User Manual

User Manual:

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Page Count: 62

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User Manual
Daniel Ganter
Regina Raven
Michael McKeever
Nicholas Armocida
Jeremiah Washington
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Table of Contents
1. Introduction
1.1. System Requirements
1.2. Account access quick reference
1.3. System Help
2. General Features
2.1. Accessing TEOS
2.2. Log In
2.3. Log Out
2.4. Navigation Bar
2.5. Settings Tab
2.6. Reset Password
2.6.1. Forgot Password
2.6.2. Reset Password
3. Administrator Account
3.1. Employees Tab
3.1.1. Create New Employee
3.1.2. View All Employees
3.1.3. Employees Lookup
3.1.4. Resetting Users Password
3.1.5. Account Activation
3.2. Work Orders
3.2.1. Delete Work Orders
3.3. Customers
3.3.1. Customer Tab
3.3.2. Create Customer
3.3.3. View All Customers
3.3.4. View Customer Detail
3.3.5. Edit Customer Information
3.3.6. Customer Status
3.3.7. Search Customers
3.3.8. Download Customers as CSV
3.4. Jobs
3.4.1. Access Jobs
3.4.2. View Open Jobs
3.4.3. Create New Job
3.4.4. View Completed Jobs
3.4.5. Job Detail
3.4.6. Close Job
3.4.7. Edit Job
3.5. Timesheets
3.5.1. View Pay Periods
3.5.2. View Timesheets Within Pay Period
3.5.3. Review & Approve Timesheets
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3.6. Reports
3.6.1. Payroll Reports
3.6.2. Job Costing Report
3.6.3. Work Order Report
3.7. Amazon Web Service
3.7.1. Accessing Amazon Web Service
3.7.2. Logging Into AWS
3.7.3. Navigation AWS
3.7.4. Troubleshooting
4. Service Technician Account
4.1. Work Orders
4.1.1. Creating Work Order Create New Customer Create Service Request
4.1.2. Completing Work Order Time and Materials Work Information Confirm & Complete Work Order
4.1.3. Download Work Order PDF
4.1.4. Editing Signed Work Order
5. Basic User Account
5.1. Navigating Timesheets
5.1.1. Selecting Appropriate Pay Period
5.1.2. Completing timesheet
5.1.3. Submitting Timesheets
6. Error Messages
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1. Introduction
The TechEase Organizational System (TEOS) is a customer relationship
management application that will allow authorized users the ability to create
customers, employees, service request, work orders, jobs and then send signed
invoice receipts to the customer.
This user manual contains a detailed walkthrough of the functionality of TEOS. The
sections will be organized with general features first then by user accounts types.
System Requirements
TEOS is design to function on any device with internet access that meeting the
minimum system requirements:
Operating System Requirements
Microsoft Windows
Chrome OS
Browser Requirements
Internet Explorer
Application Requirements
PDF reader
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Account Access Quick Reference
The following is a reference to that shows what features are accessible by the
account types
System Features
Sign in/out
Employees Section
Create Employees
Reset User Password
Delete Employees
Timesheet Section
Submit Timesheet
Approve Timesheet
View Jobs
Create Jobs
Close Jobs
Customer Section
Create Customer
Manage Customer
Activate/Deactivate Customer
Export Customer
Create New Service Request
Work Orders Section
View Completed Orders
Create New Service Request
Delete Work Order
Submit Work Order
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2. General Features
2.1 Accessing TEO
To access the TEOS website for logging in, it’s recommended that you use the
latest version of Google Chrome. Once you open your internet browser, enter
this address in the search bar “” then
press enter. The will take you to the TEOS log-in page. If this is your first time
logging in, your initial password will be send to the email associated with you
“Employee” account upon its creation.
2.2 Log In 1. Enter your assigned
username in the
username field.
2. Enter your assigned
password in the
password field.
3. Click Login.
2.3 Log Out 1. Click Logout
located on the
navigation bar to
exit the program.
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2.4 Navigation Panel 1. The navigation
panel allows the
user to quickly
move throughout
the system.
2. Clicking on a
particular section
will take you to the
main page of that
3. The navigation bar
is always visible for
convenience. Also,
only users
authorized to
access a section,
will see that section
in the navigation
2.5 Setting 1. The “Setting”
section displays
basic user
information and
account type.
2. Administrators have
the ability to edit all
information within
the setting except
their own
3. To edit information,
click the Edit
button in the
respective area,
modify the
information then
click save when the
editing is
Note: Users cant change their own Employee #, first and last
name or account type.
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2.6 Resetting Password
There are two ways to reset your password. One is from within TEOS on the Settings page and
the other is from the Log-In page. Continues reading this section for detail instructions.
2.6.1. Forgot Password
1. If you have
forgotten your
password, navigate
to the TEOS login
2. Click the “Forgot
Password” link to
3. Click on the empty
text field and enter
your username
4. Click “Send Reset
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5. A confirmation will
appear that an
email has been sent
to the user’s
associative email.
6. Click the “Back to
Login” link to return
to the login screen.
2.6.2. Reset Password
1. To change a user’s
password from
within TEOS,
navigate to the
Setting page.
2. Click the “Reset
Password” link
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3. Enter you old
4. Enter your new
5. Retype your new
6. Click the “Change
Password” button to
finalize the
7. A confirmation will
8. Click the “Return to
Setting” button to
return to the Setting
main page.
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3. Administrator Account
Administrator accounts have the highest access within TEOS. They have the ability
to create employees, customer, work orders, jobs and modify timesheets. This
section will provide a walkthrough of all the administrator functions.
3.1 Employees Section
3.1.1. Create New Employees
1. Click on the
Employees section
to access the
employees home
2. Click on the button
label “New
3. Enter a unique
Employee number.
This number is
used to identify the
employee within
4. Complete the
remaining form
while also providing
a unique username.
This username will
be how the
employee logs into
TEOS (See Section
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5. Select whether the
new employee is a
Service Tech,
Admin or both.
Selecting neither
will grant account
“Basic” permission.
This will grant
permissions to the
user to access and
modify certain
6. Click “Add
Employee” to
finalize the entry.
3.1.2. View All Employees
1. To view all
Employees, click on
the All Employees
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2. Select an employee
by clicking
anywhere within the
enclosed employee
3. To view more
Employees, click
next or the page
number located at
the bottom of the
3.1.3. Employees Lookup
1. TEOS allows for the
search of employee
from within the
Employees section.
2. To search for
employees, enter
last name, first
name” or part of the
last name or first
name and click
3. Do not enter the
First and Last, the
function will fail.
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3.1.4. Resetting Users Password
1. As an Admin, to
reset and
password, go to the
employees record
and click “Reset
2. Enter the old
3. Then enter the new
4. Retype the new
password then click
Change Password
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3.1.5. Account Activation
1. To Activate or
Deactivate and
employee account
select the
employees record
then click the button
marked “Activate”
or Deactivate.
Note: Employees can’t be permanently deleted,
however they can be deactivated thus having all their
access privileges revoked.
3.2. Work Orders
3.2.1. Delete Work Orders
1. To delete a Work
Order, select an
open record from
the open orders
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2. In the Job Details
tab, click the
Delete this work
order?” button.
3. You will be
prompted to confirm
that you’re about to
delete a work order.
Click “ok” to confirm
the deletion.
3.3. Customers
The “Customers” section contains information about clients that have
been added to the TEOS program. Administrators are the only users
that have the power to deactivate or otherwise modify any customers.
Customer Section
1. This is the main
screen of the
Customer section.
From here, those
with proper access
can see all the
customers, create
new customers,
search for
customers with the
database and
download a list of
current customers.
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Create New Customer
1. To create a new
Customer, first click
on the New
Customer” button.
2. Accurately fill out
the all fields.
3. Click “Add
Customer once all
the fields are
Note: If this is a residential customer, do not input a company
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View All Customers
4. To view all
Customers, click on
the “All Customers”
5. All Customers will
be viewed in
alphabetical order
by default.
6. Click the “Next”
button or number
located at the
bottom of the page
to advance through
the list of
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View Customer Details
1. To view customer
details such as,
email, phone
number, or address,
select the desired
customers record
from the “All
Customer” view or a
“Customer Lookup”
(See Section 3.3.7).
2. Once the desired
record is selected,
the Customer detail
page will be
displayed, show
varies information
you’ve save about
the customer.
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Edit Customer Information
1. To edit customer
information, select
the desired
customer’s record
from the “All
Customer” view or a
“Customer Lookup”
(See Section 3.3.7).
2. The customers
record will then be
3. To edit information,
click the “Edit
button to allowed
the fields to be
4. Once the changes
are made click the
Save” button that
appears in the
place of the “Edit”
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Customer Status
1. A customer’s status
is a very important
feature within the
TEOS program.
2. A Customers status
indicated whether
that customer is
“Active” or
3. Only “Active
customers can be
added to Work
4. To change a
customer’s status,
click the button
labeled “Inactive” or
Search for Customer
1. To search for
customer, first click
on the “Customers”
tab to access its
main page.
Note: Customers who have open Work Orders, cannot be set
to “Inactive”. The Work Order must be completed first (See
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2. Next, enter either a
part of the
customer’s name
such as “Ja”, “J”, or
“Jane” and click
“Search”. You may
also search by
“Last, Name, First
Name”. For
“Doe, Jane”.
3. The results will
show the records
that either exactly
or partially match
your search word.
Note: When using customer look up, if you know the customer’s full
name, search by either the first name or the last name not both. The
system will not return a search such as, “Jane Doe”
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Download Customers as CSV
This feature exports a .csv file containing all customers added to TEOS since
the last download. The purpose of this feature is to allow for a continuous and
non-duplication of customers to be upload to other programs.
1. To download a .csv
file, click on the
customer’s section.
2. Then click on
Create Customer
3. Once you’ve click
on “Create
Customer CSV”,
another button will
appear labeled
Download CSV
4. When you click on
“Download CSV”
the download will
automatically begin
downloading to your
computer, saving it
with a unique data
and time stamp.
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5. To download past
.csv, click the
“Show/Hide” button,
then click on the
desire file, using the
date and time to
identify the files.
3.4 Jobs
The Job function allows particular project to be attached to Customer records for
the purpose of assessing job cost.
3.4.1. Access Jobs
1. To access Job, click
on the Timesheets
section, then click
on the “Jobs” button
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3.4.2. View Open Jobs
1. Completing the
steps in Section
3.1.4 will display the
main “Jobs” page.
2. On this page, you
will see a list of all
Jobs currently
3.4.3. Create New Job
1. To create a job,
click on the “New
Job” button from the
Jobs, main page
(See Section 3.4.1).
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2. Once you’ve
accessed the “Add
New Job Page”,
complete the field
as accurately as
3. This job will be
linked to a
Customer within
TEOS. If the
Customer doesn’t
exist, refer to
Section 3.3.2 for
instructions on how
to “Create a New
4. If the Customer
does exist, select
the customer from
dropdown menu.
5. Enter a unique job
name to identify the
6. Select a Start Date
for the job
7. Enter quotes hours
until completion of
the job.
8. Once all fields are
completed, click
“Add Job” to
finalized the entry.
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3.4.4. View Completed Jobs
1. To view completed
jobs, go to the jobs
main page and click
“Completed Jobs”.
2. The Complete Jobs
page will list Job
that have been
meaning, they have
been closed and an
“End Date” has
been assigned. See
Section 3.4.5 for
instructions on how
to close a job.
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3.4.5. Close Job
1. To close a job, first
navigate to the
“Open Jobs” main
page (See Section
2. Once on the Jobs
main page, select
any record to
display the details
of that record.
3. Once on the “Job
Details” page, click
the “Close Job
Note: Once a job is closed, it can not be reopened. All other
information however can be edited after a job closer. See
Section 3.4.6 on instructions on how to edit Jobs.
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4. After you clicked
the “Closed Job”
button enter an
End Date
5. Then click
Complete Job” to
finalize the closure.
3.4.6. Edit Job
1. To edit a Job, you
must first access
the job’s record.
Administrators have
the ability to edit
both open and
completed jobs.
2. Then select the
record you want to
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3. Once the record is
open, click the
Edit” button to
allow the fields to
be modified.
4. You can now edit
and of the fields,
including the “End
Date” if this record
is complete.
5. Once you have
edited the
necessary fields,
click the “Save
button to finalize the
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3.5. Timesheets
3.5.1. View All Pay Periods
1. To view the current
the current and all
non-approved Pay
Periods, navigate to
the Timesheet
section then click
on “All Timesheets”.
2. Once you click on
“All Timesheets”
you will see all the
pay periods in
descending order.
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3.5.2. View Timesheets Within Pay Period
1. See Section 3.5.2
to navigate to this
point. To view all
Timesheet within a
pay period, Select
the desire record.
2. Once the pay
period record is
selected, a list of all
timesheets created
during that pay
period will be
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3.5.3. Review & Approve Timesheets
1. Once a timesheet
has been submitted
by an employee
and an
administrator wants
to approve that
timesheet, they
should first,
navigate to the
2. Click on “Review
3. The. “Review
Timesheets” page
will list timesheets
that have been
submitted for any
pay period but not
yet approved.
4. Select the
timesheet record
you wish to review.
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5. Once the
Timesheet details
page is loaded,
click “Approve
6. A confirmation
window will appear
ensuring that you
want to finalize this
timesheet as
7. If you would like to
edit the timesheet,
refer to Sections
5.1.2 and 5.1.3,
Adding Hours to
Timesheets and
Submitting a
Timesheet, for
8. After finalizing the
approval, the
timesheet’s status
will change to
indicating this form
can no longer be
9. You may click on
Return to Review
Timesheets button
to review and/or
approve more
Note: Once you click “Ok” in the confirmation window, you will
no longer be able to edit the timesheet.
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3.6. Reports
The Reports function uses queries to search your TEOS database,
aggregate the data, then presents this data as information. You
can use these functions quickly reference a payroll cycle, job
costing or a Technician’s Work Order history.
1. To reach the
Reports main page,
click the link labeled
3.6.1. Payroll Reports
1. Navigate to the
Reports main page
can click the
Payroll” button.
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1. Select a Pay Period
record that you
would like to view.
2. The report for the
pay period you
selected will be
display, showing all
timesheet records
generated during
that pay period,
regardless of the
timesheet’ status.
The records
employees are
listed by employee
number. The report
also displays the
regular hours,
overtime hours, and
per diem days for
each individual.
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3.6.2. Job Costing Reports
1. On the main reports
page, click on the
Job Costing
2. To search for a
customer, enter the
whole or part of the
company name that
that is attached to
the customer.
3. To search for a
customer, enter the
first or last name of
the customer.
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4. In our example, we
searched for “Bob’s
Pizza”, using the
search parameter of
5. Select on the record
you wish to view.
6. Selecting the record
will display details
about that job such
as the start date,
end date, quoted
hours, actual hours,
as well as the
amount of under or
over quoted hours
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3.6.3. Work Order Reports
1. Navigate to the
Reports main page.
2. Select the
Reconcile Work
3. Click on the
Dropdown box to
select the
Technician you
want a report on.
4. Select a “From
5. Select a “To” date.
6. Click “Search Work
7. If any work orders
are found that
match the criteria
selected, it will be
displayed in
ascending Work
Order Number
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3.7. Amazon Web Service
3.7.1. Accessing Amazon Web Service
1. Navigate to,
find ‘My Account’
and hover over with
mouse, select the
AWS Management
3.7.2. Logging Into AWS
2. Enter
admin@orionelectri as the
email of your AWS
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3. Enter Password for
you AWS account
3.7.3. Navigating AWS
4. After sign-in you will
be redirected to this
page which shows
all of Amazon AWS
services which they
have available.
5. Notice howec,
was typed and a list
of services drops
down. Select EC2
from the list.
TEOS makes use of the Amazon AWS Services of Amazon
EC2 (compute), Amazon S3 (storage), Amazon Elastic
Beanstalk (Infrastructure Management), and Amazon SES
(email sending).
NOTE: The TEOS system makes use of only some of these
services. This portion of the user manual will now draw
attention to the specific services used by the TEOS system.
Due to the vast number of services available it makes most
sense to use the search function shown at the top of the
screen after log in.
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6. You are now shown
detailed information
about the Amazon
EC2 Linux Instance
Operating System
which is running in
the cloud.
7. To access other
services, navigate
to the top left of the
screen, and click
8. We will now type
S3, selecting the
S3 service as it
drops down.
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9. We are shown the
files which are
stored by the
operating system.
10. Navigating to the
top left of the
screen, and
hovering over
services, type
elastic beanstalk, in
the search bar then
click ‘Elastic
11. We are now viewing
the Amazon AWS
Elastic Beanstalk
service. In the
green box select
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12. We are now shown
the Amazon AWS
Elastic Beanstalk
service. This is
where the PHP
code is uploaded
which then
executes on the
server. The
Amazon AWS
Elastic Beanstalk
service is a service
which takes code,
spreads the
configuration across
the appropriate
AWS services. We
can think of the
Elastic Beanstalk
service as being an
system between the
compute (EC2) and
the storage (S3),
which simplifies the
management of the
13. We now navigate to
services, search for
‘ses’, the Amazon
AWS Simple Email
Service drops
down, select the
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14. The Amazon AWS
Simple Email
Service is an SMTP
service which relays
(sends) email from
the server. The
PHP holds
functions which
using the SMTP
protocol, the server
sends using a
PHPMailer function
via SMPT to
Amazon Simple
Email Service, then
service relays the
email message to
the intended
15. Navigate to the top
left of the screen,
hover mouse over
services, in the
search box type
‘billing’, and press
16. This is the area of
Amazon Web
Services which
explains monthly
billing. The current
amount which will
be charged to the
card on file at the
end of the month as
well as an
advanced line item
break down of the
charges. If there is
a question at any
time on what was
charged and why
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this is the portion of
AWS which will
want to be audited.
3.7.4. Troubleshooting
In the event of a system failure. Please navigate to the Backup and
Recovery Procedure document.
4. Service Technician Account
4.1. Work Orders
4.1.1. Creating Work Order Create New Customer
1. To create a new
customer, first
navigate to the
Work Orders main
page by click on the
2. Click on the “New
Customer button
and refer to Section
3.3.2 step 2.
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1. Click on “New
Service Request
2. Use the dropdown
box to select a
customer or create
a new customer if
3. Select a “Date a
4. Enter a “Time of
Service” Remember
to enter a.m. or
5. Type in the service
that’s being
6. Click the “Next
button when
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8. Use the dropdown
box to select the
assigned to the
9. Click the “Next
button when finish.
10. Review all the
information for
11. Click “Save New
Appointment” to
finalize the request.
12. Saving an
creates a record for
the Work Order.
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4.1.2. Completing Work Order Select Open Work Order
1. To Select an open
work order,
navigate to the
Work Order main
2. Select the open
order record you
want to open. Time and Materials
1. when you select the
open record, the
first tab will display
detail about the
service requested
and customer.
2. Select the “Time &
Materials” tab to
Note: When viewing the Work Orders main page, Open
Orders that are still open for more that 48 hours after
scheduled service date, turn red.
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3. Click the dropdown
box and select
materials or labor
for that line type.
4. Enter the quantity of
material you used,
or labor is selected,
enter the how many
hours in using .25hr
5. Enter description of
item or labor.
6. Enter the cost of
labor or the unit
cost of the product
7. Click the plus sign
to save that line and
prompt another.
8. Entries can be
deleted by click on
the “X” that appears
after a line has
been added.
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1. Click on the “Work
Information to
2. Click in the “Date of
Completion” box to
enter an estimated
date of completion,
then click “Save to
retain this
3. Click in the “Job
Address” field and
enter the address
where the work is
actually being
performed not the
billing address.
4. Click in the
Description of
Work Performed” to
complete this field.
5. Click “Save to
retain this
information. Confirm & Complete Work Order
1. Click on the
Confirm” tab to
move to continue.
2. Review all the
information for
accuracy then click
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3. Once “Confirmed” is
clicked, you will be
prompt to enter an
electronic signature
from the client.
4. If send email is
checked, a PDF of
this invoice will be
sent to the
customer’s save
email upon
5. Click “Authorized”,
to complete this
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4.1.3. Download Work Order PDF
1. To Download a
PDF of a Work
Order, navigate to
the Work Orders,
main page
2. Click on the
Completed Order
3. Select the Work
Order record that
you want to open.
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4. Click the
Download” button
and the PDF will
automatically begin
5. The file will
download to your
default location.
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4.1.4. Edit Signed Work Order
1. To edit a signed
work order,
navigate to the
Work Orders main
2. Click “Completed
Orders” button.
3. Select record you
want to open.
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4. Click the Edit
5. A window will
appear asking you if
you are sure you
wish to edit.
6. Click “OK” if you
wish to continue
5. Basic Account
5.1. Navigating Timesheets
All users will have access to their own Timesheets, located in the timesheets
section, on the main page.
5.1.1. Selecting Appropriate Pay Period
1. By default, users
will be able to view
the current periods
2. Click on the “Past
Timesheets” button
to view older
Note: Once you confirm that you wish to edit by clickingOK”,
the signature will be removed from the recorded.
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5.1.2. Completing timesheet
1. To add hours to a
timesheet, select the
appropriate record.
2. Once the record is
3. Enter the total days
that you were
approved per diem.
4. Click the
appropriate radio
button asking
whether you were
injured or not. The
button is set to “NO”
by default.
5. Click on the “Add
Hours” button to
add time to
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6. Click on the
dropdown box to
select a project.
7. Click “Next” to
8. Click in the
dropdown to select
the date you work at
this project.
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9. Click within the
dropdown boxed to
select the start time
and end time for the
10. Click “Next” to
11. You may click on the
Change” buttons to
edit the entry or click
Confirm This Entry
to continue.
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12. After the entry is
confirmed, you can
click the “Return to
the Timesheet
button to add more
5.1.3. Submitting Timesheets
1. To submit a
timesheet, open
timesheet record.
2. Click the “Submit
Timesheets” button.
3. You will be
prompted to confirm
that you are
submitting a
timesheet. Click
Note: Users cannot submit a timesheet before the end of the
pay period.
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4. Once you’ve
confirmed that you
want to submit a
timesheet. You will
be prompted to sign
the timesheet.
5. After you’ve sign
the timesheet, click
Authorized” to
finalize the
6. A review page will
load after you have
finalized your
7. If you see a
mistake, click “Edit
Timesheet” button.
This will remove
signature and allow
the field to be
NOTE: Once a timesheet has been approved by an
Administrator, it can not longer be edited.
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6. Error Messages
Error Message
Recommended Action
Error: Departure time cannot be
before arrival time
Set departure time to after arrival
Error: Arrival time conflicts with an
existing timesheet entry
Change arrival outside the range
of another timesheet entry for the
same date.
Error: Departure time conflicts with an
existing timesheet entry
Change departure time outside
the range of another timesheet
entry for the same date.

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