Frequently Asked Questions
➢ Setup new account for all other users
➢ Go to Human Resources – User – Add New User
➢ To control section according to the user’s position can be setup in access level control
➢ Go to Human Resources – Level – Access Level Control
➢ User account have no right to approve the added information
➢ Setup user Level, Department and Access Level Control
➢ Go to GL Main Listing - Close Account
➢ Go to the Setting - Running Number - Add New Running Number.
➢ Go to Human Resource - User - List of Users - Select Account – Edit - Change Password - Submit
➢ Log Out and Insert New User ID and Password
➢ Attachment is a document such as receipt, invoice, voucher, picture in jpg, jpeg, pdf, word, excel format and etc.
➢ To Delete the Attachment - Attachment Icon – Delete – Submit
➢ Go to the Setting – GL - Add New GL Main
➢ Go to the Human Resource – User - Add New User (Username cannot be duplicated)
➢ Please register or sign up on our website
➢ Please enter user ID and Password to Log In, to Log Out click the profile icon on top right side and click Log Out icon
➢ Please contact our customer service and provide us your domain, user id and the error received or you can send us enquiry form
➢ Yes, please go to related Import module and download the provided template (.xlsx or .xls) and ready the data according to the template format. Upload the ready template in the system
➢To reset the system data, please contact Customer Service Department, the following procedure, term and condition will apply
➢ Your data will be automatically back up in icloud depend on your purchasing package for cloudbase. You might call Customer Service Department to request the data recovery for your system
➢ Please check your internet connection are working well or not
➢ Please check your browser setting are not blocked the website
➢ Please ensure your router/firewall are not blocked our website
➢ Please try reboot your pc
➢ If possible, please try in another computer
➢ If all above method are not working, please contact our Customer Service Department for help
➢ Please refresh the page and check internet connection
➢ Make sure you insert all the compulsory data and attachment
➢ Contact Customer Service Department if the problem continues
➢ Due to maintenance process, the server down sometimes occurs.
➢ The packages/modules that customers buy will be unlocked when the notification through email has received by customer and it can be use directly in your system.
➢ ISO 27001:2013 is the internationally recognized specification for an Information Security Management System (ISMS), and it is one of the most popular standards for information security.
➢ Reducing the organization's information security and data protection risks,
➢ Helping to attract new customers and retain existing clients, saving time and resources,
➢ Improving reputation and strengthening trust in your organization
➢ There are two ways to place orders for our services:
➢ By using our website and self-service (sign up and register) and placing order on the website.
➢ Or please do not hesitate to contact our Sales Department. They will provide personal advice, assists and discuss on how to place orders.
➢ Order placing on our website is quite simple. This is short guide shows to you how to place an order on our website www.alienation.com
➢ Review the orders that customer has been place
➢ Confirm the packages/modules that customer order
➢ Sent invoices to customer
➢ Once payment confirm, the system will delivery to customer through system website and email
➢ The costs are calculated according to the number of packages or modules and service and sales tax (SST).
➢ Processing time will take within 1 working day.
➢ Yes. Simply enter your first and last name as your company name under the menu item “Contact Details”.
➢ Invoice will be sent after sales team has review customer placement order and invoices are issued at the end of the month, 3 month or one year, depend on the customer preferable. The invoices will be sent to you through website and email.
➢ Processing time will take only a few hours and an email verification will be sent to your email.
➢ We support payment through PayPal, credit card, GIRO and online transfer
➢ Full description of information for user to full use the Alienation. Please read the user manual before continuing using this system.
➢ If the user manual cannot help much, you might refer to our demo and tutorial video.
➢ Demo and tutorial video are provided in the system, please refer to the video if you have any problems with the system.
➢ The video can be access on the top of the top of the screen, click the video icon and select the module.
➢ The video gives almost full guide for you to operate this system, you might also refer to our FAQs and User Manual.
➢ Go to the Customer Relation - Potential - Add New Potential Customer.
➢ Click Convert as Customer after finish Add New Potential Customer.
➢ Go to Sales Management – Customer - List of Customer to view the added customer
➢ Click Convert to Supplier after finish Add New Potential Supplier.
➢ Go to Purchase Management – Supplier - List of Suppliers to view the added suppliers.
➢Click CONVERT TO MEMBER after finish ADD NEW POTENTIAL MEMBER.
➢ Scheduled is meeting that has been organize with customer, supplier and member.
➢ Go to the Schedule - List of Schedule - Edit
➢ You can change the date and reschedule the meeting by go to Schedule - List of Trip Schedule – Edit to change the date on selected trip schedule - Updated
➢ Setting is required to be setup, in order to use stock received, transfer, take, valuation, and balance.
➢ After you insert the stock received information, you need to approve the Stock Received. Go to List of Stock Received – Edit preferences Stock Received - Approve
➢ Stock Transfer can be approved by the user that insert the Stock Transfer information. If you are not the user, you cannot approve the Stock Transfer.
➢ If the Stock Missing and you want to update in the system, you go to Stocktake and insert the actual amount of stock, then confirm the stocktake and during the report perform a Stock Adjustment.
➢ Do the Stock Received only.
➢ Add New Stock if the stock a new item, then proceed to Stock Receive
➢ Go to Stock Balance - Stock History – Location Code - Search
➢ Go to the Stock Balance – Stock History – Select Stock Code – Stock Card
➢ Only 1 stocktake is allowed to make at a time for 1 location, please ensure the created stock are done until complete the Finalize Stock Report before starting new stock take for same location.
➢ Please recheck the stock and make sure it is tally with Stock Received and if it is not tally, do a Stock Adjustment.
➢ It is due to our system that allowed only 70% different from the actual amount.
➢ Please recheck your stock in the Stock Balance and make sure it was tally with your stocktake and if its not, perform a Stock Adjustment.
➢ You must create a new store to transfer your stock, go to Setting - Add New Location
➢ Go to Stock Balance - Stock History - Stock Code – Stock Location – Stock Card
➢ Go to Stock Valuation - Add New Stock Valuation – Date - Confirm
➢ Go to Customer - Add New Customer
➢ It is benefits for the seller to get a larger sale. it’s harder for the buyer to compare the direct cost of your ad package to that of a competitor single ad page offer.
➢ Go to Sales Package - Add New Sales - Submit – Edit Sales Package – Approve
➢ Go to Quotation - Add New Quotation – Stock/Package – Add – Submit – Edit Quotation - Approve
➢ Please recheck List of Customers, if your customer is a new customer, Add New Customer first, before proceeding to Stock Quotation, if your customer is Potential Customer, you need to Convert to Customer.
➢ Yes, but reminder if you proceed the order, make sure the Sales Invoice same with the Sales Order.
➢ Go to Sales Order - Add New Sales Order - Stock/Package – Add – Submit – Edit Sales Order - Approve
➢ Go to Sales Invoices - Add New Sales Invoice – Submit – Edit Sales Invoice - Approve
➢ Go to Payment - Add New Sales Payment – Submit - Edit Sales Payment – Approve
➢ Go to Credit Note - Add New Credit Note – Sales Invoice – Submit – Edit Sales Credit Note - Approve
➢ Credit note is decrease of amount in Sales Invoice. You can use it when the customer requests a refund for a broken or return the item
➢ You can change the Customer Credit term by editing it in List of Customers by change the Credit Term to 30, 60, and 90
➢ If the invoice was recorded wrongly, please check the information that you insert, usually the system will show the wrong information that the user inserts.
➢ Go to Debit Note - Add New Debit Note – Sales Invoice – Submit – Edit Sales Debit Note - Approve
➢ Go to Supplier - Add New Supplier - Submit
➢ Go to Request - Add New Purchase Request – Submit – Edit Purchase Request – Approve
➢ Please recheck List of Suppliers, if your supplier is a new supplier, Add New Supplier first, before proceeding to Purchase Quotation, if your supplier is Potential Supplier, you need to Convert to Supplier.
➢ Go to Order - Add New Purchase Order – Submit – Edit Purchase Order – Approve.
➢ Go to Order - Add New Purchase Order – Submit – Edit Purchase Order – Approve.
➢ Go to Credit Note - Add New Credit Note – Purchase Invoice – Submit – Edit Purchase Credit Note - Approve
➢ Go to Debit Note - Add New Debit Note – Purchase Invoice – Submit – Edit Purchase Debit Note - Approve
➢ Setting is required to be filled up, in order to use schedule, transfer, repair, discard and depreciation.
➢ Go to Assets - Add New Assets – Submit
➢ No, only 1 asset per time
➢ You just have to insert the information and select the depreciation method; the system will calculate it for you
➢ You can only depreciate the item on the year it was record and onward
➢ You can view the asset and its depreciation year by year in the List of Depreciation. Go to Depreciation - List of Depreciation
➢ Go to Transfer - Add New Transfer – Submit – Approve
➢ Go to List of Assets - Tick Assets that you want to Discard - Discard Asset or Sell Asset - Click Submit – Edit Discard Assets – Approve
➢ Go to Bank Module – Setting – Account Registration - Add New Bank – Submit - Approve
➢ Go to The Repair - Add New Repair – Submit – Change Status According to the Assets Repair Situation (Active, Receive, Inprocess, Completed)
➢ The used of Setting is to insert company monthly expenses and credit card information for pay all the costs
➢ Go to Setting - Monthly Expenses - Add New Monthly Expenses - Submit
➢ You cannot add the same type because the one that you add is still active, to add the same type you need to inactive the type (only apply to the same type example internet)
➢ You need to create GL Code for Pay to Code and Expenses Code in Setting Module by Add New GL Main and Register Description
➢ You need to make an expenses adjustment by go to Adjustment - Add New Adjustment – Submit
➢ Setting is where HR is given full authorities to setup the level, department and leave and access level control of the system according to company policy.
➢ Go to The User - Add New User
➢ Go to Setting – Leave - Leave Control – Submit
➢ Go to the Profile – Leave – Submit
➢ Go to Leave - List of Leave Apporoval – View - Approved Leave
➢ If you do not have permission in the Access Level Control, you cannot approve the leave
➢ Go to the Setting - Level - Add New Access Level Control - Submit.
➢ You can view in Holiday List and Job Schedule
➢ Go to Payslip - Generate Payslip - Submit
➢ Go to User - List of User - Edit preferences User - Set Leave and Salary - Insert the Deduction - Update
➢ Go to User - List of User - Edit preferences User - Set Leave and Salary - Insert the Allowance Performance - Update
➢ Setting is for account registeration such as add new bank and add new petty cash.
➢ Go to Setting - Account Registration - Add New Bank - Submit
➢ Go to Setting - Account Registration - Add New Petty Cash - Submit
➢ Usually we do the Collect Payment when we have agent or staff that go to our customer and asking them to pay directly (petty cash), and after we get the money we call it as “Collect Payment” and Bank In into Company Bank Account
➢ Once you done collect payment stage, go to the Bank In – Add New Bank In – Submit – Edit preferences Bank In – Approve
➢ Go to Cheque Book - Add New Cheque Book – Submit
➢ A bank reconciliation is the process of matching the balances in an entity's accounting records for a cash account to the corresponding information on a bank statement.
➢ Go to Bank Reconciliation - Add New Bank Reconciliation, Tick the preferences bank or transaction - Submit
➢ Receipt voucher is payment make from customer to the organization or company (usually it is not relating to the business sales products)
➢ Payment voucher is payment make to the supplier or customer
➢ Go to Payment Voucher - Add Payment Voucher - Submit
➢ Go to Company Profile insert the information for each of the subsection
➢ Go to GL - Add New GL Main
➢ You cannot change your company report header on your own, please contact us for assistant
➢ Go to GL List - GL Code – Edit - Add Extra - Child Code - Update
➢ Go to Running Number - Add New Running Number - Submit
➢ Select the section such Stock – Download Template – Copy Your Data into Template – Upload by Choose File
➢ No, you can only use the template from the system and if not, it cannot be uploaded.