. Edit sub service data and save to confirm edit sub service.

1. Name English enter sub service name in English
2. Name Lao enter sub service name in Lao
3. Name Chinese enter sub service name in Chinese
4. Name Vietnamese enter sub service name in Vietnamese
5. Description English enter sub service description in English
6. Description Lao enter sub service description in Lao
7. Description Chinese enter sub service description in Chinese
8. Description Vietnamese enter sub service description in Vietnamese
9. Sub Service icon upload sub service icon
10. Cancel cancel edit sub service
11. Save confirm edit sub service

How to edit service ads?
Note: if no service ads available you have to click Add first.

1. Go to Settings Manage service Action Service Ads

2. Click on Edit button.

2. Edit service ads data and click save to confirm edit service ads

1. Name English enter name in English
2. Name Lao enter name in Lao
3. Name Chinese enter name in Chinese
4. Name Vietnamese enter name in Vietnamese
5. Description English enter description in English
6. Description Lao enter description in Lao
7. Description Chinese enter description in Chinese
8. Description Vietnamese enter description in Vietnamese
9. Image upload service ads image
10. Cancel cancel edit service ads
11. Save confirm edit service ads

How to delete service ads?

1. Go to Settings Manage service Action Service ads

2. Click on Delete button to delete service ads.

II. App Slideshow

Settings App Slideshow

1. Add to add a new app slider
2. Edit to edit an app slider
3. Delete to delete an app slider

How to add app slider?

1. Go to Settings App Slideshow and click on Add button.

2. Enter data, select banner image and click Save

How to edit app slider?

1. Go to Settings App Slideshow and click on Edit button on any app slider record you want to edit.

2. Change data according to your need and click Save button to save the change.

How to delete app slider?

1. Go to Settings App Slideshow and click on Delete button on any app slider record you want to delete and confirm the action.

2. Confirm the action to delete.

III. Catering Category.

Settings Catering category

1. Add to add a new catering category
2. Edit to edit catering category
3. Delete to delete catering category

How to add catering category?

1. Go to Settings Catering category and click on Add button.

2. Enter data, select image and click Save button to add new catering category.

How to Edit catering category?

1. Go to Settings Catering category and click on Edit button on any record you want to edit.

2. Change data according to your need and click Save button to save the change.

How to delete catering category?

1. Go to Settings Catering category and click on Delete button on any app record you want to delete and confirm the action.

2. Confirm the action to delete.

IV. Catering

Settings Catering

1. Add to add a new catering
2. Edit to edit catering
3. Delete to delete catering
4. Add images to add catering's images

How to add catering?

1. Go to Settings Catering and click on Add button.

2. Enter data, select image and click Save button to add new catering.

How to Edit catering?

1. Go to Settings Catering and click on Edit button on any record you want to edit.

2. Change data according to your need and click Save button to save the change.

How to delete catering?

1. Go to Settings Catering and click on Delete button on any app record you want to delete and confirm the action.

2. Confirm the action to delete.

How to add catering images?

1. Go to Settings Catering and click on + button on any app record you want to add image.

2. Select images (you can select multiple images) and click Save button to add images.

Note: Every catering need to have at least 1 image per item, when you have multiple images on a catering you can delete image which you don't need.

Admin Sections

I. Manage Role

1. Add to add new role
2. Edit to edit role
3. Delete to delete role
4. Manage permission to manage permission for a role

How to add role?

1. Go to Settings Manage role and click on Add button to add a new role.

2. Enter role data and click Save button to confirm add new role.

How to edit role?

1. Go to Settings Manage role and click on Edit button on any row record to edit role.

2. Change role data according to your need and click Save button to confirm change.

How to delete role?

1. Go to Settings Manage role and click on Delete button on any row record to delete role.

2. Confirm action to delete role.

How to manage role permission?

1. Go to Settings Manage role and click on Manage permission button on any row record to manage role permission.

2. Check/uncheck on the permission to enable permission or disable permission for role.

II. Manage User

1. Add to add new user
2. Edit to edit user
3. Delete to delete user
4. Status to disable/enable user

How to add user?

1. Go to Settings Manage user and click on Add button to add a new user.

2. Enter user data and click Save button to confirm add new user.

Note:
When add new user please pay attention to select role, role is most important if you select wrong role user you have different permission base on the role you selected, so make sure you select correct role for the current user.

How to edit user?

1. Go to Settings Manage user and click on Edit button on any row record to edit user.

2. Change user data according to your need and click Save button to confirm change.

Note:
When edit user please pay attention to password field, if you don't need to change password for the user please leave password field blank; but if you want to change password for the user please enter user password and confirm it to change the password for the user.

How to delete user?

1. Go to Settings Manage user and click on Delete button on any row record to delete user.

2. Confirm action to delete user.

How to disable/active user?

1. Go to Settings Manage user and click on Checkbox on Status column to enable or disable a user.

III. Manage Equipment Category

1. Add to add new category
2. Edit to edit category
3. Delete to delete category

How to add equipment category?

1. Go to Settings Manage equipment category and click on Add button to add a new equipment category.

2. Enter data and click Save button to confirm add new equipment category.

How to edit equipment category?

1. Go to Settings Manage equipment category and click on Edit button on any row record to edit equipment category.

2. Change data according to your need and click Save button to confirm change.

How to delete equipment category?

1. Go to Settings Manage equipment category and click on Delete button on any row record to delete equipment category.

2. Confirm action to delete equipment category.

IV. Manage Equipment

1. Add to add new equipment
2. Edit to edit equipment
3. Delete to delete equipment

How to add equipment?

1. Go to Settings Manage equipment and click on Add button to add a new equipment.

2. Enter data and click Save button to confirm add new equipment.

How to edit equipment?

1. Go to Settings Manage equipment and click on Edit button on any row record to edit equipment.

2. Change data according to your need and click Save button to confirm change.

How to delete equipment?

1. Go to Settings Manage equipment and click on Delete button on any row record to delete equipment.

2. Confirm action to delete equipment.

V. Manage Discount Code

1. Add to add new discount
2. Edit to edit discount
3. Delete to delete discount

How to add discount?

1. Go to Settings Manage discount code and click on Add button to add a new discount.

2. Select service, enter data, date and click Save button to confirm add new discount.

How to edit discount?

1. Go to Settings Manage discount code and click on Edit button on any row record to edit discount.

2. Change data according to your need and click Save button to confirm change.

How to delete discount?

1. Go to Settings Manage discount code and click on Delete button on any row record to delete discount.

2. Confirm action to delete equipment.

Profile

Profile is a personal information setting user can edit their data like first name, last name etc..

How to access profile?

Edit profile

1. Edit profile data
2. Save to save change

Note:
Leave password blank if you don't want to change your password, if you want to change your password please enter your password and save change.