EveryDataStore Mobile App User Manual

 

Overview of EveryDataStore Mobile App

The EveryDataStore Mobile App is a comprehensive business management solution designed to streamline operations, enhance productivity, and centralize essential business data. With an intuitive interface and powerful features, the app enables users to manage time tracking, vendor interactions, accounting, and customer relations—all from a single platform.

Key Features & Modules

1. Dashboard
   • Provides an overview of key business metrics.
   • Quick access to Time Tracker and Incoming Invoices.
2. Vendor Management
   • Maintain and manage vendor details efficiently.
   • Track Contact Persons, Vendor Files, and Vendor Delivery Notes.
   • Streamline Purchase Order management.
3. Accounting
   • Manage and track Incoming Invoices for better financial control.
4. Calendar
   • Plan and schedule important tasks and meetings.
5. Time Tracking
   • Record and manage work hours with Daily Time Reports.
   • Seamless Check-In/-Out functionality for employees.
   • Access Monthly Time Reports for performance analysis.
6. Business Essentials
   • Customer-Relation-Management (CRM) for client interactions.
   • Contract-Management for handling business agreements.
   • Premium Plugins to enhance functionality.
   • 20 User License, 50 RecordSet License, and 5000 RecordSetItems License.
   • Free Support included for seamless usage.
7. Personnel Management
   • Manage employee details and assignments effectively.
8. User Account & Settings
   • Secure login and profile management.
9. Installation and Demo Trial Account Setup
   • Easy installation process from Google Play Store & Apple App Store.
   • 30-day free demo for new users.
   • Secure Sign-In for existing users.

The EveryDataStore App is built for businesses that require a scalable, secure, and feature-rich platform to manage their operations effortlessly. Whether you need to track employee hours, manage vendor relationships, or handle financial records, this app ensures smooth and efficient business workflows.

 

 

 

 

 

 

 

Installation and Demo Trial Account Setup

 

Overview

The EveryDataStore App is designed to provide businesses with a seamless data management solution, enabling efficient storage, retrieval, and organization of critical business information. Users can access the platform via a mobile application available on Google Play Store and Apple App Store.

To get started, new users can sign up for a 30-day free demo, allowing them to explore the app’s functionalities before committing to a subscription. Existing users can simply sign in using their registered email and password.

This guide outlines the step-by-step process for:

• Installing the EveryDataStore App on a mobile device
• Creating a Demo Trial Account for first-time users
• Logging into the app for existing users

Following these steps ensures a smooth onboarding experience, enabling users to start leveraging the app's features quickly and efficiently.

 

(After Downloading 'EverydataStore App' from Google Play Store or App Store)

Step 1: Open the App

Once the installation is complete, open the 'EverydataStore App' on your device.

Step 2: Sign In or Sign Up

Upon launching the app, the user is presented with two options:

• Sign Up: Register for a 30-day free trial if you are a new user.
• Sign In: Log in using an existing email and password if you already have an account.

 

 

 

 

 

Step 3: Sign Up for a 30-Day Free Trial (For New Users Only)

1. Click on "Sign Up for 30 days Free Demo."
2. Enter the required details, such as:
   • First Name
   • Surname
   • Username
   • Email Address
3. Accept the Terms & Conditions and Privacy Policy.
4. Click on "Sign Up" to proceed.
5. Or click on ‘Cancel’ to get back to the LogIn page.
   
   

Step 4: Email Verification

1. After completing the sign-up process, the system sends a verification email to the registered email address.
2. Open the email and click on the verification link to confirm your account.

 

 

 

 

Step 5: Account Confirmation & Login Credentials

• Once verified, you will receive another email with the following details:
  • Confirmation of account activation
  • Login credentials (if applicable)
  • Frontend & Backend API credentials
  • A quick start guide or next steps for using the app

Step 6: Sign In to Your Account

1. Open the app.
2. Go to the Log in Page
   
3. Enter your registered email and password.
4. Select Backend URL (You can +Add Backend URL by clicking on the link for new user)
   
5. Enter the backend Url and server name
   
6. Click on ‘Save’ to add the server.
7. Click on “Sign In” button to access the app dashboard.
   
   

Step 7: Start Using the App

1)       Once logged in, explore the app and set up your preferences.

2)       You can now use the app's features under the 30-day demo trial.

Step 8: Forget Password

·       If user forgets the password then he needs to click on the “Forget your Password” link.

·       Enter the registered email id and system will send an instruction email to the user’s email to reset the password.

 

 

 

 

 

Dashboard Screen

 

The Dashboard screen of the Everydatastore mobile app serves as the central hub for users to manage their key activities efficiently. It provides quick access to essential features, offering a streamlined experience. Dashboard displays the following feature

1)     Time Tracker

a)      Before Check-in

i)        The current system time is displayed prominently in the center of the screen.

ii)      A green Check In button is available for users to begin their work session.

b)      Performing Check-in

i)        Click on the Check In button to start tracking time.

ii)      The system logs the exact check-in time and updates the interface accordingly.

c)      After Check-in

i)        The button changes to a yellow Check Out option, indicating that the time-tracking session is active.

ii)      Real Time system clock

iii)    The Today Time Report section appears, showing:

(1)   Check-in time.

(2)   Should Hours: The expected working hours for the day.

(3)   Tracked Hours: The actual time tracked so far.

(4)   Overtime and Undertime: Displays any deviation from expected working hours.

d)      Performing Check-Out

i)        Click on the Check Out button to stop the time tracking.

ii)      The system logs the check-out time and finalizes the tracked hours, updating the daily report.

e)      Time Tracker functionality consist of the following fields after Check-In:

Field Name	Description
Time Tracker Header	Title of the time tracking module, indicating the current functionality being accessed.
Current Time Display	Shows the real-time system clock to indicate the exact time during check-in and check-out.
Check In Button	A green button that initiates the time-tracking process when clicked.
Check Out Button	A yellow button that ends the time-tracking session and logs the check-out time.
Today Time Report	A summary section that appears after checking in, detailing the user's working status for the day.
Checked in at	Displays the exact date and time when the user checked in.
Should	Indicates the expected number of hours the user is supposed to work for the day as set in the Personnel section.
Tracked	Shows the total number of hours tracked since the check-in.
Overtime	Displays the number of hours worked beyond the expected (should) hours.
Undertime	Shows the number of hours worked less than the expected (should) hours.

f)       Post Check-Out Display

After the Check-Out process, the TimeTracker interface displays a detailed time report, summarizing the day's work. The following fields are included:

Field Name	Description
Current Time	Displays the real-time system clock. It continues to update even after checking out for user reference.
Check In Button	Appears again after check-out, allowing the user to initiate a new session if required.
Checked Out At	Displays the exact time when the user completed their session and clicked the Check Out button.
Should	Indicates the total expected working hours for the day (e.g., 5.71 Hours).
Tracked	Shows the total time logged by the user during the session (e.g., 0.05 Hour).
Overtime	Displays any time worked beyond the expected hours. Defaults to 0 if no extra time was logged.
Undertime	Shows the remaining time needed to meet the expected working hours (e.g., 5.66 Hours if underworked).

 

 

 

Invoice Management

 

Overview:

The Upload Invoice section in the Dashboard screen of the Everydatastore mobile app allows users to upload invoices for processing. This feature supports Optical Character Recognition (OCR) functionality to extract invoice data automatically at a later stage using a cron job.

Process Flow:

1. Navigate to Dashboard – Users land on the Dashboard screen, which displays the Upload Invoice section.
2. Enable Sync-OCR (Optional) – Users can select the checkbox to activate OCR-based data extraction.
   
   
   
3. Click "+Choose" Button – A menu appears, providing three options for uploading an invoice:
   • Pick from Files – Select an invoice from local/device storage.
   • Pick from Images – Choose an image file from the gallery.
   • Scan Document – Capture a new invoice using the device camera.
4. Confirm Upload – Once a file is selected or scanned, it is uploaded and processed accordingly.

 

Field Name & Description:

Field Name	Description
Sync-OCR	A checkbox that enables OCR-based invoice data extraction, which runs later via a cron job.
+Choose Button	Opens a menu to select the method for invoice upload.
Pick from Files	Allows users to choose a file stored on their device.
Pick from Images	Enables users to select an image from their gallery.
Scan Document	Launches the camera for users to scan a physical invoice.

 

5.      Navigation to the "Main" Tab

o   The user is directed to the "Main" tab under Invoice Management.

6.      Invoice Data Entry & Review

o   The user can view and update invoice details such as Invoice Number, Date, Vendor Name, Amount, and Status.

o   If Sync-OCR is enabled, data extraction happens automatically.

o   Otherwise, manual entry or editing of invoice details is required.

7.      Navigating to the 'Accounting' Module:

o   The user logs into the system and accesses the main menu from the dashboard

o   The user expands the Accounting section in the menu to reveal sub-options.

o   The user clicks on Inbound Invoice under the Accounting module.

Field Name & Description Table for "Main" Tab

Field Name	Description
II-ID	Unique identifier for the invoice within the system.
Vendor Invoice Number	Invoice number assigned by the vendor for reference.
Invoice Status	Current status of the invoice (e.g., Paid, Unpaid, Pending).
Date	The date when the invoice was issued.
Due Date	The last date by which the invoice must be paid.
Subtotal	Total amount before tax is applied.
Total	Final invoice amount after applying taxes.
Tax Rate	Percentage of tax applied to the subtotal.
Tax	Calculated tax amount based on the tax rate.
Vendor	Name of the vendor or supplier issuing the invoice.
Vendor-ID	Unique identifier assigned to the vendor in the system.
Name	Full name of the vendor or business entity.
Address	Physical address of the vendor.
Postal Code	Postal or ZIP code associated with the vendor’s address.
City	City where the vendor is located.
Country	Country of the vendor’s business operations.
E-Mail	Contact email address of the vendor.
Phone	Contact phone number of the vendor.
VAT Number	Tax identification number of the vendor for VAT purposes.
Bank Name	Name of the bank where the vendor holds an account.
IBAN	International Bank Account Number of the vendor.
SWIFT Code	SWIFT/BIC code for international transactions.
Invoice	Uploaded invoice document (PDF, image, or other format).
Sync OCR (Yes/No)	Indicates whether OCR (Optical Character Recognition) is enabled for this invoice.
OCR Status	Current status of the OCR process (e.g., Waiting, Success, Failed).
OCR Document ID	Unique identifier assigned to the document extracted via OCR.

 

 

 

8.      Edit Screen –

o   Each invoice entry contains an Edit (✏️) icon, allowing modifications.

o   The user clicks the Edit icon next to the invoice they want to modify.

o   This action opens the Edit Incoming Invoice screen, where the user can update details.

o   Users can enter or modify all the ‘Main’ tab details manually.

o   Users can attach an invoice document (PDF, image, etc.) via the "Choose File" option.

o   If OCR is enabled (Sync OCR = Yes), the system attempts to extract invoice data automatically.

o   The OCR Status field provides feedback on whether OCR was successful.

o   Saving Changes: Users can save the modifications after making necessary updates.

o   Cancelling Edits: If the user decides not to proceed, they can exit without saving.

o   Re-uploading a Document: If the initial upload is incorrect, users can upload a new invoice file.

o   Switching OCR On/Off: Users can decide whether to process invoices via OCR or enter data manually.

o   Notes: User can enters notes in the ‘Notes’ tab and add it.

                 

9.      Invoice Status Tab

o   The "Invoice Status" tab in the Incoming Invoice section allows users to track the current state of an invoice.

o   Possible Invoice Statuses

1.      Draft - The invoice has been created but not yet submitted for processing.

2.      Pending – The invoice is awaiting review or approval.

3.      Approved – The invoice has been reviewed and accepted for processing.

4.      Paid – Payment has been made, and the transaction is complete.

5.      Rejected – The invoice has been reviewed but was not accepted due to errors or mismatched details.

6.      Voided – The invoice is canceled and no longer valid.

7.      Unpaid – The invoice is approved but payment is pending.

8.      In Process – The invoice is under review or approval.

9.      Sent – The invoice has been issued to the recipient.

o   View Current Status: Users can see the real-time status of an invoice.

o   Select Invoice Status: From the Edit screen user can select or update any of the above status

o   Automatic Status Updates: If OCR is enabled, or if specific conditions are met (e.g., invoice validation passes), the system may automatically update the status.


                

10.  Category Tab

o   The Category tab in the Incoming Invoice module allows users to classify invoices based on predefined or custom categories.

o   View & Select Category: Users can see the assigned category and modify it if required.

o   Categorization Options: Possible categories may include Office Supplies, Travel, Utilities, Rent, Professional Services, and more.

o   Edit & Save: Users can edit the category and save changes for accurate record-keeping.

11.  Vendor Tab
The Vendor tab provides essential details about suppliers associated with incoming invoices. It includes information such as vendor identification, contact details, financial data, and contractual records.

o   How to Navigate to the Vendor Tab:

1.      Open the Incoming Invoice module.

2.      On the top navigation bar, locate the Vendor tab.

3.      Click on Vendor to access all vendor-related details.

Here is the Field Name & Description table for the Vendor tab in the Incoming Invoice module:

Field Name	Description
V-ID	Unique identifier assigned to the vendor.
Name	Official name of the vendor.
Employees	Total number of employees in the vendor's company.
Annual Sales	Yearly revenue generated by the vendor.
Status	Current status of the vendor (e.g., Active, Inactive, Blacklisted).
Size	Size category of the vendor (e.g., Small, Medium, Large).
Industry Type	Business sector in which the vendor operates.
Tax Number	Unique tax identification number of the vendor.
VAT Number	Vendor's VAT (Value Added Tax) registration number.
Address	Complete address of the vendor's headquarters or main office.
City	City where the vendor is located.
Postal Code	ZIP or postal code of the vendor's address.
Country	Country in which the vendor is registered.
Office E-Mail	Official email address for vendor communications.
Accounting E-Mail	Email address for financial and billing-related queries.
Website	Vendor's official website URL.
Contact Persons	Name(s) of key contacts within the vendor’s organization.
Phone	Primary contact phone number of the vendor.
Manager	Assigned manager or key account representative for the vendor.
Purchase Orders	List or count of purchase orders associated with the vendor.
Contracts	Details of active or past contracts with the vendor.
Bank Name	Name of the vendor’s banking institution.
SWIFT Code	SWIFT code for international transactions.
IBAN	International Bank Account Number of the vendor.

 

12.  Documents Tab
The Documents tab in the Incoming Invoice module allows users to manage and upload documents related to vendor invoices.

o   Uploading documents option:

1.      Take a Photo – Capturing an image using the device’s camera.

2.      Choose from Files – Selecting a document from the device's storage.

3.      Choose from Photos – Uploading an image from the photo gallery.

4.      Cancel – Exiting the upload menu without taking any action.

o   The interface includes a search bar to locate documents, sorting options (e.g., Name, Title, Vendor), and folder management options.

   
   

o   The ‘Create Folder’ feature in the Documents tab of the Incoming Invoice module allows users to organize their invoice-related files efficiently. This feature provides a popup dialog where users can:

1.      Enter a folder name – A text input field where the user specifies the name of the new folder.

2.      Save the folder – A blue “Save” button confirms the folder creation.

3.      Cancel the action – Clicking the close (X) button dismisses the dialog without saving.

o   Folder Management:

1.      Users can create and organize folders for better document structuring.

2.      Existing folders, such as "Invoice" and "Invoice-v2," are displayed in a hierarchical format.

3.      A folder expansion feature (arrow) allows users to collapse or expand the folder list.

o   Action Buttons:

1.      Upload (Cloud Icon): Allows users to upload new invoice-related documents.

2.      Create Folder (Plus Icon): Enables users to add new folders for categorization.

3.      Edit Folder (Pencil Icon): Provides the option to rename folders.

4.      Delete Folder (Red Folder Icon): Removes unwanted folders.

5.      List View (Blue List Icon): Adjusts how documents are displayed.

o   Search & Sorting:

1.      A search bar enables users to find documents and folders quickly.

2.      Sorting options (Name, Title) allow structured document management.

13.  Notes
The Notes section provides users with a simple and efficient way to add remarks, comments, or additional information related to an Incoming Invoice.

o   Text Input Field:

1.      Users can type new notes in the provided text box labeled "Add new note here".

2.      It allows for quick and easy note-taking related to invoices.

o   Add Note Button:

1.      The "Add Note" button lets users save the entered note.

2.      Ensures that all critical comments are documented for future reference.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Account

The "Account" section serves as the user's profile management area, where registered users can access and modify their personal information, preferences, and account-related settings. This section is crucial for maintaining user identity and ensuring a personalized experience. Users can update details, manage security settings, and configure preferences for their interactions within the application.

Process Flow:

·       Navigating to the "Main" Tab from the Dashboard - To access the "Main" tab under the "Account" section, follow these steps:

o   Tap on the profile icon located in the top-right corner of the screen.

o   A dropdown menu will appear with options like "Account" and "Logout".

o   Tap on the "Account" option to navigate to the user profile section.

o   Once in the "Account" section, the default landing page is the "Main" tab, where users can view their essential profile details.

 

 

Here is the Field Name & Description table for the Main tab in the Account module:

 

Field Name	Description
Current Data Store	A dropdown menu allowing the user to select a data store from the available options.
Active	A checkbox to activate or deactivate the account.
Allow using Calendar	A checkbox to enable or disable calendar integration for the account.
Create Employee File	A checkbox to allow the creation of an employee file.
First Name	A text field to enter or edit the user's first name.
Surname	A text field to enter or edit the user's last name.
Company	A text field to specify the company name associated with the account.
Address	A text field to enter the user's street address.
Post code	A text field to enter the postal code of the user's location.
City	A text field to enter the city where the user is located.
Country	A dropdown menu allowing the user to select their country from a list.
Phone	A text field to enter the user's phone number.
Email	A text field to enter the user's email address.
Save Button	A button to save any changes made to the account details.

 

·       Here is the Field Name & Description table for the Groups tab in the Account module:

Field Name	Description
Groups Dropdown	A dropdown field that allows the user to select a group from the available options. The currently selected group is displayed inside the field.
All Groups Modal	A pop-up/modal that appears when the user clicks on the dropdown. It displays a list of all available groups.
Group Selection	Users can choose a single or multiple group from the available options such as Administrators, datastore1-backoffice, datastore1-frontend-admins, datastore1-readonly, datastore1-staff.
Selected Group Indicator	The selected group is highlighted with a blue outline and a green checkmark.
Close Button (X)	Allows the user to close the "All Groups" selection modal without making any changes.
Save Button	A button to save any changes made to the Groups.

 

 

 

 

 

 

 

·       Here is the Field Name & Description table for the Avatar tab in the Account module:

Field Name	Description
Choose File Section	A designated area where users can upload an avatar image. It contains a "Browse files" button for selecting an image from the device.
Browse Files Button	When clicked, it opens the device’s file picker to allow users to select an image.
Uploaded File Display	Once a file is uploaded, it appears below the "Choose File" section with its name, size, and a preview thumbnail.
Delete Button	A red trash icon next to the uploaded file allows users to remove the selected avatar before saving changes.
Save Button	A blue button at the bottom allows users to save their uploaded avatar image.

 

 

 

 

·       Here is the Field Name & Description table for the Settings tab in the Account module:

Field Name	Description
Language Dropdown	Allows users to select their preferred language from a dropdown list. The default selection shown is "English US".
Theme Color Dropdown	Enables users to choose a theme color for the interface from the available options. The currently selected theme is "Blue".
Save Button	A blue button at the bottom of the screen that saves the selected language and theme color preferences.

 

The Settings tab provides users with customization options for language and theme preferences, making the interface more personalized based on their choices.

 

The "Change Password" section allows users to update their account password securely. Here is the Field Name & Description table for the Change Password tab in the Account module:

Field Name	Description
Old Password	A text input field where users enter their current password for authentication before changing it.
New Password	A text input field where users enter their desired new password.
Confirm Password	A text input field where users re-enter the new password to ensure it matches.
Save Button	A blue button at the bottom that submits the entered credentials to update the password.

 

 

 

Vendor Management

The Vendor module in EverydataSotre App is designed to manage vendor-related data and streamline interactions between businesses and their suppliers. This module provides functionalities such as vendor registration, document management, delivery tracking, and purchase order handling. It ensures efficient record-keeping, smooth procurement processes, and seamless communication with vendors.

 

Vendor File

·       Navigate to the Vendor File

o   Dashboard: Start from the main dashboard.

o   Menu: Click on the Menu button on dashboard.

o   Vendor Module: Click on the "Vendor" dropdown menu to expand its options.

o   Vendor File: Select "Vendor File" from the list.

·       The Vendor File section is likely used for managing and storing vendor-related documents, contracts, or records. It helps businesses maintain organized and accessible vendor information.


                                 

·       Vendor File Listing Page - The Vendor File Listing Page provides a structured overview of vendor-related information, allowing users to search, filter, and sort vendor records efficiently.

·       Key Features:

o   Search Bar - Users can quickly find a vendor using the search bar at the top of the page.

o   Sortable Columns - The table displays vendor details with sortable columns. Users can click on the column headers to sort the records in ascending or descending order.

o   Pagination Controls - Left and right navigation arrows allow users to browse through multiple pages of vendor records.

o   Calendar Icon – User has option to filter records by selecting from & to date.

o   Add Icon – Clicking on this icon will help user to Add new Vendor file.

o   Edit item – Click on the item list and it will open up an details page with ‘Edit’ icon. User can edit the existing data by clicking on the icon. The edit section has multiple tabs like Main, Status, Industry Type, Contact Persons, Manager, Purchase Orders, Contracts, Incoming Invoices, Documents and Notes, which are all editable.

·       The Add Vendor File tab allows users to input and manage vendor details in a structured manner. Below is a breakdown of the fields available in this section:

Field Name & Description

Field Name	Description
V-ID	Unique identifier assigned to the vendor.
Name	Full name of the vendor or company.
Employees	Total number of employees working under the vendor.
Annual Sales	The vendor's yearly revenue or sales figures.
Status	Indicates whether the vendor is Active, Inactive, or under review.
Size	Defines the vendor’s size, such as Small, Medium, or Large.
Industry Type	Specifies the industry sector the vendor belongs to (e.g., Manufacturing, Retail, IT).
Tax Number	Unique tax identification number assigned to the vendor.
VAT Number	Vendor’s Value-Added Tax (VAT) registration number.
Address	Full business address of the vendor.
City	City where the vendor is located.
Postal Code	Postal or ZIP code of the vendor’s location.
Country	The country in which the vendor operates.
Office E-Mail	Primary email address for general office communications.
Accounting E-Mail	Email address for financial and invoicing communications.
Website	The vendor’s official website URL.
Contact Persons	List of individuals responsible for vendor communications.
Phone	Vendor’s official contact number.
Manager	Name of the key account manager handling the vendor.
Purchase Orders	List of purchase orders associated with this vendor.
Contracts	Details of contracts signed with the vendor.
Bank Name	The name of the bank where the vendor holds an account.
SWIFT Code	Unique SWIFT code for international transactions.
IBAN	Vendor’s International Bank Account Number for payments.
Save	Button to save the vendor details.
Save & New	Saves the current vendor details and opens a new form for adding another vendor.
Cancel	Discards changes and exits the form.

 

                           

 

 

Contact Person

The Contact Person in EverydataStore APP section under the Vendor module is designed to manage and store details of individuals who act as the point of contact for vendor-related communications. This feature ensures efficient communication between the organization and vendors by maintaining structured contact information.

·       Navigation to Contact Person:

o   Dashboard – Start from the main dashboard.

o   Menu – Open the menu section on the left panel.

o   Vendor Module – Expand the Vendor section.

o   Contact Person – Click on the Contact Person submenu to navigate to the listing page.

·       Upon clicking, the user will be redirected to the Contact Person Listing Page, where they can view, add, or manage contact details of vendor representatives.

                          

 

·       The Contact Person Listing Page under the Vendor Module displays a structured view of all contact persons associated with different vendors. This page allows users to search, sort, and manage contact persons efficiently.

·       Key Features of the Contact Person Listing Page:

o   Search Bar - Users can search for a contact person using keywords.

o   Sortable Columns - The table includes sortable columns such as CP-ID (Contact Person ID), First Name and Other relevant fields in the listing table.

o   Listing of Contact Persons - Displays names and relevant information of contact persons. Users can view multiple entries at a glance.

o   Floating Action Button (+) for Adding New Contact Persons - Located at the bottom-right corner, clicking the blue plus button allows users to add a new contact person.

o   Navigation Options –

§  Users can move back and forth using the left & right arrow at the top.

§  The calendar icon will be used for filtering records by date.

o   Edit item – Click on any of the existing item list and it will open up an details page with ‘Edit’ icon. User can edit the existing data by clicking on the icon. The edit section has multiple tabs like Main, Salutation, Vendor, Department and Notes, which are all editable.

 

 

 

 

·       Here are the Field Name & Description for Add Contact Person

Field Name	Description
CP-ID	A unique identifier for the contact person, automatically generated by the system.
Salutation	A dropdown field to select the salutation (e.g., Mr., Mrs., Dr., etc.) for the contact person.
First Name	The first name of the contact person.
Vendor	A dropdown field to select the vendor the contact person is associated with.
Department	A dropdown field to select the department the contact person belongs to.
Receive Memos from	A checkbox option to indicate if the contact person should receive memos.
Receive Emails from	A dropdown field to select the source from which the contact person should receive emails.
Title	A text field to enter the title of the person (e.g., Dr., Prof.).
Surname	A text field to enter the contact person's surname.
Role	A dropdown field to select the role of the contact person.
Email	A text field to enter the email address of the contact person.
Phone	A text field to enter the landline phone number of the contact person.
Mobile	A text field to enter the mobile phone number of the contact person.
Save	Saves the contact person details.
Save & New	Saves the current contact details and opens a new form to add another contact person.
Cancel	Cancels the action and exits the form.
Note	A text box section with ‘Add Note’ button.

 

 

 

                           

 

Vendor Delivery Note

The Vendor Delivery Note submodule under the Vendor module is designed to manage and track the delivery of goods or services from vendors. It helps in recording the details of deliveries, verifying received items, and maintaining a transparent record for purchase orders and invoicing.

 

·       Navigation to Vendor Delivery Note:

o   Open Dashboard - Start from the main menu.

o   Expand Vendor Module - Click on "Vendor" to see available submodules.

o   Select Vendor Delivery Note - Click on "Vendor Delivery Note".

o   Access Delivery Notes - The system will display a list of delivery notes or an entry form to add a new one.

   

·       Vendor Delivery Note - Listing Screen
This screen represents the Vendor Delivery Note Listing Page, where users can view and manage delivery notes associated with vendors. It provides functionalities for searching, filtering, and adding new delivery notes.

·       Key Elements of the Screen:

o   Search & Filters

§  Search Bar: Allows users to quickly find delivery notes by entering keywords.

§  Date Filters ("Created from - Created to"): Enables filtering records based on date ranges.

§  Sort Options (VND-ID, Delivery Note ID, etc.): Sorting helps in organizing records based on different attributes.

o   Listing Table Columns

§  VDN-ID

§  Delivery Note ID

§  Delivery Date

§  Tax

§  Subtotal

§  Total

§  Vendor-ID

§  Name

§  Adress

o   Floating Action Button (+)

§  The blue "+" button in the bottom right corner is for adding a new Vendor Delivery Note.

o   Edit item – Click on any of the existing item list and it will open up an details page with ‘Edit’ icon. User can edit the existing data by clicking on the icon.

·       Here are the Field Name & Description for Add Vendor Delivery Note

Field Name	Description
VDN-ID	System-generated unique identifier for the Vendor Delivery Note.
Delivery Note ID	User-entered reference ID for the delivery note.
Status	Dropdown field to select the status of the delivery note (e.g., Pending, Completed).
Delivery Date	Date field to specify when the delivery was made.
Tax Rate	Numeric input for the applicable tax rate on the vendor delivery.
Tax	Calculated or manually entered total tax amount for the delivery.
Subtotal	Pre-tax total amount of the vendor delivery.
Total	Final total after applying tax to the subtotal.
Vendor	Dropdown selection with a search option to select the appropriate vendor.
Vendor-ID	Unique identifier assigned to the vendor. Auto-filled or manually entered.
Name	Full name of the vendor associated with the delivery.
Address	Vendor’s address, including street and house number.
Postal Code	Numeric field for the vendor's postal/ZIP code. Mandatory for delivery processing.
E-Mail	Email address of the vendor for communication purposes.
Phone	Vendor's contact phone number, allowing digits and possibly country codes.
VAT Number	Unique tax identification number assigned to the vendor for taxation purposes.
City	The city in which the vendor is located.
Country	The country where the vendor is located. This is a required field.
Delivery Note	Upload section for the vendor's delivery note document.
Attachments	Additional file upload section for supporting documents.
Save	Saves the current entry
Save & New	Saves the entry and opens a new form
Cancel	Discards the form and exits.
Note	A text box section with ‘Add Note’ button on a separate tab.

 

               

 

 

 

Purchase Order

The Purchase Order (PO) submodule is a crucial component of the vendor management system, allowing users to create, track, and manage purchase orders issued to vendors. This module ensures that all procurement transactions are well-documented, improving supply chain transparency and efficiency. Users can input key details such as vendor information, order items, quantities, pricing, and delivery schedules.

·       Navigation to Purchase Order screen

o   Accessing the Menu - Click on the Menu icon (☰) at the top-left corner.

o   Navigating to the Vendor Section –

§  Locate the Vendor section in the menu.

§  Expand it by clicking on the drop-down arrow (if collapsed).

o   Selecting Purchase Order –

§  Click on Purchase Order sub menu

§  The system will redirect you to the Purchase Order interface, where you can create, edit, and manage Purchase Orders.

·       Purchase Order Listing Page
The Purchase Order Listing Page serves as a central dashboard where users can view and manage all purchase orders created within the system. It provides a structured table displaying key purchase order details, enabling users to track orders efficiently. The interface includes a search bar, sorting options, and an action button for creating new purchase orders.

·       Key Features & Functionalities

o   Search Bar - Users can quickly search for a specific Purchase Order (PO) or Vendor Order ID by entering relevant keywords.

o   Column Headers with Sorting – The columns have sorting functionality (⬆⬇) to arrange the orders in ascending or descending order.

o   Date Filters ("Created from - Created to"): Enables filtering records based on date ranges.

o   Floating Action Button (+)

§  The blue "+" button in the bottom right corner is for adding a new Purchase Order.

o   Edit item – Click on any of the existing item list and it will open up an details page with ‘Edit’ icon. User can edit the existing data by clicking on the icon.

o   Listing Table Columns

§  PO-ID

§  Vendor Order ID

§  Date

§  Tax

§  Subtotal

§  Total

§  Vendor-ID

§  Name

§  Address

·       Here are the Field Name & Description for Add Purchase Order

Field Name	Description
PO-ID	A system-generated unique identifier for the purchase order. This field is read-only and auto-filled by the system.
Vendor Order ID	A manually entered identifier corresponding to the vendor's purchase order reference. This helps in tracking orders from the vendor's system.
Status	A dropdown field where users must select the current status of the purchase order (e.g., Pending, Approved, Rejected, Completed). The search icon (🔍) allows users to browse and select predefined statuses.
Date	A mandatory date field where users must enter the date of the purchase order. The calendar icon (📅) helps users select the date from a date picker.
Due Date	A mandatory date field where users must enter the due date for the purchase order. The calendar icon (📅) allows users to select the date easily.
Tax Rate	A required numeric input field where users must enter the applicable tax rate for the purchase order. The up/down arrows enable users to increase or decrease the value.
Tax	A required numeric field where users must enter the total tax amount applied to the order. The currency unit (USD) is displayed to indicate the currency type.
Subtotal	A required numeric field where users must enter the subtotal amount (before tax) for the purchase order. The currency unit (USD) is displayed.
Total	A required numeric field where users must enter the final total amount for the purchase order, including tax. The currency unit (USD) is displayed.
Vendor	A required selection field where users must choose a vendor from the system. The search icon (🔍) allows users to look up vendors.
Vendor-ID	A system-generated or manually entered unique identifier for the selected vendor. This field is non-editable.
Name	A required text field where users must enter or verify the vendor's name associated with the purchase order.
Address	A text field where users enter the street and house number of the vendor's or customer's address.
Postal Code	A required numeric field where users must enter the postal code of the vendor's or customer's location. The up/down arrows allow for numeric input adjustment.
E-Mail	A text field where users enter the vendor's or customer's email address for communication and order-related notifications.
Phone	A numeric field where users enter the vendor's or customer's phone number for contact purposes.
VAT Number	A text field where users enter the vendor’s VAT (Value Added Tax) number for tax and regulatory compliance.
City	A required text field where users enter the customer's or vendor’s city.
Country	A required text field where users enter the customer's or vendor’s country.
Files	A collapsible section for uploading order-related documents.
Order (File Upload)	A file upload field allowing users to attach supporting documents related to the purchase order. Users can browse and select files from their system.
Attachments (File Upload)	A file upload field for additional supporting documents.
Save	A button to save the purchase order entry.
Save & New	A button to save the current purchase order and open a new form for another entry.
Cancel	A red button to discard changes and exit the form.

 

                            

                 

 

                  

 

 

Accounting

The Inbound Invoice feature in EverydataStore is part of the Accounting module, allowing users to manage and track received invoices efficiently. To access this feature, users navigate through the main menu, expand the Accounting section, and select Inbound Invoice. Upon selection, the system redirects the user to the Inbound Invoice Listing Page, where they can view, filter, and edit invoices.

 

·       Process Flow for Navigating to the Inbound Invoice Listing Page

o   Step 1: Accessing the Main Menu

§  The user logs into the system and accesses the main menu from the dashboard.

o   Step 2: Navigating to the 'Accounting' Module

§  The user expands the Accounting section in the menu to reveal sub-options.

§  The available options include Inbound Invoice.

o   Step 3: Selecting 'Inbound Invoice'

§  The user clicks on Inbound Invoice under the Accounting module.

o   Step 4: Redirecting to the Inbound Invoice Listing Page

§  The system processes the request and redirects the user to the Inbound Invoice Listing Page.

§  The listing page displays all inbound invoices, along with filters, sorting options, and actions for managing invoices.

·       Key Features of the Inbound Invoice Listing Page:

o   Search Functionality - Users can search for specific invoices using the search bar at the top.

o   Sortable Columns - The table displays key details such as:

§  II-ID (Inbound Invoice ID)

§  Vendor Invoice Number

§  Date

§  Subtotal

§  Total

§  Tax

§  Vendor-ID

§  Name

§  Address

o   Invoice Summary - Displays important financial details such as:

§  Subtotal – The sum of all invoice amounts before tax.

§  Total – The final amount payable including all charges.

§  Tax Information – Provides a breakdown of applicable taxes.

o   Add New Invoice Button –

§  The blue “+” button allows users to create a new inbound invoice entry.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employees

The Employees section in the EveryDataStore mobile app is designed to efficiently manage employee records. It acts as a centralized repository for all personnel-related data, allowing administrators and managers to input, update, and maintain comprehensive employee details. This module streamlines workforce management, ensuring seamless tracking of employee information, roles, and responsibilities within the organization.

 

·       Navigation to Employee Listing Page
To access the Employee Listing Page, follow these steps:

o   Open the Menu -- Click on the hamburger menu icon (☰) in the top-left corner of the screen.

o   Select "Employees" -  Scroll through the menu and tap on the Employees option.

o   View Employee List -  The system navigates to the Employee Listing Page, displaying a structured view of all registered employees along with their relevant details.
 

·       Employee Listing Page – EveryDataStore Mobile App

The Employee Listing Page in the EveryDataStore mobile app provides a structured and organized view of all employees within the system. This page serves as a centralized directory where administrators and HR personnel can easily access, search, and manage employee records efficiently.

o   Key Features of the Employee Listing Page:

§  Search Functionality - Users can quickly find specific employees using the search bar at the top.

§  Sorting Options - Columns such as P-ID (Personnel ID) and Salutation can be sorted in ascending or descending order.

·       P-ID

·       Salutation

·       Title

·       First Name

·       Surname

·       Insurance Number

·       Address

·       Postal Code

·       City

·       E-Mail

·       Phone

·       Employment Type

·       Overtime Allowance

·       Start Date

o   Employee Records Display - The list presents employees with their unique P-ID and Salutation, Title, First Name etc. ensuring a quick overview of personnel details.

o   Navigation Controls - Users can scroll through the list or use navigation arrows to move left and right of the screen to see the additional columns.

o   Add New Employee (+ Button) - The floating “+” button at the bottom-right corner allows users to add a new employee to the system effortlessly.


    

·       Here are the Field Name & Description for ‘Add Employees’

 

Field Name	Description
P-ID	A unique Personnel ID assigned to each employee for identification.
Salutation	A dropdown field to select the employee’s salutation (e.g., Mr., Ms., Dr.). This field is mandatory.
Title	A text field where users can enter the employee’s job title or designation.
First Name	A required field where users must enter the employee’s first name.
Surname	A required field where users must enter the employee’s surname (last name).
Status	A mandatory dropdown field to select the employee’s personal status (e.g., Active, Inactive).
Insurance Number	A numeric field where users can enter the employee’s insurance number for record-keeping.
Marital Status	A dropdown field to select the employee’s marital status (e.g., Single, Married, Divorced).
Birthday	A date field where users can enter the employee’s date of birth.
Member	A required dropdown field to select an associated member for the employee.
Address	A required text field where users must enter the employee’s street and house number.
Postal Code	A numeric field where users can enter the postal code of the employee’s address.
City	A text field where users can enter the city name of the employee’s residence.
E-Mail	A required text field where users must enter the employee’s email address for communication.
Phone	A text field where users can enter the employee’s phone number.
Emergency Contact	A text field where users can add an emergency contact number for the employee.
Employment Type	A required dropdown field where users must select the type of employment (e.g., Full-time, Part-time, Contract).
Work Hours	A text field where users can enter the number of work hours per week for the employee.
Vacation Days	A numeric field where users can specify the total number of vacation days allotted per year.
Working Days	A dropdown field where users can select the specific working days for the employee.
Overtime Allowance	A numeric field where users can enter the amount of overtime allowance (if applicable).
Start Date	A required date picker where users must enter the employee's work start date.
End Date	A date picker where users can enter the expected end date of employment (if applicable).
Department	A required dropdown field where users must select the department the employee belongs to.
Role	A text or dropdown field where users can specify the employee’s role in the organization.
Save	Saves the entered information and remains on the same page.
Save & New	Saves the entered information and opens a new form for adding another entry.
Cancel	Discards the changes and exits the form without saving.

 

                       

 

·       Edit - Main Tab (Employee Details Management)

When a user selects an employee from the list, they are directed to the "Edit - Main" tab. This section allows users to view and update key employee details.

Features & Functionalities:

1.      Employee Information Display:

o   Shows personal details such as P-ID, Name, Title, Marital Status, Birthday, Address, etc.

o   Provides a structured layout for easy review.

2.      Inline Editing Option:

o   An edit icon (pencil button) enables modification of specific fields.

o   Users can edit and update details in real-time.

3.      Tabbed Navigation:

o   Users can switch between other sections like Salutation, Status, and Marital Status for more detailed information.

4.      Validation & Save Options:

o   Ensures mandatory fields are correctly filled before saving.

o   Includes Save, Save & New, and Cancel buttons for efficient data management.



              

 

·       Salutation Tab (Employee Title Management)

The Salutation tab allows users to manage the employee's title or form of address.

Features & Functionalities:

1.      Displays Employee’s Salutation:

o   Shows the assigned title, such as Mr., Mrs., Miss, Dr., Prof., etc.

2.      Easy Navigation:

o   Users can switch between Main, Status, and Marital Status tabs for more detailed employee data.

3.      Editing Option:

o   Users can update the salutation as needed (if the edit functionality is enabled).

                        

 

·       Status Tab (Employee Employment Status)

The Status tab provides essential information regarding an employee’s current employment status within the organization.

Features & Functionalities:

1.      Displays Employee’s Current Status:

o   The status can be Active, Inactive, On Leave, Terminated, or Retired based on the employee's current work situation.

2.      Quick Navigation:

o   Users can switch between other sections like Main, Salutation, and Marital Status for a complete employee profile overview.

3.      Status Management:

o   If editing is enabled, users can update the employee’s status based on HR policies or employment changes.

 

 

            

 

 

·       Marital Status Tab (Employee Marital Information)

The Marital Status tab provides details about an employee's marital status, which is essential for HR records, benefits allocation, and tax purposes.

Features & Functionalities:

1.      Displays Marital Status:

o   The marital status can be Single, Married, Divorced, Widowed, or Separated based on the employee's personal information.

2.      Seamless Navigation:

o   Users can quickly switch between different sections such as Main, Salutation, and Status for a complete employee profile view.

3.      Marital Status Management:

o   If editing is enabled, HR personnel can update the marital status when employees provide updated documentation.

 

               

·       Member Tab (Employee Membership Information)

The Member tab provides detailed information about an employee’s membership details within the organization or a specific department. This section ensures proper identification, communication, and role assignment within the company.

Features & Functionalities:

1.      Displays Basic Member Information:

o   First Name: Shows the employee's first name for identification.

o   Surname: Displays the employee's last name to maintain full records.

o   Email Address: Provides the employee’s email ID for internal and external communication.

2.      Seamless Navigation:

o   Users can easily switch between other sections like Marital Status, Employment Type, and more for a holistic view of employee details.

3.      Editable Details (If Enabled):

o   HR personnel or admins can update the email address if changes occur.

 

   

 

 

 

 

 

 

·       Employment Type Tab (Employee Work Classification)

The Employment Type tab provides critical details regarding an employee’s job classification within the organization.

Key Features & Functionalities:

1.      Displays Employment Classification:

o   Full-time: Employee works standard hours with company benefits.

o   Part-time: Employee works fewer hours than a full-time schedule.

o   Contractual: Employee is engaged for a specific period or project.

o   Internship: Employee is in a temporary learning or training role.

o   Freelancer: Employee is hired on a task or project basis.

2.      Integration with Other HR Modules:

o   Links with Working Days, Salary Structure, and Leave Policies to automate HR functions.

 

 

                

 

·       Working Days Tab (Employee Work Schedule)

The Working Days tab provides a structured overview of an employee’s designated work schedule within the organization. It plays a vital role in defining attendance policies, payroll processing, and workforce management.

Key Features & Functionalities:

1.      Displays Standard Workdays:

o   Lists all days of the week (Monday to Sunday) to indicate scheduled workdays.

o   Helps HR and managers track working patterns.

2.      Customization for Different Employees:

o   Employees may have different working days based on their contract type (Full-time, Part-time, Contractual, etc.).


 

 

·       Department Tab – Overview

The Department tab in the Employees section is designed to categorize employees based on their respective departments, ensuring clear organizational structure and streamlined management.

Key Features:

1. Departmental Classification:
   • Lists employees under their designated departments, such as Accounting, HR, IT, Sales, and Operations, making it easier to manage and track team members.
2. Seamless Navigation:
   • Users can quickly navigate between departments to view and manage employee assignments efficiently.
3. Sorting & Filtering:
   • The tab provides options to sort and filter employees based on department names for better accessibility.
4. Editable Details (If Enabled):
   • HR or Admins can modify department assignments for employees, ensuring an up-to-date department structure.

                                  

·       Role Tab – Overview

The Role tab in the Employees section is designed to define and display employee roles within the organization, ensuring a clear hierarchical structure and efficient role-based management.

Key Features:

1.      Role-Based Categorization:

o   Displays employees grouped by their roles, such as CEO, Manager, Team Lead, Developer, Analyst, etc.

2.      Seamless Navigation:

o   Users can easily switch between roles to view employees assigned to different positions.

3.      Sorting & Filtering:

o   Allows sorting employees by role title, making it convenient to find specific designations within the organization.

4.      Editable Details (If Enabled):

o   Admins or HR personnel can assign or update roles based on promotions, transfers, or restructuring.

 

 

          

 

 

·       Documents Tab – Overview

The Documents tab in the Employees section serves as a centralized repository for managing employee-related files, ensuring seamless access to essential documents such as identification records, contracts, certifications, and other critical files.

Key Features:

1.      Document Storage & Management:

o   Enables users to upload, organize, and manage employee-related documents.

o   Supports multiple file formats, including JPEG, PNG, PDF, DOCX, etc.

2.      User-Friendly Navigation & Actions:

o   Upload Button 📤 – Allows users to add new documents.

o   Add New Document ➕ – Provides an option to create a new document entry.

o   Edit Document Details ✏️ – Enables modification of file names, titles, or categories.

o   Folder Management 📁 – Helps categorize documents for better organization.

o   List View Toggle 📜 – Allows switching between different display views for ease of access.

3.      Search & Sorting Capabilities:

o   Users can search for specific documents using keywords.

o   Sorting options help in organizing files alphabetically, by date, or by version for quick retrieval.

 

                                   

 

·       Notes Tab – Overview

The Notes tab in the Employees section provides a simple yet effective way to add and manage employee-related notes. It serves as a quick reference tool for HR teams and managers to document important details about employees, track progress, or log observations.

Key Features:

1.      Add New Notes 📝

o   Users can quickly enter notes in the provided text input box to document employee-related details.

2.      Easy Note Management

o   Clicking the "Add Note" button saves the entered text, ensuring that important information is logged.

 

 

Calendar

 

 

Calendar Module – Overview

The Calendar feature in EveryDataStore is designed to manage and mark vacations and leave days for staff users. This ensures that staff cannot perform check-ins on designated vacation or leave days. Both administrators and staff can view these marked events in the calendar section, facilitating better planning and visibility of absences.

 

Navigation to the Calendar Module

To access the Calendar module in the EveryDataStore web app, follow these steps:

1. Dashboard Access
   • Upon logging in, users land on the Dashboard, which provides an overview of key modules and functionalities.
2. Open the Menu
   • Click on the Menu icon (☰) in the top-left corner to expand the main navigation panel.
   • The menu displays multiple sections like Customer, Vendor, Contract File, Address Book, Accounting, and Employees.
3. Navigate to the Calendar Section
   • Scroll down the menu until you find the Calendar option.
   • Click on the Calendar button (highlighted in blue with a calendar icon) to open the Calendar Module.

 

 

 

 

Calendar View Options (Month, Week, Day) in EveryDataStore

The Calendar module in the EveryDataStore mobile app provides flexible viewing options to help users manage their schedules efficiently. Users can toggle between different timeframes using three distinct buttons:

1. Month View - Displays a full-month layout,
2. Week View - Shows events organized by week, allowing users to focus on a seven-day period at a glance. The current day is highlighted for quick reference.
3. Day View - Displays a detailed, hour-by-hour breakdown of a specific day.

 

Add Calendar - Event Creation Page in EveryDataStore

The "Add Calendar" page in the EveryDataStore mobile app allows users to create and manage scheduled events efficiently. This page provides structured input fields to ensure precise event creation, making it easy to plan, assign, and track events.

 

 

Here are the Field Name & Description for ‘Add Employees’

Field Name	Description
All Day Event	Option to mark an event as an all-day occurrence. Input Type: Checkbox. Default: Unchecked.
Start	Specifies the start date and time of the event. Input Type: Date & Time Picker.
End	Defines the end date and time of the event. Input Type: Date & Time Picker.
Member	Assigns members to the event. Input Type: Text Field with Search Icon for member lookup.
Title	Provides a title for the event (mandatory field). Input Type: Text Field.
Description	Short description of the event for additional context. Input Type: Text Area.
Category	Categorizes the event for better organization. Input Type: Text Field with Search Icon. Admin can create new Event and Background colour for the event here.
Background Color	Allows customization of the event's background color for visual distinction. Input Type: Color Picker.
Save	Saves the event details without closing the form.
Save & New	Saves the event and opens a new form for another event entry.
Cancel	Exits the form without saving changes.
Note	Users can quickly enter notes in the provided text input box

 

 

After saving the details in the form a new event will be created and displayed on the calendar page as below:

 

 

 

 

 

Edit Calendar – Event Modification Interface

The Edit Calendar screen provides a user-friendly interface for modifying existing calendar events. It includes various input fields and controls that allow users to update event details such as timing, members, title, description, and category.

 

Navigation to the Edit Calendar Screen

1.      Identifying the Event in the Calendar View –

o   The user navigates to the Month, Week, or Day view of the calendar.

o   The events are visually represented as colored bars spanning multiple days.

o   In this case, the event titled "Osama Urlaub" appears from March 3rd to March 7th, 2025, highlighted in purple.
 

 

2.      Identifying the Event in the Calendar View –

o   The user clicks on the event displayed in the calendar.

o   A detailed event view appears at the bottom of the screen, showing the event's title ("Osama Urlaub") in a colored bar.

3.      Navigating to the Edit Screen –

o   Clicking on the event title will open the Edit Calendar screen.

o   The Edit Calendar screen allows users to modify event details such as the title, start and end date, category, description, and background color.

 

                           

 

                           

 

 

                                          Time Tracking

Overview

The Time Tracking module is an essential feature for managing employee work hours, monitoring attendance, and analyzing productivity. It consists of three key components:

1.      Daily Time Report -  The Daily Time Report feature in the EveryDatastore app is an essential component of the TimeTracker module, designed to streamline time-tracking processes for employees and administrators. This feature provides a comprehensive overview of daily work hours, ensuring accurate timekeeping for payroll, project management, and performance evaluation.

With the Daily Time Report, users can view, track, and manage their logged hours, while administrators have the ability to manually add or edit time entries when necessary. This ensures flexibility in handling various scenarios, such as forgotten entries, corrections, or adjustments due to project needs.

 

 

 

 

 

 

 

 

·       Navigation –

o   Users can navigate to the "Time Tracking" module from the main menu.

o   Within this module, they can select "Daily Time Report" to view the recorded daily working hours.

·       Search & Filtering Options –

o   A search bar allows users to find specific records quickly.

o   Date filters ("Created from" & "Created to") enable users to filter records within a specific time range.

o   A calendar icon is present to facilitate date selection.

·       Navigating Between Records –

o   Left and right arrow buttons allow users to scroll through left and right side of the page.

·       Listing Page Functionality –

o   The listing page displays recorded work hours in a structured table format with the following columns:

§  Date

§  Tracked Hours

§  Should Hours

§  Overtime

§  Undertime

§  Member

§  Current Action

§  Current Action Time

·       A summary bar at the bottom shows –

o   Tracked Hours: Total hours logged in the system.

o   Should Hours: The expected work hours for comparison.

o   Overtime: The total extra hours worked beyond the required work hours.

o   Undertime: The total hours that fall short of the expected work hours.

·       Add New Entry –

o   A floating plus (+) button in the bottom right corner allows users to manually add new work hour entries.

 

·       Here is the Add Daily Time Report form Field and Description

Field	Description
Date	The specific date for which the time entry is logged.
Member	Select the name of the employee associated with the time entry from the Search dropdown option.
Note	A separate tab to enter any description related to the manual entry of check-in/check-out time.
Check-In/-Out	The date and time when the employee starts work and ends work. This is manually entered by the admin in a separate pop-up box section within this.
Current Action	Select value from the dropdown i.e. Checkin & Checkout.
Current Action Time	Enter the Date & Time of the manual action taken.
Tracked Hours	Enter the total tracked or consumed hours for the Day by the Member.
Should Hours	Enter the expected number of hours the user is supposed to work for the day.
Overtime	Enter Displays the number of hours worked beyond the expected (should) hours.
Undertime	Enter the number of hours worked less than the expected (should) hours.
Save	Saves the event details without closing the form.
Save & Exit	Saves the event and exits the form.
Cancel	Exits the form without saving changes.

 

 

                           

 

 

·       Edit View of 'Daily Time Report':

o   Main Tab - The Main Tab in the Edit View of Daily Time Report provides a structured overview of a user's recorded work hours, scheduled hours, and attendance details. This section enables modifications to key time-tracking data, ensuring accuracy in employee work records.

§  Fields in the Main Tab:

·       Date – Displays the selected date for the report

·       Tracked Hours – The actual hours worked by the user

·       Should Hours – The expected working hours for the day

·       Overtime – Displays the extra hours worked

·       Undertime – Shows the deficit in required working hours

·       Member – The name of the employee

·       Current Action – Indicates the latest recorded action (Check-Out)

·       Current Action Time – The timestamp of the last recorded action

·       Edit Button (🖊️) – Allows modifications to the recorded data.

 

 

 

o   Member Tab - The Member Tab in the Daily Time Report provides details about the employee associated with the recorded time entry. This tab primarily focuses on identifying the individual whose work hours are being tracked.

§  Fields in the Member Tab:

·       First Name – Displays the first name of the employee.

·       Surname – Shows the last name of the employee.

·       Email – Lists the employee’s registered email address.

o   Check-In/Check-Out Tab - The Check-In/Check-Out Tab in the Daily Time Report provides a detailed log of the user's work sessions, including timestamps for when they started and ended their work.

§  Key Elements in the Check-In/Check-Out Tab:

·       Check-In Button - Allows sorting of check-in times in ascending or descending order.

·       Check-Out Button - Enables sorting of check-out times based on the recorded timestamps.

·       Member Button - Organizes records by employee name if multiple records exist.

·       Status Button - Allows sorting based on the work status of employees, eg. 0, 1, 2.

§  Displayed Data:

·       Individual timestamps for Check-In and Check-Out events, ensuring transparency in work tracking.

·       Multiple time entries per day.

·       Date and Time Format (DD.MM.YYYY HH:MM) – Standardized format for accurate record-keeping.

o   Notes Feature in 'Daily Time Report'

§  Add Note Field (Text Box)

§  Add Note Button (Blue Button: "Add Note")

o   Edit & Delete Feature in 'Daily Time Report':

§  Allows users to modify recorded time entries, including tracked hours, check-in/check-out times, or other relevant details.

§  Enables users to permanently remove a time entry if it was recorded incorrectly or is no longer needed.

2.      Check-In/Check-Out - The Check-In/-Out Report is a key feature within the TimeTracker module of the EveryDatastore mobile application. It enables administrators to monitor and manage employee attendance by tracking their check-in and check-out times. This feature ensures accurate timekeeping for productivity analysis, payroll calculations, and attendance compliance. The Check-In/-Out functionality is accessible through the TimeTracker menu and supports manual entries, which can only be performed by an admin.

                                 

·       Navigation –

o   Users can navigate to the "Time Tracking" module from the main menu.

o   Within this module, they can select "Check-In/Check-Out" to view the recorded daily working hours.

·       Search & Filtering Options –

o   A search bar allows users to find specific records quickly.

o   Date filters ("Created from" & "Created to") enable users to filter records within a specific time range.

o   A calendar icon is present to facilitate date selection.

·       Navigating Between Records –

o   Left and right arrow buttons allow users to scroll through left and right side of the page.

·       Listing Page Functionality –

o   The listing page displays recorded work hours in a structured table format with the following columns:

§  Check In

§  Check Out

§  Member

§  Status

·       Add New Entry –

o   A floating plus (+) button in the bottom right corner allows users to manually add new work hour entries.

·       Here is the Check-In/-Out form Field and Description

Field Name	Description
Check In	The date and time when the employee starts work. This is manually entered by the admin.
Check Out	The date and time when the employee ends work. This is manually entered by the admin.
Member	The name of the employee being checked in/out. It is selected from the list of registered members.
Status	Displays the current status of the check-in/out process (e.g., ‘1’ means Check-in/-out process is completed successfully.
Add Button	Initiates the creation of a new check-in/out record.
Edit Button	Allows modification of existing check-in/out records.
Delete Button	Deletes individual records or multiple selected records.
Search Filter	Enables filtering of check-in/out records by date, member, or status.
Save	Saves the event details without closing the form.
Save & Exit	Saves the event and exits the form.
Cancel	Exits the form without saving changes.

 

                           

 

·       Edit View of 'Check-In/-Out'

o   Main Tab - The Edit View of the 'Check-In/-Out' module under the 'Main' tab allows users to modify key details related to their work tracking.

§  Fields in the Main tab:

·       Check-In - Displays the recorded timestamps.

·       Check-Out - Displays the recorded timestamps.

·       Member - Shows the assigned employee or team member who performed the check-in/out action.

·       Status - Displays the current status of the check-in/out process (e.g., ‘1’ means Check-in/-out process is completed successfully.

·       Edit button – Allows modification to the recorded data.

o   Member tab - The 'Member' tab under the 'Check-In/-Out' module provides details about the individual associated with the check-in and check-out record.

§  Fields in the Member Tab:

·       First Name – Displays the first name of the employee.

·       Surname – Shows the last name of the employee.

·       Email – Lists the employee’s registered email address.

§  Non-Editable Fields - This tab typically contains read-only information, ensuring that users cannot arbitrarily modify member details.

§  Seamless Navigation - Users can navigate between the 'Main' and 'Notes' tabs to check related time log details or add notes.

o   Notes tab -

§  Add Note Field (Text Box)

§  Add Note Button (Blue Button: "Add Note")

o   Edit & Delete -

§  Allows users to modify recorded time entries, including check-in/check-out times, or other relevant details.

§  Enables users to permanently remove a time entry if it was recorded incorrectly or is no longer needed.

                                     

 

 

 

 

 

 

 

3.      Monthly Time Report - The Monthly Time Report feature in the EveryDataStore mobile app is a comprehensive tool designed to track and manage employee working hours over a given month. This feature is an integral part of the TimeTracker module, allowing businesses to monitor productivity, manage payroll calculations, and ensure compliance with company policies.

A key addition to this feature is the Manual Entry capability, which is exclusively accessible by Admins. This allows for adjustments, corrections, or additions to time logs, ensuring data accuracy and flexibility. Additionally, the Edit View functionality provides admins the ability to modify existing entries, further enhancing the system’s ability to maintain accurate time records.

                                      

 

·       Navigation –

o   Users can navigate to the "Time Tracking" module from the main menu.

o   Within this module, they can select "Monthly Time Report" to view the recorded daily working hours.

·       Search & Filtering Options –

o   A search bar allows users to find specific records quickly.

o   Date filters ("Created from" & "Created to") enable users to filter records within a specific time range.

o   A calendar icon is present to facilitate date selection.

·       Navigating Between Records –

o   Left and right arrow buttons allow users to scroll through left and right side of the page.

·       Listing Page Functionality –

o   The listing page displays recorded work hours in a structured table format with the following columns:

§  Member

§  Month

§  Year

§  Tracked Hours

§  Should Hours

§  Overtime

§  Undertime

§  Overtime Allowance

§  Vacation

§  Absence

§  Nursing Leave

§  Vacation Compensation

§  Holiday

§  Sick Leave

·       Add New Entry –

o   A floating plus (+) button in the bottom right corner allows users to manually add new work hour entries.

·       Here is the Add Monthly Time Report form Field and Description

 

Field Name	Description
Member	Select or search for the employee whose work and leave data is being recorded.
Month	Choose the specific month for tracking the employee's data.
Year	Select the year associated with the tracked data.
Tracked Hours	Total hours logged by the employee for the month.
Should Hours	Standard expected working hours for the employee in the month.
Undertime	Hours the employee worked less than the expected working hours in the month.
Overtime	Extra hours worked by the employee beyond the standard working hours.
Overtime Allowance	The approved amount of overtime the employee can work in the month.
Vacation	Number of vacation days taken by the employee in the month.
Absence	Total days the employee was absent without approved leave.
Nursing Leave	Days taken off by the employee for nursing or caregiving responsibilities.
Vacation Compensation	Days compensated for unused vacation time.
Holiday	Official public or company holidays in the month.
Sick Leave	Number of sick leave days taken by the employee.
Day Time Reports	Linked reports detailing the daily work logs and activities of the employee.
Save	Saves the event details without closing the form.
Save & Exit	Saves the event and exits the form.
Cancel	Exits the form without saving changes.

 

 

 

 

 

 

 

 

·       Edit View of 'Monthly Time Report'

o   Main Tab - The Edit View of the 'Monthly Time Report' – Main Tab provides an interface for modifying the monthly attendance and work-hour-related details of an employee. It allows authorized users to update fields related to tracked hours, overtime, absences, and leave categories. The interface is designed with structured input fields for seamless data entry, ensuring accuracy in time reporting.

§  Fields in the Main Tab:

·       Member - Displays the employee’s name (e.g., Walid Awad).

·       Month – Specific month for tracking the employee's data.

·       Year – Specific year for tracking the employee's data.

·       Tracked Hours –  Display Total hours logged by the employee for the month

·       Should Hours – Standard expected working hours for the month.

·       Undertime – Hours worked less than the expected working hours in the month.

·       Overtime – Extra hours worked by the employee beyond the standard working hours.

·       Overtime Allowance – The approved amount of overtime the employee can work in the month.

·       Vacation – Number of vacation days taken in the month.

·       Absence – Total days the employee was absent without approved leave.

·       Nursing Leave – Days taken off by the employee for nursing or caregiving responsibilities.

·       Vacation Compensation – Days compensated for unused vacation time.

·       Holiday – Official public or company holidays in the month.

·       Sick Leave – Number of sick leave days taken by the employee.

o   Member tab - The 'Member' tab under the 'Check-In/-Out' module provides details about the individual associated with the check-in and check-out record.

§  Fields in the Member Tab:

·       First Name – Displays the first name of the employee.

·       Surname – Shows the last name of the employee.

·       Email – Lists the employee’s registered email address.

§  Non-Editable Fields - This tab typically contains read-only information, ensuring that users cannot arbitrarily modify member details.

§  Seamless Navigation - Users can navigate between the 'Main', ‘Day Time Reports’ and 'Notes' tabs to check related time log details or add notes.

o   Day Time Reports Tab - The Day Time Reports tab in the Monthly Time Report module provides a structured breakdown of daily working hours, overtime, undertime, and check-in/check-out actions for a specific month. The tab features different sections displaying key metrics and timestamps, arranged in sortable columns.

§  Fields in the Day Time Reports Tab:

·       Date: The specific date of the recorded work log.

·       Tracked Hours: The actual hours worked by the employee.

·       Should Hours: The expected number of working hours for the day.

·       Overtime: Additional hours worked beyond the expected schedule.

·       Undertime: Shortfall in the expected working hours.

·       Member: Name of the employee associated with the recorded hours.

·       Current Action: Specifies whether the employee checked in or checked out.

·       Current Action Time: Captures the exact timestamp of the recorded action.

 

o   Notes tab -

§  Add Note Field (Text Box)

§  Add Note Button (Blue Button: "Add Note")

o   Edit & Delete -

§  Allows users to modify recorded time entries, including check-in/check-out times, or other relevant details.

§  Enables users to permanently remove a time entry if it was recorded incorrectly or is no longer needed.

 

 

 

 

 

 

 

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