user manual (admin portal) policy/user... · 2015. 9. 8. · ebusiness shubh yatra erp 4.2 chandra...

Document No.: CSS/UM4.2-1/09-15

USER MANUAL (Admin Portal)

CHANDRA SOFTWARE SYSTEMS

CSS holds the intellectual rights to this manual. Any reproduction copying or transfer of the manual is prohibited

eBusiness Shubh Yatra ERP 4.2 Chandra Software Systems

User Manual - Admin Portal Page 1

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22..11 AADDMMIINN PPOORRTTAALL -- SSEETTTTIINNGG .............................................................................................................................. 66

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22..33..11 DDEEPPAARRTTMMEENNTT MMAASSTTEERR .......................................................................................................................... 2244 22..33..22 CCOOSSTT CCEENNTTRREE MMAASSTTEERR ............................................................................................................................ 2255 22..33..33 SSUUBB--CCOOSSTT CCEENNTTRREE MMAASSTTEERR .......................................................................................................... 2266 22..33..44 LLOOCCAATTIIOONN MMAASSTTEERR ...................................................................................................................................... 2277 22..33..55 SSEERRVVIICCEE AAGGEENNCCYY MMAASSTTEERR .............................................................................................................. 2288 22..33..66 HHOOTTEELL SSTTAARR && BBUUDDGGEETT MMAASSTTEERR........................................................................................ 2299

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Travel Management is a vital function of any organisation. eBusiness Shubh Yatra

ERP 4.2 enables streamlining of travel planning & operations of any company. It consists of three different portals namely Admin, Employee and Approver subject to user wise activities and operational privileges. Over and above it gives a platform where new user can enter his/her account details for designing travel plan for self or guest subject to the account approval by ERP Administrator. New User: Any one can create own Log-in account with this option. User need to

provide Employee ID, Official E.mail ID which will be treated further as a account log-in id, First & Middle Name, Surname, Sex, Department, Level and Date of Birth. System will auto calculate user’s age for indicating Senior Citizen category (if so applicable) for further benefits to be linked by the travel agent at the time of ticket booking. In addition user needs to provide all relevant information along with latest photograph upload before creating own log-in account. Apart from E.mail ID, Name and Date of Birth all other fields can be editable as and when required by the concerned user subject to further approval by the ERP Administrator. After clicking SUBMIT button information will move to the ERP Administrator for the account approval. Account once approved user can proceed further with travel planning and other activities for self or guest with the eBusiness Shubh Yatra ERP 4.2

Admin Portal: ERP Administrator within Admin Portal will approve accounts being

created by the new users followed by any account modification monitoring and account activation control. ERP Administrator can define and modify various parameters such as department, cost centre, sub-cost centre and service agencies locations with the help of Admin Portal.

Employee Portal: This portal provides an opportunity to each registered account

user within Employee Group to design own or guest travel plan, request for travel plan approval, travel plan modification, travel plan cancellation etc. In addition user can do modifications pertaining to own account details as and when so required.

Approver Portal: Management group within an organization will have accessibility

of Approver Portal with eBusiness Shubh Yatra ERP 4.2. This portal has been designed in such a way so that all approval related activities, travel plan deviation analysis with its cost impact can be monitored employee wise, travel plan wise. System will act as a decision making tool in case management wants to have data for



the cost centre and sub-cost centre wise travel expenses just to re-design own corporate travel policy if so required.

22..00 AADDMMIINN PPOORRTTAALL

eBusiness Shubh Yatra ERP 4.2 HOME page offering you various hot deals available at Eastern Travels Pvt. Ltd. SUPPORT page will let you know contact details of all the members associated with Functional and Technical Support Team. New user can create own account by clicking NEW USER button and registered users can sign-in by clicking SIGN IN button.

Home Page Screen

On clicking SIGN IN button user will have Account Log-In screen. User needs to provide registered official e.mail id and a valid password for successful log-in. On the basis of registered E.mail ID eBusiness Shubh Yatra ERP 4.2 will re-direct user account to the Admin Portal or Employee Portal or Approver Portal subject to the Group being allocated by the ERP administrator at the time of user account approval.



Account Log-In Screen

In case of successful log-in eBusiness Shubh Yatra ERP 4.2 will open Admin Portal for the ERP administrator. Wrong e.mail id or password will not allow account log-in. User can use FORGOT PASSWORD feature so as to retrieve account log-in password if so needed. A valid account log-in password will be emailed by eBusiness Shubh Yatra ERP 4.2 at registered E.mail ID for further account log-in.



Forgot Password Screen

Forgot Password E.Mail Screen



22..11 AADDMMIINN PPRROOTTAALL -- SSEETTTTIINNGG Admin Portal - Setting Menu Screen

Admin Portal will have different options such as Setting, Approval, Master and Report for handling Employee and Approver Portals. Setting option consists of Change Password, View Account Details, Modify Account Details exclusively for own account.



22..11..11 CCHHAANNGGEE PPAASSSSWWOORRDD Change Password Screen

With the help of Change Password ERP administrator can re-set log-in password for own account. eBusiness Shubh Yatra ERP 4.2 will ask for old password with new password followed by new password re-confirmation. On submitting changed/modified password eBusiness Shubh Yatra ERP 4.2 will re-set log-in password for further account log-in activity.



22..11..22 VVIIEEWW YYOOUURR AACCCCOOUUNNTT View Your Account Screen

This will show account related information pertaining to ERP administrator. This option is just for viewing account details as submitted by the system administrator.



22..11..33 MMOODDIIFFYY YYOOUURR AACCCCOOUUNNTT Modify Your Account Screen

Here system administrator can modify specific details such as Phone No.(O), Phone No.(R), Mobile No., Office Address, Residence Address, Photo etc. System will NOT allow any further modification with the Employee ID, E.mail ID, Name, Surname and Date of Birth etc.



22..22 AADDMMIINN PPRROOTTAALL -- AAPPPPRROOVVAALL

Admin Portal - Approval Menu Screen

Approval option with Admin Portal facilitates user account approval, re-approval (in case of any modification/change done by end user) and Group and Operation modification pertaining to respective user account with Modify Account feature. In addition ERP administrator can view till date approved account details for further tracking and action.



22..22..11 AACCCCOOUUNNTT AAPPPPRROOVVAALL Account Approval Inbox Screen

Account Approval inbox will show list of new user account pending for its approval. ERP administrator will go through user wise account details for its data verification followed by single Group allocation say Employee or Approver and single Operation allocation with General, Admin Dept., HR Dept. and F&A Dept. subject to the department to which concerned user belongs and having privilege to access specific transaction reports designed for the concerned department only. On clicking DETAILS button following screen will open with user account details for its approval or rejection by the ERP administrator. Account once approved eBusiness Shubh Yatra ERP 4.2 will send an e.mail to the concerned user at his/her registered e.mail id with details as mentioned in below screen.



Account Approval Details Screen

E.Mail Message Screen - Account Approval



On other hand ERP administrator if rejects any account eBusiness Shubh Yatra ERP 4.2 will ask Reason for Rejection and same will be communicated to the concerned user via e.mail at his/her registered e.mail id so that further correction(s) can be done by the end user for account approval. Account Rejection Screen

E.Mail Message Screen - Account Rejection



22..22..22 AACCCCOOUUNNTT RREE--AAPPPPRROOVVAALL

Account Re-Approval Inbox Screen

Account Re-Approval inbox will have list of accounts being modified by the end user by using Modify Account feature only after their account approval by the ERP administrator. On clicking DETAILS button following screen will appear with modified user account details for its further approval or decline by the ERP administrator. ERP Administrator can change even Group from Employee to Approver or Operation (if needed) due to employee re-designation or transfer from one to another department.



Account Re-Approval Screen

ERP administrator if decline requested modification(s) with Reason for Decline eBusiness Shubh Yatra ERP 4.2 will remain unchanged account related details till its further approval by the ERP administrator. Reason for Decline will be communicated to the concerned user via e.mail at his/her registered e.mail id so that further modification (if needed) can be done by the end user for account approval.



Account Decline Screen

E.Mail Message Screen - Account Declined



22..22..33 MMOODDIIFFYY AACCCCOOUUNNTT

Modify Account Inbox Screen

Modify Account inbox will show list of approved user account which can be modify even after its approval by the ERP administrator. On clicking DETAILS button following screen will appear with user account details for its further modification or de-activation with reason for inactive by the ERP administrator. ERP Administrator can change even Group from Employee to Approver or Operation (if needed) due to employee re-designation or transfer from one to another department.



Modify Account Details Screen



22..22..44 AAPPPPRROOVVEEDD AACCCCOOUUNNTT Approved Account Inbox Screen

This option will allow ERP administrator just to view user wise approved account details for future reference. On clicking DETAILS button system will show detailed user account information as given below.



Account Details Screen



22..22..55 IINNAACCTTIIVVEE AACCCCOOUUNNTT Inactive Account Inbox Screen

ERP administrator can view all inactive accounts over here. On clicking DETAILS button system will show in detailed user account information as given below. ERP administrator can modify ONLY the nature of account from Inactive to Active so that further modifications can be performed by the end user followed of approval on the same by the ERP administrator.



Inactive Account Details Screen



22..33 AADDMMIINN PPRROOTTAALL -- MMAASSTTEERR Admin Portal - Master Menu Screen

Master option at Admin Portal allowing ERP administrator to create various departments, cost centres, sub-cost centres and service agency locations as and when so needed.



22..33..11 DDEEPPAARRTTMMEENNTT MMAASSTTEERR Department Master Screen

This option will allow ERP administrator to define various departments. On clicking ADD button system will allow you to enter new department name. By clicking on PLUS sign button name of the new department will be added in grid positioned below. To save new record ERP administrator need to press SAVE button. For editing department name ERP administrator need to click EDIT button followed by double click on desired department name which need to be modify. After modification with the department again ERP administrator should click on PLUS button to save modified record(s). VIEW option will allow viewing of pre-defined department names with the eBusiness Shubh Yatra ERP 4.2.



22..33..22 CCOOSSTT CCEENNTTRREE MMAASSTTEERR Cost Centre Master Screen

With the help of this option ERP administrator can define various cost centres for which user wise travel plan to be booked and accounted. On clicking ADD button system will allow you to enter new cost centre name. By clicking PLUS sign button name of the new cost centre will be added in grid positioned below. To save new record ERP administrator need to press SAVE button. For editing cost centre name ERP administrator need to click EDIT button followed by double click on desired cost centre name which need to be modify. After modification with the cost centre again ERP administrator should click on PLUS button to save modified record(s). VIEW option is just to see pre-defined cost centre names with the eBusiness Shubh Yatra ERP 4.2.



22..33..33 SSUUBB--CCOOSSTT CCEENNTTRREE MMAASSTTEERR Sub Cost Centre Master Screen

This option will allow ERP administrator to define various sub-cost centres under specific cost centre so that eBusiness Shubh Yatra ERP 4.2 can generate cost centre and sub-cost centre wise Transaction and MIS reports for future travel budget estimation and decision making. Only linked sub-cost centres will appear at Plan Your Travel and Travel Plan Approval forms against specific cost centre as selected or modified by the employee or approver. ADD button will allow you to enter new sub-cost centre only after selecting specific Cost Centre name. By clicking PLUS sign button name of the new sub-cost centre will be added inside the grid. To save new record ERP administrator need to press SAVE button. For editing sub-cost centre system administrator need to select cost centre first followed by single click on EDIT button just next to the sub-cost centre name. After modification ERP administrator should click on SAVE button. VIEW option will allow you to see pre-defined cost centre wise sub-cost centres with eBusiness Shubh Yatra ERP 4.2.



22..33..44 LLOOCCAATTIIOONN MMAASSTTEERR

Location Master Screen

With the help of option form ERP administrator can define various service agency locations by whom travel plan will be executed for accommodation or car arrangement. On clicking ADD button system will allow you to enter new location name. By clicking PLUS sign button name of the new location will be added inside the grid. To save new record ERP administrator need to press SAVE button. For editing location name ERP administrator need to click on EDIT button followed by double click on desired location name which need to be modify. After modification with the location name again ERP administrator should click on PLUS button to save modified record(s). VIEW option will allow you to view pre-defined service agency locations listed with the eBusiness Shubh Yatra ERP 4.2.



22..33..55 SSEERRVVIICCEE AAGGEENNCCYY MMAASSTTEERR Service Agency Master Screen

This option is capturing location wise information for various service agencies associated with your organization. Travel agent associated with your organization will pass further travel ticket and booking details to the concerned service agency for designated employee with Booking No. details. On clicking ADD button system will allow selecting location name followed by service agency in-charge, department, e.mail id, phone no. and mobile no. To save new record ERP administrator need to press SAVE button. For editing location wise details ERP administrator need to click EDIT button followed by selection of desired location. VIEW option will allow you to see pre-defined details with the eBusiness Shubh Yatra ERP 4.2.



22..33..66 HHOOTTEELL SSTTAARR && BBUUDDGGEETT MMAASSTTEERR Hotel Star & Budget Master Screen

With the help of this option ERP administrator can pre-define Level wise hotel start and room budget entitlement. Relation once define can’t be modified by end user at the time of own Travel Plan preparation. This will keep track level wise entitled hotel star and their allocated budget. On clicking ADD button system will allow selecting level followed by star rating and room budget. To save new record ERP administrator need to press SAVE button. For editing level wise details ERP administrator need to click EDIT button followed by selection of desired level. VIEW option will allow you to see pre-defined details with the eBusiness Shubh Yatra ERP 4.2.



33..00 SSEESSSSIIOONN TTIIMMEEOOUUTT

eBusiness Shubh Yatra ERP 4.2 is as web based Travel Management System. A session timeout is an important security control for any web based application. It specifies the length of time that an application will allow a user to remain logged in before forcing the user to re-authenticate.

user manual (admin portal) policy/user... · 2015. 9. 8. · ebusiness shubh yatra erp 4.2 chandra...

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