# BCR Activity

# Bookin Menu

# Book In Search

<span class="ts15"><span class="ts0"> </span><span class="ts0">Allows the user to search, book in, edit, create quote and book out</span></span>

<span style="color: rgb(45, 194, 107);">**CRM Module&gt; Activity&gt; Bookin**</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/sBpimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/sBpimage.png)

<table border="1" id="bkmrk-book-in-enter-a-book" style="border-collapse: collapse; width: 100%; height: 296px;"><colgroup><col style="width: 26.7161%;"></col><col style="width: 73.3828%;"></col></colgroup><tbody><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts0">Book In</span>**</td><td style="height: 29.6px;"><span class="ts0">Enter a Book In which you wish to search for</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts0">Customer</span>**</td><td style="height: 29.6px;"><span class="ts0">Select the customer relating to the book you wish to search for</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts0">Asset No</span>**</td><td style="height: 29.6px;"><span class="ts0">Enter the Asset Number to narrow down search results</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Data Type**</td><td style="height: 29.6px;"><span class="ts0"> Select the date type</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Date From**</td><td style="height: 29.6px;"><span class="ts0">Enter the estimated period in which the book in was made</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts0">Status</span>**</td><td style="height: 29.6px;"><span class="ts0">Search by status</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts0">Description</span>**</td><td style="height: 29.6px;"><span class="ts0">Enter a description specific to the booking to narrow down search results</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts0">Reference</span>**</td><td style="height: 29.6px;"><span class="ts0">Enter a reference specific to the booking to narrow down search results.</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts0">Supplier</span>**</td><td style="height: 29.6px;"><span class="ts0">Select the supplier on the drop down selection</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**<span class="ts0">Date To</span>**</td><td style="height: 29.6px;"><span class="ts0">Add the date you want to search to </span></td></tr></tbody></table>

# Reminder

# Reminder Search Help

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1439).png)

<span class="ts0">It helps one to create a reminder of something, works like an alarm. It allows a user to search according to preference.</span>

<span class="ts0">If the search tab items are left blank, the system will pull out all the all the reminders on the system</span>

<span class="ts0">Search Tab</span>

<span class="ts0">User – search by entering the user name</span>

<span class="ts0">Reference – search by reference</span>

<span class="ts0">Description – search by description</span>

<span class="ts0">Date From – search by selecting the date and the system will pull out the reminders according the date selected</span>

<span class="ts0">Document Type – select the document type of a reminder from the drop down arrow</span>

<span class="ts0">Document Number – search by entering the document number</span>

<span class="ts0">Interaction Type – select the interaction type from the drop down arrow</span>

<span class="ts0">Date To – Select the date to</span>

<span class="ts0">Show Completed – if the box is ticked, then the system searches only completed reminders</span>

<span class="ts0">Search Results Tab shows a list of the reminders searched according the preference</span>

<span class="ts0">Standard Tab</span>

<span class="ts0">Insert button – to insert the reminder</span>

<span class="ts0">Amend button – allows changes on the reminder</span>

<span class="ts0">Complete button – to complete the reminder</span>

<span class="ts0">Print Grid button – to print reminder report</span>

<span class="ts0">Print Summary button – to print reminder summary report</span>

<span class="ts0">View Doc Detail button – to view reminder details</span>

# Memo Search Menu

# Memo Search

Memo is used to keep track of communication

<span style="color: rgb(45, 194, 107);">**CRM Module&gt; Activity&gt; Memo Search**</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/GR1image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/GR1image.png)

<table border="1" id="bkmrk-document-type-here-y" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 19.1682%;"></col><col style="width: 80.8318%;"></col></colgroup><tbody><tr><td>**Document Type**</td><td><span class="ts0">Here you can search all memos relating to a specific document type</span></td></tr><tr><td>**Date From**</td><td><span class="ts0">Limit the data returned by using a date range</span></td></tr><tr><td>**Debtor**</td><td><span class="ts0">Search for all memos relating to a specific Debtor</span></td></tr><tr><td>**Stock Item**</td><td><span class="ts0">Search for memos on an inventory item</span></td></tr><tr><td>**Module**</td><td><span class="ts0">Search for all memos in a specific Module</span></td></tr><tr><td>**Document Number**</td><td><span class="ts0"> Search for all memos related to a specific document number</span></td></tr><tr><td>**Date To**</td><td><span class="ts0">Limit the data returned by using a date range</span></td></tr><tr><td>**Creditor**</td><td><span class="ts0">Search for all memos relating to a specific Creditor</span></td></tr><tr><td>**Employee**</td><td><span class="ts0">Search for all memos made by a specific employee/ All employees</span></td></tr><tr><td>**Order By**</td><td>Select order by on the drop down</td></tr></tbody></table>

# Alert Search Menu

# Add Alerts

<span class="ts0">Alerts allow an automatic pop-up to occur when selecting a specific customer, supplier, stock item and other sections within the system.</span>

<span class="ts0">When creating the alert it will be in an active state</span>

<span class="ts0">If you want to remove the alert, make the alert inactive or Cancel the alert</span>

<p class="callout info"><span class="ts0">Alerts can be created across the system for various document types</span></p>

<span style="color: rgb(45, 194, 107);">**<span class="ts0">CRM Module&gt; Activity&gt; Alert Search</span>**</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/y4Uimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/y4Uimage.png)

<table border="1" id="bkmrk-source-type-select-t" style="border-collapse: collapse; width: 100%; height: 253.6px;"><colgroup><col style="width: 26.2223%;"></col><col style="width: 73.8766%;"></col></colgroup><tbody><tr style="height: 29.6px;"><td style="height: 29.6px;">**Source Type**</td><td style="height: 29.6px;">Select the source type you are creating an alert for on the drop down selection</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Doc Type**</td><td style="height: 29.6px;">Select the document type you are creating an alert for on a drop down selection</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Creditor/ Debtor**</td><td style="height: 29.6px;">Select the creditor or customer you are creating an alert for on a drop down selection

This will change based on the source type selection

</td></tr><tr style="height: 46.4px;"><td style="height: 46.4px;">**Target User**</td><td style="height: 46.4px;">Select the user who must see this alert on the drop down selection. You can also send it to all users</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Reference**</td><td style="height: 29.6px;">Add alert search reference</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Action on**</td><td style="height: 29.6px;">Select when the alert must pop-up on the drop down selection</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Name**</td><td style="height: 29.6px;">The name of the creditor, Debtor or inventory item</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Active**</td><td style="height: 29.6px;">The tick means that the alert is active and no tick means that the alert is inactive</td></tr></tbody></table>

# Alert Search

This is where you search for active an inactive alerts

<span style="color: rgb(45, 194, 107);">**CRM Module&gt; Activity&gt; Alert Search**</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/VQ4image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/VQ4image.png)

<table border="1" id="bkmrk-source-type-alert-no" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 23.3828%;"></col><col style="width: 76.7161%;"></col></colgroup><tbody><tr><td>**Source Type**</td><td>  
</td></tr><tr><td>**Alert No**</td><td>  
</td></tr><tr><td>**Show**</td><td>  
</td></tr><tr><td>**Date From**</td><td>  
</td></tr><tr><td>**Reference**</td><td>  
</td></tr><tr><td>**User**</td><td>  
</td></tr><tr><td>**Action On**</td><td>  
</td></tr><tr><td>**Date To**</td><td> </td></tr><tr><td>**Grid**</td><td>  
</td></tr></tbody></table>

# User Dashboard

# User Dashboard

**<span class="ts15">Webatar &gt; Activity&gt;</span><span class="ts15"> User dashboard</span>**

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1094).png)

<span class="ts0"> </span><span class="ts0">Purpose:</span>

<span class="ts0">The User dashboard was designed to give easy access to documents. The dashboard will show the user the last records that they opened and can be filtered by document type.</span>

<span class="ts0">Controls:</span>

<span class="ts0">Document Type Combo Box: Gives a list of all document that the user can choose from. If you require a specific document type to be added to the list, please contact Huge ERP support.</span>

<span class="ts0">View Button: Allows the user to view the selected document.</span>

<span class="ts0">Refresh Button: This will load the documents that the user has recently worked on according to the document type selected.</span>

<span class="ts0">Refresh All Button: Refresh all grids where the document type selected does not equal “All”</span>

<span class="ts0">Number of Records Textbox: Allows the user to change the number of records that is displayed in the grid.</span>

<span class="ts0">Notes:</span>

<span class="ts0">You will see “blank lines” on the grid when you open a document create screen and then close it again. So if you open the screen to create a quote, but change your mind and close the screen again. This will appear as a blank line on the grid.</span>

# Pre-Inspection Check List Menu

# Pre-Inspection Check List Search

<span class="ts15"><span class="ts0">Allows the user to search, add, edit and delete pre-inspection checksheets</span></span>

<span style="color: rgb(45, 194, 107);">**CRM Module&gt; Activity&gt; Pre Inspection Check List**</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/nrrimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/nrrimage.png)

<table border="1" id="bkmrk-document-number-ente" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 25.9514%;"></col><col style="width: 74.0238%;"></col></colgroup><tbody><tr><td>**Document Number**</td><td><span class="ts0">Enter a document number you wish to search for</span></td></tr><tr><td>**Description**</td><td><span class="ts0">Enter a description specific to the document you need to search for</span></td></tr><tr><td>**Customer**</td><td><span class="ts0">Select the customer relating to the checksheet you wish to search for</span></td></tr><tr><td>**Support Loh No**</td><td>  
</td></tr><tr><td>**Job Number**</td><td>  
</td></tr><tr><td>**Status**</td><td><span class="ts0">Search by status</span></td></tr><tr><td>**Assigned To**</td><td><span class="ts0">If you know who the checksheet was assigned to. Enter it to narrow down search results</span></td></tr><tr><td>**Time Log No**</td><td> </td></tr></tbody></table>

# Add Pre Inspection Check List

#### Check List Group 

<span class="ts0">This help document describes how to create and maintain a Pre Inspection Checksheet.</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/xwgimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/xwgimage.png)

<table border="1" id="bkmrk-code-description-seq" style="border-collapse: collapse; width: 100%; height: 148px;"><colgroup><col style="width: 23.8766%;"></col><col style="width: 76.2223%;"></col></colgroup><tbody><tr style="height: 29.6px;"><td style="height: 29.6px;">**Code**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Description**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Sequence No**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Template Task**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Import**</td><td style="height: 29.6px;"> </td></tr></tbody></table>

---

#### Check List Item

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/yLCimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/yLCimage.png)

<table border="1" id="bkmrk-item-description-dep" style="border-collapse: collapse; width: 100%; height: 355.2px;"><colgroup><col style="width: 24.1007%;"></col><col style="width: 75.8746%;"></col></colgroup><tbody><tr style="height: 29.6px;"><td style="height: 29.6px;">**Item**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Description**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Department**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Employee**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Estimate Qty**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Qty**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Notes**</td><td style="height: 29.6px;">T<span class="ts0">his tab allows you to link notes to the Pre Inspection Checksheet</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Sequence No**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Checked**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Working**</td><td style="height: 29.6px;"> </td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Quote**</td><td style="height: 29.6px;">  
</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Repaired** </td><td style="height: 29.6px;">  
</td></tr></tbody></table>

---

#### Check List Item Questions

<span class="ts0"> this tab allows you to link questions to the Pre Inspection Checksheet</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/rL5image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/rL5image.png)

<table border="1" id="bkmrk-question-code-descri" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 22.3951%;"></col><col style="width: 77.7038%;"></col></colgroup><tbody><tr><td>**Question**</td><td>  
</td></tr><tr><td>**Code**</td><td>  
</td></tr><tr><td>**Description**</td><td>  
</td></tr><tr><td>**Sequence No**</td><td>  
</td></tr><tr><td>**Selected Field** </td><td> </td></tr></tbody></table>

# Sales Leads

# Sales Leads Search

<span class="ts94">The **Sales Leads** screen allows users to create new Sales Leads or search for existing ones.</span>

<span class="ts94">Video training manual 2016 - </span>[Click Here](https://vimeo.com/357006299)

**<span class="ts0"> </span><span class="ts15" style="color: rgb(45, 194, 107);">Webatar &gt; Activity&gt; Sales Leads</span>**

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/rRHimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/rRHimage.png)

#### Search Functionality

The search panel enables users to filter and locate Sales Leads using criteria such as Customer, Lead Number, Date Range, Status, Sales Representative, Owner, and Lead Type.

<div id="bkmrk-select-the-desired-f">- Select the desired filters and click **Search** to refine results.
- If no filters are applied, all Sales Leads will be displayed in the grid.

</div><table border="1" id="bkmrk-customer-field-searc" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 17.1782%;"></col><col style="width: 82.8218%;"></col></colgroup><tbody><tr><td>**Customer Field**</td><td>Searches on the Debtors Code, Debtors Name, email address, telephone number and mobile number fields</td></tr></tbody></table>

Use the **Expand** button to show additional search filters, or **Contract** to hide them.


##### Action Buttons

Located on the top navigation ribbon:

<table border="1" id="bkmrk-search-runs-the-sear" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 15.5304%;"></col><col style="width: 84.578%;"></col></colgroup><tbody><tr><td>**Search**</td><td>Runs the search based on selected filters.

</td></tr><tr><td>**Add**</td><td>Creates a new Sales Lead.</td></tr><tr><td>**Edit**</td><td>Opens the selected Sales Lead for editing.</td></tr><tr><td>**Create Reminder**

</td><td>Sets a reminder linked to a Sales Lead.</td></tr><tr><td>**Create Quote**</td><td>Generates a quote from the selected Sales Lead.</td></tr><tr><td>**Workflow**</td><td>Access workflow-related actions.</td></tr><tr><td>**Print**</td><td>Opens print and export options.</td></tr></tbody></table>

<div id="bkmrk-search%3A-runs-the-sea"></div>##### Print / Export Options

The **Print** dropdown provides the following:

<table border="1" id="bkmrk-export-export-sales-" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 17.5542%;"></col><col style="width: 82.5542%;"></col></colgroup><tbody><tr><td>**Export**</td><td>Export Sales Leads to an Excel file.</td></tr><tr><td>**Print Grid**

</td><td>Print all Sales Leads currently displayed in the grid.</td></tr><tr><td>**Print Lead Details**</td><td>Print details of the selected Sales Lead.</td></tr><tr><td>**Print Lead Form**</td><td>rint a blank Sales Lead form template.</td></tr></tbody></table>

<div id="bkmrk-export%3A-export-sales"></div>##### Results Grid

The lower section of the screen displays the results grid, showing all matching Sales Leads with key details such as:

<div id="bkmrk-stage-due-date-lead-">- Stage
- Due Date
- Lead Number
- Follow-Up Date
- Lead Date
- Progress
- Sales Representative
- Source
- Customer

</div>### <span class="ts0">Graph tab</span>

<div id="bkmrk-the-graphs-tab-provi">The **Graphs** tab provides a visual overview of Sales Lead data, allowing users to quickly analyse trends and distributions.</div><div id="bkmrk--3"></div><div id="bkmrk-change-any-filter-an">- Change any filter and refresh to update the graph dynamically.
- Use different combinations of **Graph Type** and **Graph Category** to gain deeper insights into Sales Lead activity and trends.
- This feature is useful for monitoring pipeline health, identifying bottlenecks, and supporting reporting.

</div><div id="bkmrk--4"></div><div id="bkmrk--5"></div>[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/j7Fimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/j7Fimage.png)


##### Graph Filters

The following fields are available to customise the graph display:

<div id="bkmrk-graph-typeselect-the">- **Graph Type**  
    Select the type of chart to display from the dropdown options (e.g. Bar, Line, Pie). This determines how the data is visually presented.
- **Graph Category**  
    Select the data grouping for the graph. For example, choosing *Lead Status* will display leads grouped by their current status (e.g. Pending, Closed).
- **Date From / Date To**  
    Define the date range for the data to be included in the graph. Only Sales Leads within this period will be displayed.

</div><div id="bkmrk--7"></div>##### Graph Display

The graph is shown below the filter section and updates based on the selected criteria.

<div id="bkmrk-in-the-example-shown">- In the example shown, a **Bar Graph** is used to display the **distribution of Sales Leads by Lead Status**.
- The vertical axis represents the **Number of Leads**, while the horizontal axis shows the selected category (e.g. *Pending*, *Total*).
- Each bar visually represents the volume of leads for that category, making it easy to compare performance at a glance.

</div>

# Sales lead Process

<span class="ts0"><span style="color: rgb(45, 194, 107);">**CRM Module&gt; Activity&gt; Sales Leads**</span></span>

A **Sales Lead** is a person or organisation that has shown interest in purchasing a product or service and has the authority to do so. This represents the first stage of the sales process.

The **Search** button allows you to open and review the details of an existing prospect.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/qBsimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/qBsimage.png)

#### <span class="ts0">Creating a new prospect </span>

The **Add Lead** screen is used to capture and manage all relevant information for a new Sales Lead. Below is an explanation of each field and function.

<span class="ts0"><span style="color: rgb(45, 194, 107);">**CRM Module&gt; Activity&gt; Sales Leads**</span></span>

- <span class="ts0" style="color: rgb(0, 0, 0);">Click Add</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/1aXimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/1aXimage.png)


#### Add Sales Lead Screen

If the customer already exists and is interested in additional business, you can either enter their name or select it from the **Customer** dropdown list.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/Qufimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/Qufimage.png)

##### General Information

<table border="1" id="bkmrk-owner-the-person-res" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 15.2923%;"></col><col style="width: 84.8161%;"></col></colgroup><tbody><tr><td>**Owner**</td><td>The person responsible for managing and progressing the lead.</td></tr><tr><td>**Customer**</td><td>The individual or organisation interested in your product or service.

- If the customer already exists, select them from the dropdown list.
- To create a new customer, click **New**, which opens the Debtors Setup window. Enter the company details and select *Prospect* or *Opportunity* under the Debtor Type.

</td></tr><tr><td>**Contact Person**</td><td>Displays or allows selection of the contact linked to the chosen customer.</td></tr><tr><td>**Sales Rep**</td><td>The sales representative responsible for the lead and associated commission.</td></tr></tbody></table>

##### Lead Details

<table border="1" id="bkmrk-stage-defines-the-cu" style="border-collapse: collapse; width: 100%; height: 313.821px;"><colgroup><col style="width: 17.4351%;"></col><col style="width: 82.6732%;"></col></colgroup><tbody><tr style="height: 46.5057px;"><td style="height: 46.5057px;">**Stage**</td><td style="height: 46.5057px;">Defines the current stage of the lead (e.g. New Lead, Qualified, etc.).</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Lead Date**</td><td style="height: 29.7017px;">The date the lead was first identified.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Follow Up Date**</td><td style="height: 29.7017px;">The date scheduled for the next action or follow-up.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Est. Close Date**</td><td style="height: 29.7017px;">The expected date the sale will be finalised.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Customer Type**</td><td style="height: 29.7017px;">Indicates whether the customer is **New** or **Existing**.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Rating**</td><td style="height: 29.7017px;">Classifies the lead as *Hot*, *Warm*, or *Cold* based on likelihood.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Status**</td><td style="height: 29.7017px;">Specifies the current status of the lead (e.g. In Progress, Lost, Successful).</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Reference**</td><td style="height: 29.7017px;">Enter any relevant reference number or identifier.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Description**</td><td style="height: 29.7017px;">Provide a brief summary of the opportunity.</td></tr><tr style="height: 29.7017px;"><td style="height: 29.7017px;">**Comments / Notes**</td><td style="height: 29.7017px;">Add detailed notes or additional information about the lead.</td></tr></tbody></table>

##### Classification Fields

<table border="1" id="bkmrk-route-to-market-sele" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 22.9113%;"></col><col style="width: 77.197%;"></col></colgroup><tbody><tr><td>**Route to Market**</td><td>Select how the lead was brought in (e.g. direct, partner, online).</td></tr><tr><td>**Source**</td><td>Indicates where the lead originated from.</td></tr><tr><td>**Activity Category**</td><td>Categorises the type of sales activity.</td></tr><tr><td>**Colour Code**</td><td>Assign a colour to visually identify or prioritise the lead.</td></tr><tr><td>**Division / Region / Project**</td><td>Assign organisational structure details for reporting purposes.</td></tr></tbody></table>

<div id="bkmrk--3"></div>##### Financial Information

<table border="1" id="bkmrk-probability-%28%25%29-the-" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 17.078%;"></col><col style="width: 83.0304%;"></col></colgroup><tbody><tr><td>**Probability (%)**</td><td>The estimated chance of closing the deal.</td></tr><tr><td>**Estimated Revenue**</td><td>Expected income from the lead.</td></tr><tr><td>**Estimated Cost**</td><td>Anticipated cost associated with fulfilling the sale.</td></tr><tr><td>**Estimated Profit**</td><td>Calculated or entered expected profit.</td></tr><tr><td>**Weighted Pipeline**</td><td>A calculated value based on revenue and probability.</td></tr><tr><td>**Available Budget**</td><td>Indicates if a budget is confirmed and allows entry of the budget amount.</td></tr></tbody></table>

##### Tabs

<table border="1" id="bkmrk-contacts-tab-display" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 12.6732%;"></col><col style="width: 87.4351%;"></col></colgroup><tbody><tr><td>**Contacts Tab**</td><td>Displays all contact persons linked to this Sales Lead.</td></tr><tr><td>**Sales Leads Activity Tab**</td><td>Tracks activities related to the lead.

- Use the **Edit** button to update existing activity details (e.g. change Activity Category).

</td></tr></tbody></table>

##### Action Buttons

<table border="1" id="bkmrk-save-%26-new-save-the-" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 13.9827%;"></col><col style="width: 86.1256%;"></col></colgroup><tbody><tr><td>**Save &amp; New**</td><td>Save the current lead and open a new blank form.</td></tr><tr><td>**Save &amp; Close**</td><td>Save the lead and exit the screen.</td></tr><tr><td>**Save**</td><td>Save changes without closing the screen.</td></tr><tr><td>**Close**</td><td>Exit the screen without saving changes.</td></tr></tbody></table>

<div id="bkmrk--4"></div>#### Contacts Tab

The **Contacts** tab within the **Edit Lead** screen displays and manages all contact persons linked to the selected Sales Lead.

<div id="bkmrk-time-logs-help-monit">- Time logs help monitor effort spent on each Sales Lead and support productivity tracking.
- This feature can also assist with billing where time-based charges apply.
- Keeping time logs updated ensures accurate reporting and accountability.

</div>[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/7i4image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/7i4image.png)

The grid shows a list of all contacts associated with the lead, including key details such as:

<div id="bkmrk-first-name-and-last-">- **First Name and Last Name**
- **Position/Title**
- **Telephone and Cellphone numbers**
- **Email Address**
- **Active status** (indicates whether the contact is currently active)

</div>Each row represents an individual contact linked to the Sales Lead.

##### Action Buttons

Located above the contact grid:

<div id="bkmrk-add-contactallows-yo">- **Add Contact**  
    Allows you to create and link a new contact to the Sales Lead.
- **Edit Contact**  
    Enables you to update the details of a selected contact.
- **Import Contact**  
    Import contact information from an external source.
- **Import VCF Contact**  
    Upload and import contacts from a VCF (vCard) file.

</div>##### Documents Section (Docs)

The lower section of the screen displays documents linked to the Sales Lead, such as files or attachments.

Available actions include:

<div id="bkmrk-add-%E2%80%93-attach-a-new-d">- **Add** – Attach a new document
- **Open** – View a selected document
- **Print** – Print the document
- **Remove** – Delete the selected document

</div>If no documents are linked, the grid will display “No data to display.”

##### Additional Notes

<div id="bkmrk-contacts-linked-here">- Contacts linked here are directly associated with the selected Sales Lead and can be used for communication and tracking purposes.
- Keeping contact details up to date ensures accurate follow-ups and reporting.

</div>#### Time Log

The **Time Log** tab allows users to view and manage time entries linked to the selected Sales Lead. This feature is useful for tracking time spent on activities related to the lead.

- Time logs help monitor effort spent on each Sales Lead and support productivity tracking.
- This feature can also assist with billing where time-based charges apply.
- Keeping time logs updated ensures accurate reporting and accountability.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/JnNimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/JnNimage.png)

##### Time Log Grid

The grid displays a list of all recorded time entries. Each entry includes the following information:

<div id="bkmrk-log-no-%E2%80%93-unique-refe">- **Log No** – Unique reference number for the time entry
- **Date** – The date the activity took place
- **Contact** – The contact person associated with the activity
- **Reference** – Additional reference or description for the entry
- **Owner** – The user who created or is responsible for the time log
- **Job Number** – Linked job or project reference (if applicable)
- **Completed** – Indicates whether the activity has been completed
- **Time From / Time To** – Start and end times of the activity
- **Duration** – Total time spent on the activity
- **Billable Rate** – Rate applied if the time is billable
- **Status** – Current status of the time entry

</div>If no time entries have been recorded, the grid will display **“No data to display.”**

##### Action Buttons

Located above the grid, the following options are available:

<div id="bkmrk-openview-or-open-the">- **Open**  
    View or open the selected time log entry.
- **Email Self**  
    Send the time log details to your own email for reference.
- **Print**  
    Print the selected time log entry or list.
- **Remove Sales Lead Link**  
    Unlink the selected time log entry from the Sales Lead.
- **Create Time Log** (available on the top ribbon)  
    Create a new time entry linked to the Sales Lead.

  
</div>

# Create a Quote From Sales leads

#### **<span class="ts2">Create a quote</span>**

The system allows users to generate a **Quote directly from an existing Sales Lead**, helping streamline the sales process and avoid re-entering information.

<span class="ts0"> </span><span class="ts0">Click on "**Create Quote**" button</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/SF2image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/SF2image.png)

#####  

##### View Quote

Once a quote has been created and linked to a Sales Lead, it can be easily accessed using the "**View Quote"** function.

<p class="callout info">Only **one quote** can be linked to a Sales Lead at any given time.</p>

<span class="ts0"> </span>[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/UIjimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/UIjimage.png)

##### <span class="ts0"> </span>

##### <span class="ts0">Link Quote</span>

The **Link Quote** function allows you to connect an existing quote to a Sales Lead after the quote has already been created in the **Debtors module**.

**When to Use Link Quote**

<div id="bkmrk-use-this-option-when">- Use this option when a quote was **not created directly from the Sales Lead**.
- For example, if a quote was created separately in the Debtors module, it can still be linked back to the relevant Sales Lead for tracking purposes.

</div>[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/fgRimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/fgRimage.png)

##### Remove Quote Link 

The **Remove Quote Link** function allows you to disconnect a linked quote from a Sales Lead.

1. Open the **Sales Lead** in **Edit Lead** mode
2. Click the **Remove Quote Link** button on the top navigation ribbon
3. The system will remove the association between the Sales Lead and the quote

When to Use **Remove** Quote Link

<div id="bkmrk-when-the-incorrect-q">- When the incorrect quote has been linked to the Sales Lead
- When you need to replace the existing quote with a different one
- When the quote is no longer relevant to the Sales Lead

</div><div id="bkmrk--2"></div>**Important Notes**

<div id="bkmrk-removing-the-link-do">- Removing the link **does not delete the quote** from the system
- The quote remains available in the **Debtors module** and can be reused or linked to another Sales Lead if required
- Only the connection between the Sales Lead and the quote is removed

</div>[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/Oy7image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/Oy7image.png)

# Sales Leads - Reminder Create

This section of the **Edit Lead** screen controls key date fields and reminder functionality for managing follow-ups and expected closure.

##### [![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/L7Uimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/L7Uimage.png)

##### Field Layout &amp; Display

<div id="bkmrk-the-date-fields-are-">- The **date fields are reduced in size** to improve screen layout and usability.
- The **Follow Up Date** is positioned **below the Estimated Close Date** (swapped from the original layout).
- The **Follow Up Date field is highlighted with a cream background**, making it easily identifiable as a priority action item.

</div>##### Reminder Buttons

<div id="bkmrk-a-reminder-button-is">- A **Reminder button** is available next to both: 
    - **Estimated Close Date**
    - **Follow Up Date**
- These buttons allow users to manually create or view reminders linked to each date.

</div>##### Follow Up Reminder Tick Box

A **tick box** is located next to the **Follow Up Date** field, controlling automatic reminder creation.

#### Behaviour:

<div id="bkmrk-when-adding-a-new-sa">- **When adding a new Sales Lead**
    
    
    - The tick box is **selected (on) by default**.
- **When editing an existing Sales Lead**
    
    
    - The tick box is **unselected (off) by default**.
- **When saving the lead (Save or Save &amp; Close)**
    
    
    - If the tick box is **selected**, a reminder is **automatically created** based on the Follow Up Date.
- **If the Follow Up Date is changed**
    
    
    - The user must **re-select (tick) the box** to confirm a new reminder should be created.
- **When saving again with the tick box selected**
    
    
    - A **new reminder is created** using the updated Follow Up Date.

</div>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2719).png)

# Sales Leads import export

This feature allows for exporting and importing of sales leads.

It can be used to import new leads or update existing leads.

Sales leads import export function is disabled by default.

Enable via Form security

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/avsimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/avsimage.png)

##### Export the data based on the search

This will give you the template layout as well as the data

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/fKPimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/fKPimage.png)

##### Exported Data

To add a new Sales, leave the Lead number blank and enter the DebtorCode

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/scaled-1680-/UJmimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/UJmimage.png)

<div class="x_elementToProof" data-olk-copy-source="MessageBody" id="bkmrk-these-fields-will-au">These fields will auto populate if you don't fill them in</div><div class="x_elementToProof" data-olk-copy-source="MessageBody" id="bkmrk--3"></div><div class="x_elementToProof" data-olk-copy-source="MessageBody" id="bkmrk-field-default-settin"><table border="1" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 20.5152%;"></col><col style="width: 45.8733%;"></col><col style="width: 33.6114%;"></col></colgroup><tbody><tr><td>**Field**</td><td>**Default setting**</td><td>**Can set to**</td></tr><tr><td>**Contact Person**</td><td>default contact person of setup</td><td>N/A</td></tr><tr><td>**Lead Status**</td><td>In Progress</td><td>N/A</td></tr><tr><td>**Sale Rep**</td><td>default to the prospect or customer setup. If none, leave blank</td><td>Sales Rep code</td></tr><tr><td>**Rating**</td><td>Cold</td><td>Cold, Warm or Hot</td></tr><tr><td>**Probability**</td><td>0%</td><td>10, 20, 30 etc</td></tr><tr><td>**Stage**</td><td>First one on the list - Stage0</td><td>Stage codes</td></tr><tr><td>**Est Close Date**</td><td>7 days from Imported date</td><td>N/A</td></tr><tr><td>**Follow up date**</td><td>same as Est close date</td><td>N/A</td></tr><tr><td>**Customer Type**</td><td>New</td><td>New or Existing</td></tr><tr><td>**Division**</td><td>Default to customer setup</td><td>Division Code</td></tr><tr><td>**Region**</td><td>Default to customer setup</td><td>Region Code</td></tr></tbody></table>

</div><div class="x_elementToProof" data-olk-copy-source="MessageBody" id="bkmrk--4"></div><div class="x_elementToProof" id="bkmrk--5"></div>

# Support Request Search

# Support Request

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1444).png)

<span class="ts7">A support request search entails the list of requests sent through from the Website Support</span>

<span class="ts7">This is where they will be listed in the system</span>

<span class="ts7">Normally all our command ribbons are at the top of the screen in WebAccounting</span>

<span class="ts7">When you click on the Search Button It will give you the list of Support Request available</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1445).png)

<span class="ts7">To view the details of the support request click on the view button</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1446).png)<span class="ts7"> </span>

<span class="ts7">The support request can be promoted to a time log by a click of a button “to Time Log”</span>

<span class="ts7">Or The Support Request can be promoted to a support log to be assigned to a specific person to handle the query.</span>

<span class="ts7">The support request can also be promoted to a sales lead</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1447).png)

<span class="ts7">Once the support log is promoted to either time log, support log or sales leads it will be moved from the support request search and can be found at the relevant allocation</span>

# Support Log Ticket Menu

# Support Log Ticket Search

T<span class="ts0">he Support Log Ticket is essential and serves as a centralised repository for all relevant support log queries</span>

<span class="ts0">In the Debtor setup search, you will see two search tabs</span>

<div aria-label="Page Section Options" class="pointer-container" id="bkmrk-%C2%A0-1" refs="pointer@pointer" tabindex="-1"><div class="pointer flex-container-row items-center justify-space-between p-s anim is-page-editable"><div class="flex-container-row items-center gap-s" refs="pointer@mode-section"><button class="text-button icon px-xs" title="Permalink mode, Press to show include tag"><svg class="svg-icon" data-icon="link" role="presentation" viewbox="0 0 24 24" xmlns="http://www.w3.org/2000/svg"></svg></button><div class="input-group"> <button class="button outline icon" title="Copy Link" type="button"><svg class="svg-icon" data-icon="copy" role="presentation" viewbox="0 0 24 24" xmlns="http://www.w3.org/2000/svg"></svg></button></div></div><svg class="svg-icon" data-icon="edit" role="presentation" viewbox="0 0 24 24" xmlns="http://www.w3.org/2000/svg"></svg></div></div><table border="1" id="bkmrk-basic-search-tab-if-" style="width: 100%;"><colgroup><col style="width: 19.5275%;"></col><col style="width: 80.4725%;"></col></colgroup><tbody><tr><td>**<span class="ts0">Basic Search tab</span>**</td><td><span class="ts0">If you know the log number or part of the support log number you can search here</span></td></tr><tr><td>**<span class="ts0">Custom Search tab</span>**</td><td><span class="ts0">If you have setup custom fields in support log tickets, you can search for the items in this area.</span></td></tr></tbody></table>

<p class="callout info">If you leave the basic search blank it will bring up all support log ticket codes </p>

<span style="color: rgb(45, 194, 107);">**CRM Module&gt; Activity&gt; Support Log**</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/scaled-1680-/s6Rimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/s6Rimage.png)

<table border="1" id="bkmrk-log-no-search%C2%A0using-" style="border-collapse: collapse; width: 100%; height: 297.969px;"><colgroup><col style="width: 29.9383%;"></col><col style="width: 70.1853%;"></col></colgroup><tbody><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Log No</span>**</td><td style="height: 29.7969px;"><span class="ts0">search </span><span class="ts0">using a </span><span class="ts0"> support log number</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">  
</td><td style="height: 29.7969px;">  
</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Date From</span>**</td><td style="height: 29.7969px;"><span class="ts0">search by entering the from which the support log will run from</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Date To</span>**</td><td style="height: 29.7969px;"><span class="ts0">search by entering the date to, in order to limit to search run</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Employee Log </span>**</td><td style="height: 29.7969px;"><span class="ts0">search by selecting the employee from the drop down arrow</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Assign To</span>**</td><td style="height: 29.7969px;"><span class="ts0">search by selecting the person the support log is assigned to </span><span class="ts0">a certain user</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Task </span>**</td><td style="height: 29.7969px;"><span class="ts0">search by selecting the status from the drop down arrow</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Show Completed </span>**</td><td style="height: 29.7969px;"><span class="ts0">tick the box to search for completed support log</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Support Tasks</span>**</td><td style="height: 29.7969px;">  
</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Status</span>**</td><td style="height: 29.7969px;"> </td></tr></tbody></table>

---

#### System Buttons

The Navigation Ribbon Used to Action Following Functions

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/scaled-1680-/hGTimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/hGTimage.png)

<table border="1" id="bkmrk-search-button-the-se" style="width: 100%; height: 314.766px;"><colgroup><col style="width: 23.5802%;"></col><col style="width: 76.2963%;"></col></colgroup><tbody><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Search</span>**</td><td style="height: 29.7969px;"><span class="ts0">The search function will return support log ticket records based on the search criteria entered.</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Add </span>**</td><td style="height: 29.7969px;"><span class="ts0">Allows you to create a new support log ticket</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Edit </span>**</td><td style="height: 29.7969px;"><span class="ts0">Allows you to make changes to an existing support log ticket</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Cancel</span>**</td><td style="height: 29.7969px;"><span class="ts0">Allows you to cancel support log ticket</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Create Time Log</span>**</td><td style="height: 29.7969px;"><span class="ts0">Duplicate an existing debtor or customer</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Workflow**</td><td style="height: 29.7969px;">Allows you to load a workflow and move support logs around</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Complete</span>**</td><td style="height: 29.7969px;">Allows you to highlight a support log and complete it</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**<span class="ts0">Email Self</span>**</td><td style="height: 29.7969px;">Allows you to email support logs to yourself</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Import**</td><td style="height: 29.7969px;"><span class="ts0">Allows you to import support logs</span></td></tr><tr style="height: 46.5938px;"><td style="height: 46.5938px;">**<span class="ts0">Print Dropdown</span>**</td><td style="height: 46.5938px;">Allows you to print your Support log ticket in PDF or download an Excel sheet of your support log tickets</td></tr></tbody></table>

<div aria-label="Page Section Options" class="pointer-container" id="bkmrk--5" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--6" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--7" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--8" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--9" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--10" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--11" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--12" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--13" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--14" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--15" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--16" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--17" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--18" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--19" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--20" refs="pointer@pointer" tabindex="-1">  
</div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--21" refs="pointer@pointer" tabindex="-1"></div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--22" refs="pointer@pointer" tabindex="-1"></div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--23" refs="pointer@pointer" tabindex="-1"></div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk--24" refs="pointer@pointer" tabindex="-1"></div><div aria-label="Page Section Options" class="pointer-container" id="bkmrk-%C2%A0-4" refs="pointer@pointer" tabindex="-1"><div class="pointer flex-container-row items-center justify-space-between p-s anim is-page-editable"><div class="flex-container-row items-center gap-s" refs="pointer@mode-section"><button class="text-button icon px-xs" title="Permalink mode, Press to show include tag"><svg class="svg-icon" data-icon="link" role="presentation" viewbox="0 0 24 24" xmlns="http://www.w3.org/2000/svg"></svg></button><div class="input-group"> <button class="button outline icon" title="Copy Link" type="button"><svg class="svg-icon" data-icon="copy" role="presentation" viewbox="0 0 24 24" xmlns="http://www.w3.org/2000/svg"></svg></button></div></div><svg class="svg-icon" data-icon="edit" role="presentation" viewbox="0 0 24 24" xmlns="http://www.w3.org/2000/svg"></svg></div></div><div id="bkmrk--26"></div>

# Add Support Log Ticket

#### <span class="ts10">Detail Tab</span>

<span class="ts10">Video training manual 2016 - </span>[Click Here](https://vimeo.com/357006462)

<span class="ts0"> </span><span class="ts0">Support log tickets are used to capture work for internal and technical staff.</span>

<span class="ts0">Customer problems or support issues.</span>

<span style="color: rgb(45, 194, 107);">**<span class="ts0"> CRM </span><span class="ts15">Module &gt; Activity &gt; Support log ticket</span>**</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/scaled-1680-/dzyimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/dzyimage.png)

<span class="ts0"> </span><span class="ts0">It shows a list of support log from customers</span>

<span class="ts0">Search according to user’s preference</span>

<span class="ts22">Search</span><span class="ts11"> </span>

<span class="ts0">Log No – search </span><span class="ts0">using a </span><span class="ts0"> support log number</span>

<span class="ts0">Reference – search by entering the reference of the support log</span>

<span class="ts0">Employee Log – search by selecting the employee from the drop down arrow</span>

<span class="ts0">Assign To – search by selecting the person the support log is assigned to </span><span class="ts0">a certain user</span>

<span class="ts0">Debtor – search by the debtor</span>

<span class="ts0">Date From – search by entering the from which the support log will run from</span>

<span class="ts0">Date To – search by entering the date to, in order to limit to search run</span>

<span class="ts0">Task – search by selecting the status from the drop down arrow</span>

<span class="ts0">Show Completed – tick the box to search for completed support logs</span>

<span class="ts0">Details Tab - to show the support log details</span>

<span class="ts0">Support Tasks Tab – to show support log tasks</span>

<span class="ts0">Status Tab - to show and allocate different colours to the status codes</span>

<span class="ts0">Standard Tab has five buttons</span>

<span class="ts0">Insert button – to insert the time log</span>

<span class="ts0">Amend button - allows changes on an existing time log</span>

<span class="ts0">Delete button – to delete the time log</span>

<span class="ts0">Print button – to print the time log</span>

<span class="ts0">Print Grid button – to print support log report</span>

<span class="ts22">Extras Tab</span><span class="ts0"> </span>

<span class="ts0">Create Time Log button – to create a time log</span>

<span class="ts0">New Features</span>

<span class="ts0">Colour Code Status of Task</span>

<span class="ts0">C</span><span class="ts0">olour code</span><span class="ts0"> in the </span><span class="ts0"> the Support Log Status</span><span class="ts0"> makes </span><span class="ts0"> it easier to view the different status of support tasks sitting in the Support Log Queue.</span>

<span class="ts0">The user has the ability to change the status colours themselves.</span>

<span class="ts0">Colour Codes On the due date - denotes at a glance wich support logs need urgent attention.</span>

<span class="ts22">Closing or Cancelling of Service Logs</span>

<span class="ts0">Service Logs cannot be deleted o</span><span class="ts0">ff the </span><span class="ts0"> Webaccounting system and the only way in which they can be resolved is by either closing or cancelling the Service Log.</span>

<span class="ts0">To search for completed and cancelled Service Logs tick the Added Show Completed tick box.</span>

<span class="ts0">Status Task Percentage Complete</span>

<span class="ts0">The Service Log progress can be monitored by assigning a % completed.</span>

# Support Website logging

<span class="ts0">With Webaccounting we can integrate a logging system so that customers can go to your website, click on a support button and log a ticket.</span>

<span class="ts0">This feature also allows the company to publish basic support manuals to their customers by using the Search Help files button.</span>

<span class="ts0"> </span><span class="ts0">This ticket is then sent to Webaccounting system.</span>

<span class="ts0"> </span><span class="ts0">The path will be as follows:</span>

<span class="ts0">https://Name of server/csp/name of database/wab/acck/frmServiceSelect1.csp</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(126).png)

<span class="ts0"> </span><span class="ts0">Once the customer proceeds with the support, a new window will come up.</span>

<span class="ts0"> </span><span class="ts0">If the customer knows his customer code, he can enter it in the Company Code and when he clicks on tab.</span>

<span class="ts0">It will bring up the companies list of contact persons. If the person logging the call is on the system then they can select their name.</span>

<span class="ts0">The person can also update their information.</span>

<span class="ts0"> </span><span class="ts0">If you don't know your company code then skip the first line and go and enter your company name and details to log a support log.</span>

<span class="ts0"> </span><span class="ts0">For the company codes, we suggest putting random four digit numbers after the code. (like a bank code)</span>

<span class="ts0"> </span><span class="ts0">Example</span>

<span class="ts0">ABC company code is usually ABC001</span>

<span class="ts0">But this is easy for people to guess your code and therefore read the users.</span>

<span class="ts0">So we suggest doing your code as usual but with a code after - ABC001-2681</span>

<span class="ts0"> </span><span class="ts0">The company Code enter, must be an exact match inorder for information to be displayed.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(127).png)

# Support Log Capture Process

<span style="color: rgb(45, 194, 107);">**<span class="ts15">CRM Module&gt; Activity&gt; Support Log Ticket</span>**</span>

<span class="ts0">Select: Support Log Ticket Menu Item</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/scaled-1680-/q4Limage.png) bv](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/q4Limage.png)

<span class="ts0">Click the Add Button</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/scaled-1680-/24Aimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/24Aimage.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/scaled-1680-/XKfimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/XKfimage.png)

<table border="1" id="bkmrk-debtor-enter-the-com" style="border-collapse: collapse; width: 100%; height: 184.375px;"><colgroup><col style="width: 24.2593%;"></col><col style="width: 75.8643%;"></col></colgroup><tbody><tr style="height: 35.3906px;"><td style="height: 35.3906px;">**Debtor**</td><td style="height: 35.3906px;"><span class="ts0">Enter the Company Name</span>

</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Reference**</td><td style="height: 29.7969px;"><span class="ts0">Enter a Reference for the Support Call</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Task**</td><td style="height: 29.7969px;">Select a Task from the Drop Down</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Sub Task**</td><td style="height: 29.7969px;">Select a Sub Task from the Drop down</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Action Date**</td><td style="height: 29.7969px;"><span class="ts0">Enter the Action Date: Typically, this would be the date the task will be done</span></td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Due Date**</td><td style="height: 29.7969px;"><span class="ts0">Enter the Due date for the Task to be completed</span></td></tr><tr><td>**Assign To**</td><td><span class="ts0">Select the Technician that the Support Call is to be assigned to</span></td></tr><tr><td>**Status**</td><td><span class="ts0">Select the Support Call Status</span></td></tr></tbody></table>

<span class="ts0">Click Save</span>

<span class="ts0">Click the Problem Tab</span>

<span class="ts0">Enter the details of the problem or task that is required to be performed</span>

<span class="ts0">After clicking save you note that the notes typed will move to the right-hand side</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/scaled-1680-/Y3rimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-01/Y3rimage.png)

<span class="ts0">And the date time and user who captured the note is logged</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1428).png)

<span class="ts0"> </span><span class="ts0">Click the Feedback tab</span>

<span class="ts0">Enter details of the feedback that you wish to forward to the client</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1429).png)

<span class="ts0">Click Save</span>

<span class="ts0">Once again, the note is moved to the right-hand side and logged with Time, date and user.</span>

<span class="ts0">If you wish to email the client feedback as well, you can click the Save and Send Button.</span>

<span class="ts0">This will email the Client and the Technician the notes captured.</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1430).png)

<span class="ts0"> </span><span class="ts0">Once the technician has been to site and performed the relevant tasks, he can enter further details on this page and again Save or Save and Send.</span>

<span class="ts0">Upon completion of the Support Call, the technician can then call up the Support Log Ticket and enter and further details as well as enter the “Root Cause” if applicable.</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1431).png)

<span class="ts0">Creating a Time Log from Support Log Ticket</span>

<span class="ts0">If you wish for the Technician to log their time spent on the Support Call, while on the Support Log Ticket, the Technician can opt to create a time log as follows:</span>

<span class="ts0">The Technician can Search for the Support Ticket</span>

<span class="ts0">Debtor Module&gt; Interactions&gt; Support Log Ticket</span>

<span class="ts0">Enter the client name or date range or log number</span>

<span class="ts0">And click Search</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1432).png)

<span class="ts0">Highlight (click Once) on the required Support log Ticket</span>

<span class="ts0">Click the Create Time Log Button</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1433).png)

<span class="ts0"> </span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1126).png)

<span class="ts0">Click Yes</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1127).png)

<span class="ts0"> </span>1.<span class="ts0">Select the Agreement Contract</span>

2.<span class="ts0">Select the Task performed from the drop down</span>

3.<span class="ts0">Select the respective sub task</span>

4.<span class="ts0">Select the respective Billing Rate</span>

5.<span class="ts0">Capture details of the task performed</span>

<span class="ts0">check the time log date is correct</span>

1.<span class="ts0">Enter Time Started</span>

2.<span class="ts0">Enter the Time Ended</span>

<span class="ts0"> </span><span class="ts0">The time log can then be either printed or emailed to yourself and then forwarded to the client for signature and /or their records.</span>

<span class="ts0"> </span>

<span class="ts0"></span>

# Support Log recurring tickets

Create multiple future recurring tickets.

Useful when creating tickets for monthly maintenance on items.

Create one recurring ticket and save and close

Go to support ticket and highlight, click on Create Recurring Tickets button

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/scaled-1680-/6G2image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/6G2image.png)

Specify the recurring occurrences and click on create

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/scaled-1680-/Lhwimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/Lhwimage.png)

This will create future recurring tickets

<p class="callout info">If you want to see the future tickets, change your date to into the future</p>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/scaled-1680-/PSiimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-06/PSiimage.png)

# Debtor/Lead Interactions

# Debtor/Lead Interactions Help

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1449).png)

<span class="ts0">This allows a user to interact with the customers.</span>

<span class="ts0">Basic Tab – Search button</span>

<span class="ts0">Debtor/Lead - search by debtor</span>

<span class="ts0">Interaction Type – select interaction type from the drop down arrow</span>

<span class="ts0">Date From – select the date from and the Date To, and search</span>

<span class="ts0">Order By – select the order from the drop down arrow</span>

<span class="ts0">Detailed Tab – searches the interaction details according to the Follow Up Date selection</span>

<span class="ts0">Custom Fields – search by selecting the category from the drop down arrow.</span>

<span class="ts0">Standard Tab</span>

<span class="ts0">Insert button – to insert debtor’s interaction</span>

<span class="ts0">Amend button – allows changes</span>

<span class="ts0">Delete button – to delete the interaction</span>

<span class="ts0">Send button – to send the interaction</span>

# Email Mailing Menu

# Email Mailing List Search

#### <span class="ts10">Existing Mailing List </span>

<span class="ts10">This is where you search for an existing Email Mailing List</span>

<span class="ts10">Video Training Manual 2016 - </span>[Click Here](https://vimeo.com/357004118)

<span style="color: rgb(45, 194, 107);">**<span class="ts0"> CRM Module&gt; Activity&gt; Email Mailing List</span>**</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/scaled-1680-/4D6image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/4D6image.png)

<table border="1" id="bkmrk-list-name-descriptio" style="border-collapse: collapse; width: 100%; height: 79.8px;"><colgroup><col style="width: 25.7084%;"></col><col style="width: 74.2669%;"></col></colgroup><tbody><tr style="height: 20.6px;"><td style="height: 20.6px;">**List Name**</td><td style="height: 20.6px;">Search for your list-by-list name</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Description**</td><td style="height: 29.6px;">Search for your list by description name</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Order By**</td><td style="height: 29.6px;">Search for your list by order either by name, description or captured by</td></tr></tbody></table>

# Creating and Send Bulk Mail CRM (Debtors)

**<span style="color: rgb(45, 194, 107);">CRM &gt; Activity &gt; Email Mailing List</span>**

- Click on the template that you would like to send out
- Click "**Send Mail**"

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/scaled-1680-/qJDimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/qJDimage.png)

The below screen will open.

- Choose a **Letter Template** from the drop-down menu to determine the content of your outgoing message.
- Select a **Mailing List** using the "List Selection" drop-down to specify your email recipients.
- **Manage Attachments** by double-clicking an item to move it between the "Available Attachments" and "Selected Attachments" sections. Double-click again to remove it if needed.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/scaled-1680-/ahFimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/ahFimage.png)

<table border="1" id="bkmrk--8" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 21.2186%;"></col><col style="width: 78.7706%;"></col></colgroup><tbody><tr><td>Attachment</td><td>Here you can upload any attachment you would like to send out with your email</td></tr><tr><td>Letter Template</td><td>Select your email template from the drop-down menu</td></tr><tr><td>View Letter</td><td>Click to view the Template you have selected</td></tr><tr><td>Subject</td><td>The Subject line should auto populate with the description from when you created the template</td></tr><tr><td>List Selection</td><td>Select the list of contact you wish to send the letter too. </td></tr><tr><td>Other Lists

</td><td>By clicking Other Lists, you can add multiple contact lists to send the mail out too. </td></tr><tr><td>Activate BCC</td><td>  
</td></tr><tr><td>Available Attachments</td><td>These are the attachments that have already been uploaded and available for selection.</td></tr><tr><td>Selected Attachments</td><td>These are the attachments that have already been selected to be sent out with the email.</td></tr><tr><td>Save </td><td>By Clicking Save you will save all the setting you have created and selected</td></tr><tr><td>Process</td><td>By clicking Process your letter will be emailed out</td></tr></tbody></table>


To add an attachment:

- Click "**Attachment**" and the below screen will open
- Click "**Upload**" or drag and drop your attachment in the "**Drag &amp; Drop**" box

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/scaled-1680-/Y5Zimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/Y5Zimage.png)

# Mail Chimp

##### <span class="ts2">Mail Chimp Email Out</span>

<span class="ts0"> </span><span class="ts10">Video training manual 2019 - </span>[Click Here](https://vimeo.com/375556481)

**<span style="color: rgb(45, 194, 107);"><span class="ts0"> </span><span class="ts11">Webatar &gt; Activity &gt; Email Mailing List</span></span>**

<span class="ts0"> </span><span class="ts0">In Huge ERP we allow for email mailing list to be exported and imported to mail chimp.</span>

<span class="ts0">Having created a central database in your customer setup files, you can create different mailing lists for targeted markets.</span>

<span class="ts0"> </span><span class="ts0">You can use the web accounting system to email out to the clients as a bulk email out, however this is not as effective as MailChimp.</span>

<span class="ts0">Web accounting can send out the mailing list with attachments, but we do not keep a record of whether the recipient has read the Mail, opened it and whether that email address is valid.</span>

<span class="ts0"> </span><span class="ts0">While MailChimp has all these advanced features, we have added a function to export to MailChimp.</span>

<span class="ts0">The exported file will have the name, surname, email address and the list name which you can use as a tag in MailChimp to email out.</span>

<span class="ts0">When you export out, check your file first to make sure that it is comma delimited and not semi colon delimited.</span>

<span class="ts0"> </span><span class="ts0">Open the file app in notepad and replace all semi colons with commas.</span>

<span class="ts0"> </span><span class="ts0">Log into your Mail chimp profile and import your new list. This will update existing email addresses and put a tag against those customers.</span>

<span class="ts0"> </span><span class="ts0">MailChimp allows for multiple tags.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1930).png)

<span class="ts0"></span>

# Creating Debtors Email Mailing List

<span class="ts10"><span style="color: rgb(45, 194, 107);">**<span class="ts0"> CRM Module&gt; Activity&gt; Email Mailing List</span>**</span></span>

- <span class="ts10" style="color: rgb(0, 0, 0);"><span class="ts0">Click "**Add**"</span></span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/scaled-1680-/mVgimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/mVgimage.png)

- <span class="ts10">Add the Mailing **List Name** and a **Description**</span>
- <span class="ts10">Click "**Save**"</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/scaled-1680-/HUjimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/HUjimage.png)

Click Save a new a window will open  
Here you can start adding your contact for the mail.

- Click "**Add**"

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/scaled-1680-/XHCimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/XHCimage.png)

1. Use the filters to limit your search results
2. Click "**Search"** - The contacts grid will populate with Contacts
3. Either double click on the contact you want to add to the Selected column or use the Arrows to move these contacts over.
4. Click "**Close"** when you are happy with your list

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/scaled-1680-/PaHimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/PaHimage.png)

<table border="1" id="bkmrk-debtor-contact-type-" style="border-collapse: collapse; width: 100%; height: 122.4px;"><colgroup><col style="width: 18.7877%;"></col><col style="width: 81.2123%;"></col></colgroup><tbody><tr style="height: 46.4px;"><td style="height: 46.4px;">**Contact Type**</td><td style="height: 46.4px;">Select the Contact Type you wish to add contact from (Debtors, Prospects, Opportunities, Users, Employees) These may be different depending on what has been setup. </td></tr><tr style="height: 46.4px;"><td style="height: 46.4px;">**Category**</td><td style="height: 46.4px;">Select the Category you would like to add contact from, these will also depend on what has been setup (Purchasing, Sales, Marketing, Finance, Executive)</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Debtors**</td><td style="height: 29.6px;">Select one debtor to add to your mailing list</td></tr></tbody></table>

When you click "**Close"**, you will see your mailing list that you created in the list and will be available for selection when you have a mail to send out.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/scaled-1680-/JPNimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/JPNimage.png)

From here you can double click to open the list to make any changes needed.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/scaled-1680-/IsBimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/IsBimage.png)

<table border="1" id="bkmrk-save-click-save-to-s" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 26.8334%;"></col><col style="width: 73.2619%;"></col></colgroup><tbody><tr><td>Save</td><td>Click Save to save any changes made</td></tr><tr><td>Add</td><td>Click Add to add a contact that may have been missed </td></tr><tr><td>Bulk Add</td><td>Click Bulk Add to add a bulk amount of Contact to the mailing list (Maybe from a different Contact Type or Category.)</td></tr><tr><td>Remove</td><td>Highlight the line you want to remove by clicking on the line and clicking Remove.</td></tr><tr><td>Remove All</td><td>Click Remove All if you want to delete all contacts in the mailing list</td></tr><tr><td>Export to Mail Chimp</td><td>Click Export to Mail chimp to create this mail list in Mail Chimp.</td></tr></tbody></table>

---

##### Bulk Add

You can add an Email mailing list in bulk or by group like all debtors or creditors.

- Click "**Bulk Add**" and the below screen will open
- By using the filters, you can create a quick mailing list

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/TvAimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/TvAimage.png)

<table border="1" id="bkmrk-list-type-division-c" style="border-collapse: collapse; width: 100%; height: 462.488px;"><colgroup><col style="width: 22.876%;"></col><col style="width: 77.124%;"></col></colgroup><tbody><tr style="height: 29.7875px;"><td style="height: 29.7875px;">**List Type**</td><td style="height: 29.7875px;">Select the list type you would like to add from (Debtors, Prospect, Opportunities)

</td></tr><tr style="height: 46.4px;"><td style="height: 46.4px;">**Division**</td><td style="height: 46.4px;">If you have set up divisions for your debtors, you can pull the report for all your debtors or you can select a specific Division from the drop-down menu.</td></tr><tr style="height: 29.7875px;"><td style="height: 29.7875px;">**Currency**</td><td style="height: 29.7875px;">If you are using multi-currency you can select it here</td></tr><tr style="height: 29.7875px;"><td style="height: 29.7875px;">**Account Manager**</td><td style="height: 29.7875px;">You can pull the report for all your debtors, or you can select a specific Account manager from the drop-down menu if you have set up Account Managers for your debtors.</td></tr><tr style="height: 29.7875px;"><td style="height: 29.7875px;">**Acc Terms**</td><td style="height: 29.7875px;">You can filter for specific Account Terms (30 Days, 60 Days, 90 Days etc.)</td></tr><tr style="height: 29.7875px;"><td style="height: 29.7875px;">**Billing Group**</td><td style="height: 29.7875px;">If you have billing groups like, Subscriptions, you can pull a report for these specific groups, or you can pull a report that will include all transactions.</td></tr><tr style="height: 29.7875px;"><td style="height: 29.7875px;">**Item**</td><td style="height: 29.7875px;">You can filter for Debtors/Customers who have purchased a specific inventory item</td></tr><tr style="height: 29.7875px;"><td style="height: 29.7875px;">**Item Inv Date From / Item Inv Date to**</td><td style="height: 29.7875px;">You can select the date range you want to filter for of a specific inventory item that has been purchased </td></tr><tr style="height: 29.7875px;"><td style="height: 29.7875px;">**Sales Rep**</td><td style="height: 29.7875px;">If you want to run a report by a specific sales rep, then you will need to select the sales rep on the drop-down menu. If you leave the sales rep on all the report will run by all sales rep.</td></tr><tr style="height: 29.7875px;"><td style="height: 29.7875px;">**Region**</td><td style="height: 29.7875px;">You can pull the report for all your debtors, or you can select a specific Region from the drop-down menu if you have set up Regions for your debtors.</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Status**</td><td style="height: 29.6px;">If you select all the report will pull all statuses. If you want to view report by status, select the status on the drop-down menu</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Pricing Level**</td><td style="height: 29.6px;">You can filter for specific Pricing Levels (In Season, Out of Season, Specials)</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Debit Order**</td><td style="height: 29.6px;">Tick the box if you would like to filter for Debit orders </td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Category**</td><td style="height: 29.6px;">To generate the report, the user has to select the category from the drop-down menu</td></tr></tbody></table>

# SMS Mailing List

# SMS Mailing List Help

<span class="ts0">Video training manual 2016</span><span class="ts10"> - </span>[Click Here](https://vimeo.com/357004080)

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1451).png)

<span class="ts0">Details Tab: Shows all the mailing list created.</span>

<span class="ts0">History Tab: Shows the history of sms mailing lists with the messages that was sent.</span>

<span class="ts0">Add Button: Allows the user to create a new mailing list.</span>

<span class="ts0">Edit Button: Allows the user to change/update a mailing list.</span>

<span class="ts0">Show Message Button: This is to show the message that was sent in the past. The button is only enabled on the History Tab.</span>

<span class="ts0">Delete Button: Allows the user to delete a mailing list. This button is only enabled on the details tab.</span>

<span class="ts0">Print Button: Gives a printout of all the contacts for a particular mailing list.</span>

<span class="ts0">Print All Layout 1: Gives a list of all the mailing lists as well as the contacts for each list.</span>

<span class="ts0">Print All Layout 2: Gives a list of all contacts in the different mailing lists ordered by contact name.</span>

<span class="ts0">Create SMS Button: Allows the user to create and send an sms.</span>

<span class="ts0">Show List Status Button: Gives a list containing whether or not the message was sent successfully.</span>

<span class="ts0">List Name Textbox: Search according to the list name</span>

<span class="ts0">List Description Textbox: Search according to the list description</span>

<span class="ts0">Order by:</span>

•<span class="ts0"> Name</span>

•<span class="ts0"> Captured By</span>

•<span class="ts0"> Captured Date</span>

•<span class="ts0"> Description</span>

# Expenses Menu

# Expenses

<span class="ts0">Expenses are used to process claims for reimbursement.</span>

<span class="ts0">Expenses help with accurate and timely expense claiming</span>

<span class="ts0">Faster expense processing.</span>

<span class="ts0">Employee satisfaction.</span>

<span class="ts0">Experience processing cuts costs</span>

<span class="ts0">Reduce errors and mistakes done by the manual traditional process.</span>

<span class="ts0">Increased expense claim transparency.</span>

<span style="color: rgb(45, 194, 107);">**<span class="ts15">CRM Module&gt; Activity&gt; Expenses</span>**</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-02/scaled-1680-/2knimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-02/2knimage.png)

<table border="1" id="bkmrk-expense-date-employe" style="border-collapse: collapse; width: 100%; height: 387.4px;"><colgroup><col style="width: 26.0706%;"></col><col style="width: 73.9047%;"></col></colgroup><tbody><tr style="height: 29.6px;"><td style="height: 29.6px;">**Expense Date**</td><td style="height: 29.6px;">Capture the correct date for the expense you are claiming for</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Employee**</td><td style="height: 29.6px;"><span class="ts0">Select the employee who is claiming on the drop down list.</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Manager**</td><td style="height: 29.6px;"><span class="ts0">The assigned approver will populate in this field</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Description**</td><td style="height: 29.6px;"><span class="ts0">Enter the expense description.</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Reference**</td><td style="height: 29.6px;">Enter the expense reference</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Amount**</td><td style="height: 29.6px;"><span class="ts0">Enter the expense amount.</span></td></tr><tr style="height: 39.6px;"><td style="height: 39.6px;">**Invoice No**</td><td style="height: 39.6px;"><span class="ts0">Enter the supporting document number</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Category**</td><td style="height: 29.6px;"><span class="ts0">Select the category on the drop down</span></td></tr><tr style="height: 44.8px;"><td style="height: 44.8px;">**Sub Category**</td><td style="height: 44.8px;"><span class="ts0">Select the sub category on the drop down</span></td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Division**</td><td style="height: 29.6px;">Select the division on the drop down</td></tr><tr style="height: 36.6px;"><td style="height: 36.6px;">**Region**</td><td style="height: 36.6px;"><span class="ts0">Select the region on the drop down</span>

</td></tr><tr style="height: 29.6px;"><td style="height: 29.6px;">**Note**</td><td style="height: 29.6px;"><span class="ts0">Allows you to add additional notes on the expense/ claim</span></td></tr></tbody></table>

You can attach

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(217).png)

<span class="ts0"> </span><span class="ts0">Once the information has been captured</span>

<span class="ts0"> </span><span class="ts0">the user clicks on send approval - this emails the approver regarding this claim.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(216).png)

<span class="ts0"> </span><span class="ts0">The status of the expense claim will now change to awaiting approval.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(218).png)

<span class="ts0"> </span>

<span class="ts0"> </span>

<span class="ts0"></span>

# Expenses Process

<span style="color: rgb(0, 0, 0);">The expenses function allows you to process claims for reimbursement</span>

<span style="color: rgb(0, 0, 0);">Benefits of Expenses:</span>

- <span style="color: rgb(0, 0, 0);">Accurate and timely expense claim routing</span>
- <span style="color: rgb(0, 0, 0);">Increase in organisational efficiency</span>
- <span style="color: rgb(0, 0, 0);">Faster expense processing</span>
- <span style="color: rgb(0, 0, 0);">Employee satisfaction</span>
- <span style="color: rgb(0, 0, 0);">Expense processing costs cuts</span>
- <span style="color: rgb(0, 0, 0);">Reduce errors and mistakes done by manual claim process</span>
- <span style="color: rgb(0, 0, 0);">Increased expense claim and transparency</span>

#### <span style="color: rgb(0, 0, 0);">User</span>

<span style="color: rgb(45, 194, 107);">**Go to CRM Module&gt; Activity&gt; Expenses**</span>

To add a new Expense Click add or click search to see a list of existing Expenses

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/FxTimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/FxTimage.png)

After clicking Add a screen below will appear, Add all necessary information as shown below

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/1ubimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/1ubimage.png)

<table border="1" id="bkmrk-employee-select-the-" style="border-collapse: collapse; width: 100%; height: 363.156px;"><colgroup><col style="width: 27.3334%;"></col><col style="width: 72.7655%;"></col></colgroup><tbody><tr style="height: 35.3906px;"><td style="height: 35.3906px;">**Employee**

</td><td style="height: 35.3906px;">Select the employee who is claiming on the dropdown list</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Manager**</td><td style="height: 29.7969px;">The assigned approver will populate this field</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Description**</td><td style="height: 29.7969px;">Enter claim description</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Reference**</td><td style="height: 29.7969px;">Enter Claim reference</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Amount**</td><td style="height: 29.7969px;">Enter the expense amount</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Category**</td><td style="height: 29.7969px;">Select Category from the drop-down selection</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Sub Category**</td><td style="height: 29.7969px;">Select the correct sub-category if there is more than one</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Division**</td><td style="height: 29.7969px;">Enter division</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Region**</td><td style="height: 29.7969px;">Enter region</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Notes**</td><td style="height: 29.7969px;">Add detailed additional notes if applicable </td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Expense Date**</td><td style="height: 29.7969px;">Enter the correct date for the claim</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Invoice No**</td><td style="height: 29.7969px;">Enter the supporting document number if you have

This is not compulsory

</td></tr></tbody></table>

Once you are done capturing you can load the receipt as proof on the attachments

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/vFbimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/vFbimage.png)

Once the information has been captured and all receipts are loaded then save and close your expense claim,

Go back to the grid

Select the expense claim from the grid and click <span style="color: rgb(53, 152, 219);">Send Approval</span>

This will email the approver (Manager) a request to review and approve the expense claim

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/Hkvimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/Hkvimage.png)

---

#### Manager

The status of the expense claim will now change to awaiting approval

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/EAgimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/EAgimage.png)

The Manager can then approve or deny the claim,

Once the manager approves the sales rep will receive an email confirming that the claim has been approved.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/2ooimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/2ooimage.png)

---

#### Finance Approval

The finance manager will then Appeal, Deny or Reimburse the expense claim.

Once the expense claim is reimbursed a journal will automatically be created

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/0pbimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/0pbimage.png)

Once the fiance approval makes the decision the sales rep will receive an email informing them if they claim is going denied or going to be reimbursed.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/O3vimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/O3vimage.png)