ADVANTA ERP System

Complete User Manual & Documentation

Welcome to ADVANTA ERP

This comprehensive manual covers all aspects of the ADVANTA Enterprise Resource Planning system designed specifically for construction and project management. The system streamlines requisitions, procurement, inventory management, and project tracking across your organization.

🚀 Quick Start

New users should begin with their specific role guide below. Each section provides step-by-step instructions for daily tasks.

System Architecture

🏗️ Project Management

Project creation & team assignment
Milestone tracking & progress monitoring
Budget management & cost control
Resource allocation

📋 Requisition System

Multi-level approval workflow
Store vs Purchase requisitions
Real-time status tracking
Automated notifications

📦 Procurement

Supplier management
LPO creation & issuance
Delivery tracking
Price comparison

💰 Finance & Reporting

Payment processing
Expense tracking
Financial reporting
Budget vs Actual analysis

System Requirements & Setup

Technical Requirements

💻 Client Requirements

Browser: Chrome 90+, Firefox 88+, Safari 14+, Edge 90+
JavaScript: Must be enabled
Screen Resolution: 1280x720 minimum
Internet: Stable broadband connection
Cookies: Must be enabled for session management

🛠️ Recommended Setup

Use Google Chrome for best performance
Bookmark your role-specific login page
Enable browser notifications
Use PDF reader for document downloads
Keep browser updated to latest version

Security Best Practices

🔐 Security Guidelines

Never share your login credentials
Use strong passwords (min. 8 characters with mix of letters, numbers, symbols)
Log out after each session, especially on shared computers
Clear browser cache regularly
Report any suspicious activity immediately to IT

Getting Started

First Time Login

1

Access the System

Navigate to the ADVANTA login portal and select your role-specific login page.

2

Enter Credentials

Use the email and password provided by your administrator. First-time users may need to reset their password.

3

Explore Dashboard

Familiarize yourself with your role-specific dashboard layout and navigation menu.

4

Complete Profile

Update your profile information including contact details and notification preferences.

💡 Pro Tip: Bookmark your role-specific login page for quick access. Each role has a customized interface and workflow.

👑 Administrator Guide

Complete system administration and user management

Administrator Responsibilities

Administrators have full system access and are responsible for user management, project setup, system configuration, and overall system maintenance.

👥

User Management

Create and manage user accounts
Assign roles and permissions
Reset passwords and manage access
Monitor user activity

🏗️

Project Setup

Create new projects
Assign project teams
Set up project stores
Configure project budgets

⚙️

System Configuration

Manage system settings
Configure approval workflows
Set up notification templates
Manage system backups

Step-by-Step: Creating a New Project

1

Navigate to Projects

Go to Admin Dashboard → Projects → Create New Project

2

Enter Project Details

Fill in project name, code, description, location, dates, and budget

3

Assign Team Members

Select Project Manager, Store Manager, Engineers, and Surveyors

4

Create Project Store

System automatically creates a dedicated store for the project

5

Generate Milestones

System creates default construction milestones automatically

💡 Pro Tip: Use project templates for similar projects to save setup time. The system automatically creates default construction milestones based on project type.

📊 CEO Executive Guide

Executive overview, approvals, and strategic decision-making

CEO Portal Features

The CEO portal provides high-level oversight of all company operations, financial performance, project progress, and strategic decision-making tools.

✅

Approval Authority

Final approval on major requisitions
LPO approval and authorization
Budget override capabilities
Strategic project approvals

📈

Financial Overview

Company-wide financial dashboard
Budget vs actual expenditure
Project profitability analysis
Cash flow monitoring

🏗️

Project Portfolio

All projects status overview
Milestone completion tracking
Resource allocation views
Project health indicators

Approval Workflow for CEO

1

Requisition Created

2

PM & Ops Approved

3

CEO Review

4

Final Approval

Step-by-Step: Approving a Requisition

1

Access Pending Requisitions

Go to CEO Dashboard → Pending Approval to see all requisitions awaiting your review

2

Review Details

Click on any requisition to view full details, items, costs, and approval history

3

Make Decision

Choose to Approve, Reject, or Request modifications with comments

4

Set Approved Amount

You can adjust the approved amount if different from requested amount

5

Confirm Action

System notifies all relevant parties and moves requisition to next stage

💡 Pro Tip: Use the "All Requisitions" view to monitor the entire requisition pipeline and identify bottlenecks in the approval process.

📋 Project Manager Guide

Project oversight, team coordination, and resource management

Project Manager Responsibilities

Project Managers oversee specific construction projects, manage project teams, approve requisitions, monitor progress, and ensure projects stay on schedule and within budget.

👥

Team Management

Coordinate with engineers and surveyors
Assign tasks and responsibilities
Monitor team performance
Facilitate communication

✅

Requisition Approval

First-level approval for project requisitions
Budget compliance checking
Priority setting for requests
Resource allocation decisions

📊

Progress Monitoring

Track milestone completion
Monitor project timeline
Budget expenditure tracking
Progress reporting to management

Step-by-Step: Managing Project Requisitions

1

Review Pending Requisitions

Check your dashboard for new requisitions from engineers on your projects

2

Evaluate Request

Review items, quantities, costs, and urgency against project budget and timeline

3

Approve or Modify

Approve as-is, adjust quantities/prices, or reject with explanation

4

Forward to Operations

Approved requisitions move to Operations for further processing

5

Track Status

Monitor requisition progress through procurement and delivery stages

💡 Pro Tip: Use the project dashboard to get a quick overview of all active requisitions, their status, and any delays that might impact your project timeline.

🏗️ Engineer Guide

Site operations, material requests, and technical oversight

Engineer Responsibilities

Engineers manage day-to-day site operations, create material requisitions, monitor construction quality, and provide technical guidance for project execution.

📝

Requisition Creation

Create material and equipment requests
Specify technical requirements
Set urgency levels
Provide detailed specifications

👁️

Site Supervision

Monitor construction quality
Supervise subcontractors
Ensure safety compliance
Document site progress

📋

Technical Input

Provide technical specifications
Review material quality
Approval of delivered items
Quality control documentation

Step-by-Step: Creating a Requisition

1

Access Requisition Module

Go to Engineer Dashboard → Requisitions → Create New

2

Select Project & Type

Choose your project and select between Store Requisition or Purchase Requisition

3

Add Items

Specify items, quantities, units, and provide technical specifications

4

Set Urgency & Reason

Define urgency level and provide detailed reason for the requisition

5

Submit for Approval

Submit to Project Manager for first-level approval

💡 Pro Tip: Use the "Pending" view to track your requisitions through the approval process. Provide detailed technical specifications to avoid delays in procurement.

📐 Surveyor Guide

Construction milestone tracking and progress documentation

Surveyor Responsibilities

Surveyors track construction progress, update milestone completion, document site conditions, and provide accurate progress reporting for management decision-making.

🎯

Milestone Tracking

Monitor construction milestones
Update completion percentages
Document progress with notes
Track against project timeline

📊

Progress Reporting

Generate progress reports
Document challenges and solutions
Provide photographic evidence
Update management regularly

📝

Quality Documentation

Record actual costs incurred
Document work quality
Note any deviations from plans
Maintain accurate records

Standard Construction Milestones

🏗️ Construction Phases

• Foundation (Omusingi)
• Substructure
• Superstructure
• Roofing Level
• Finishing Stages
• Finalization

📈 Progress Indicators

• Completion Percentage (0-100%)
• Status (Pending/In Progress/Completed)
• Actual vs Estimated Costs
• Timeline Adherence

Step-by-Step: Updating Milestone Progress

1

Access Project Milestones

Go to Surveyor Dashboard → Select Project → View Milestones

2

Select Milestone to Update

Choose the specific milestone you want to update progress for

3

Update Progress Details

Set status, completion percentage, actual costs, and add progress notes

4

Document Observations

Provide detailed notes on work quality, challenges, and site conditions

5

Save Updates

System updates project progress and notifies relevant stakeholders

💡 Pro Tip: Update milestones regularly (at least weekly) to provide accurate progress tracking. Use the "Attention Needed" section on your dashboard to quickly identify overdue or upcoming milestones.

⚙️ Operations Guide

Workflow coordination and process optimization

Operations Responsibilities

Operations personnel manage the requisition workflow, coordinate between departments, ensure process compliance, and optimize operational efficiency across all projects.

🔄

Workflow Management

Monitor requisition flow
Identify and resolve bottlenecks
Ensure timely processing
Coordinate between departments

✅

Approval Coordination

Second-level approval authority
Verify Project Manager approvals
Ensure compliance with procedures
Forward to Procurement

📈

Process Optimization

Analyze process efficiency
Identify improvement opportunities
Implement process changes
Monitor performance metrics

Step-by-Step: Processing Requisitions

1

Review Approved Requisitions

Check Operations Dashboard for requisitions approved by Project Managers

2

Verify Compliance

Ensure requisitions follow company procedures and have proper documentation

3

Approve or Return

Approve compliant requisitions or return for corrections with comments

4

Forward to Procurement

Send approved requisitions to Procurement department for sourcing

5

Monitor Progress

Track requisitions through procurement and delivery stages

💡 Pro Tip: Use the "Pending" and "Approved" views to monitor workflow efficiency. Look for patterns in delays to identify process improvement opportunities.

📦 Procurement Guide

Supplier management, purchasing, and LPO processing

Procurement Responsibilities

Procurement specialists manage supplier relationships, create purchase orders, negotiate pricing, ensure timely delivery, and maintain procurement records.

🤝

Supplier Management

Maintain supplier database
Evaluate supplier performance
Negotiate pricing and terms
Manage supplier relationships

📄

LPO Processing

Create Local Purchase Orders
Select appropriate suppliers
Set delivery terms and dates
Issue LPOs to suppliers

🚚

Delivery Coordination

Track order status
Coordinate with stores for receipt
Resolve delivery issues
Update requisition status

Step-by-Step: LPO Creation & Issuance

1

Start Procurement Process

Select requisition and click "Start Procurement" to begin LPO creation

2

Select Supplier

Choose appropriate supplier based on price, quality, and delivery capability

3

Create LPO Draft

System generates LPO with all items, quantities, and pricing

4

Send for CEO Approval

Submit LPO to CEO for final approval before issuance

5

Issue to Supplier

Once CEO approved, issue LPO to supplier and track delivery

💡 Pro Tip: Maintain good relationships with multiple suppliers for each category to ensure competitive pricing and reliable delivery. Use the supplier performance metrics to make informed sourcing decisions.

💰 Finance Guide

Payment processing, expense tracking, and financial reporting

Finance Responsibilities

Finance personnel manage payments, track expenses, generate financial reports, ensure budget compliance, and provide financial oversight across all projects.

💳

Payment Processing

Process supplier payments
Verify delivery completion
Maintain payment records
Reconcile accounts

📊

Financial Reporting

Generate expense reports
Track budget vs actual
Project cost analysis
Management reporting

💰

Budget Management

Monitor project budgets
Flag budget overruns
Cost control measures
Financial forecasting

Step-by-Step: Processing Payments

1

Review Pending Payments

Check Finance Dashboard for delivered items awaiting payment

2

Verify Delivery

Confirm items were received by stores and meet quality standards

3

Process Payment

Create payment record and process through accounting system

4

Update Status

Mark requisition as "Payment Completed" in the system

5

File Documentation

Maintain proper records for auditing and reporting purposes

💡 Pro Tip: Use the financial reports to identify spending patterns and potential cost savings. Regular budget vs actual analysis helps prevent project overruns.

🏪 Stores Guide

Inventory management, stock control, and material issuance

Stores Responsibilities

Stores personnel manage inventory, receive deliveries, issue materials to projects, maintain stock records, and ensure proper storage and security of all materials.

📦

Inventory Management

Maintain stock levels
Track inventory movements
Conduct stock counts
Manage stock valuation

✅

Delivery Receiving

Receive LPO deliveries
Verify quantity and quality
Update inventory records
Confirm delivery completion

📤

Material Issuance

Process store requisitions
Issue materials to projects
Maintain issuance records
Track project consumption

Step-by-Step: Receiving LPO Deliveries

1

Check Pending Deliveries

Review Stores Dashboard for LPOs awaiting delivery confirmation

2

Receive Physical Delivery

Inspect delivered items for quantity, quality, and condition

3

Confirm Delivery in System

Use "Confirm Delivery" to update received quantities and condition

4

Update Inventory

System automatically adds received items to store inventory

5

Notify Stakeholders

System updates requisition status and notifies relevant parties

💡 Pro Tip: Conduct regular stock counts to ensure system records match physical inventory. Use the low stock alerts to proactively reorder critical items before they run out.

🚚 Supplier Guide

Order management, delivery tracking, and communication

Supplier Portal Features

Suppliers can view their orders, track delivery status, update order information, and communicate with ADVANTA procurement team through the supplier portal.

📄

Order Management

View assigned LPOs
Track order status
Download order documents
Manage order fulfillment

🚛

Delivery Tracking

Update delivery status
Provide delivery updates
Upload delivery documents
Confirm delivery completion

💬

Communication

Message procurement team
Receive order updates
Clarify order requirements
Report delivery issues

Step-by-Step: Managing Orders

1

Login to Supplier Portal

Access your dedicated supplier dashboard with provided credentials

2

Review Assigned LPOs

Check for new LPOs and review order details, quantities, and delivery dates

3

Acknowledge Order

Confirm order acceptance and provide expected delivery timeline

4

Update Delivery Status

Provide regular updates on order preparation and delivery progress

5

Complete Delivery

Deliver items to specified location and confirm delivery completion

💡 Pro Tip: Maintain open communication with the procurement team regarding any delivery challenges. Timely updates help avoid project delays and maintain good business relationships.

Requisition Workflow Process

Complete Requisition Lifecycle

📝

Creation

Engineer creates requisition with items and specifications

✅

PM Approval

Project Manager reviews and approves based on project needs

⚙️

Ops Review

Operations ensures procedure compliance and forwards

👑

CEO Approval

CEO provides final approval for major purchases

📦

Procurement

Procurement creates LPO and manages supplier process

🚚

Delivery

Supplier delivers items to stores for inspection

🏪

Store Receiving

Stores confirm delivery and update inventory

💰

Payment

Finance processes payment to supplier

✅

Completion

Requisition marked complete and archived

Requisition Status Definitions

Pending

Awaiting Project Manager approval

Project Manager Approved

Approved by PM, awaiting Operations

Operations Approved

Approved by Ops, sent to Procurement

Procurement

Being processed by Procurement team

Pending CEO Approval

LPO created, awaiting CEO approval CEO Approved

CEO approved, ready for LPO issuance

LPO Issued

LPO issued to supplier, awaiting delivery

Completed

All items delivered and payment processed