Start
Entity Settings
RFQ
PR / PO
DO / GR
Payments / Financing
SUBCON
Doxa Connex Guide for
Subcon

Start using this guide by clicking one of the tabs above. Navigate using the Table of Contents column on the left, and quickly jump back to the top using the button in the bottom right corner.

Otherwise, you can watch the video tutorial below.

1030

How to Switch to Admin Profile

Log in to your account

Click on the 3 lines beside User Profile
Click Admin

It will bring you to the Admin Profile

To switch back to User Profile, click on the 3 bars on the top left corner

Click on the module you wish to use

Date last updated:
June 2, 2022

1031

How to Add User

Click Entity Management
Click Manage Company Users

Click Create New

A: User Profile
User Name: Input name
Email: Input valid email address
Work Phone (Dial Code): Select Singapore under the dropdown
Work Phone (Work Number): Input user’s work number
Designation (optional)

B: Assigned Roles
Tick on the Supplier/Subcon role

Once done, click Create

User created will appear here

Date last updated:
June 6, 2022

1032

How to reset User Password

Click Entity Management
Click Manage Company Users
Double click on the user you wish to reset the password

Click Edit

Scroll down using the scroll bar on the right
Click Security & Login

Click Reset to Reset User’s Password

A: Set Password - Select either one of the below:
Autogenerated password: System will send an email with an autogenerated password for the user
Custom Password: Input own password for the user

B: Require Password Reset
User must create a new password at next sign-in: If checked, user will need to create a new password upon signing in.
If unchecked, the password set (either system generated or custom password) will be the default password for the user

Once done, click Reset Password

Date last updated:
June 2, 2022

1033

How to set up Address

Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Addresses

Click Create New

Fill in your company’s address

A: Company Address Details

Address Label: Please input HQ
Address Line 1: Please input your company’s address
Address Line 2: Please input your company’s address
State/Province: Singapore
Postal Code: Please input your company’s postal code
Country: Select Singapore under the dropdown

B: Kindly tick the below 2 boxes
Set Default Address
Set Active Status

Once done, click Create

Your Company’s address created will appear here

Date last updated:
June 2, 2022

1035

How to set up Tax

Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Tax

Click Create New

Tax Code: Input GST / NOGST (depending if you are a Tax / Non Tax Registered Business)
Tax Rate: Input Tax Rate
Description (optional)

Tick Set Default Tax


Once done, click Create

The Tax created will appear here

Date last updated:
June 2, 2022

1036

How to set up Document Prefix

Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Document Prefix

Click Generate Prefixes

You will see a list of Document Prefixes:
Invoice
Delivery Order
Credit Note

A: Delivery Order
Double click on Delivery Order

Click Edit

Pre-fix Status: Select Manual Key In under the drop down

Manual means you will be allowed to enter your own DO / Invoice / Credit Note Number.

Default means system will auto-generate the Invoice Number, Delivery Order Number and Credit Note Number.

Once done, click Save

Once you have configured the Document Prefix for Credit Note, Invoice and Delivery Order Type is changed to Manual - meaning you will be able to enter your own
number for the stated function (Credit Note, Invoice, Delivery Order)

Date last updated:
June 2, 2022

1037

How to Accept Connection Request

Supplier will need to accept the Connection Request sent by the Buyer so that Supplier is able to view PO sent by Buyer through Doxa, Create Delivery Order as well as Creating Invoice in Doxa

Click System Configuration
Click on the small arrow beside Vendor Management to expand the dropdown
Click Manage Connections

You will see the connection request sent by the Buyer. The status is “IN REQUESTING”
Double click on the Company Name

A: Connection Details
Information provided are the Buyer’s information

B: Accept or Reject
To accept the connection request with the Buyer, click Accept

Click Confirm to accept the connection request

Click New Vendor

Give it 1-2 seconds to load

System will auto-generate the Buyer’s information

Below are the fields required by the Supplier to take action:
My Supplier: Uncheck
Payment Term: Select Payment Term under the dropdown. This is the Payment Term as agreed between the Buyer and Supplier
Bank Account To Receive Payment (Optional)

Once above information are filled in, click Save & Connect

Once the connection is successful, there will be a notification button to notify the user that the Connection has been created accepted. User can click “I Understand” or “Cancel”.

The Connection Status for the Buyer will show as “CONNECTED

Once Supplier and Buyer is connected, Supplier will be able to view the POs sent by Buyer through Doxa, Create Delivery Order as well as Creating Invoice in Doxa.

Date last updated:
June 2, 2022

1038

How to add Company Logo

Click Dashboard
Click Company Profile

Upload your Company Logo

Note: Upload, jpg, jpeg, png.
*Max file size 10 MB

Use the scroll bar to crop your Company Logo

Click Crop once done

Once done, click Save

Once saved, there will be a notification button to notify the user that the Company Logo has been updated. User can click “I Understand” or “Cancel”.

Company logo will appear on the left of the page and in your invoice

Date last updated:
June 2, 2022

1039

How to set up UOM (Unit Of Measurement)

This step is optional. You will only need to set up if you adding Manual Items when creating Credit Note
Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage UOM

Click Create New

UOM Code: example ITEM, PCS, KG, SUM
UOM Name: example ITEM, PIECES, KILOGRAM, SUM
Description (optional)

Once done, click Create

The UOM created will appear here

Date last updated:
June 2, 2022

1057

How to Set Up Bank Account

Click Bank Connections

Click Manage Bank Account

Click Add New

Fill in Company’s Bank Account Details

Required:

  • Bank Label
  • Country: Select country under dropdown
  • Bank Name: Select Bank under dropdown
  • Bank Account No: input bank account number
  • Account Holder Name
  • Currency: Select currency under dropdown
  • Branch

Optional:

  • Swift Code

  • Branch Code
  • Branch City
  • Branch Address Line 1, Line 2
  • Postal Code
  • State/Province

Once done, click Create

Bank Account(s) added will be displayed in this list.

Status of Bank Account will be PENDING APPROVAL

Date last updated:
June 2, 2022

1059

How to Approve a Bank Account

This can only be done by the user who is given the “Approve” feature under Manage Bank Account / Manage Supplier Bank Account

To assign "Approve" feature under Manage Bank Account: click Entity Management, click Manage Company Users

Double click on the user who should be approving the bank account

Click Edit

Tick Approve box under Manage Bank Account

Once done, click Save

To Approve Bank Account;

Click Bank Connections

Click Manage Bank Account or Manage Supplier Bank Accounts, depending on which type of bank account you want to approve.

Double click into the bank account which has the status PENDING APPROVAL.

Review the details.

Click Approve / Reject

Status will change to APPROVED.

Date last updated:
June 2, 2022
Table of Contents
Under construction. Check back soon!
Under construction. Check back soon!
Table of Contents
Under construction. Check back soon!
Under construction. Check back soon!
Table of Contents
Under construction. Check back soon!
Under construction. Check back soon!
Table of Contents
Under construction. Check back soon!
Under construction. Check back soon!

1071

How to Acknowledge Work Order (WO)

Click Orders, and then click WO List

Select the WO that has status “PENDING ACKNOWLEDGEMENT”

Check through the Work Order Details

You may look at the Work Items details under Scope of Work

Scroll to the right to view more information on the Scope of Work, eg: Quantity, Unit Price and Total Amount

View any conversation or attachments sent by Main Con under External Conversations

Click Acknowledge to acknowledge this Work Order

Once Work Order has been acknowledged, the status of the Work Order will be updated to “IN PROGRESS”.

You may proceed to create and submit monthly Progress Claim

Date last updated:
June 2, 2022

1072

How to Create Progress Claim

Click Receipts, and then click Create Claim

Click + Claim to create Progress Claim for the Work Order

Key in PC Reference No and select the Claim Month for this Progress Claim

To update your Original Contract works, scroll to Original Order Work Space

You may click + Expand All to expand all the items or you can click the > arrow to expand individual items

You can pin the columns to the left for your easy reference while entering your claim

You can also adjust the width of the columns to view the whole description

Scroll to the right until you’re at the Purple coloured section “Payment Claim”

Input your Cumulative Claim Qty OR Percentage in the Blue coloured box

Input any remarks for the specific Work Order item in the Remarks column in the Blue coloured box (if any)

Input Conversation in the comment box to the Main Con

Click Send to send the message

Click Add New under Attachment to upload any supporting documents for your Progress Claim

Click Choose File

*note: Maximum file size is 10MB. User can upload multiple files.

Enter a File Label and Description (if required)

Click on Preview Claim to view draft Payment Claim

Click Save As Draft or Issue

When Save As Draft is clicked, there will be a notification button to notify user that Progress Claim has been successfully created. User can click “I Understand” or “Cancel” to dismiss the message.

Status of the Progress Claim will appear as “SAVED AS DRAFT”

When Issue is clicked, there will be a notification button to notify user that  Progress Claim has been successfully created. User can click “I Understand” or “Cancel” to dismiss the message.

Status of the Progress Claim will appear as “PENDING CLAIM ACKNOWLEDGEMENT”.

The Progress Claim has been submitted to Main Con and is pending Main Con to acknowledge the Progress Claim

Date last updated:
June 2, 2022

1072

How to Add Sub Contractor Variation

Scroll down to Subcon Variation Work Space

Click + Add Manual to add item

Input the below details:

1. Work Code (you may enter as 1, 2, 3, etc)

2. Description

3. UOM (please ensure that you have set up your UOM under Entity Settings - Manage UOM)

4. Quantity

5. Unit Price

6. Remarks (if any)

Click + Add Manual to add a new variation item (eg: item 2)

You can click the + button to add more sub group (eg: 1.1, 1.2) if you wish to group the variation items under 1 header.

Date last updated:
June 2, 2022

1073

How to Add Materials On Site

Scroll down to Materials on Site section

Click + Add Manual to add item

Input the below details:


1. Description

2. UOM (please ensure that you have set up your UOM under Entity Settings - Manage UOM)

3. DO Number

4. DO Date

Scroll to the right and input the below details:

1. Attachment (if any)

2. Quantity

3. Unit Price

4. Remarks (if any)

Click + Add Manual to add another item

Date last updated:
June 2, 2022

1074

How to Add Deposit, AP & Release

Scroll down to Deposit, AP & Release section

Click + Add Manual to add item

Input the below details:

1. Reference No (if any)

2. Type - select Type under dropdown (Deposit / Retention Release / Advance Payment)

3. Sub Type - select Sub Type under dropdown

4. Description

5. Amount

6. Attachment (if any)

Date last updated:
June 2, 2022

1075

How to Recall Progress Claim

Click Receipts, then click on PC List

Click on the Progress Claim which you wish to recall.

The Progress Claim status should be “PENDING CLAIM ACKNOWLEDGEMENT” as you have submitted the Progress Claim to Main Con and wish to recall back to make amendments,

Click Recall to recall the the Progress Claim

Click Yes to recall the Progress Claim

The status of the Progress Claim will be updated to “CLAIM RECALLED”

You may click into the Progress Claim and make any amendments. Click Issue to issue the Progress Claim to Main Con again.

Date last updated:
June 2, 2022

1076

How to Acknowledge / Send Back Payment Response

Click Receipts, then click on PC List

Click on the Progress Claim that has status “PENDING RESPONSE ACKNOWLEDGEMENT”.

This means Main Con has issued Payment Response and is pending your acknowledgement.

Check the response amount

Click Acknowledge or Send Back

When Acknowledge is clicked, there will be a notification button to notify user that Payment Response has been acknowledged. User can click “I Understand” or “Cancel” to dismiss the message.

The status of the Progress Claim will be updated to “PENDING INVOICE CONVERSION”

After acknowledging the Payment Response for the month, you may proceed to create Progress Claim for the following month

If you do not agree or have any dispute with the response amount, click Send Back to send back the Payment Response to the Main Con.

The Progress Claim status will be updated to “VALUATION SENT BACK”. Main Con will reevaluate the Progress Claim and send a new Payment Response.

Date last updated:
June 15, 2022

1077

How to Convert Payment Response to Invoice

Click Receipts, then click on PC List

Click on the Progress Claim that has status “PENDING INVOICE CONVERSION”

Click Convert To Invoice to convert Payment Response to Invoice

When Convert To Invoice is clicked, there will be a notification button to notify user that Invoice has been created. User can click “I Understand” or “Cancel” to dismiss the message.

Status of the Progress Claim will be “INVOICED”.

Date last updated:
June 2, 2022

1078

How to Issue Invoice

Click Invoices, then click on Invoices List

Click on the Invoice that has status “PENDING ISSUE”

Input the below details:

1. Invoice Number

2. Invoice Date

Input Conversation in the comment box to the Main Con

Click Send to send the message

Click Add New under Attachment to upload any supporting documents for your Invoice

Click Choose File *note: Maximum file size is 10MB. User can upload multiple files

Enter a File Label and Description (if required)

Click Save or Issue

When Issue is clicked, there will be a notification button to notify user that Invoice has been Issued. User can click “I Understand” or “Cancel” to dismiss the message

Status of the Invoice will be “PENDING ACKNOWLEDGEMENT”

Invoice has been issued to Main Con and is pending Main Con to acknowledge receipt of the invoice

Date last updated:
June 2, 2022
Go to Top