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.
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Log in to your account
Click on the 3 lines beside User Profile
Click Admin
It will bring you to the Admin Profile
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To switch back to User Profile, click on the 3 bars on the top left corner
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Click on the module you wish to use
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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
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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
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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
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Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Tax
Click Create New
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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
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The Tax created will appear here
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Click System Configuration
Click on the small arrow beside General Settings to expand the dropdown
Click Manage Document Prefix
Click Generate Prefixes
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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)
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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.
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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
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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
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Click Bank Connections
Click Manage Bank Account
Click Add New
Fill in Company’s Bank Account Details
Once done, click Create
Bank Account(s) added will be displayed in this list.
Status of Bank Account will be PENDING APPROVAL
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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.
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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
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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
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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.
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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
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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)
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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.
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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.
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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”.
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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
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On "Type of Requisition" select "Subcontractor Back Charge"
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Scroll down to "BC Scope" and select either -
*Once you download the template, you can add in the Back Charge items and Select "Upload.csv" accordingly
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When you check your "BC List" your back charge will status will be "Pending Approval."
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Click on "Approve"
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Click Requisitions, then click on Raise Requisitions
Select all mandatory information from the dropdown lists.
Under Scope of Work, you may add in the items manually [Add Manual] or select from the Catalogue [Add Catalogue] Lastly, click the [Submit for Approval] button to submit to Subcon.
A notification will prompt to notify that WR has been successfully submitted.
Work Request will be in “PENDING APPROVAL” status.
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