Planning activities is the ideal method to keep on track with your work. Get helped to remember what should be done and plan the following activities to attempt. Users can click on clock icon to check activities
In order to create new activities, click to “Schedule an activity”. New pop up will be shown, choose activity, due date, PIC and click “Schedule” to confirm.
Kiu CRM enables you to track the activities in the least complex manner. Activities can be tracked on each and every archive. One can view the exercises like – activities in due, or activities to be performed today or in future.
Activities can be followed from two spots i.e. from both Kanban card and from the form view.
When an opportunity is advanced to the Follow up stage, you can instruct your sales team to create a new quotation for that opportunity.
There are two options in the top right of the Opportunity view. One is for Meetings and the other is for Quotes. Let’s quickly look at the Meetings button, by clicking on the button.
When the calendar view opens, you can create a meeting as with many other calendar programs, like Microsoft Outlook or Google Calendar. Click on the calendar to create an event, and give the event a Summary for a name, and click Create.
Click on the event in the calendar to view it, and click Edit to change the event details.
You can change the meeting subject, add attendees, and update the time and duration of the meeting. Click Save in the top right when you are finished.
Going back to the pipeline, We can now create a new quotation for this opportunity. To create a new quotation, we can also click on the Quote button in the top right of the Opportunity window. The detailed guidance about creating a quotation can be found here.
Automating the lead/opportunity generation will considerably improve your efficiency. Any visitor using the contact form on your website will create a lead/opportunity in the pipeline.
Use the contact us on your website
You should first go to your website app then “Go to Website”
With the CRM app installed, you benefit from a ready-to-use contact form on your KIU BMP website that will generate leads/opportunities automatically.
To change to a specific sales channel, go to Website ‣ Configuration ‣ Settings under Communication you will find the Contact Form info and where to change the Sales Channel or Salesperson.
Create a custom contact form
You may want to know more from your visitor when they use the contact form to you will need to build a custom contact form on your website. These contact forms can generate multiple types of records in the system (emails, leads/opportunities, project tasks, helpdesk tickets, etc.)
Configuration
You will need to install the free Form Builder module, only available in KIU BMP Enterprise.
Create a custom contact form
First, go to the page where you want to put your contact form. In edit mode, drag the form builder onto the page, and you will be able to add all the fields you wish.
By default, any new contact form will send an email. You can switch to lead/opportunity generation in Change Form Parameters.
Note
If the same visitor uses the contact form twice, the second entry will be added to the first lead/opportunity in the chatter.
Generate leads instead of opportunities
When using a contact form, you should use a qualification step before assigning the form to the right sales people. To do so, activate Leads in CRM settings and refer to Convert leads into opportunities.
As you progress in your sales cycle, and move from one stage to another, you can expect to have more precise information about a given opportunity giving you an better idea of the probability of closing it, this is important to see your expected turnover in your various reports.
Configure your kanban stages
By default, KIU BMP Kanban view has four stages: New, Qualified, Proposition, Won. Respectively with a 10, 30, 70 and 100% probability of success. You can add stages as well as edit them. By refining default probability of success for your business on stages, you can make your probable turnover more and more accurate.
Every one of your opportunities will have the probability set by default but you can modify them manually of course.
Set your opportunity expected revenue & closing date
When you get information on a prospect, it is important to set an expected revenue and expected closing date. This will let you see your total expected revenue by stage as well as give a more accurate probable turnover.
See the overdue or closing soon opportunities
In your pipeline, you can filter opportunities by how soon they will be closing, letting you prioritize.
As a sales manager, this tool can also help you see potential ways to improve your sale process, for example a lot of opportunities in early stages but with near closing date might indicate an issue.
View your total expected revenue and probable turnover
While in your Kanban view you can see the expected revenue for each of your stages. This is based on each opportunity expected revenue that you set.
As a manager you can go to CRM ‣ Reporting ‣ Pipeline Analysis by default Probable Turnover is set as a measure. This report will take into account the revenue you set on each opportunity but also the probability they will close. This gives you a much better idea of your expected revenue allowing you to make plans and set targets.
To see how well you are doing with your pipeline, take a look at the Win/Loss ratio.
To access this report, go to your Pipeline view under the Reporting tab.
From there you can filter to which opportunities you wish to see, yours, the ones from your sales channel, your whole company, etc. You can then click on filter and check Won/Lost.
You can also change the Measures to Total Revenue.
You also have the ability to switch to a pie chart view.
The system can generate leads instead of opportunities, in order to add a qualification step before converting a Lead into an Opportunity and assigning to the right sales people. You can activate this mode from the CRM Settings. It applies to all your sales teams by default. But you can make it specific for specific channels from their configuration form.
Configuration
For this feature to work, go to CRM ‣ Configuration ‣ Settings and activate the Leads feature.
You will now have a new menu Leads where they will aggregate.
Convert a lead into an opportunity
When you click on a Lead you will have the option to convert it to an opportunity and decide if it should still be assigned to the same channel/person and if you need to create a new customer.
If you already have an opportunity with that customer KIU will automatically offer you to merge with that opportunity. In the same manner, KIU will automatically offer you to link to an existing customer if that customer already exists.
This manual is for HR Kenya users. You’ll learn how to use HR Kenya module to match it to your needs or those of each individual user of the system.
In HR Kenya of Kiu ERP, user must pay attention to (i) Employee Module, (ii) Leave Module and (iii) Payroll Module.
1. Employee module
1.1. Employeecreation
In Employee Module of HR Kenya, user must pay attention to some must-required fields (i.e. Employee’s name, Department, job position, Nationality, etc.) when create a new employee, which is red as below:
In case the employee’s Department is not available to be selected, HR can create Department right at Employee tab as below. Otherwise, HR can create Department at the Department tab.
Setting up related contact (i.e. Manager, Overtime Approver) enables HR to automatically generate payroll entries for employee when running payslip (also for overtime, leaves).
*NOTE:
The module is created with default Kenya currency as “KES”.
Related User & Related Contact are important fields. They are required once you create Leaves, Overtime, Timesheet, Employee Payslip,… When choosing Related User, Related Contact will be automatically changed accordingly > Employee Name will be changed correspondingly.
Please change the right Accounting Account for employee by clicking on related contact. You can examine these records here book of ra online to get more detailed final results In accounting tab, change to the right account.
1.2. Employee ContractCreation
After creating an employee, HR moves next to contract tab.
Contracts are created and managed through a sequence process (New –‣ Running –‣ Renew –‣ Expired –‣ Cancelled), which is enable for HR to manage the contracts overtime.
To create a contract, HR will fill in all information related to that employee (i.e. contract details, salary information, benefit-in-cash or benefit in kind). Please be noted that the Contract reference and Salary structure are mandatory fields, thus, the contract cannot save without such information.
Other information including Applicable tax, Employee Category andContract term are also essential, which would help payroll run well. If all is done, click on “Running” to make that contract in running state.
At the Department tab, HR can create new Department and manage employees of each Department as below:
1.4. Overtime
1.4.1. Overtime Workflow
1.4.2. OvertimeRequest
At the Overtime tab, employee can choose “Create” to create a request for overtime.
In the request from, employee can input the time they intend to work overtime and reason. Then click on “Save” button for system to recognize the Overtime. Finally click on “Send for approval” button that the system will automatically send to the Overtime approver. The status of this request will move from Draft –‣ Waiting Approval.
In addition, employee can add the related person to this approval by adding followers function in the request form.
A pop-up will appear when clicking on Add Followers button, this pop-up help to send email to related person to this request. Just fill in the Recipients box and content of message and Click on Add Followers button.
When completing adding followers for requests of overtime, employee will have to wait for manager to approve it.
1.4.3. Overtime approval
Overtime approver (i.e. Manager) can access the Overtime tab and access to Overtime Request to see the requests in pending state and click on each request to see the detail.
In the form view of request for Overtime, Overtime approver can Refuse or Approve employee’s request.
When manager approve the request and the status of request turn into “Approved”. Overtime request for the employee successfully registered.
1.5. Salary AdvanceProcess
1.5.1. Salary Advance Flow
1.5.2. Salary Advance Request
In order to request an advance, employee can access to Salary Advance tab.
From the main menu, employee can choose “Create” to create a request for advance.
In the request from, employee can input the description and amount of advance. Then, click on “save” button to record the request into the system and “Send for approval” button to verify that advance.
After confirming the request, employee can add the related person to this approval by adding followers in the request form as below:
A pop-up will appear when clicking on Add Followers button, this pop-up help to send email to related person to this request. Just fill in the Recipients box and content of message and Click on Add Followers button to send the mail.
After finishing requests for advance, employee will have to wait for manager to approve it.
1.5.3. Salary Advance Approval
Manager can access the Salary Advance tab to see the requests in pending state and click on each request to see the detail.
In the form view of request for advance, manager can Refuse or Approve employee’s request.
Once manager click “Approve” button, the status of such request will turn to “Approved”. Then, accountant can Pay that money to employee as advance.
Note for settings:
In order to allow who will pay the Advance, set-up for user is mandatory.
First, access the System setting:
Then, click on Users -‣ users to setup specify user
Go next to config Employee advance and Accounting
For below settings for user, user can only approve for employee request but cannot pay.
Employee Advance
Accounting & Finance
Approver
Billing
Only user with below setting can be allowed to pay the advance
Employee Advance
Accounting & Finance
Option 1
Approver
Accountant
Option 2
Manager
Billing
Option 3
Manager
Accountant
2. Leave module
2.1. Leave flow
There are two main types of leaves in HR Kenya,
Allow to override leave limit; and
Unallow to override leave limit.
Unallow to override leave limit dates is given by manager and therefore, manager has to allocate leave days for employee to use on KIU system. Without allocation, employee can not register leaves day. On the contrary, with Allow to override leave limit dates, employee is freely allowed to register for leaves date without any restrictions.
2.2. Leave registration
2.2.1. Leave request
In order to register Leave, employee can use Leave module.
From the main menu, employee can select My leave –‣ Leave request –‣ Create to create a request for Leave.
Save” button for system to recognize the Leave.
After confirming the request, employee can add the related person to this approval by adding followers function in the request form.
When completing adding followers for requests of leave, employee will have to wait for manager to approve it.
2.2.2. Leave approval Leave approver (i.e. Manager) could access to Leave module, then click Manage –‣ To Approve –‣ Leave to see the requests in pending state and click on each request to see the detail.
In the form view of Leave request, manager can Refuse or Approve employee’s request.
When manager approve the request and the state of request turn into “Approved”. Leave request for the employee successfully registered.
2.3. Leave Allocation
In order to allocate Leave for Kenya employee, HR can use the Leave module
From the main menu, HR can choose “Leave to Approve” → “Leaves Allocation” and “Create” to create a request for Leave
In the request from, HR can choose the Employee he intends to give allocation date then input the Description for the leave, Leave Type, number of day to allocate and number of allocation day in Duration tab Then click on “Save” button “Approve” button for system to recognize the Leave Allocation.
When HR approved the request and the state of request turn into “Approved”. Leave allocation for the employee successfully registered.
Please note that: Employee and Manager of Employee will receive an email for notification of the allocated leave. If you want to remove that, on the screen, check the followers and remove it.
If you want mass leave allocation, you have to set up the Employee Tag first (in the Module Employee/ Employee form).
From here Create your own Employee tag
And when create employee form, just get the tag to employee
And from Leave Allocation Screen, you can allocate leave to all employee in your company with the same tag instead of allocating leave one by one.
3. Payroll module
3.1 Payroll workflow
3.2. Payslip process
If fully set-up employee, contract as the manual above, in this step, HR only need to access Payroll module, create Payslip.
Choose the appropriate Employee, fill in the Payslip period and Salary Journal then click on “Save” to record into the system. Please be noted that the Salary journal is mandatory field, thus, HR can not save without such information.
HR should check the information, then click “Confirm” button, employee detail salary will be appeared on salary computation tab as below.
The status of creating Salary slip will turn from “Draft” to “Done”. At this stage, the payslip for specific period is created successfully.
3.3. Salary payment
After payslip is created, accountant can access Accounting –‣ Bank Statement to pay to Employee.
Accountant should fill in the necessary information regarding the salary payment for the employee, then choose the amount of net payment and click “Save” button. Please be noted that the amount should be negative.
Then, accountant need to reconcile the payment amount with the created payslip amount by click “Reconcile” button. A pop up of Reconciliation will be created as follows:
Then, accountant select the related account as “Salary payable”, then click “Reconcile”
Then, the salary payment process is successfully created.
3.4. Payslip batch process
In Payroll module, Payslip batches, choose slip period and click “Generate payslips”
Choose list of employee and click “Save”
If each slip info of employee is correct then click on verify to mass confirm payslip.
Owning a Marketplace is a great business model as you can offer a huge variety to your customers. To give a perfect shape to your business model; KIU BMP Multi Vendor Marketplace offers you a platform to sell the wide range of products without actually owning it.
The module allows you to connect with multiple vendors so that they can sell their products on your Online Store. Your business model can attract “Brick-Mortar sellers” to sign in for your KIU BMP Marketplace. As it gives an opportunity for them to place their markable impression to the wide audience.
As a Marketplace Owner (Admin), you have complete authority to approve/disapprove products, orders, sellers, etc, manage sellers’ payments, seller shops and much more.
FEATURES
Here is the concise list of the features.
Transform your KIU BMP Website into Online store for multiple vendors
Add terms and condition on the seller registration form
Admin can also sell his/her own products on the Marketplace
Only sellers approved by admin can upload their products on Online Store
Admin can set manual or auto-approval of seller products and their quantities.
Only approved products by admin are displayed on store
Assign individual warehouses and locations for all sellers for Effective inventory management.
Allows to show/hide seller’s information on the website such as sales count, Product count, Return Policy, Joining date, shipping policy, etc.
Allow customers to reach out to the seller through ‘Email to Seller’ button.
Each seller has a separate shop and profile page in the marketplace.
Sellers can set a unique profile page and provide shop description, shop name, tagline, etc on the website.
The seller can provide the shop’s term and conditions.
View total sales and easily manage all orders on your shop( sales order analysis )
Overview all shop related information like products approval requests, total orders on his account and seller payments directly on the seller dashboard.
WORKFLOW
Configuration
1) Login to your KIU BMP Database with Admin Credentials and go to the Seller Dashboard Module
2) Click on the ‘Configuration’ Tab>> Settings
3) You can set the “Auto Approval Settings“; like automatically approve the seller’s requests, product approval, and quantity approval. Moreover, you can set the internal category for all marketplace products.
4) Now, click on the ‘Payment Terms‘ Tab under Other Settings; set the global payment terms for all of your marketplace sellers; however, the payment terms set for each seller profile uniquely can override these settings.
5) Now, click on the ‘Mail & Notifications‘ Tab under Other Settings; Enable/Disable mail notifications for admins and sellers for different Marketplace Events. The events like seller’s requests, product approval, new order, and quantity approval.
6) Now, click on the ‘Website‘ Tab under Other Settings; manage marketplace website view settings; like show/hide reviews and the count, marketplace landing page for customers, display recently added products and so on.
Admin View
7) Now click on the Dashboard tab for the quick peek to all the approvals.
8) Go to the Sellers; from here you can view and manage the marketplace sellers
9) Open any pending Seller request; approve or deny the request and edit seller settings as per your requirements.
10) Enable the checkbox to Over-ride seller’s default settings and set the terms as per your requirements.
11) Now, go to the Seller Reviews under Sellers Tab to manage seller reviews and recommendations From customers
12) Under the Sales Tab go to the “Orders” to manage the orders; moreover, you can manage sellers payment history from the sales tab only; Click on the “Approve” button to approve the order.
13) Click on Pay to Seller menu to make the payment; fill the required details to pay to the sellers
14) Go to the Invoicing > Seller Bills to manage seller payments; click on the “Ask For Credit Note” button if needed
15) Go to the Product tab; from here you can create a new product and approve/disapprove the product request.
16) Go to the Inventory; from here you can manage sellers inventory request and view delivery orders for the marketplace.
Inventory Request
Delivery Order
SELLER
17) Login with a seller account for a quick glance to the Seller’s Dashboard;
18) Go to “My Profile” under Sellers Tab to manage payment settings, store policies, and profile page. Click on the “Request For Payment” tab to directly notify admin for the payment.
19) Navigate to the ‘Sales‘ Tab to manage orders and payments
20) Go to Sales > “Request For Payment” for payment request to the admin
21) Selers can Request admin to update inventory, orders and stock moves
Website View
22) Login as a customer in the marketplace; here, you can see the seller name in the product page
23) Click on the Seller’s name to view his/her details
24) Click on the “Rating & Reviews” tab to write a review for the seller and can see others review.
You can import data on any KIU BMP’s business object using either Excel (.xlsx) or CSV (.csv) formats: contacts, products, bank statements, journal entries and even orders!
Open the view of the object you want to populate and click Import.
There you are provided with templates you can easily populate with your own data. Such templates can be imported in one click; The data mapping is already done.
How to adapt the template
Add, remove and sort columns to fit at best your data structure.
We advise to not remove the ID one (see why in the next section).
Set a unique ID to every single record by dragging down the ID sequencing.
When you add a new column, KIU BMPmight not be able to map it automatically if its label doesn’t fit any field in KIU BMP. Don’t worry! You can map new columns manually when you test the import. Search the list for the corresponding field.
Then, use this field’s label in your file in order to make it work straight on the very next time.
Why an “ID” column
The ID (External ID) is an unique identifier for the line item. Feel free to use the one of your previous software to ease the transition to KIU BMP.
Setting an ID is not mandatory when importing but it helps in many cases:
Update imports: you can import the same file several times without creating duplicates;
Import relation fields (see here below).
How to import from another application
In order to re-create relationships between different records, you should use the unique identifier from the original application and map it to the ID (External ID) column in KIU BMP. When you import another record that links to the first one, use XXX/ID (XXX/External ID) to the original unique identifier. You can also find this record using its name but you will be stuck if at least 2 records have the same name.
The ID will also be used to update the original import if you need to re-import modified data later, it’s thus good practice to specify it whenever possible.
How to import relation fields
An KIU BMP object is always related to many other objects (e.g. a product is linked to product categories, attributes, vendors, etc.). To import those relations you need to import the records of the related object first from their own list menu.
You can do it using either the name of the related record or its ID. The ID is expected when two records have the same name. In such a case add ” / ID” at the end of the column title (e.g. for product attributes: Product Attributes / Attribute / ID).
I cannot find the field I want to map my column to
KIU BMP tries to find with some heuristic, based on the first ten lines of the files, the type of field for each column inside your file. For example if you have a column only containing numbers, only the fields that are of type Integer will be displayed for you to choose from. While this behavior might be good and easy for most cases, it is also possible that it goes wrong or that you want to map your column to a field that is not proposed by default.
If that happens, you just have to check the ** Show fields of relation fields (advanced)** option, you will then be able to choose from the complete list of fields for each column.
Where can I change the date import format?
KIU BMPcan automatically detect if a column is a date, and it will try to guess the date format from a set of most commonly used date formats. While this process can work for many date formats, some date formats will not be recognized. This can cause confusion due to day-month inversions; it is difficult to guess which part of a date format is the day and which part is the month in a date such as ‘01-03-2016’.
To view which date format KIU BMP has found from your file you can check the Date Format that is shown when clicking on Options under the file selector. If this format is incorrect you can change it to your liking using the ISO 8601 to define the format.
Note
If you are importing an excel (.xls, .xlsx) file, you can use date cells to store dates as the display of dates in excel is different from the way it is stored. That way you will be sure that the date format is correct in KIU BMP whatever your locale date format is.
Can I import numbers with currency sign (e.g.: $32.00)?
Yes, we fully support numbers with parenthesis to represent negative sign as well as numbers with currency sign attached to them. KIU BMP also automatically detect which thousand/decimal separator you use (you can change those under options). If you use a currency symbol that is not known to KIU BMP, it might not be recognized as a number though and it will crash.
Examples of supported numbers (using thirty-two thousands as an example):
32.000,00
32000,00
32,000.00
-32000.00
(32000.00)
$ 32.000,00
(32000.00 €)
Example that will not work:
ABC 32.000,00
$ (32.000,00)
What can I do when the Import preview table isn’t displayed correctly?
By default the Import preview is set on commas as field separators and quotation marks as text delimiters. If your csv file does not have these settings, you can modify the File Format Options (displayed under the Browse CSV file bar after you select your file).
Note that if your CSV file has a tabulation as separator, KIU BMP will not detect the separations. You will need to change the file format options in your spreadsheet application. See the following question.
How can I change the CSV file format options when saving in my spreadsheet application?
If you edit and save CSV files in speadsheet applications, your computer’s regional settings will be applied for the separator and delimiter. We suggest you use OpenOffice or LibreOffice Calc as they will allow you to modify all three options (in ‘Save As’ dialog box > Check the box ‘Edit filter settings’ > Save).
Microsoft Excel will allow you to modify only the encoding when saving (in ‘Save As’ dialog box > click ‘Tools’ dropdown list > Encoding tab).
What’s the difference between Database ID and External ID?
Some fields define a relationship with another object. For example, the country of a contact is a link to a record of the ‘Country’ object. When you want to import such fields, KIU BMP will have to recreate links between the different records. To help you import such fields, KIU BMP provides 3 mechanisms. You must use one and only one mechanism per field you want to import.
For example, to reference the country of a contact, KIU BMP proposes you 3 different fields to import:
Country: the name or code of the country
Country/Database ID: the unique KIU BMP ID for a record, defined by the ID postgresql column
Country/External ID: the ID of this record referenced in another application (or the .XML file that imported it)
For the country Belgium, you can use one of these 3 ways to import:
Country: Belgium
Country/Database ID: 21
Country/External ID: base.be
According to your need, you should use one of these 3 ways to reference records in relations. Here is when you should use one or the other, according to your need:
Use Country: This is the easiest way when your data come from CSV files that have been created manually.
Use Country/Database ID: You should rarely use this notation. It’s mostly used by developers as it’s main advantage is to never have conflicts (you may have several records with the same name, but they always have a unique Database ID)
Use Country/External ID: Use External ID when you import data from a third party application.
When you use External IDs, you can import CSV files with the “External ID” column to define the External ID of each record you import. Then, you will be able to make a reference to that record with columns like “Field/External ID”. The following two CSV files give you an example for Products and their Categories.
What can I do if I have multiple matches for a field?
If for example you have two product categories with the child name “Sellable” (ie. “Misc. Products/Sellable” & “Other Products/Sellable”), your validation is halted but you may still import your data. However, we recommend you do not import the data because they will all be linked to the first ‘Sellable’ category found in the Product Category list (“Misc. Products/Sellable”). We recommend you modify one of the duplicates’ values or your product category hierarchy.
However if you do not wish to change your configuration of product categories, we recommend you use make use of the external ID for this field ‘Category’.
How can I import a many2many relationship field (e.g. a customer that has multiple tags)?
The tags should be separated by a comma without any spacing. For example, if you want your customer to be linked to both tags ‘Manufacturer’ and ‘Retailer’ then you will encode “Manufacturer,Retailer” in the same column of your CSV file.
How can I import a one2many relationship (e.g. several Order Lines of a Sales Order)?
If you want to import sales order having several order lines; for each order line, you need to reserve a specific row in the CSV file. The first order line will be imported on the same row as the information relative to order. Any additional lines will need an addtional row that does not have any information in the fields relative to the order. As an example, here is purchase.order_functional_error_line_cant_adpat.CSV file of some quotations you can import, based on demo data.
If you import a file that contains one of the column “External ID” or “Database ID”, records that have already been imported will be modified instead of being created. This is very usefull as it allows you to import several times the same CSV file while having made some changes in between two imports. KIU BMP will take care of creating or modifying each record depending if it’s new or not.
This feature allows you to use the Import/Export tool of KIU BMP to modify a batch of records in your favorite spreadsheet application.
What happens if I do not provide a value for a specific field?
If you do not set all fields in your CSV file, KIU BMP will assign the default value for every non defined fields. But if you set fields with empty values in your CSV file, KIU BMP will set the EMPTY value in the field, instead of assigning the default value.
