Information Systems

INSYS - Help & Documentation Page

INSYS HELP & DOCUMENTATION PAGE

INSYS is an Information Management System that is cloud-based and can be used to manage data and information in various organization models. This documentation provides information and instructions that will enable you to effectively use the INSYS system. You can access documentation for specific modes at BUSINESS | NON-PROFIT | CHURCH | SCHOOL

SETTINGS & REPORTS

SETTINGS & REPORTS


DASHBOARD - Dashboard holds the settings menu and summary information on the system. You can also identify pending notices and actions and act on them right on the dashboard. You can also upgrade or close your account right on the dashboard.

LOGOUT - This red icon is displayed at top right of every page, and is used to Log out of INSYS

SETTINGS - Input your organization details like name, contacts, logo etc. They will display in header, footer and reports.
WEBSITE BUILDER is where you configure your website information, content and layout.
USERS for managing users i.e adding, editing or deleting a system user
SMS for setting SMS gateway details and viewing/buying sms credits transactions.
OTHERS are class-settings for inputing Types, Categories etc. You can categorize your Clients, Staff and Suppliers geographically, by status, age group etc. You can also configure various class types on the system as follows:
- Client Types - Active, Inactive, Prospects
- Staff Types - Permanent, Contract, Casual, Intern
- Supplier Types - Active, Inactive, Suspended, Pending
- Paymode - Mobile, Cash, Bank, Paypal, Credit Card, Debit Card, Cheque
Products Management is where you add, edit, delete product or service.

MESSAGING - The messaging center provide settings, buy credit link and how you could message Clients, Staff or suppliers, and even Managers and system admin. You can do so via Email or SMS.

EXPENSES - Management of expenses and pettycash.

Clients - The list of active and inactive Clients and prospects. Select the Clients Type and click VIEW LIST to view. On the list, click View Clients, and you will be redirected to the Clients profile. You can also add a new Clients details using the New Clients link. The PROSPECTING TOOL assist you to manage your prospects. Once they become Clients, you will just edit their profile Status and change it from Prospect to Active Clients.

ASSETS - Management of the assets in the organizations.

LOANS - Management of the loans that have been acquired by the organizations.

STAFF - The list of all staff. The NEW STAFF feature is for entering new staff details. If you click VIEW STAFF, you will be redirected to the staff profile.

SUPPLIERS - The list of all suppliers. The NEW SUPPLIER feature is for entering new supplier details. If you click VIEW SUPPLIER, you will be redirected to the supplier profile.

REPORT - These are reports that present organization information in other various ways.

DATA - Here, you can mass/bulk import Clients, staff and supplier data. You can also create/Restore your database backup. You can also Delete like Clients, staff and suppliers profiles and also close/delete the entire account.

CONTACT SYSTEM ADMIN: In case you have system issues or you would like technical issues solved on the system, use this function. Its located at the footer of each page as Report.

SEARCH: If you need to navigate into a Clients's, staff's or supplier's profile, just select the user category, type in the name or phone and then click search. The search box is found at top left of every page on the system.

USERS RIGHTS - Different users have different rights:
  • Admin has all the rights to view, create, edit and delete any data (clients, suppliers, staff) in the system.
  • Manager has the right on view, create and edit any data on clients and suppliers (not staff), but cannot delete.
  • Supervisor has the right on view and create data on clients only, but cannot edit or delete.
  • Staff has the right on view of data on own profile only.

UPGRADE - Use this function if you have run out of space/quota on the system and you would like to add some space.


Clients INFORMATION

Clients INFORMATION MANAGEMENT


BIO PROFILE - View the Clients bio information. You can also edit the information through EDIT link.

DOCS - This is a document repository. You can upload or delete documents related to the individual Clients.

ORDERS/QUOTES - This is a list of sales orders and quotations generated for the specific client. Click VIEW to display, print or send a specific order or quotation. Click EDIT to edit a specific order or quotation and DELETE to remove the order/quotation from the system. NEW link is when you want to create a new order or Quotation.

DELIVERIES - This is a list of delivery notes generated for the specific client. Click NEW to create a new Delivery Note. Click VIEW to display, print or send a specific delivery note. You can remove specific delivery notes using the DELETE button.

INVOICES - This is a list of sales invoices generated for the specific client. Click NEW to create a new Invoice. Click VIEW to display, print or send a specific invoice. You can remove specific invoice using the DELETE button.

RECEIPTS- This is a list of sales receipts generated for the specific client. Click NEW to create a new Receipt. Click VIEW to display, print, send a specific receipt. You can remove specific receipt using the DELETE button. You can also access, print or send your Statement through the STATEMENT link.

NOTES - This is a list of notes/comments that you record about the Clients. They are used to provide more information about the Clients for use by the staff or the organization for decision making. You can VIEW, ADD, EDIT and DELETE notes on this page.

MEMO - This is a list of memos sent to all the Clients. Use this for delivering announcements. You can VIEW and DELETE memos on this page. To send Memo, go to Messaging page on the Dashboard.

EMAILS - This is a list of email messages sent to a specific Clients. You can VIEW, SEND and DELETE messages on this page.

SMS - This is a list of mobile text messages sent to a specific Clients. You can VIEW, SEND and DELETE messages on this page.


SUPPLIER INFORMATION

SUPPLIER INFORMATION MANAGEMENT


BIO PROFILE - VIEW and EDIT the supplier bio information.

DOCS - This is a document repository. You can upload or delete documents related to the specific supplier.

ORDERS - This is a list of orders requested and supply delivered by the specific suppliers. Click view to display details of each individual order.

PROMISSORY - This is a list of promissory notes generated and sent to the specific supplier. Click view to display details on each individual promissory note.

PAYMENTS - This is a list of payments to the specific supplier. Click view to display details of each individual payment. You can also view, save to PDF, print and send the STATEMENT of purchase deliveries and payments to supplier.

NOTES - This is a list of notes/comments that you record about the supplier. They are used to provide more information about the supplier for use by the staff or the organization for decision making. You can VIEW, ADD, EDIT and DELETE notes on this page.

MEMO - This is a list of memos sent to all the suppliers . Use this for delivering announcements. You can VIEW and DELETE memos on this page. To send a Memo, go to Messaging page on the Dashboard.

EMAILS - This is a list of email messages sent to a specific supplier. You can VIEW, SEND and DELETE messages on this page.

SMS - This is a list of mobile text messages sent to a specific supplier. You can VIEW, SEND and DELETE messages on this page.

STAFF INFORMATION

STAFF INFORMATION MANAGEMENT


BIO PROFILE - VIEW and EDIT the staff bio information. The STAFF ID displays the job identification card; you can print and laminate it.

DOCS - This is a document repository. You can upload or delete documents related to the specific staff.

PAYMENTS - Click PAY to make salary payment and ALLOWANCES to record the declared allowances. Click VIEW to display payslips, MANAGE to delete payment records and DELETE to remove payslips.

LEAVES - APPLY, Edit and VIEW staff leave.

NOTES - This is a list of notes/comments and performance appraisals that you record about the staff. They are used to provide more information about the staff for use by the management or the organization for decision making. You can VIEW, ADD, EDIT and DELETE notes on this page.

MEMO - This is a list of memos sent to all the staff. Use this for delivering announcements. You can VIEW and DELETE memos on this page. To send a Memo, go to Messaging page on the Dashboard.

EMAILS - This is a list of email messages sent to a specific staff. You can VIEW, SEND and DELETE messages on this page.

SMS - This is a list of mobile text messages sent to a specific staff. You can VIEW, SEND and DELETE messages on this page.


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