Make in table 3 column Module | feature | Impact Please write the feature per module should be exist and impact on business :Module Requirement Category Detailed Description EOI Feature 1. Integration of specific Real Estate sales actions (EOI, Holding, Booking, Reservation) directly within the Orchestra CRM Lead/Opportunity workflow. EOI Component: UI Element "Real Estate Next Action" Button: EOI 1. Appears on the CRM Lead/Opportunity form view. EOI 2. Purpose: To trigger a modal window displaying relevant real estate specific actions for the lead. EOI 3. Visibility: Configurable based on user roles or lead qualification status. EOI Component: UI Element Next Actions Modal (Pop-up): EOI 1. Triggered by clicking "Real Estate Next Action". EOI 2. Content: Displays buttons like CREATE EOI, CREATE HOLDING REQUEST, CREATE BOOKING REQUEST, CREATE RESERVATION REQUEST, and CANCEL. EOI 3. Logic: Action button visibility depends on configuration. EOI Component: UI Element "Create EOI" Modal (Pop-up): EOI 1. Triggered by clicking CREATE EOI in the Next Actions Modal. EOI 2. Purpose: To capture essential details for creating an Expression of Interest. EOI 3. Fields: Lead (pre-filled), Customer (pre-filled), Project (selection), Phase (selection, filtered by Project), Unit Type (selection), Unit Sub Type (selection), Area (numeric input), No. of EOIs (numeric, default 1), Multi EOI Type (selection). EOI 4. Information Display: Shows "Available EOIs" count based on real-time check against EOI Pricelist limits. EOI Component: Data Structure EOI Record: EOI 1. Represents a formal Expression of Interest from a customer for a specific type of property. EOI 2. Key Attributes: Unique ID, Status, Link to Lead, Link to Customer, Project, Phase, Unit Type or Area Requested Or Type / Area Minimum EOI Amount, EOI Paid Amount, EOI Payment Valid?, Creation Date, Expiration Date, EOI Number , Selected Units EOI 3. Relationship: Many-to-one with Lead, Customer, Project, Phase, Sales Office. EOI Component: UI Element EOI Form View: EOI 1. Purpose: To display and manage the details and lifecycle of a single EOI record. EOI 2. Layout: Includes header with ID, status bar reflecting workflow stages, distinct sections/tabs for core data. EOI 3. Action Buttons: Dynamically displayed based on EOI status (SEND FOR APPROVAL, APPROVE/REJECT, GENERATE PAYMENT, GENERATE REFUND, REAL ESTATE NEXT ACTIONS). EOI Component: Configuration EOI Pricelist: EOI 1. Location: Sales Operation -> Setup -> EOI Setup. EOI 2. Purpose: To define rules, availability limits, and financial requirements for EOIs. EOI 3. Configuration Points: Link to Project/Phase, Validity Dates, Allowed Payment Journals, EOI Limits. EOI Component: Configuration Real Estate Settings: EOI 1. Location: X -> Configuration -> Settings. EOI 2. Purpose: To set system-wide parameters for real estate functionalities. EOI 3. EOI Specific Settings: EOI Expire Period, EOI Alert Period, EOI Bulk Start Sequence. EOI Component: Integration Orchestra Payment Integration: EOI 1. Generates standard Orchestra account.payment record. EOI 2. Data Flow: Pre-fills Customer, Amount, Communication/Reference. EOI 3. Accounting Impact: Generates journal entry debiting cash/bank account and crediting a pre-configured EOI liability account. EOI Workflow EOI Creation Workflow: EOI 1. User navigates to Sales . EOI 2. User clicks "All Leads ". EOI 3. User clicks EOI. EOI 4. User fills Project, Phase, Unit Type/Sub Type, Area. EOI 5. System displays "Available EOIs". EOI 6. User clicks "Confirm". EOI 7. System creates EOI record (Draft status). EOI 8. Updates "EOIs" smart button on Lead form. EOI 9. Redirects to EOI form. EOI Process EOI Approval & Validation: EOI 1. Sales / Sales Operation opens Draft EOI, clicks SEND FOR APPROVAL. EOI 2. Ops/Sales Manager reviews, clicks APPROVE. EOI 3. Finance generates payment and confirms. EOI 4. Finance confirm on Paid EOI EOI Action Selecting EOI Criteria (Project, Phase, etc.): EOI 1. Determines applicable EOI Pricelist. EOI 2. Limits and minimum amounts are dynamically calculated based on this selection. EOI Action System Calculation of Available EOI Count: EOI 1. Dynamically calculated based on Max EOIs - Reserved - Used from EOI Pricelist limits. EOI Action System Calculation of Minimum EOI Amount: EOI 1. Determined by EOI Pricelist matching Unit Type or Area. Or Unit Type and Area. EOI Action System Calculation of Expiration & Alert Dates: EOI 1. Calculated based on EOI Expire Period and Alert Period settings. EOI Action Payment Confirmation: EOI 1. Requires user action to finalize the transaction. EOI Action EOI Validation: EOI 1. Explicit user action by Finance to Confirm the EOI after payment confirmation. EOI Impact Data Consolidation: EOI 1. Centralizes EOI tracking alongside general lead data in CRM. EOI Impact Process Control: EOI 1. Enforces structured approval workflow before EOI becomes valid. EOI Impact Financial Accuracy: EOI 1. Ensures EOI payments are accurately recorded in accounting and linked to EOI request. EOI Impact Capacity Management: EOI 1. Prevents over-commitment by enforcing maximum EOI limits for Project Phases/Unit Types. EOI Impact Sales Funnel: EOI 1. A Valid EOI represents a committed level of interest, unlocking subsequent actions like Holding, Booking, and Reservation. EOI User Role: Salesperson 1. Creates EOIs, populates data, submits for approval, monitors status, proceeds after validation. EOI User Role: Ops / Sales Manager 1. Reviews EOIs for compliance, provides operational approval or rejection. EOI User Role: Finance / Accountant 1. Handles payment generation, validates payment, manages liability account, processes refunds. EOI User Role: System Admin 1. Configures Projects, Phases, EOI Pricelists, Real Estate Settings, User Roles & Permissions. EOI Case: Standard Path 1. Lead -> Create EOI -> Submit -> Ops Approve -> Finance Payment -> Proceed to Holding/Booking/Reservation. EOI Case: Configuration Error 1. E.g., Missing liability account in Journal setup blocks Payment Confirmation, requiring Admin intervention. EOI EOI slot counter "EOI Counter Differ from Serial print on form Sales Operation client Counter slot with Sales operation Approval Only EOIs with verified proof of payment (checked by the finance team to accept or reject ) " EOI Case: EOI Limit Reached 1. If Available EOIs = 0, user is informed/prevented from proceeding. EOI Case: Rejection 1. Rejected EOIs stop workflow, status set to Rejected. EOI Case: Expiration 1. EOI expires automatically, status updates to Expired, with alerts. EOI Case: Refund 1. Initiates from Valid EOI with GENERATE REFUND to reverse financial transactions. EOI User Roles & Permissions (Sales Representative) "➤ Sales Representative Can create, view, and submit EOI . Can create, view, upload proof of payment, and print EOI forms only for EOIs they created. Can initiate post-payment actions (Create Booking,Hold Request , Refund, Transfer) only on their paid EOIs, based on workflow rules. Can view reports only for EOIs they created. Cannot configure system settings, approve or verify payments, or view EOIs created by others." EOI User Roles & Permissions (Sales Operations) "➤ Sales Operations Team Can view all Leads and EOIs. Can create, view, and submit EOI . Can edit, approve, or reject any EOI. Can initiate and manage Unit Allocation for paid EOIs. Can create Booking, Holding, or Reservation Requests from any paid EOI. Can review and approve Refund and Transfer requests. Can access all EOI reports. Cannot configure EOI settings or verify payments (unless also in A/R role)." EOI User Roles & Permissions (Sales Operations) " ➤Finance Team Can view all EOI financial and payment records. Can verify payments (optional/shared with A/R team). Can approve Refund and Transfer requests. Can manage internal bank account configurations. Can access accounting integration logs and financial reports. Cannot manage Leads, create or submit EOIs, or perform Unit Allocation." EOI User Roles & Permissions (A/R ) "➤ A/R (Accounts Receivable) Team Can view EOI records, especially for payment data. Can upload or edit proof of payment (if needed). Can verify and confirm receipt of payments. Can perform payment validation checks (amount, reference, bank proof). Cannot create/submit EOIs, manage Leads, or configure system settings." EOI User Roles & Permissions (Administrator ) "➤ Administrator Has full access to configure EOI settings, price lists, user roles/permissions. Can view, edit, and delete any record with audit trail logging. Can manage system-wide configurations and reporting access." EOI User Roles & Permissions (Management ) "➤ Management Has read-only access to all dashboards and reports. Cannot create, edit, or configure system records." EOI Post-Payment Actions "➤ Post-Payment Actions (Once EOI is Paid) Available Actions: Create Holding Request Create Booking Create Reservation Initiate Refund Initiate Transfer" EOI System Logic: "Validates EOI is Paid and not yet converted. Auto-fills data from EOI. Requires unit selection (for booking/holding/reservation). Updates unit and EOI status accordingly." EOI For Refunds: "➤For Refunds: Triggers Refund Request, captures reason and customer bank details. Status updated to ""Refund Initiated""." EOI For Transfers: "➤ For Transfers: Requires transfer reason, amount, and destination (e.g. new EOI or reservation). Status updated to ""Transfer Initiated""." EOI EOI Expiry/Cancellation " ➤EOI Expiry/Cancellation Scheduled or manual process. Cancels EOIs older than allowed submission window and not Paid. Updates status to 'Expired' or 'Cancelled'." EOI EOI Form Generation " ➤EOI Form Generation Printable PDF form button." EOI Reporting Module "➤ Reporting Module Report selection, filters, export options: Status, Payment, Demand, Refunds, Transfers ( As Requested )" EOI Unit Allocation Interface "➤ Unit Allocation Interface Match paid EOIs with available units; requires Unit entity or system integration." Broker 1. over all Real estate developers require a structured commission system to manage broker contracts, commissions, sales tracking, temporary commission promotions, and incentives while ensuring compliance through approval cycles and financial controls. The system automates invoice generation and maintains accurate records. Broker 2. System Components & Features The system consists of multiple modules handling broker management, contract tracking, commission calculation, invoice generation, and promotional incentives. Broker 2.1 Broker Management Broker Profiling: The system stores detailed broker information, including individual and company details. Brokers are categorized into Main Brokers, Sub-Brokers, Ambassadors, and Salespersons. The system assigns validation rules for lead assignment based on Open Competition, Specific Teams, or Hierarchy-Based Assignments. Legal and financial information such as Tax ID, Company Registration, and Bank Account Details are securely stored. Broker achievements and performance metrics are continuously tracked and updated. Broker 2.2 Contract Management Contract Creation & Management: The system defines commission structures such as Fixed Commissions, Tiered Commissions, and Performance-Based Commissions. It manages contract renewals and amendments while tracking contract statuses (Draft, Approved, Active, Expired). All legal documents are stored and linked to each contract. A multi-step approval workflow ensures compliance and financial oversight (Operations → Head of Sales → Finance Approval). Promotional Annex for Temporary Incentives: Allows modifications to commissions for a defined period, generates annexes for promotions, and ensures an approval cycle is followed. Broker 2.3 Commission Calculation Automated Commission Calculation: The system calculates broker commissions based on predefined contract terms, sales performance, and promotional periods. Multiple commission structures are supported, including Fixed Rates, Tiered Commissions based on sales volume, and Temporary Promotional Incentives. Promotional Incentive Commission: Applies higher commissions during specific sales periods and adjusts structures based on Projects, Unit Types, Broker Categories, and Sales Team Performance. The system reverts to the original commission rates once the promotional period expires. Commission Conditions: Commissions are applied only when all conditions are met, including an active broker contract, a signed unit contract, down payment collection, and no outstanding unpaid e-invoices. Broker 2.4 Invoice & Payment Management Automated Invoice Generation: The system automatically generates commission invoices, supports partial invoicing (e.g., 40% upfront, 60% later), and tracks invoice statuses (Draft, Approved, Paid). It integrates seamlessly with financial and accounting systems. Approval & Payment Process: Invoices are automatically forwarded for approval, finance reviews and processes broker payments, and notifications are sent to brokers upon payment completion. Broker 3. Promotional Incentives for Brokers, Ambassadors, & Sales Teams Objective: The system enables real estate developers to run temporary promotions that enhance sales performance while ensuring financial control. Key features include time-sensitive commission incentives assigned to brokers, ambassadors, or sales teams, with built-in approval processes and annex documentation for tracking. Broker 3.2 Workflow for Promotional Commission Adjustments ( VIP Step 1: Promotion Initiation - The Operations/Finance team defines a promotional incentive, selecting criteria such as Projects (specific developments), Unit Types (residential, commercial, luxury), Broker Categories (Main, Sub, Ambassador), and Sales Performance (top performers). A start and end date is set, and a contract annex specifying new commission rates is generated and submitted for approval (Operations → CFO → Finance). Step 2: Approval & Activation - The CEO/Finance approves the promotional annex, and the system updates the broker commission structure. Notifications are sent to Brokers, Ambassadors, and Sales Teams. The system monitors the promotion period. Step 3: Sales & Commission Calculation During Promotion - Brokers, ambassadors, and sales teams close deals within the promotional period. The system applies promotional commission rates, tracks total sales, and generates real-time reports on performance. Step 4: Invoice Processing - Brokers submit commission claims (e-invoices). The system verifies eligibility, ensuring sales occurred within the promotional period and met predefined criteria. If eligible, the system generates an invoice based on the promotional rate. Finance reviews and approves payments. Step 5: Expiration & Reverting to Original Commission - At promotion expiration, the system resets broker commissions to original values and generates a final performance report. If an extension is required, a new annex is created for approval. Broker 4. Automation Features Automated Promotional Adjustments: The system automatically applies new commission rates for eligible sales and reverts to standard commissions after the promotion ends. Approval Workflow: A multi-step approval process ensures financial oversight before activation. Real-Time Reporting: The system tracks broker and sales team performance during the promotion and generates detailed reports on incentive success. Notification System: Automated alerts notify users about promotion start and expiration, broker commission payments, and pending approvals for promotional annexes. Contract Annex Documentation: The system automatically generates annexes for promotion approval, tracking commission changes, and maintaining historical records. Broker 5. User Roles & Permissions Administrator: Configures promotions, contracts, and approval workflows. Operations Team: Manages contract annexes and commission approvals. Finance Team: Approves commissions, processes payments, and audits incentives. Sales Team: Executes sales and qualifies for promotional incentives. CEO/CFO: Approves final promotional commission changes. Broker: Receives incentives based on sales performance. Broker 6. Expected Benefits ✅ Boosts Sales Performance – Temporary commission increases motivate brokers and sales teams. ✅ Automated Processing – Eliminates manual intervention in commission adjustments. ✅ Controlled Approval System – Ensures financial discipline in promotions. ✅ Accurate Commission Adjustments – The system automatically reverts to original commission rates after the promotion ends. Broker Broker Creation Process The system allows creating a broker profile with incomplete data, but a unit sales contract cannot be issued until the broker contract is signed. Broker Ambassador Creation Requires input of Name, ID, and Address. If the Ambassador contract is not valid, the system restricts unit contract creation. Broker Broker & Ambassador Commission Configuration Configures commission calculations for fixed and variable rates, based on targets with type and subtype conditions. Broker Commission Configuration Allows defining commission structures based on broker classification (e.g., Ambassador 1, Broker 1, etc.) and sales range. Broker Commission Invoice Generation Generates invoices based on fixed and variable commission structures, with separate financial lines. Broker Broker Sales Incentive Adds brokers’ names and commission configurations. Broker Incentive Invoice Generation Generates invoices for broker sales incentives. Broker Notification for Ready Check Sends an email to the broker when the commission check is ready. Broker Sales/Front Desk Notification Sends an email request for broker market name registration. Broker Broker Creation Approval (Head of Sales) Requires approval from the Head of Sales before broker registration is finalized. Broker Broker Creation Approval (Sales Operations) Requires Sales Operations approval before broker registration is finalized. Broker Assigning Broker Leads Brokers are assigned leads based on a specific team or a general assignment. Broker Commission Report Generation Generates reports on brokers who have received commission payments and those with outstanding payments. Broker Commission Claim Adjustment Finance can adjust commission claim percentages based on down payment conditions. Broker Broker Lead Creation Leads can only be created for approved brokers. Broker Commission Due Conditions Commission is only due when both broker and unit contracts are signed, and the down payment is collected. Broker Notification for Claim Submission (Optional) Sends an email notifying the broker when a unit is ready for commission claim submission (E-Invoice). Broker Ambassador Verification Ambassadors undergo ID verification, have a single category, and their contract status is verified during reservations. Broker Broker Registration Without System Entry Brokers can be initially labeled as "uncontracted" and system checks status during reservation creation. Broker Overall Broker Creation Flow Sales Admin initiates creation → Email notification → Approval request → Head of Sales approval → Sales Operations creates broker contract. Broker Project Unit Classification Units are categorized as commercial, administrative, or residential. "Mixed use" is not a category. Broker Project Type Options Options include Commercial, Residential, Administrative, and Mixed Use, with structured data relationships. Broker Broker Contracts for Mixed-Use Projects Establishes commission calculations for brokers in mixed-use projects with specific unit-type relationships. Broker Commission Calculation in Mixed-Use Projects Defines fixed or hierarchical commission calculations based on project type. Broker Contract Date Simplification Places the start date below the end date, removing the contract period field. Allows manual end date input. Broker Reservation Payment Tracking Tracks payment status (pending, rejected, collected) and links it to contract terms and commission eligibility. Broker Broker Renewal Process Start and end dates can be manually edited with no fixed renewal period. Broker Contract Renewal & Adjustments Adjusts commission structures and resets achievement levels upon renewal approval. Broker Accurate Commission Calculation Ensures commission reflects system-listed sales and warns if a broker lacks a valid contract. Broker Broker Contract Activation Requirements Requires the signed version of the contract, broker's ID, and commercial registry before activation. Broker Tax ID & Payment Certificate Fields Adds fields for Tax ID, Advance Payment Certificate, and VAT Capital Certificate in broker contracts. Broker Contract Information Tab Includes key fields such as Contract ID, Client Name, Unit Price (after discounts), and Loss of Interest. Broker Pre-Approval AP Process Real Estate/AB group reviews contracts, decides on tax application, and adjusts the total commission amount accordingly. Broker Legal Name Display The legal name appears below the standard name and is mandatory unless changed. Broker Signee ID & Position Fields Adds fields for Signee ID and Signee Position, especially for corporate brokers. Broker Expiration Date Checks Warns if the commercial register tax ID or Tax ID has expired before bill generation. Broker Activity Start Date Field A standard date field added under the broker’s address section. Broker Exception Handling Fields Adds an "Exception" checkbox with an "Exception Note" text field. Broker Contract Status Fields Includes fields for Contract Signed (Yes/No), Sign Date, Contract Ready, Delivery Status, and respective dates. Broker Retroactive Commission Adjustments Adds a “Retroactive” button to recalculate past commissions and generate retroactive bills. Broker Annex Validation Fields Adds "ANEX Sign" and "ANEX Date" fields, visible only when an annex is active. Broker CEO Approval Process CEO approval triggers "CEO Signed" status and logs the signature date. Broker Contact Person for Brokers Adds a contact person field that appears only for ambassador brokers. Broker Broker Bill Linking Ensures invoices for brokers and ambassadors link to their respective real estate and broker contracts. Broker Payment Screen Enhancements Displays Broker Bill ID, client contract details, and check notes for reporting. Broker Commission Percentage Selection Allows percentage-based bill generation, with tracking for remaining amounts. Broker Sales Contract Broker Validation Ensures brokers and salespersons have valid contracts and applies commission based on fixed or percentage-based structures. Broker Broker Commission & Contract Signing Brokers and Ambassadors must sign the contract before commission eligibility is activated. Broker Acceptance of CILs Allows CILs to be accepted for a broker or ambassador. Broker CEO Approval or Delegates - Contract must be signed by the CEO. Broker - The broker contract’s location is tracked and delivered to finance. Broker Notification to Broker (Optional) Notification sent to the broker when the contract is ready after CEO’s signature. Broker Fixed Percentage Commission Scenario Brokers are categorized, each assigned a fixed percentage commission rate. Broker Variable Percentage Commission Scenario - Brokers are categorized (e.g., Big Names, Category A, Category B, etc.). Broker - Commission is structured in layers based on target achievement, as defined by the CEO. Broker Broker Name Arabic for Contract / English for Sales Drop List Broker Ambassador Commission - Ambassadors are categorized, each assigned a fixed percentage commission rate. Broker - Commission is calculated as a percentage of the gross sales price. Broker Validation Conditions - The broker contract must be signed. Broker - The unit contract must be signed. Broker - Down payment must be collected. Broker Commission Collection & Down Payment - Down payment collected is related to commission distribution. Broker - Commission may be split based on down payment collection, according to the contract terms. Broker Outstanding Claims & Notifications - A report of all unpaid claims (E-Invoices) must be generated, excluding already paid claims. Broker - (Optional) A notification email is sent to the broker when the unit is ready to submit a claim (E-Invoice). Broker Finance & Payment Process - Finance prepares the check and marks it as "Ready." Broker - (Optional) A notification email is sent to the broker when the check is ready. Broker - Finance updates the check status to "Delivered." Broker Broker Sales Relations & Incentives A broker sales relationship is established by creating a contract for each broker’s sales, linked to the broker contract to generate incentive claims. Broker Salesperson-Broker Linkage - Salespersons are linked to brokers in the "related salespersons" table with designated percentages. Broker - Tax is automatically applied in contracts with salespersons and reflected in invoices. Broker Broker Incentive Field Defined within the broker contract configuration. Broker Commission Claim (E-Invoice) Adjustments - The E-Invoice can be adjusted through finance based on optional configurations. Broker - Adjustments apply per unit, allowing the broker to collect a percentage of the commission. Broker Identifying Source Types for Commission Calculation - Classification of brokers and ambassadors for commission calculations. Broker - Commission table includes both fixed and variable commission structures. Broker - Ambassador contracts may have fixed and variable commission components. Broker - Invoice reflects commission types and total amounts owed. Broker Broker Commission Types & Subtypes - Two main types: Fixed and Variable commission. Broker - Subtypes include "Big Name A" or "Big Name B," each with specific fixed amounts per contract. Broker - Variable commissions are based on total unit prices after discounts, accumulating until commission thresholds are met. Broker - Commission percentages are applied per invoice when levels are reached. Inventory 1. Business Analysis Request to Block Unit for Repricing - Purpose: Allow Business Analysis (BA) team to block units solely for repricing without enabling full editing of unit data. Inventory - Access Control: Only BA team will have access to set status to “Blocked for Repricing” via dropdown list under Blocked For. Inventory - Unit Impact: No other user or process can act on the unit while blocked. Inventory - System Field: Blocked Reason = Repricing Request selected from dropdown. Inventory - Approval Flow: Not needed; access controlled by role. Inventory 2. Business Analysis Access to Update Unit Price Across All Statuses - Scope: Business Analysis can update pricing on any unit status (e.g., Sold, Contracted, Reserved, Blocked). Inventory - Logic: Updates do not reflect on the closing price of units already Sold or Contracted. Inventory - Current Price Field: Will be updated with the new value. Inventory - Closing Price Field: Remains locked once status is Contracted or Sold. Inventory - Calculation Fields: Inventory  • Current Price Inventory  • Closing Price Inventory  • Delta Price = Current - Closing Inventory - Notification: Auto-email to Finance, BA, and Customer Care with details of price change. Inventory 3. Engineering / Development to Update Unit Area - Editable Area Fields: Inventory  • Indoor Area Inventory  • Outdoor Area Inventory  • Gross Area Inventory  • Garden Area Inventory  • Terrace Inventory  • Penthouse Inventory - Closing Area: Immutable after unit is contracted or sold. Preserved in Closing Area field. Inventory - New Fields: Inventory  • Current Area Inventory  • Closing Area Inventory  • Area Difference = Current - Closing Inventory - Financial Impact Fields: Inventory  • Closing Value = Closing Area × Closing Price per sqm Inventory  • Current Value = Current Area × Current Price per sqm Inventory - Alert System: Email & UI alert for changes to BA, Finance, Customer Care. Inventory - Audit Trail: Required for each area update. Inventory 4. Sales Request to Block Unit (Approval Workflow) - Trigger: Sales team initiates unit blocking request. Inventory - Status: Unit moves to Blocked for Sales with specific description (e.g., Blocked for Negotiation). Inventory - Approval Flow: Inventory  1. Initiated by Sales (any level) Inventory  2. Approved by Director of Sales Inventory  3. Approved by Sales Operation Inventory - System Action: Inventory  • After final approval, unit becomes Blocked Inventory  • Notification sent to Sales, Operations, Finance, Customer Care Inventory  • Audit trail logged with timestamp, approvers, comments Inventory 5. Ticket-Based Unit Status Change (Upgrade, Downgrade, Reallocation, Reinstatement) - Initiated By: Customer Care Inventory - Workflow: Inventory  1. Ticket Opened Inventory  2. Approval by Head of Sales Inventory  3. Approval by Operations Inventory - Post-Approval Action: Inventory  • Unit becomes Blocked with suffix: Inventory   – Blocked for Upgrade Inventory   – Blocked for Downgrade Inventory   – Blocked for Reallocation Inventory   – Blocked for Reinstatement Inventory  • Description includes: “From Unit X to Unit Y” if applicable. Inventory - Record Impact: Ticket linked to unit history and customer profile Inventory 6. Estimated Delivery Date Logic - Option 1: Dynamic Equation-Based Date Inventory  • Formula: Reservation Date + Delivery Months (configurable) Inventory  • Example: Reservation Date = May 1, + 24 months = May 1, 2027 Inventory - Option 2: Fixed Delivery Date Calendar Inventory  • Engineering or Dev team uploads delivery date schedule by unit Inventory  • Units are tagged with their delivery date from uploaded config Inventory - Fields: Inventory  • Estimated Delivery Date (Current) Inventory  • Fixed Delivery Date Inventory  • Delivery Mode = Dynamic / Fixed Inventory - Approval Required for Manual Override Inventory 7. Notifications and Performance Alerts - Triggered On: Inventory  • Price or Area changes Inventory  • Unit status change to any Blocked reason Inventory  • Delivery date override Inventory - Sent To: Finance, Business Analysis, Engineering, Customer Care Inventory - Channels: Email + Dashboard Alert Inventory - Logs: Stored in audit trail + activity logs Inventory "➤ System Action / Workflow Blocked For 1-Triggered via request workflow (Sales or Tickets) 2- Descriptive Suffix required (e.g., Blocked for Upgrade) 3- Approval cycle enforced for Sales or Customer Care 4- Notification upon activation" "➤ Sub-Drop List 1- Sales  • Property Consultant  • Sales Exec  • Sales Manager  • Head of Sales  • Launch 2- Board  • Board Members 3- Development  • Analysis  • Engineering" Inventory Business Analysis - Update prices on all units Inventory - Block unit for repricing Inventory - View delta between closing and current price Inventory Engineering / Development - Edit area (gross, indoor, outdoor, etc.) Inventory - Upload / assign delivery dates Inventory Sales Team - Initiate unit block request Inventory - Cannot approve their own request Inventory Director of Sales - Approve sales-initiated unit block Inventory Sales Operation - Final approval to enforce status block Inventory Customer Care - Initiate tickets for upgrade/downgrade/etc. Inventory Head of Sales - Approve customer care–initiated tickets Inventory Finance / Customer Care / BA - Receive alerts on price/area changes Inventory Feature: Unit Blocking by Business Analysis Adds the ability for Business Analysis to request unit blocking for repricing. This blocking is distinct and does not allow further sales actions until repricing is completed and approved. Inventory Component: Dropdown in 'Blocked For' Status New dropdown values to support: Inventory • Blocked for Repricing Inventory • Blocked for Upgrade Inventory • Blocked for Downgrade Inventory • Blocked for Reinstatement Inventory • Blocked for Reallocation Inventory Dropdown selection determines the blocking reason, and this is stored with the unit record. Inventory Workflow: Unit Blocking by Sales Request Process: Inventory 1. Sales initiates a Block Unit request. Inventory 2. Approved by Director of Sales. Inventory 3. Approved by Operations. Inventory 4. Upon approval, status changes to "Blocked for [Purpose]" (e.g., Upgrade). Inventory 5. System triggers alerts to Sales, Operations. Inventory Workflow: Customer Care Ticket (Upgrade/Downgrade/etc.) Process: Inventory 1. Customer Care opens a ticket (Upgrade/Downgrade/Reinstatement/Reallocation). Inventory 2. Approved by Head of Sales. Inventory 3.Customer care policy Inventory 3. Approved by Operations. Inventory 4. Status becomes "Blocked for [Ticket Purpose]" and links the unit to the request. Inventory 5. Description notes added (e.g., “Upgrade from Unit A to Unit B”). Inventory Component: Area Update Process • Only Development/Engineering can update area fields. Inventory • Area fields affected: Gross Area, Indoor Area, Outdoor Area, Terrace, Garden, Penthouse. Inventory • Area updates do not reflect on units with statuses "Sold", "Contracted", or "Unavailable". Inventory • Old area stored in a dedicated "Closing Area" field. Inventory • System shows “Area Difference = Current Area - Closing Area”. Inventory Component: Area Update Rules by Development/Engineering • Only Development or Engineering teams are authorized to update unit area fields. Inventory • Editable fields: Gross Area, Indoor Area, Outdoor Area, Terrace, Garden, Penthouse. Inventory • Area updates will not affect units with statuses: Sold, Contracted, or Unavailable (including Blocked, Reserved, Held, Booked). Inventory • A dedicated "Closing Area" field retains the original closing area for historical and financial reference. Inventory • A new calculated field "Area Difference (sqm)" = Current Area – Closing Area. Inventory • A separate calculated field "Value Difference" = (Current Area × Current Price) – (Closing Area × Closing Price per sqm). Inventory • Notifications are automatically sent to: Finance, Business Analysis, and Customer Care, including the difference details. Inventory Additional Rule for Cancelled Units • If a unit is Cancelled and area updates are made by Engineering/Development, the changes are not reflected immediately. Inventory • Once the unit becomes Available again (after repricing and release), the updated area values are automatically applied. Inventory • The original closing area remains stored for audit and reference. Inventory Component: Area-Based Notifications • When area changes: Inventory → Notify Finance, Business Analysis,Sales operation , Customer Care. Inventory → Alert includes: Current Area, Closing Area, Difference in sqm and Value. Inventory → Value = (Current Area x Current Price) – (Closing Area x Closing Price).with 35% incase of outdoor area Inventory Component: Estimated Delivery Date (EDate) Fields • Field 1: EDate (Manual entry by Engineering/Development). Inventory • Field 2: EDate (Calculated) = Reservation Date + Configured Delivery Period. Inventory • Configuration allows selection between manual vs. calculated logic. Inventory Component: Unit Status Activation Rules Enforced automated and manual rules for status transition: Inventory • "Cancelled" → Auto: Blocked from Cancellation → Pending Analysis → Repriced. Inventory • "Terminated" → Auto: Blocked from Termination → Pending Analysis → Repriced. Inventory Impact: Sales Funnel Control Ensures proper approvals and status locking for units being modified, repriced, or adjusted for area without disrupting existing contracts. Inventory Impact: Audit Trail and Pricing Integrity Keeps historical "Closing Area" and "Closing Price" for units already sold/contracted, enabling accurate auditing and financial review. Inventory Impact: Role-Based Visibility and Action Rights Blocked units are only actionable by permitted roles. For example, repricing is only allowed by Business Analysis; area changes by Development. Inventory User Role: Salesperson Initiates unit block requests; receives approval alerts; cannot edit unit pricing or area. Inventory User Role: Director of Sales Approves unit block requests initiated by sales. Inventory User Role: Operations Final approval for any unit block request; triggers status change and notifications. Inventory User Role: Customer Care Initiates tickets for upgrade/downgrade/reinstatement/reallocation; tracks linked units. Inventory User Role: Business Analysis Updates pricing across all units regardless of status (including sold and contracted), but changes do not reflect on closing prices. Inventory User Role: Engineering / Development Authorized to update area layers; must preserve "Closing Area" for completed deals. Inventory Case: Area Change Notification If Engineering updates unit area, system automatically calculates difference and sends notification email to all affected departments. Inventory Case: Unit Repricing Units marked as Blocked for Repricing are excluded from sales. Once repriced, status updates to “Repriced” and becomes “Available” again. Inventory Case: Status Change from Cancelled/Terminated On cancellation/termination, unit becomes Blocked with reason. Awaiting Business Analysis repricing. Inventory Case: Blocked for Upgrade/Downgrade If a unit is requested for upgrade, status becomes Blocked for Upgrade, and notes include the original unit details. Inventory Performance Consideration: Area Change Calculations Calculation for Area Difference and Value Impact should be optimized via batch processing and indexed fields. Inventory Performance Consideration: Approval Workflows Multi-step approvals (Sales → Director → Operations) should have automated tracking, SLA timers, and status-based reminders. Booking Feature Name Booking Request Booking Platform Orchestra (Real Estate Sales Management) Booking Position in Workflow Intermediate phase in the sales pipeline: Booking • Comes after Holding Request Or Lead Or EOI (light, short-term hold based on EOI) Booking • Comes before Reservation/Contract (legally binding sale agreement) Booking Purpose • To formalize a customer's intent to proceed with purchasing a unit. Booking • Involves a partial payment (Booking Paid Amount) as a sign of commitment. Booking • Temporarily secures the unit while approvals and further financial arrangements are made. Booking • Acts as a bridge between Lead Or EOI or holding and final reservation, ensuring traceability, approvals, and initial payment collection. Booking Trigger / Initiation • Can only be initiated from an approved Holding Request. Booking • User clicks on NEXT ACTIONS > CREATE BOOKING REQUEST. Booking • System generates a new Booking Request record (e.g., BKRQ/T1/PH1/00001) and links it to the Holding Request (which may then be considered closed or superseded). Booking Inherited Data From the Holding Request: Booking • Customer Information Booking • Unit Details (Tower, Phase, Floor, Unit ID) Booking • Project and Phase references Booking • Selected Plan Type Booking • Unit Price before and after Discount Booking • Discount Values Booking • Paid Amounts from previous stages (EOI Paid, Holding Paid, Total Pre-Booking Paid) Booking User Inputs (Booking Stage) • Reservation Percentage (%) – Defines target down payment (e.g., 20%) Booking • Booking Paid Amount – Amount paid at this booking stage (collected through linked payment) Booking • Expiration Date – Automatically set by default but can be extended Booking System Calculations Based on input: Booking • Reservation Amount = Unit Price After Discount × Reservation % Booking • Reservation Remaining Amount = Reservation Amount – (EOI Paid + Holding Paid) Booking • These are visible on the form to guide sales/admin team and customer Booking Approval Workflow A configurable, multi-stage approval chain: Booking 1. Request Approval – Initiated by Sales/Sales Operation Booking 2. Operation Approval – Operational approver verifies deal terms and unit availability Booking 3. Upon operation approval, status is updated to "Booked" Booking 4. AR (Accounts Receivable)/Finance Approval – Verifies payment structure, customer viability, or any financial documentation Booking Booking Payment Process Payment is linked and recorded via Orchestra’s Accounting module: Booking • User clicks CREATE PAYMENT within the Booking Request Booking • Enters Booking Paid Amount and selects payment journal (e.g., Bank Transfer, Cash, Cheque) Booking • Clicks CONFIRM to post transaction Booking • System creates payment record, updates Booking Paid Amount field, and links payment to the Booking Request Booking Expiration Handling • Booking Request includes an expiration date that defines how long the booking is valid before automatic release Booking • Users can extend this period by clicking EXTEND EXPIRATION DATE, entering number of days, and clicking Save Booking • System updates the Expiration Date and logs the action in Extend Booking Date Log with: Booking – Original Expiry Booking – New Expiry Booking – Days Extended Booking – User and Timestamp Booking Payment State Tracking • field Payment State is used to mark the collection status linked with Finance Booking • Values include: Pending, Collected, Partially Collected (if supported) Booking • Once set to Collected and saved, the system enables final transition action Booking Transition to Final Stage • Once payment is confirmed and approvals completed, the user can click CREATE RESERVATION Booking • This initiates the Reservation/Contract stage, where legal documents and payment plans are finalized Booking System Behaviors by Stage Draft: Booking – Auto-filled from Holding Request Booking – Awaiting Reservation % input Booking Operation Approval: Booking – Shows submitted data to Operations user Booking – Editable fields are locked – Booking confirmed Booking AR Approval: Booking – Finance team reviews financial feasibility Booking Booked: Booking – Booking confirmed Booking – Expiration extension enabled Booking – Payment collection active Booking Auditability Every stage is traceable with: Booking • Timestamps Booking • User actions (Created by, Approved by, Extended by) Booking • Extension logs Booking • Payment history (via linked payment records) Booking • Status history (Draft → Operation Approval → Booked → AR Approval) Booking Data Fields Summary • Booking Request Number Booking • Customer Name Booking • Unit Code / Unit Name Booking • Unit Price After Discount Booking • Reservation % (input) Booking • Reservation Amount (calculated) Booking • EOI Paid Amount Booking • Holding Paid Amount Booking • Total Pre-Booking Paid Booking • Reservation Remaining Amount (calculated) Booking • Booking Paid Amount Booking • Expiration Date Booking • Payment State Booking • Booking Status Booking Security & Roles • Sales/Operation : Can create Booking Requests, enter Reservation %, initiate approval Booking • Operations Manager: Can review/approve for operational validity Booking • Finance/AR: Can approve based on financial compliance Booking • Auditor/Manager: Can review extension logs, payment history, and export reports Booking Business Impact • Provides a structured phase to secure a sale before final legal commitment Booking • Ensures financial intent through partial booking payment Booking • Reduces risk by adding validation layers before contract Booking • Improves cash flow forecasting via intermediate collections Booking • Creates full audit trail of customer interaction from EOI →or Hold Request →or Booking → or Reservation Booking Dependencies & Linked Entities • Must have approved Holding Request Booking • Customer Record must exist Booking • Unit must be available/held Booking • Linked to Payment records (Orchestra Accounting) Booking • Approval matrix (roles and rules) must be configured Booking Edge Scenarios Handled • Overdue Bookings: Expired Booking Requests can be flagged or reported Booking • Multiple Extensions: Tracked with logs Booking • Partial Payments: Can be optionally configured if business rules allow Booking • Rejected Approvals: Request returns to Draft with reason/comments Booking Scalability Booking Request logic can be adapted to: Booking • Commercial/Residential bookings Booking • Multi-phase projects Booking • Custom payment configurations Booking • Varying approval workflows (e.g., single-stage for low-value units) Booking Change Plan Changing unit plans reflects updated pricing automatically. Booking Customer Updates Users can add or replace customer details or remove a customer before a contract is finalized. Booking Notifications Orchestra system sends automated alerts before unit release. Expiration alerts are sent for bookings, reservations, and holds, targeting relevant users like Sales Officer, Head of Sales, AR, etc. Booking Sales Reassign Enables reassigning bookings between sales team members ("Swap Sales"). Booking Price Locking Once a unit is selected, its price is locked to prevent changes from pricing updates. Booking Attach Payment Proof Sales can upload payment proof directly. Booking Finance Receipt Creation System supports both manual and automatic payment methods post-AR approval. Payment button remains always enabled for flexibility. Booking Edit Lead Details (Pre-contract) Users can edit client, salesperson, source, and broker info before the contract is finalized. Once "running," these become locked. Booking Approval Cycle Streamlining Middle approval layers for booking/holding can be skipped, but approvals from the sales manager and director (starting with HOS) remain mandatory. Booking Booking Based on Operation User Units are marked as booked immediately after operation user approval, not post-AR approval. Booking Booking Expiry Extension Operation Manager can extend booking expiration manually. Changes are logged with user, original date, and new expiration. Booking Custom Fields in Booking Form Form includes customer address, director name, clubhouse/parking, legal name, Arabic name, and customer status. Fields like payment receipt toggle can be customized. Booking Company Booking Screen Fields Required fields: company name, CR number, rep info, passport details, unit number, paid amount, expiration date, acknowledgement, signature, contact info, and salesperson signature. Booking Individuals vs Companies Format Two separate booking formats: Individuals use national ID/passport rules; Companies use CR numbers and representative details. All include declaration and signature. Booking Email Alerts for Expiry System must automatically email alerts for expiring bookings/holds/reservations. Assign specific users per alert type. Booking AR Approval Flexibility Manual AR approval process keeps payment button open, allowing continuous payment collection. Booking Reset to Draft After Expiry Expired units can be reset to draft by Operation Manager, making them re-available without needing new AR approval (if no payment during hold). Booking Sales Operation User Approval Both operation manager and authorized operation users can approve bookings and holds. Booking Update Unit Price (with Development Access) Sales can propose price updates during hold/booking/reservation stages. Opens a wizard, requires approval, and tracks changes. Booking Remove Sales Manager Approval (Optional) For fast-track cases, approvals can be limited to HOS and Operation User only. Booking Unit Release Warning Upon expiration, SO Manager manually updates expiry and prints new data. Booking Booking Form Additions Add: customer address, sales director name, checkboxes for clubhouse/parking. Fix checkbox "Payment Through False" to reflect accurate payment intent. Hold request Feature Name Holding Request Hold request Platform Orchestra (Real Estate Sales Management) Hold request Position in Workflow • Comes after Lead or Expression of Interest (EOI) has been approved and paid. Hold request • Comes before Booking Request or Reservation, acting as a temporary commitment stage. Hold request Purpose • Allows customers to secure a specific unit and payment plan for a defined period. Hold request • Collects a Holding Amount deposit, distinct from the EOI deposit. Hold request • Temporarily removes the unit from availability to other buyers. Hold request • Ensures structured internal approvals, documentation, and financial verification. Hold request Differentiation • From EOI: EOI is general interest without a specific unit. Holding involves choosing a specific unit and plan, indicating stronger commitment. Hold request • From Booking/Reservation: Holding is still temporary; Booking/Reservation involve larger payments and deeper legal engagement. Hold request Trigger / Initiation • Initiated From Lead or from an approved and paid EOI. Hold request • User clicks REAL ESTATE NEXT ACTIONS > CREATE HOLDING REQUEST. Hold request • User selects a specific Unit. Hold request • System creates a new Holding Request record (e.g., HLDRQ/T1/PH1/00001) linked to the EOI. Hold request Inherited Data • From the EOI: Hold request – Customer Details Hold request – Lead Info Hold request – Project / Phase Hold request – EOI Paid Amount Hold request • Unit selection is performed during creation. Hold request • Plan Type and Plan are chosen in the Holding form. Hold request User Inputs (Holding Stage) • Plan Type (Project Plan / Unit Plan) Hold request • Plan (e.g., Four Years Quarterly) Hold request • Holding Receipt (attachment) Hold request • Bank details if needed Hold request • Manual entry of Payment State (Pending, Collected) Hold request • Optional: Contact address updates Hold request System Calculations Based on selected Plan and Unit: Hold request • Unit Price Before Discount Hold request • Discount % (e.g., "Loss of Interest") Hold request • Unit Price After Discount Hold request • Holding Minimum Amount (configured per plan) Hold request • Holding Paid Amount = 0 initially Hold request • Total Paid Amount = EOI Paid + Holding Paid Hold request Approval Workflow 3-Step Approval: Hold request 1. Request Approval – Triggers "Operation Approval" Hold request 2. Operation Approval – Checks unit selection and plan integrity Hold request 3. System Hold Unit : Based on configured Date / Time Hold request 4.System release unit If Not Proof of Payment Attached and take Update price Hold request 5.If Sales Attached Payment : Trigger Notfication To Sales operation Approval Hold request 6.If Sales Operation Approved :Unit blocked / Hold Till A/R Reject unit will be released with Notification Hold request 7.If A/R Approved notification Sent to Sales & Sales operation To convert to Booking Or Reservation Hold request 8. Receipt Validation – Validates uploaded payment receipt Hold request 9. AR Approval – Confirms actual payment via system Hold request Each stage locks or opens specific actions. Hold request Receipt Validation Logic • System enforces that Holding Receipt must be uploaded before requesting Operation Approval. Hold request • If not uploaded, clicking approval triggers error: "User Error - Must Set Holding Receipt". Hold request • Once receipt is attached, user can proceed. Hold request Holding Payment Process • After reaching AR Approval, user clicks CREATE PAYMENT. Hold request • Orchestra’s Accounting module opens a payment form: Hold request – Amount auto-fills based on Holding Minimum Amount Hold request – Journal is selected (e.g., Bank Facilities) Hold request – Clicking CONFIRM posts the payment Hold request • Payment is linked to Holding Request, and: Hold request – Holding Paid Amount is updated Hold request – Total Paid Amount is recalculated Hold request Expiration Logic • Expiration Date is auto-calculated at "Held" status based on plan duration. Hold request • Additional field: To Be Expired Date can be configured. Hold request • Alerts or reports can be generated for nearing expirations. Hold request Payment State Tracking • Manual dropdown field: Payment State Hold request • Values: Pending, Collected Hold request • User must manually change to Collected before progressing further. Hold request • Changing to Collected enables NEXT ACTIONS (Booking/Reservation creation) Hold request System Behaviors by Stage Draft: Hold request – Auto-filled from EOI or Lead Hold request – Requires Unit and Plan selection Hold request Operation Approval: Hold request – Unit locked Hold request – System expects receipt Hold request Waiting Hold Receipt: Hold request – Can’t proceed without receipt Hold request Operation Receipt Approval: Hold request – System tracks reviewer Hold request AR Approval: Hold request – Enables payment entry Hold request Held: Hold request – Holding confirmed, expiration starts counting Hold request Auditability • Each transition logs: Hold request – Status changes Hold request – Who approved/created Hold request – Attached receipts Hold request – Payment record links Hold request • Fully traceable through Orchestra's Chatter / Activity Logs Hold request Data Fields Summary • Holding Request Number Hold request • Customer Name Hold request • Project / Phase / Unit Hold request • Plan Type and Plan Hold request • Unit Price (Before & After Discount) Hold request • Discount Applied (%) Hold request • Holding Minimum Amount Hold request • EOI Paid Amount Hold request • Holding Paid Amount Hold request • Total Paid Amount Hold request • Holding Receipt (attachment) Hold request • Expiration Date Hold request • Payment State Hold request • Holding Status Hold request Security & Roles • Sales: Initiate Holding, fill data, request approval Hold request • Operations: Approve unit/plan, validate receipt Hold request • Finance/AR: Approve after payment received Hold request • Auditor/Manager: Monitor logs, export reports Hold request Transition to Next Stage Once status = Held and Payment State = Collected: Hold request • Button NEXT ACTIONS appears Hold request • Options shown: Create Booking Request or Create Reservation Request Hold request Edge Scenarios Handled • Missing receipt – system blocks progression Hold request • Incorrect payment – can be corrected before confirmation Hold request • No journal selected – blocks accounting entry Hold request • Expired Holding – can trigger alert/report Hold request • Manual override – admin roles can force progression if business needs allow Hold request Impact (Business Consequences) • Prevents unit overselling Hold request • Creates financial commitment before final sales Hold request • Segments customer journey into traceable steps Hold request • Adds internal controls via approvals Hold request • Creates clear status visibility for sales team Hold request • Enhances reporting via status, payment, and expiration fields Hold request Dependencies & Linked Entities • Requires approved EOI Hold request • Must select Unit & Plan Hold request • Payment journal setup required Hold request • Linked to Payment records in Orchestra Accounting Hold request • Approval roles must be assigned in system Hold request Actions Summary (User Steps) 1. Click REAL ESTATE NEXT ACTIONS (on EOI) Hold request 2. Select CREATE HOLDING REQUEST Hold request 3. Select Unit Hold request 4. Click CONFIRM Hold request 5. Select Plan Type & Plan Hold request 6. Click Save Hold request 7. Click REQUEST APPROVAL Hold request 8. Approver clicks APPROVE (Operation) Hold request 9. Upload Holding Receipt Hold request 10. Click REQUEST OPERATION APPROVAL Hold request 11. Approver clicks APPROVE (Receipt) Hold request 12. Click CREATE PAYMENT Hold request 13. Confirm Amount/Journal, then click CONFIRM Hold request 14. Click APPROVE (AR Approval) Hold request 15. Select Payment State = Collected, then Save Hold request 16. Click NEXT ACTIONS > Proceed to Booking/Reservation Hold request Scalability & Customization • Supports commercial/residential units Hold request • Plans and discounts can vary per phase Hold request • Holding durations and amounts configurable Hold request • Approval matrix adjustable by role and region Hold request General Settings-Hold Type Defines the type of holding: either Per Day or Per Time (Hours). Configurable by Admin or System. Hold request General Settings-Auto-Unhold If no payment is received within the configured duration, system auto-releases the unit. Time set by system or admin. Hold request General Settings-Price Lock on Hold While in "Hold" status, the unit’s price is locked and protected from future price changes. Hold request General Settings-Hold Reference Number System auto-generates a unique reference number. Cross-linked with Lead/EOI for traceability. Hold request Notifications-Hold Expiry Alerts Email notifications sent before expiration (e.g., 15 minutes prior). Configurable template. Hold request Notifications-Approval Alerts Notifications triggered before and after each approval stage. Alerts relevant stakeholders (Sales, Head of Sales, Operations). Hold request Workflow Triggers-Entry Points Triggered manually from Lead or EOI module. Precondition: project must allow holds. Hold request Workflow Triggers-Initiation User initiates Hold Request from customer profile, selecting units and preferences. Hold request Workflow Triggers-Unit Selection User browses units and selects available ones. System fetches the current price for each. Hold request Pricing & Discounts-Price Determination Price is fetched from the most recent unit sale price. Hold request Pricing & Discounts-Payment Plan Selection User selects from project-configured payment plans (e.g., 2, 3, or 4 years). Hold request Pricing & Discounts-Discount Application System automatically applies any applicable discounts (project-, plan-, or user-specific). Hold request Approval Stages-Manager Approval Optional. Status: Pending Manager Approval / Rejected. Configurable per project. Hold request Approval Stages-Head of Sales Approval Optional. Status: Pending Head of Sales Approval / Rejected. Required for high-value units. Hold request Approval Stages-Operations Approval Mandatory. Status: Pending Operations Approval. Verifies system-side hold logic. Hold request Approval Stages-Final Hold Status Status = Holded upon full approval. Otherwise, status reflects the last rejection level. Hold request Auto-Renewal Logic-Expiry Monitoring System monitors expiration. If 15 mins remain, alerts are sent. Hold request Auto-Renewal Logic-Auto-Extension Trigger Auto-renewal applies if enabled on the project. Renews hold for an additional time window (e.g., 4 hours). Hold request Auto-Renewal Logic-Manual Extension Request Sales can request manual extension. Requires approval from Head of Sales and Operations. Hold request Auto-Renewal Logic-Extension Logging Each extension is logged with timestamp, reason, and approver name. Hold request Customer Type Logic-Duration by Type Hold duration is dynamically set by customer type: Local, Foreign, International. Hold request Customer Type Logic-Format Duration input can be in hours or days, depending on configuration. Hold request Unhold & Price Change-Automatic Unhold If payment not confirmed, unit is automatically unheld and becomes available again. Hold request Unhold & Price Change-New Price Application Once unheld, unit will adopt the latest price from the inventory system. Hold request Unhold & Price Change-Re-Hold Action Sales must start a new Hold Request to re-engage the unit. Hold request Form Enhancements-Additional Fields – Customer Adds: Partner Legal Name, Partner Address to the Hold form. Hold request Form Enhancements-Additional Fields – Salesperson Adds: Director Field to identify primary sales director. Hold request Form Enhancements-Additional Fields – Unit Price Adds checkboxes for: Club House and Parking options (linked to price logic). Hold request Form Enhancements-Delivery Details Adds delivery method field: "Sent by courier" (only visible if required by customer type). Hold request Cancellation Workflow-Cancel Form Fields Must include: Customer Name, National ID or Passport, Address, Unit Number, Signature, Date. Hold request Cancellation Workflow-Cancellation Types - Simple Cancellation Hold request Cancellation Workflow-Cancellation Types - Cancellation with Transfer Hold request Cancellation Workflow-Document Output Cancellation documents available for printing immediately. Template includes all fields. Hold request Cancellation Workflow-Reset to Draft Available post-release. Allows reuse of request with same project/phase. Hold request Cancellation Workflow-Unit Availability Check If unit is no longer available, system prevents selection on reset. Hold request Printout Templates-Reservation Print Fields Must include: Customer Bank Name, Bank Name, Bank Number (mandatory). Hold request Printout Templates-Module Visibility Only visible to Operation Staff during reservation creation or verification. Hold request Financial Process-Account Verification Finance team checks if payment was received and linked to hold. Hold request Financial Process-Post Verification Logic If not: Unit is reopened and price updated. Hold request Financial Process-Transfer to Safe Box After payment confirmation, finance transfers unit to a safe box. Hold request Financial Process-Next Steps From Safe Box, user can trigger: Reservation or Booking. Hold request Notification Logic-To-Be-Expired Flag System flag that triggers notification logic. True = pending expiry. Hold request Notification Logic-Email Notification Customizable template. Sent to Sales, Operations, and defined recipients. Hold request Notification Logic-Email Content Includes: Hold ID, Expiry Date, Action Required, Link to System. Reservtion Feature Name Reservation Request Reservtion Module Real Estate Sales Management Reservtion Purpose To formalize a customer’s commitment to purchase a unit by calculating, validating, and collecting the full reservation (down payment) amount, including related services/addons, prior to contract generation. Reservtion Trigger/Initiation Initiated from Lead or an approved EOI or an approved Hold Request an approved Booking Request (or optionally from Holding/EOI / Lead / Booking , based on configuration). Reservtion Preconditions - Booking Request in "Booked" status- Booking payment marked as "Collected"- Unit and plan details finalized in prior step Reservtion Primary Actions - Create Reservation- Review and edit financial data- Configure services and addons- Change plan (optional)- Reserve Unit- Request multi-stage approvals (Ops, AR, Finance)- Create and confirm payment- Mark reservation as Running- Proceed to contract generation or post-reservation actions Reservtion Data Inheritance - Customer and Lead- Unit and Project Info- Payment Plan Type and Plan- All prior payments (EOI, Holding, Booking)- Bank and financial references Reservtion Key Data Fields - Reservation %, Contract %, Delivery % (from Plan)- Reservation Amount- Contract Amount- Delivery Amount- Installments Amount- Net Unit Price- Total Paid Before Reservation- To Be Paid Reservation Amount- Reservation Paid Amount- Total Paid After Reservation- Approved Services- Addons Lines Reservtion Calculated Fields - Reservation Amount = Net Price x Reservation %- Contract Amount = Net Price x Contract %- Delivery Amount = Net Price x Delivery %- Installments = Remaining balance after down payment- To Be Paid Reservation = Reservation Amount - Total Paid Before Reservation Reservtion Workflow States Draft → Save → Reserve unit Reservtion Service & Addon Handling Services (e.g., Parking, clubhouse - Storage -Maintenance) configured with: - Start time (e.g., After Reservation + X months) - Period Base (e.g., Month/Quarter) - No. of Installments- Addons can be loaded or manually added- Service/Addons values are added to total schedule calculation Reservtion Plan Management - Users can trigger "Change Payment Plan"- Recalculates all financial fields- Requires financial approval- Logs plan changes with reasons- Increments Plan Change No. Reservtion Unit Actions - Reserve Unit: manually sets the inventory Unit Status to "Reserved"- Upgrade Unit- Downgrade Unit- Reallocate Unit Reservtion Approvals Required - Operation Approval- AR (Accounts Receivable) Approval- Financial Validation Reservtion Payment Collection - Button: "Create Payment"- Auto-filled payment amount = To Be Paid Reservation- Links payment record to Reservation Request- Journal selection required- On confirm: updates Reservation Paid & Total Paid After Reservation Reservtion Post-Approval Actions - "Create Contract" (generates formal Sales Contract)- "Upgrade Unit" / "Downgrade Unit" / "Reallocate Unit"- "Create Price Simulation"- "Update Payment Status" Reservtion Expiration Handling - Configurable expiration window in Settings Tab- Tracks expiry date and auto-alerts if configured Reservtion User Interaction Summary 1. Click "CREATE RESERVATION" on Booking2. Review/Edit inherited data3. Configure services and addons4. (Optional) Change Plan5. Click "RESERVE UNIT"6. Click "REQUEST APPROVAL"7. Ops user clicks "APPROVE"8. AR user clicks "APPROVE"9. Click "CREATE PAYMENT", then "CONFIRM"10. Finance user clicks "APPROVE"11. Reservation reaches "Running" status12. Proceed with "CREATE CONTRACT" or other actions Reservtion System Impact - Reservation Request record created and linked- Unit status changed to "Reserved"- All financials locked post-approval- Payment fully reconciled- Contract readiness achieved Reservtion Audit & Logging - All approvals logged in system chatter- Plan changes recorded with timestamps and approvers- Payment linked to journal and request ID Reservtion Reporting & Tracking - Reservation Pipeline Reports- Paid/Unpaid status per customer- Expired reservation alerts- Financial reconciliation dashboards Reservtion Final Status "Running" - indicates reservation is fully active, unit is reserved, financials are confirmed, and ready for next step (contract generation). Reservtion Customer Data Verification Verification of customer information, including name (Arabic and English), derived from sources like Lead, Hold Request, Booking, or EOI. Reservtion Customer Type Identification Identification of the customer type as local, overseas (international), or foreign. Reservtion Payment Plan Selection Selection of the payment plan, offering options like standard, discounted, and lost interest plans. Discounts are entered as negative values to reduce the unit price, while positive values add to the unit price. Reservtion Deposit Confirmation The finance accounts receivable department confirms receipt of the deposit through the system. Reservtion Deposit Calculation Calculation of the deposit based on the reservation form or module, considering previous payments from hold requests, bookings, EOIs, or other sources. Reservtion Payment Collection Collection of the remaining payment amount after deposit calculation. Reservtion Contract Module Transition Transition to the contract module once the full deposit is received or is in the process of being collected. Reservtion Error Prevention The system prevents transition to the contract module if the check bounces or the unit is canceled. Reservtion Reservation Expiration Configuration of reservation expiration by days, with notification emails sent prior to expiration, including a counter for remaining days and a flag indicating impending expiration. ( Not To Open Automaticly ) Reservtion Cancellation Configuration Provides options to cancel reservations, including notes, cancellation reasons, fees, and refund processes. Cancellation requests include all paid amounts across modules with an approval cycle, showing the percentage and amount of cancellation. Reservtion Reinstatement Reinstates reservations from the canceled module, utilizing remaining amounts for new unit transactions. Reservtion Termination Similar to cancellation with termination-specific actions, including refund processes and unit blocking. Reservtion Receipt Creation Creation of receipts, with checks printing receipts immediately, while bank transfers wait until collection. Reservtion Customer Management Options to add, change ownership, or remove customers, with a streamlined interface using icon-based buttons. Reservtion Services Management Automatic inclusion of approved services, modification of approved services, manual selection of services, and accurate scheduling based on reservation dates. Reservtion Plan Change Handling Automatic recalculation and update of installment lines when a new plan is selected, preventing errors due to outdated installment lines. Reservtion Print Format Enhancements Updates to print formats for company reservations to match individual reservations, including proper formatting and inclusion of necessary details. Reservtion Reservation Payment Status Statuses include "Collected," "Under Collection," "Resubmitted," and "Rejected," with conditions determining the ability to create contracts."Collected," "Under Collection, Reservtion Cancellation Refund Calculation of refund amounts based on basic cancellation fees and adjustable percentages, with finance approval and generation of bank statement lines. Reservtion Downgrade Case Handling Deducted percentage becomes other income, deducted from the paid amount from the downgraded unit, with allocation of the remaining amount to the new unit. Reservtion Reservation Amount Variability Reservation amount can be less with a warning notification without restriction, including a history log. Reservtion Payment Plan Change Impact Reflects changes on price, loss of interest, discount, and price after discount, including an approval cycle and a flag on the contract indicating a change in the payment plan. Reservtion Reschedule Payment Plan Allows for rescheduling of payment plans by upload, without affecting the closing unit on the system. Reservtion Cancellation Request What is this feature? This feature lets users ( Sales & Operation ) cancel an active property reservation (for example, if a customer changes their mind). It helps the team follow a step-by-step process, calculate cancellation fees and refund amounts, send for approvals, update records, and manage money properly. Reservtion Cancellation Request Why is it needed? - To cancel reservations clearly and fairly. Reservtion Cancellation Request - To calculate how much to refund or keep as a fee. Reservtion Cancellation Request - To keep records clean and accurate. Reservtion Cancellation Request - To make sure managers approve the cancellation. Reservtion Cancellation Request - To update the reservation and unit statuses correctly. Reservtion Cancellation Request When does it start? A user opens an active reservation (like RSRV/00028), and clicks a button called "CREATE CANCEL REQUEST." Reservtion Cancellation Request What screens or forms are used? Reservation Screen → shows customer, unit, status, and payment summary. Reservtion Cancellation Request - Cancel Request Form → new form that’s created for this specific cancellation (e.g., CNCLRQ/00002). Reservtion Cancellation Request - Payment Form → used if a refund needs to be paid to the customer. Reservtion Cancellation Request - Journal Entry Screen → tracks accounting records for this cancellation. Reservtion Cancellation Request What fields are filled in? Main Header: Reservtion Cancellation Request - Linked Reservation, Unit, Project, Customer Reservtion Cancellation Request - "Is Existing Customer" checkbox Reservtion Cancellation Request Reservtion Cancellation Request Cancellation Details: Reservtion Cancellation Request - Cancel Reason: Required field (e.g., “Budget Issue”) Reservtion Cancellation Request - Notes: Optional comments Reservtion Cancellation Request - Signed Cancellation: Upload the signed agreement as a file (PDF, image) Reservtion Cancellation Request Reservtion Cancellation Request Financial Details (auto-calculated): Reservtion Cancellation Request - Unit Price: Comes from the original reservation Reservtion Cancellation Request - Total Paid Amount: Total money paid so far Reservtion Cancellation Request - Project Default Fee %: Pre-filled from the project settings (e.g., 5%) Reservtion Cancellation Request - Cancellation Fee %: Editable by user if allowed (e.g., 3%) Reservtion Cancellation Request - Cancellation Fee Amount = Unit Price × Cancellation Fee % Reservtion Cancellation Request - Refund Amount = Total Paid − Fee Amount Reservtion Cancellation Request - Refund Paid Amount = How much of the refund is already paid Reservtion Cancellation Request - Refund Remaining Amount = Refund Amount − Refund Paid Reservtion Cancellation Request Step-by-Step Workflow (What happens) 1. User opens an active reservation. Reservtion Cancellation Request 2. Clicks "Create Cancel Request". Reservtion Cancellation Request 3. System creates a new Cancel Request Form in DRAFT status. Reservtion Cancellation Request 4. User selects a Cancel Reason (e.g., “Customer changed mind”). Reservtion Cancellation Request 5. User can change the Fee % (if allowed). Reservtion Cancellation Request 6. System recalculates Fee Amount and Refund. Reservtion Cancellation Request 7. User writes optional notes and uploads the signed cancellation form. Reservtion Cancellation Request 8. Click “Request Approval”. Reservtion Cancellation Request 9. The form moves to Operation Approval stage. Reservtion Cancellation Request 10. The Operation Manager reviews and approves. Reservtion Cancellation Request 11. The form moves to AR Approval stage. Reservtion Cancellation Request 12. The Finance Manager checks the refund and approves. Reservtion Cancellation Request 13. The form is marked as Reservation Canceled. Reservtion Cancellation Request 14. System automatically: Reservtion Cancellation Request  - Changes Reservation status to Canceled Reservtion Cancellation Request  - Changes Unit status to Blocked From Cancellation Reservtion Cancellation Request  - Creates a Journal Entry (accounting) Reservtion Cancellation Request  - Enables Create Refund Payment button Reservtion Cancellation Request 15. If refund needs to be paid: Reservtion Cancellation Request  - User clicks Create Refund Payment Reservtion Cancellation Request  - A Payment Form opens with refund amount filled in Reservtion Cancellation Request  - User selects Payment Method (Bank, Cash, etc.) Reservtion Cancellation Request  - Clicks Confirm to mark the refund as paid Reservtion Cancellation Request 16.Unit Status Updated ( Blocked From Cancellation ) Reservtion Cancellation Request 17.Notification Sent to All Parties and Bussiness Analysis Reservtion Cancellation Request 18.Bussiness Analysis Update ( Blocked for repricing From Cancellation ) +Notification Reservtion Cancellation Request 19.Unit Status After Update Price ( Blocked for Sales After Repricing ) +Notification Reservtion Cancellation Request System Actions (What the system does for you) ✅ Creates Cancel Request form automatically Reservtion Cancellation Request ✅ Auto-calculates Fees and Refunds Reservtion Cancellation Request ✅ Sends requests for approval Reservtion Cancellation Request ✅ Updates Reservation and Unit statuses Reservtion Cancellation Request ✅ Posts accounting entries automatically Reservtion Cancellation Request ✅ Lets finance team process the refund easily Reservtion Cancellation Request ✅ Lets Business Analysis team process for repricing Reservtion Cancellation Request Status Flow (Approval Stages) DRAFT → OPERATION APPROVAL → AR APPROVAL → RESERVATION CANCELED→Blocked From Cancellation → Blocked for repricing From Cancellation → Blocked for Sales After Repricing Reservtion Cancellation Request Smart Buttons (Extra Actions) - Cancellation Entry: Takes you to the accounting Journal Entry Reservtion Cancellation Request - Create Refund Payment: Opens the refund payment form Reservtion Cancellation Request Financial Impact - Fee becomes company income (revenue) Reservtion Cancellation Request - Refund becomes money we owe to the customer (liability) Reservtion Cancellation Request - When we pay the refund, our bank or cash balance goes down Reservtion Cancellation Request - The customer’s advance amount is reduced Reservtion Cancellation Request Changes to Other Records - Reservation → marked as CANCELED Reservtion Cancellation Request - Unit → status becomes BLOCKED (can’t be sold until unblocked) Reservtion Cancellation Request - Cancel Request → becomes final and fully approved Reservtion Cancellation Request - Customer Ledger → updates to show fee taken and refund given Reservtion Cancellation Request - General Ledger → updates automatically with correct accounting Reservtion Cancellation Request Rules / Checks - Must pick a Cancel Reason Reservtion Cancellation Request - Can’t cancel if Reservation is not active Reservtion Cancellation Request - Signed cancellation document should be attached before approval (can be enforced) Reservtion Cancellation Request - Refund can’t be more than the paid amount Reservtion Cancellation Request - Refund button is only available after full approval Reservtion Cancellation Request Notifications & Approvals - Emails or system alerts are sent to approvers Reservtion Cancellation Request - Approvers can view all financial details before approving Reservtion Cancellation Request - All approval actions are logged Reservtion Cancellation Request If something goes wrong (Exception Handling) - If signed document is missing → system shows a warning Reservtion Cancellation Request - If fee % is lower than project default → system can show a message Reservtion Cancellation Request - If user tries to pay refund before approval → blocked Reservtion Cancellation Request - Refund is manual to keep financial control Reservtion Cancellation Request Audit Trail & Compliance - Signed document is attached Reservtion Cancellation Request - Every approval is time-stamped and shows who approved Reservtion Cancellation Request - Journal entries and payment records are linked to this cancellation Reservtion Cancellation Request - Everything is stored for future review Reservtion Cancellation Request Impacts on Other Modules Units Module: Updates unit status to BLOCKED FROM CANCELLATION Reservtion Cancellation Request Finance Module: Adds accounting entries and refund liabilities Reservtion Cancellation Request Customer Module: Shows correct customer account balances Reservtion Cancellation Request Reports Module: Used for cancellation reports, etc. Reservtion Cancellation Request Reports / Insights You Can Get - How many cancellations happened in a period? Reservtion Cancellation Request - What were the most common cancel reasons? Reservtion Cancellation Request - How much money was refunded? Reservtion Cancellation Request - Which units are blocked after cancellation? Reservtion Cancellation Request - Aging report for unpaid refunds Reservation Upgrade Request Feature Name Reservation Upgrade Request Reservation Upgrade Request Purpose/Goal This feature is for when a customer wants to switch from their current reservation to a different, typically better or more expensive, unit. It helps handle things like updating the price, adding any upgrade fees, and making sure both the old and new units are properly updated in the system. It also ensures that all the financial records (like payments and fees) are updated correctly. Reservation Upgrade Request Entry Point The process starts from an already active Reservation Request (e.g., RSRV/00030). The reservation needs to be in a Running state (not cancelled or in draft). The user clicks the OTHER ACTIONS button and selects CREATE UPGRADE REQUEST from the menu. Reservation Upgrade Request Main Screens Involved 1. Reservation Request (RSRV/000XX): This screen shows the details of the reservation the customer is upgrading from. Reservation Upgrade Request 2. Upgrade Request (RESUPG/000XX): A new screen that is created to manage the upgrade details. Reservation Upgrade Request 3. Unit Screen: Shows the status of the old and new units. Reservation Upgrade Request 4. Journal Entries Screen: Displays financial records after the upgrade is completed. Reservation Upgrade Request Upgrade Request Sections Current Data Section (Read-only fields pulled from the original reservation): Reservation Upgrade Request - Reservation Request (e.g., RSRV/00030) Reservation Upgrade Request - Project, Unit, Plan Type, Payment Plan Reservation Upgrade Request - Customer, Lead, Paid Amounts Reservation Upgrade Request - Discounts, Unit Price, Reservation % Reservation Upgrade Request New Data Section (Editable fields): Reservation Upgrade Request - New Reservation Request Reservation Upgrade Request - New Project, New Unit Reservation Upgrade Request - New Plan Type, Payment Plan Reservation Upgrade Request - New Unit Price, Discount, Reservation % Reservation Upgrade Request Fees Section Defines the upgrade charge: Reservation Upgrade Request - Fee Type: Percentage or fixed amount Reservation Upgrade Request Fee %: Editable field for upgrade fee percentage (e.g., 1.5%) optional Reservation Upgrade Request - Fee Amount: Automatically calculated based on Fee % and other parameters Reservation Upgrade Request Update Wizards These buttons open mini forms that allow the user to update specific fields: Reservation Upgrade Request - Unit Price Update: Allows manual price entry for the new unit. Reservation Upgrade Request - Discount/LOI Update: Allows entry of a discount or Loss of Interest percentage. Reservation Upgrade Request - Reservation % Update: Allows adjustment of the reservation percentage or switching to a fixed amount. Reservation Upgrade Request Created Entries Tab Displays links to the generated Journal Entries after the process is completed and approved: Reservation Upgrade Request - Fees Entry: Journal entry for the upgrade fee (e.g., ADV/INV/2025/04/00009) Reservation Upgrade Request - Close Old Balance Entry: Journal entry for clearing the original reservation balance (e.g., ADCB1/2025/00044) Reservation Upgrade Request - Open New Balance Entry: Journal entry to establish the new balance (e.g., ADCB1/2025/00045) Reservation Upgrade Request Status Workflow Draft: The initial state when the upgrade request is created. Reservation Upgrade Request Operation Approval: The request is reviewed by the Operations team. Reservation Upgrade Request Financial Approval: The request is approved by the Finance team. Reservation Upgrade Request Done: The upgrade process is fully completed. Reservation Upgrade Request Example Workflow Steps 1. User starts from an existing reservation (RSRV/00030). Reservation Upgrade Request 2. User clicks OTHER ACTIONS > CREATE UPGRADE REQUEST. Reservation Upgrade Request 3. The system creates a new Upgrade Request (RESUPG/00003) in Draft status. Reservation Upgrade Request 4. User selects a new unit (e.g., S-A1-11) and a new payment plan. Reservation Upgrade Request 5. User updates the new unit price, discount, and reservation percentage. Reservation Upgrade Request 6. User clicks SAVE. Reservation Upgrade Request 7. User clicks REQUEST APPROVAL. Reservation Upgrade Request 8. The status changes to OPERATION APPROVAL. Reservation Upgrade Request 9. Operations approves the request, and the status changes to FINANCIAL APPROVAL. Reservation Upgrade Request 10. Finance approval occurs after configuring the necessary balance journal. Reservation Upgrade Request 11. The status changes to DONE and the journal entries are posted. Reservation Upgrade Request Automatic System Actions (on DONE) 1. The original reservation status changes to Upgrade. Reservation Upgrade Request 2. The status of the old unit changes to Blocked - From Upgrade. Reservation Upgrade Request 3. The new unit status changes to Reserved. Reservation Upgrade Request 4. Journal Entries are created: Reservation Upgrade Request - Fee Invoice (e.g., ADV/INV/00009) Reservation Upgrade Request - Close Old Balance Entry (e.g., ADCB1/00044) Reservation Upgrade Request - Open New Balance Entry (e.g., ADCB1/00045) Reservation Upgrade Request Impact on Records Original Reservation: The status is updated to reflect the upgrade (e.g., marked as 'Upgrade'). Reservation Upgrade Request Old Unit: The status changes to Blocked (e.g., Blocked - From Upgrade). Reservation Upgrade Request New Unit: The status changes to Reserved. Reservation Upgrade Request Upgrade Request: The status changes to DONE, which serves as an audit trail. Reservation Upgrade Request Customer Ledger: The customer’s financial obligations are updated with the new unit price and payment plan. Reservation Upgrade Request Financial Impact - The upgrade fee is recorded in the system. Reservation Upgrade Request - Payments from the old reservation are transferred to the new reservation. Reservation Upgrade Request - A new, higher financial obligation is created for the customer based on the new unit’s price and payment plan. Reservation Upgrade Request - Journal Entries reflect the changes in the accounting system, adjusting asset, liability, revenue, and expense accounts accordingly. Reservation Upgrade Request Configuration Requirements Projects must have configuration for: Reservation Upgrade Request - Upgrade Fee Account Reservation Upgrade Request - Upgrade Balance Journal Reservation Upgrade Request - Upgrade Balance Suspense Account Reservation Upgrade Request - Notes Receivable Account Reservation Upgrade Request Navigation Flow 1. Start from the Reservation Request (RSRV/000XX). Reservation Upgrade Request 2. Click OTHER ACTIONS > CREATE UPGRADE REQUEST. Reservation Upgrade Request 3. Fill in the Upgrade Request details (e.g., new unit, new plan). Reservation Upgrade Request 4. Click SAVE. Reservation Upgrade Request 5. Click REQUEST APPROVAL. Reservation Upgrade Request 6. Once approved, the status changes to DONE. Reservation Upgrade Request 7. View generated Journal Entries and updated Reservation and Unit statuses. Reservation Upgrade Request Bussiness Analysis Repricing 1.Notification Sent to All Parties and Bussiness Analysis After Cancellation Reservation Upgrade Request 2.Bussiness Analysis Update ( Blocked for repricing From Upgrade Cancellation ) +Notification Reservation Downgrade Request 3.Unit Status After Update Price ( Blocked for Sales After Repricing ) +Notification Reservation Downgrade Request Feature Name Reservation Downgrade Request Reservation Downgrade Request Goal/Purpose This feature allows a customer to downgrade from a previously reserved unit to a lower-value unit. It updates the reservation record, adjusts the status of both the old and new units, recalculates financial obligations based on the new unit's price, applies any necessary downgrade fees, and creates accounting journal entries reflecting these financial changes. Reservation Downgrade Request Trigger/Entry Point The process begins from an active Reservation Request (e.g., RSRV/00040) which is typically in a "Running" state. The user clicks the OTHER ACTIONS button and selects CREATE DOWNGRADE REQUEST from the menu. Reservation Downgrade Request Main Screens Involved 1. Reservation Request (RSRV/000XX): Displays the details of the reservation being downgraded. Reservation Downgrade Request 2. Downgrade Request Form (RESDNG/000XX): A form specifically for processing the downgrade request. Reservation Downgrade Request 3. Unit Screen: Shows the current status of the units involved (old and new). Reservation Downgrade Request 4. Journal Entries Screen: Displays the financial records generated after the downgrade process. Reservation Downgrade Request Downgrade Request Sections - Current Data Section: Displays data inherited from the original reservation (RSRV/00040). Reservation Downgrade Request Fields include: Reservation Downgrade Request - Reservation Request: Linked to the original reservation. Reservation Downgrade Request - Project: Original project (e.g., ‘Northcost’). Reservation Downgrade Request - Unit: The unit being vacated (e.g., NC-A1-014). Reservation Downgrade Request - Financial Data: Unit price, discount, reservation percentage, reservation amount, total paid amount, and more. Reservation Downgrade Request - New Data Section: Defines the target downgraded unit and terms: Reservation Downgrade Request - New Reservation Request: Linked to the original reservation. Reservation Downgrade Request - New Unit: The new, lower-value unit selected (e.g., NC-A1-016). Reservation Downgrade Request - New Payment Plan: The new payment plan for the downgraded unit (e.g., 'Four Years Monthly'). Reservation Downgrade Request - New Unit Price: The price of the downgraded unit, which may be lower than the original unit. Reservation Downgrade Request - New Discount: Discount applicable to the new unit. Reservation Downgrade Request - New Reservation Amount: Reservation amount for the new unit. Reservation Downgrade Request Fees Section Defines the administrative fees for the downgrade: Reservation Downgrade Request - Fees Type: Indicates how the fee is calculated (e.g., percentage-based). Reservation Downgrade Request - Fees (%): The fee percentage (e.g., 1.00%). Reservation Downgrade Request - Fees Amount: The amount of the fee calculated based on the percentage (e.g., 1,000.00 LE). Reservation Downgrade Request Update Wizards Functions similar to the Upgrade request, allowing the user to adjust the New Unit Price, New Discount, and New Reservation Percentage: Reservation Downgrade Request - Update New Unit Price: Lets the user adjust the new unit price. Reservation Downgrade Request - Update New Discount: Adjusts the discount for the new unit. Reservation Downgrade Request - Update Reservation %: Allows adjustments to the reservation percentage. Reservation Downgrade Request Created Entries Tab Once the downgrade is processed, journal entries are created for financial adjustments: Reservation Downgrade Request - Fees Entry: Journal entry for the downgrade administrative fee (e.g., ADV/INV/XXXXX). Reservation Downgrade Request - Close Old Balance Entry: Journal entry for closing out the old reservation balance. Reservation Downgrade Request - Open New Balance Entry: Journal entry for opening a new balance for the downgraded reservation. Reservation Downgrade Request Status Workflow The workflow follows this status progression: Reservation Downgrade Request - Draft: Initial state when the downgrade request is created. Reservation Downgrade Request - Operation Approval: Awaiting review and approval by the operations team. Reservation Downgrade Request - Financial Approval: Awaiting review and approval by the finance team. Reservation Downgrade Request - Done: Downgrade request is complete and processed. Reservation Downgrade Request System Actions After Completion After the downgrade request is marked as Done, several system actions take place: Reservation Downgrade Request - The original Reservation Request (RSRV/00040) is updated: The reservation type becomes "Downgrade," and the new unit is assigned to the reservation. Reservation Downgrade Request - The status of the original (old) unit (e.g., NC-A1-014) changes to Blocked. Reservation Downgrade Request - The new unit’s (e.g., NC-A1-016) status changes to Reserved. Reservation Downgrade Request - Journal entries are posted, reflecting the financial updates (fees, old balance transfer, new balance creation). Reservation Downgrade Request Impact on Records - Original Reservation Request: Updated with the new unit and plan details. The reservation type is marked as "Downgrade." Reservation Downgrade Request - Old Unit: Its status changes from Reserved to Blocked, meaning it is no longer available for booking. Reservation Downgrade Request - New Unit: Its status changes from Available/Blocked to Reserved, indicating it is now booked. Reservation Downgrade Request - Downgrade Request: The status of this request becomes Done, and it serves as the audit record for the downgrade transaction. Reservation Downgrade Request - Customer Ledger: Reflects the downgrade fee, the transfer of payments from the old reservation to the new, and the adjusted (lower) receivable. Reservation Downgrade Request Financial Impact - Downgrade fees (if applicable) are recorded. Reservation Downgrade Request - The customer's total financial commitment decreases due to the lower price of the new unit. Reservation Downgrade Request - Payments made for the original reservation are transferred to the new reservation. Reservation Downgrade Request - If the total paid amount exceeds the new reservation amount plus downgrade fees, a credit balance might be created on the customer’s account, which can be used against future payments or refunded. Reservation Downgrade Request Configuration Requirements To enable this feature, the following configuration settings must be set up in the system: Reservation Downgrade Request - Downgrade Fee Account Reservation Downgrade Request - Downgrade Balance Journal Reservation Downgrade Request - Downgrade Balance Suspense Account Reservation Downgrade Request - Notes Receivable Account Reservation Downgrade Request Page Navigation Flow The user navigates through the following steps: Reservation Downgrade Request 1. Reservation Request > OTHER ACTIONS > CREATE DOWNGRADE REQUEST. Reservation Downgrade Request 2. Downgrade Request Form (Draft) is opened. Reservation Downgrade Request 3. User fills in the new unit details (New Unit, New Plan, New Price, Fees). Reservation Downgrade Request 4. User clicks SAVE. Reservation Downgrade Request 5. User clicks REQUEST APPROVAL. Reservation Downgrade Request 6. The status updates as it progresses through approval stages. Reservation Downgrade Request 7. Once Done, the system shows the updated reservation and unit status. Reservation Downgrade Request System Actions after Done - Original reservation (RSRV/00040) is updated with new unit and plan. Reservation Downgrade Request - Old unit’s status is set to Blocked. Reservation Downgrade Request - New unit’s status is set to Reserved. Reservation Downgrade Request - Journal entries for fees, balance transfer, and new balance are generated and posted. Reservation Downgrade Request Bussiness Analysis Repricing 1.Notification Sent to All Parties and Bussiness Analysis After Cancellation Reservation Downgrade Request 2.Bussiness Analysis Update ( Blocked for repricing From Upgrade Cancellation ) +Notification Reservation Downgrade Request 3.Unit Status After Update Price ( Blocked for Sales After Repricing ) +Notification Reservation Termination Process Feature Name Reservation Termination Process Reservation Termination Process Goal/Purpose This feature facilitates the legal and administrative steps required to terminate a customer’s reservation if payments remain outstanding. The process involves placing a legal hold on the unit, notifying the customer, sending legal warnings, and updating the unit’s status. Reservation Termination Process Trigger/Entry Point The process begins when a customer's payments are overdue, and the system initiates the termination cycle. This is often triggered after multiple warnings and if the customer remains unresponsive to payment requests. Reservation Termination Process Main Screens Involved - Termination Screen: The main interface for managing terminations. Reservation Termination Process - Unit Status Screen: Displays the status of the unit involved in termination. Reservation Termination Process - Legal Action Module: Handles the process of moving units to legal action. Reservation Termination Process - Customer Ledger: Tracks payments, penalties, and refunds for terminated units. Reservation Termination Process Workflow Overview The termination process follows these stages: Reservation Termination Process 1. Review Installment Schedule: Pending installments are reviewed. Reservation Termination Process 2. Fill Termination Screen: Unit details, customer info, and penalties are entered. Reservation Termination Process 3. Unit Status Update: The unit is moved into a "Legal Case" status if overdue. Reservation Termination Process 4. Termination Notices: Legal department sends notices to the customer. Reservation Termination Process 5. Legal Actions: A hold is placed on the unit, and payment restrictions are enforced. Reservation Termination Process 6. Refund Process: If applicable, refunds are initiated after penalties and fees are deducted. Reservation Termination Process Action 1: Review Installment Schedule System Action: The system reviews all pending installments for the unit and copies the installment schedule to the termination screen. Reservation Termination Process Impact: Ensures that all outstanding payments and penalties are accurately tracked before the termination process begins. Reservation Termination Process Action 2: Fill Termination Screen System Action: The user inputs all necessary details about the unit, customer, dates, and penalties into the Termination Screen. Reservation Termination Process Impact: Sets up the legal action and penalty information required to proceed with the termination. Reservation Termination Process Action 3: Change Unit Status to Legal Case System Action: If the customer is overdue by more than a month, the unit status is updated to Legal Case. Reservation Termination Process Impact: The unit is now under legal review, and no further transactions (such as payments, upgrades, or reallocations) can occur until the issue is resolved. Reservation Termination Process Action 4: Change Unit Status to Legal Released System Action: After the customer settles past-due amounts and penalties, the unit status changes from Legal Case to Legal Released. Reservation Termination Process Impact: Marks the end of the legal hold, and the unit is cleared for further transactions. Reservation Termination Process Action 5: Release Legal Action / Terminate System Action: The AR Action is triggered, along with the attachment of the Agreed Compensation Amount and Other Expenses Amount fields. The system generates a journal entry reflecting these financial adjustments. Reservation Termination Process Impact: This finalizes the legal action, recording the fees and expenses related to the termination. Reservation Termination Process Action 6: Send Units to Legal System Action: The Finance Department selects units from the Termination Screen and clicks Send to Legal. The Legal Department then processes the units, either individually or in bulk. Reservation Termination Process Impact: The units are officially moved into the legal process for further action. Reservation Termination Process Action 7: Send Termination Notice System Action: The Legal or Finance Department selects an option to either send an email or print a termination notice to the customer. The notice includes all past-due amounts, penalties, and a payment deadline. Reservation Termination Process Impact: Notifies the customer of the consequences of their non-payment and the final deadline for resolving the issue. Reservation Termination Process Action 8: Update Unit Price System Action: After the termination process is complete and the notification is sent, the unit’s status is updated to Blocked from Termination. The system notifies the Development Team to review and adjust the unit's price. Reservation Termination Process Impact: Ensures the unit’s price is adjusted for future transactions once the termination process is fully closed. Reservation Termination Process Action 9: Legal Action Flag System Action: A Legal Action Flag is added to the Contract and Reservation Module, indicating whether the unit has previously been sent to legal action. Reservation Termination Process Impact: Helps track which units are under legal review and ensures consistent handling across the system. Reservation Termination Process Action 10: Holds on Contracts, Units, and Customers System Action: The system places a Hold on the contracts, units, and customers associated with the terminated reservation. This hold restricts further transactions or changes until the issue is resolved. Reservation Termination Process Impact: Prevents unauthorized or unapproved actions while the termination process is in progress. Reservation Termination Process Action 11: Parent vs. Sub-Customer Distinction System Action: The system identifies and distinguishes between Parent and Sub-Customers when processing termination actions. Reservation Termination Process Impact: Ensures that the correct customer information is used when processing legal actions, particularly when dealing with customer hierarchies. Reservation Termination Process Action 12: Notification to Sales Operations System Action: An email notification is sent to the Sales Operations Team, informing them that a unit has entered the termination cycle. Reservation Termination Process Impact: Keeps the Sales team informed about the status of the unit and allows them to take any necessary actions in response. Reservation Termination Process Action 13: Refund Process System Action: If applicable, the system initiates a refund process for the customer, deducting any penalties and late fees from the refund amount. Reservation Termination Process Impact: Ensures that the customer is refunded the correct amount, reflecting any charges or penalties incurred during the termination process. Reservation Termination Process Action 14: Unit Status Update System Action: The unit's status is updated to Blocked from Termination, indicating that no further termination actions can be taken until the unit is cleared. Reservation Termination Process Impact: Prevents further actions on the unit and ensures that it is properly marked as being in the final stages of the termination process. Reservation Termination Process Action 15: Development Team Notification System Action: An email is sent to the Development Team to notify them of the termination and request a price review for the unit. Reservation Termination Process Impact: Ensures that the unit's price is updated in the system once the termination process is completed. Reservation Termination Process Impact on Records - Unit Record: The unit’s status is changed to Blocked from Termination and Legal Case during the termination process. Once resolved, it moves to Legal Released. Reservation Termination Process - Customer Ledger: Reflects any penalties, late fees, and any amounts refunded or charged. Reservation Termination Process - Termination Request Record: Remains as a historical record of the termination request and actions taken. Reservation Termination Process Financial Impact - Penalties and Late Fees: The customer may incur penalties or late fees, which are calculated and added to their outstanding balance. Reservation Termination Process - Refunds: If applicable, refunds are issued based on the customer’s paid amounts, deducting penalties. Reservation Termination Process - Income from Legal Actions: Any income from termination fees or legal actions is recorded as an other income entry. Contract Management Purpose To generate, manage, approve, and track customer contracts with integrated legal, payment, and document workflows. Contract Management Features - Contract Creation: Auto-generate contract from reservation data; includes unit, customer, pricing, and attach plans/specs. Contract Management - Check Management: Attach checks, generate unique serial numbers for each check. Contract Management - Approval Workflow: Multi-level approvals (Sales Manager, Finance, CEO); real-time status updates. Contract Management - Legal Action: Option to hold contract/unit/customer; manage escalations to legal. Contract Management - Policy/Procedure Control: Rules for editing, signing, delivery, overseas contracts, and hold status. Contract Management - Payment Collection: Track payments, issue reminders, apply penalties. Contract Management - Penalty Management: Auto-apply penalties for overdue payments. Contract Management - Legal Intervention: Auto-transfer cases to legal for non-payment/non-response. Contract Management Workflow - Start: System checks for payment clearance and triggers notification to Sales. Contract Management - Mid: Sales Operation creates the contract → Data auto-transferred from Reservation → Sales Manager approval → Client signs. Contract Management - End: Finance and CEO approve → System updates status → Final payment collected → Legal notified if payment not completed. Contract Management Handoffs Reservation → Sales Operation → Finance → Legal → Development Contract Management Automation - Auto-generate contract Contract Management - Data transfer from Reservation Contract Management - Approval reminders Contract Management - Payment alerts Contract Management - Legal escalation triggers Contract Management Functionality Full lifecycle contract control – from generation to approval, follow-up, payment, and legal escalation. Termination Management Purpose To manage and track contract termination due to non-payment or customer request. Termination Management Features - Installment Review: Review installment payment status and due amounts. Termination Management - Termination Screen: Displays unit, customer, penalties, legal status. Termination Management - Legal Case Handling: Mark unit as under legal case. Termination Management - Termination Notices: Auto-send termination notices (email/print). Termination Management - Price Update Notification: Notify Development to update unit pricing after termination. Termination Management Workflow - Start: System (orchestra) checks installment schedule. Termination Management - Mid: Status updated to legal case; block actions on unit. Termination Management - End: Legal issues termination notice; Finance processes record updates and informs Development. Termination Management Handoffs Finance → Legal → Development Termination Management Automation Email notices, unit legal status update, price update trigger to Development. Termination Management Functionality Centralized management of unit terminations, notices, legal transitions, and pricing impact. Change of Ownership Purpose To manage ownership transfer between customers with legal, financial, and CRM integration. Change of Ownership Features - Ownership Transfer Form: Capture details of both parties + fees. Change of Ownership - Check Wallet Handling: Cancel or reallocate checks. Change of Ownership - EOI Handling: Create/update EOI, assign to new customer, log previous ownership. Change of Ownership - Reservation Handling: Update customer details, reassign reservation. Change of Ownership - Contract Handling: Amend contract, generate annexes, print updated payment schedules. Change of Ownership - Access Control: Role-based access – Sales Ops, CRM, Finance. Change of Ownership Workflow - Start: Sales or Sales Ops initiates ownership transfer. Change of Ownership - Mid: System updates ownership info, check wallet adjusted, fees handled by A/R. Change of Ownership - End: Contracts and payments updated, documents issued. Change of Ownership Handoffs Sales → A/R Change of Ownership Automation Customer record updates, check reallocation, fee calculation. Change of Ownership Functionality Ensures legal, financial, and operational compliance during ownership transfer. Relocation Management Purpose To support unit relocation requests and migrate contracts/payments to a new unit. Relocation Management Features - Open Ticket: Initiated by Sales or Customer Care. Relocation Management - Unit Details Page: Shows old/new unit, pricing, payments. Relocation Management - Revised Schedule: Created by Sales Ops. Relocation Management - Unit Reservation Link: New unit reserved and linked; payments transferred. Relocation Management - Documentation: New reservation, relocation form, updated schedule. Relocation Management Workflow - Start: Ticket initiated. Relocation Management - Mid: Approvals (Head of Sales, Finance, CEO) → Revised schedule prepared. Relocation Management - End: Finance final approval → Documents printed and given to customer. Relocation Management Handoffs Sales/Customer Care → Approvers → Sales Ops → Finance Relocation Management Automation Notifications, schedule generation, document printing. Relocation Management Functionality Manage relocation with updated documents, approvals, and payment migration. Upgrade Unit Management Purpose To manage upgrades to higher-value units with payment and documentation handling. Upgrade Unit Management Features - Open Ticket: Via Sales/Customer Care. Upgrade Unit Management - Unit Details Page: Shows differences, prices, payments. Upgrade Unit Management - Revised Schedule: Created by Sales Ops. Upgrade Unit Management - Reservation Linkage: Transfer amount, create new reservation. Upgrade Unit Management - Prints: New contract, schedule, upgrade forms. Upgrade Unit Management - Checks Handling: Old checks recalled, new checks issued. Upgrade Unit Management - Rules: Same day signing, full old payment, commissions managed on difference. Upgrade Unit Management - Approvals: Multi-level. Upgrade Unit Management Workflow - Start: Ticket initiated. Upgrade Unit Management - Mid: Approvals → Revised schedule generated. Upgrade Unit Management - End: Finance finalizes → Documents printed. Upgrade Unit Management Handoffs Sales/Customer Care → Head of Sales/Finance → Sales Ops → Finance Upgrade Unit Management Automation Reminders, document printouts, data transfers. Upgrade Unit Management Functionality Upgrade customer contracts, units, and schedules with audit-ready tracking. Downgrade Unit Managemen Purpose To manage customer downgrade requests to lower-priced units with adjusted financial logic. Downgrade Unit Managemen Features - Open Ticket: By Sales or Customer Care. Downgrade Unit Managemen - Unit Comparison: Prices, payments, differences. Downgrade Unit Managemen - Revised Schedule: Created by Sales Ops. Downgrade Unit Managemen - Reservation Transfer: Payment migrated, new unit reserved. Downgrade Unit Managemen - Documentation: Downgrade form, revised payment schedule. Downgrade Unit Managemen - Rules: Same customer/project, 50% min value, no early discounts, refund logic. Downgrade Unit Managemen - Checks Management: Old checks recalled, new ones submitted. Downgrade Unit Managemen - Approvals: Required. Downgrade Unit Managemen Workflow - Start: Ticket initiated. Downgrade Unit Managemen - Mid: Approvals processed. Downgrade Unit Managemen - End: Documents generated, refund/transfer handled. Downgrade Unit Managemen Handoffs Sales/Customer Care → Head of Sales/Finance → Sales Ops → Finance Downgrade Unit Managemen Automation Document generation, refund calculation, email alerts. Downgrade Unit Managemen Functionality Manages downgrade logic, approval compliance, and financial adjustments. Consolidation Management Purpose To consolidate multiple unit contracts under one master contract for eligible customers. Consolidation Management Features - Eligibility Check: Auto-detect multiple contracts. Consolidation Management - Commission & Fee Handling: Calculation of relevant fees. Consolidation Management - Unit Merging Options: Allow for merging of payments and dues. Consolidation Management - Installment Assignment: Assign payment against outstanding dues. Consolidation Management - Old Contract Status: Archived/consolidated. Consolidation Management - Rules: Same owner/first-degree relative, sufficient payments, no dues on new unit. Consolidation Management - Fees Calculation: System-driven based on logic. Consolidation Management - Cancellation Policy: New cancellation rules apply post-merge. Consolidation Management Workflow - Start: System detects eligible contracts. Consolidation Management - Mid: Financial consolidation processed, submitted for approval. Consolidation Management - End: Contracts merged, records updated, client notified. Consolidation Management Handoffs Customer → Finance → Head of Customer Service, CEO Consolidation Management Automation Eligibility check, financial merging, record updates. Consolidation Management Functionality Enables multi-contract consolidation with centralized financial and legal updates. Reinstatement Management Purpose To reinstate cancelled units using previously collected cancellation fees. Reinstatement Management Features - Fee Tracking: Identify reusable fees. Reinstatement Management - Fee Application: Select which cancellation fees to use. Reinstatement Management - New Contract Tag: Mark contract as “Reinstatement”. Reinstatement Management - Fee Deduction: Applied as down payment. Reinstatement Management - Record Protection: Prevent double use of fees. Reinstatement Management Workflow - Start: Sales/Customer Care requests reinstatement. Reinstatement Management - Mid: System verifies eligibility and tracks fee history. Reinstatement Management - End: Customer selects new unit, fees applied, records updated, notification sent. Reinstatement Management Handoffs Sales/Customer Care → Head of Customer Service / Finance Director / CEO Reinstatement Management Automation Track unused fees, auto-calculate down payments, prevent fee misuse. Reinstatement Management Functionality Reuse cancellation fees, ensure clean reinstatement process, protect financial integrity. Sales Comission Sales Hierarchy Setup - Hierarchical structure allows for Sales → Manager → Director → Head of Sales (HoS). Sales Comission - Configure reporting lines, such as which sales rep reports to which manager and how managers report to directors. Sales Comission - HR status tracking (e.g., active, resigned, on leave) to block commissions appropriately. Sales Comission - Salesperson swapping permissions (allows managers to assign deals across their team). Sales Comission Sales Swap Engine - Automatically tracks swaps, including who swapped the deal and when. Sales Comission - Approval required for swaps from manager/HR for transparency. Sales Comission - Notifications to involved parties when a swap happens, including the reassigned sales rep and original owner. Sales Comission Sales Contract Ownership - Identifies if a sale is individual or shared between multiple sales reps. Sales Comission - Auto-calculates commission percentage for each sales person involved based on the ownership structure. Sales Comission - Uses pre-configured templates to determine the percentage split across team members, with options for overrides. Sales Comission Commission Type Matrix - Supports multiple commission types: Sales Comission * Variable Commission: Based on tiered targets for Managers, Directors, and Head of Sales. Sales Comission * Fixed Commission: For HoS, Management based on flat rate. Sales Comission * Incentive Commission: Based on achieving specific sales targets or milestones. Sales Comission * Operational Commission: Based on operational factors like the closing process or special campaigns. Sales Comission * Referral Commission: For external brokers or ambassadors bringing in clients. Sales Comission Commission Formula Engine - Composite formula includes factors such as: Sales Comission * Base rate percentage. Sales Comission * Source rate (e.g., direct vs indirect sale). Sales Comission * Target multiplier based on sales achievement (e.g., 10% extra for achieving quarterly goals). Sales Comission * Payment terms rate (discounts or premiums based on cash/credit/instalments). Sales Comission * Channel rate (e.g., special commissions for online sales channels). Sales Comission * Exception multiplier for specific cases (e.g., extra bonus for top performer). Sales Comission Commission Layer Assignment - Auto-detects layers for each salesperson (Sales, Manager, Director, HoS). Sales Comission - Sales hierarchy layers can be manually overridden with a flag for validation and transparency. Sales Comission - Commission splits can be done by percentages or fixed values. Sales Comission - Each layer gets logged to ensure the correct distribution of commission. Sales Comission Broker & Ambassador Classification - Allows brokers and ambassadors to have tiered classification with rate adjustments based on engagement. Sales Comission - Customizable classifications such as "Top-tier Broker", "Standard Broker", and "Ambassador". Sales Comission - Rates assigned dynamically based on the classification of the broker or ambassador. Sales Comission Payment Plan Types - Different commission rates based on the payment plan chosen: Sales Comission * Cash Payment: Higher commission rate (e.g., 10%). Sales Comission * Installment Payment: Reduced commission rate (e.g., 5%). Sales Comission * Deferred Payment: Special handling, commission disbursed after full payment is received. Sales Comission * Full Payment in Advance: Enhanced commission (e.g., 12%). Sales Comission Commission Logs - Logs every change to a commission entry, detailing: Sales Comission * Salesperson who earned the commission. Sales Comission * Amount earned, including deductions for payment plans or forfeitures. Sales Comission * Log of approvals and rejections through the commission process. Sales Comission * Automated archival of logs for reporting and audit purposes. Sales Comission Target Linked Rules - Commission calculation linked to sales targets: Sales Comission * Sales targets are defined quarterly, yearly, or campaign-specific. Sales Comission * Targets can be configured per salesperson, manager, or director. Sales Comission * Auto-detection of achievement status (below 60% target = probation, 100% target = bonus). Sales Comission Commission Lifecycle Engine - Defined lifecycle: Sales Comission * Contract signed and down payment received → triggers commission eligibility. Sales Comission * Sales Ops review → Verify ownership, sales swap history, and layer assignments. Sales Comission * Multi-level approval routing (Sales Ops → Manager → Director → HR). Sales Comission * Payroll transfer initiated after final approval. Sales Comission Exception Engine - Handles exceptional cases: Sales Comission * Cancellations: Commission reversed automatically with reason logged. Sales Comission * Resignations: Resigned sales reps get flagged for pending commissions. Sales Comission * Forfeitures: Commission forfeited when specific conditions are met (e.g., no down payment, missed deadline). Sales Comission * Swaps: Deals reassigned to other reps, commission recalculated accordingly. Sales Comission Commission Commenting & Escalation - Inline comments for each commission entry allow transparency during approvals. Sales Comission - When a commission entry is rejected, automatic escalation workflows send it to higher-level managers for resolution. Sales Comission - Rejection comments logged and visible for future reference. Sales Comission Separate HR Log for Resigned Sales - Automatically creates an HR log for resigned sales reps with pending dues listed. Sales Comission - Commission earnings frozen until HR processes dues and final payment. Sales Comission Lead-Based Role Classification - Automatically detects if a lead was handled by the Sales Manager and assigns a flat-rate commission for them. Sales Comission - Ensures that the salesperson who gets the lead is properly compensated according to their role in the lead process. Sales Comission Sales Channel & Source Differentiator - Different commission rates for Direct Sales, Indirect Sales, and Online Sales. Sales Comission - Custom sub-sources defined (e.g., Residential Sales Team, Broker Referral) with additional multipliers based on performance. Sales Comission Quarterly Closure & Reconciliation - Quarterly commission closure process: Sales Comission * Verifies commissions against quarterly target achievement. Sales Comission * Flags any mismatches between target and actual earnings. Sales Comission * Final reports generated, commission adjustments made. Sales Comission 2. Configuration Sections Sales Comission HR Module - Configure all HR-related aspects: Sales Comission * Employee status (active, resigned). Sales Comission * Commission bracket setup (e.g., percentage brackets, fixed amounts). Sales Comission * Salary integration (base salary vs. commission split). Sales Comission * Tax rules (e.g., gross vs. net commission). Sales Comission Commission Tables - Base rate, commission multipliers for each layer, source and payment term-related rules. Sales Comission - Rate adjustments based on performance, payment terms, and target achievement. Sales Comission Source / Sub-source Setup - Allows configuration of sales sources (Direct, Indirect, Online) and sub-sources (e.g., Residential Team, Commercial, Referral). Sales Comission - Sets distinct multipliers and commission rules for each source. Sales Comission Target Setup - Allows configuring sales targets for different roles (e.g., Sales Rep, Sales Manager, Director). Sales Comission * Quarterly, yearly target setup with adjustable thresholds for commission bonuses. Sales Comission Forfeit Rules - Commission forfeited based on unapproved contract status or non-fulfillment of payment terms. Sales Comission - Manual override allows HR to flag specific deals for forfeiture. Sales Comission Approval Workflow Steps - Configurable approval steps: Sales Comission * Sales Ops → Manager → Director → Finance → HR. Sales Comission * Option to include automated rules based on contract value, lead source, or other criteria. Sales Comission Payroll Integration - Seamless transfer of commission data to payroll system after final approval. Sales Comission - Supports gross and net commission payout splits. Sales Comission Notification Settings - Customizable notifications for various stages: Sales Comission * New commission approval, rejection, transfer, or forfeiture. Sales Comission * Notifications also go to involved managers and HR for escalations. Sales Comission 3. Workflow Lifecycle Sales Comission Start - Contract signed and down payment made → Triggers eligibility for commission calculation based on defined formulas. Sales Comission Step 1 - Automatic commission calculation based on predefined rules and available contract data (e.g., deal value, payment terms). Sales Comission Step 2 - Sales Ops team reviews commission, ensures it follows the correct distribution, confirms ownership, and applies sales swap rules if applicable. Sales Comission Step 3 - Approval routed to Sales Manager for further verification. If manager approval is granted, it moves to Director for review. Sales Comission Step 4 - Director approves, and the commission moves to HR for payroll processing. Sales Comission Step 5 - HR handles final commission payout, including tax adjustments, and updates the HR logs. Sales Comission Exceptions - Handle cases like cancellations, unapproved deals, and resigned employees by marking the deal and commission as "pending" or "revoked." Sales Comission Quarterly Closing - Finalized commissions are locked for the quarter, and reconciliations are done to ensure alignment with target achievement. Sales Comission 4. Actions by Role Sales Comission Sales - View own commissions, approve calculated commissions, request corrections. Sales Comission Sales Manager - Approve commission splits, review sales contract ownership, approve swaps, initiate escalations if needed. Sales Comission Director - Approve/reject escalated cases, override commission settings, review quarterly reports. Sales Comission Sales Operations - First-line validator for commission accuracy, trigger approval workflow for commissions. Sales Comission Finance - Final commission review, ensure validity of payment terms, approve commission for payroll disbursement. Sales Comission HR - Configure roles, handle resignation cases, update salary/commission details, process commissions for payroll. Sales Comission Admin - Master config for commission rules, formulas, workflows, and exception handling. Sales Comission 5. Key Scenarios & Performance Cases Sales Comission Sales Manager created Lead - When a Sales Manager marks a lead, it automatically assigns them the flat-rate commission. Sales rep rates are then applied to subsequent actions. Sales Comission Resigned Salesperson - Automatically flags commissions as pending and generates an HR log. Sales Comission Contract Cancelled - Commission is auto-reversed when a contract is cancelled and logged for HR review. Sales Comission Target Missed (<60%) - Automatic probation is triggered, and target achievement alerts are generated for the manager to review. Sales Comission Shared Deal by 2 Salespersons - Commission split evenly or by agreed percentage depending on the team structure and sales involvement. Sales Comission Incentive/Management Commission - Management and incentive commissions are handled separately to avoid double-counting and ensure accurate reporting. Sales Comission Commission Log Mismatch - Mismatch alerts for commissions against target achievement, manual override flags for recalculations. Sales Comission Unapproved Commission - Automatically moved to pending state with a notification to sales ops for further review. Sales Comission 6. System-Level Impacts Sales Comission Payroll - Finalized commissions pushed to payroll, separated by type (Sales, Management, Incentive). Sales Comission Finance Reporting - Monthly and quarterly reports are generated for accruals, budgeting, and planning. Sales Comission HR Audit - Tracks resignations, dues, and status changes with historical accuracy for future audits. Sales Comission Sales Performance - Directly impacts performance evaluations, quarterly rankings, and incentive modeling for the next quarter. Sales Comission Compliance - Rules ensure that commission practices follow regulatory standards and internal controls. Sales Comission 7. Advanced Automation & Logging Sales Comission Auto Flags - Flags for resigned sales reps, unpaid contracts, unsigned agreements, and duplications. Sales Comission Log Types - Logs for commission types: Sales, Management, Incentive, Operations. Sales Comission Email Notifications - Customizable for each event: approved, rejected, paid, forfeited. Supports batch notifications. Sales Comission 8. Performance Considerations Sales Comission High Performance Optimization - Asynchronous calculations for large batches of commission data, caching frequently used configurations. Sales Comission Quarterly Processing - Parallel processing for quarterly closures, ensuring efficiency across high volumes of commission data. Lead Configuration Area Detailed Description Lead Sales Team Hierarchy Setup Structure: Lead - Hierarchical organization: Sales Representatives → Team Leaders → Managers → Directors → Head of Sales Lead - Each level has specific permissions, access rights, and visibility into team performance Lead - Additional hierarchy levels can be configured based on organizational needs Lead Lead Team Configuration: Lead - Distinct teams with different validation rules (e.g., Team 1, Team 2) Lead - Each team can operate under different modes simultaneously: Lead • Team 1: Open race mode - first responder takes ownership Lead • Team 2: Validation mode - requires verification before assignment Lead Lead Validation Requirements: Lead - All teams perform verification of: Lead • Mobile number (format validation, duplicate check) Lead • National ID (for locals) or passport (for internationals) Lead • Activity history to prevent duplicate lead entry Lead Lead Access Control: Lead - Titles and permissions assigned based on targets and performance metrics Lead - Specific restrictions implemented for indirect vs. direct teams Lead - Manager-level access includes visibility into all team member activities Lead Lead Assignment and Rotation Queue System: Lead - Dedicated assignment queues created for each sales team Lead - Independent rotation rules configurable per queue Lead - Queues can be prioritized based on lead source, value, or urgency Lead Lead Assignment Modes: Lead - Open Race Mode: Lead • Multiple sales representatives can see the same lead Lead • First representative to take action claims ownership Lead • No rejection of leads regardless of duplicate status Lead • System logs first-responder and timestamps all actions Lead Lead - Validation Mode: Lead • Strict verification process before assignment Lead • Automatic rejection if duplicate found based on: Lead - Mobile number exact match Lead - National ID/passport match Lead - Recent activity within configuration timeframe Lead • System provides reason for rejection to the user Lead Lead Distribution Logic: Lead - Round-robin option for balanced workload across team members Lead - Skill-based assignment based on sales rep expertise and lead characteristics Lead - Weighted distribution based on performance metrics or seniority Lead Reassign Lead Automation Configuration Parameters: Lead - Lead source type definitions (direct vs. indirect) Lead - Channel-specific settings for each lead source Lead - Granular time-based rules for different lead scenarios Lead Lead Time-Based Triggers: Lead - Unreachable/Unqualified Leads: Lead • Configurable in hours (typically 4-8 hours) Lead • System monitors qualification status changes Lead • Automatic reassignment after specified period of inactivity Lead • Notification sent to original owner and new assignee Lead Lead - Existing Customers without Activity: Lead • Configurable in days (typically 5-20 days) Lead • System tracks last customer interaction date Lead • Gradual alerts before reassignment (75%, 90% of time elapsed) Lead • History maintained for accountability and tracking Lead Lead - Non-Existing Customers: Lead • Configurable in days (typically 3-15 days) Lead • Different threshold than existing customers Lead • Higher priority for follow-up reminders Lead Lead Reassignment Hierarchy: Lead - First level: Within same team to different sales representative Lead - Second level: To another sales team in same group/hierarchy Lead - Final level: Escalation to team leader for manual intervention Lead Lead Lead Source Priority: Lead - Direct Source Leads: Lead • Highest reassignment priority Lead • Mandatory reassignment when neglected Lead • Complete tracking of reassignment chain Lead Lead - Indirect Source Leads: Lead • Default: No automatic reassignment Lead • Optional configuration to enable reassignment Lead • Configurable to restrict reassignment within original team only Lead • Team leader approval option before reassignment Lead User Access and Lead Entry Access Hierarchy (Descending Priority): Lead 1. Marketing Department: Lead • Primary source entry point for digital leads Lead • Can create and distribute leads from all sources Lead • Access to source analytics and performance metrics Lead Lead 2. Call Center: Lead • Handles direct customer inquiries Lead • Creates leads from inbound calls Lead • Limited edit rights to existing leads Lead • Can create and distribute leads Based on Different Que Lead • Can Generate campain and distribute leads Based on Different Que Lead Lead 3. Sales Operations: Lead • Manages lead distribution logistics Lead • Oversees team performance metrics Lead • Can reassign leads manually when needed Lead Lead 4. Sales Staff: Lead • Direct interaction with assigned leads Lead • Entry of self-generated leads Lead • Limited visibility to other representatives' leads Lead Lead Transparency Features: Lead - Complete audit trail showing department owner of each lead Lead - Timestamp and user details for every interaction Lead - Activity logs viewable by management Lead Lead Lead Distribution Methods: Lead - Marketing Team: Lead • Website form leads processed in real-time Lead • Social media lead integration (Facebook, Instagram, etc.) Lead • Bulk import capabilities for campaign-generated leads Lead • Sequential distribution following predefined flows Lead • Channel-specific distribution rules Lead Lead - Call Center: Lead • Inbound call routing based on availability Lead • Skill-based distribution for specialized products Lead • Priority queue for high-value prospects Lead Lead - Employee-Generated: Lead • Interface for non-sales staff to submit potential leads Lead • Approval workflow before assignment Lead Lead - Self-Generated: Lead • Sales representatives can create their own leads Lead • Automatic assignment to creator Lead • Special tagging for performance tracking Lead General rule No dublication Happened in lead Lead Lead Validation Options Validation Types: Lead - Open Leads System: Lead • Accepts any potential client without activity verification Lead • Minimal entry requirements (name, phone number only) Lead • No duplicate checking against active leads Lead • Ideal for high-volume lead generation campaigns Lead • Quick entry process for time-sensitive leads Lead • Prevents duplicate lead creation and customer confusion Lead Lead - Validate Leads System: Lead • Strict verification requirements before acceptance Lead • Mandatory fields: phone number, email, ID/passport Lead • Verification against existing database before creation Lead • Prevents duplicate lead creation and customer confusion Lead Lead Validation Modes (Technical Implementation): Lead - Open Race Mode: Lead • System checks mobile/phone against existing contacts Lead • Search algorithm excludes closed deals from consideration Lead • Duplicate warning shown but does not prevent creation Lead • Notifies other representatives of potential overlap Lead • Logs connection between related leads for future reference Lead Lead - Validation Mode: Lead • Comprehensive check of last activity date against validation table Lead • Each lead source has specific validation period configuration Lead • Sub-source level rules for specialized lead types Lead • Multi-factor verification (phone + ID + activity date) Lead • Rejection with specific reason if validation fails Lead Lead Differentiation Methods: Lead - Phone Number Search: Lead • Exact match algorithms Lead • Format standardization (removes spaces, special characters) Lead • International number format handling Lead Lead - ID Verification: Lead • National ID validation for local customers (checksum, format) Lead • Passport validation for international customers Lead • Document expiration date verification Lead • Optional document upload for verification Lead Activity Tracking and Counter Core Tracking Metrics: Lead - Comprehensive monitoring of all sales interactions with prospects/customers Lead - Real-time activity logging with timestamp and user identification Lead - Status updates based on most recent interaction timestamp Lead - Automatic flagging of inactive leads based on thresholds Lead Lead Counter System Components: Lead - Last Activity Age Calculation: Lead • Formula: Current date minus last sale activity date Lead • Updates in real-time with each new interaction Lead • Color-coded visualization (green: recent, yellow: approaching threshold, red: overdue) Lead • Trigger for automated alerts and notifications Lead Lead - Lead Age Tracking: Lead • Formula: Current date minus lead creation date Lead • Measures total lifetime in the sales pipeline Lead • Used for aging reports and pipeline velocity metrics Lead • Influences lead prioritization algorithms Lead Lead - Effective Age Monitoring: Lead • Formula: Current date minus lead source modification date Lead • Tracks time since last meaningful status change Lead • Resets upon significant lead updates Lead • Critical for determining lead freshness Lead Lead Validation Framework: Lead - Dynamic validation periods based on lead source and customer type Lead - System automatically compares actual age metrics against configured thresholds Lead - Different validation periods for each lead source-subsource combination Lead - Rules engine determines lead visibility and reassignment eligibility Lead - Exception handling for special cases with management approval Lead Lead Status and Notifications Rotation Triggers: Lead - Automated monitoring of lead activity and follow-up actions Lead - Configurable inactivity thresholds that initiate rotation process Lead - Escalation path defined by team hierarchy and lead source Lead - System-generated tickets for unresolved rotation cases Lead Lead Notification System: Lead - Original Owner Alerts: Lead • Immediate notification of unauthorized lead entry attempts Lead • Warning messages for duplicate lead creation attempts Lead • Escalation alerts when lead approaches reassignment threshold Lead • Activity reminders before automatic reassignment Lead Lead - Management Notifications: Lead • Team performance dashboards with real-time metrics Lead • Exception reports for unusual lead handling patterns Lead • Escalation notifications for disputed lead ownership Lead Lead - Team Awareness: Lead • Pop-up warnings when attempting to contact a lead already in process Lead • Client pursuit notifications across the team Lead • Transparency into lead ownership and history Lead Lead Warning System: Lead - Interactive pop-up alerts for duplicate lead detection Lead - Detailed information about existing lead owner and status Lead - Option to proceed with creation (with justification) or cancel Lead - Audit trail of warning acknowledgments for compliance Lead Lead Status Update Mechanisms: Lead - Automatic status transitions based on activity and time thresholds Lead - Push notifications for critical status changes Lead - Email digests for pending actions and upcoming deadlines Lead - Mobile app notifications for field sales teams Lead Client Classification and System Classification Framework: Lead - Client Categories: Lead • Potential Buyers: Leads still in qualification phase Lead • Confirmed Buyers: Qualified leads with high purchase intent Lead • Past Customers: Previous buyers with potential for repeat business Lead • VIP Clients: High-value customers with specialized handling Lead Lead - Scoring Systems: Lead • Automated lead scoring based on behavior and demographics Lead • Manual score adjustments by sales representatives Lead • Dynamic rescoring based on ongoing interactions Lead • Threshold-based categorization for sales approach Lead Lead Configuration Tables: Lead - Acceptance Criteria: Lead • Source-specific validation rules Lead • Minimum information requirements by lead type Lead • Duplicate handling policies by customer category Lead • Special exception handling for VIP prospects Lead Lead - Rejection Logic: Lead • Clearly defined rejection scenarios with reason codes Lead • Cooling-off periods before lead resubmission Lead • Approval workflows for rejected lead reinstatement Lead • Notification requirements for rejected leads Lead Lead Ownership Structure: Lead - Clearly defined hierarchy from individual rep to head of sales Lead - Built-in visibility controls based on organizational position Lead - Lead ownership transitions documented with timestamps Lead - Dispute resolution process for ownership conflicts Lead Lead Management Visibility: Lead - Real-time dashboards of team assignment distribution Lead - Performance metrics by representative, team, and region Lead - Lead aging reports with escalation flags Lead - Conversion rate tracking by lead source and representative Lead Lead Status Process and Procedure Status Progression Workflow: Lead 1. Draft Status: Lead • Initial state for newly created leads Lead • Minimal validation requirements Lead • Not yet visible in main assignment queue Lead • Temporary storage for incomplete information Lead • Auto-deletion if not progressed within 24 hours Lead Lead 2. Assigned Status: Lead • Lead allocated to specific sales representative Lead • Basic validation completed Lead • Appears in representative's work queue Lead • Initial contact attempt required within configured timeframe Lead • Assignment timestamp recorded for SLA tracking Lead Lead 3. Processing Status: Lead • Active engagement with potential client Lead • Regular activity updates required Lead • Qualification decisions made in this stage Lead • Full customer profile development Lead • Needs assessment and solution matching Lead Lead 4. Freeze Status: Lead • Temporary hold on lead progression Lead • Mandatory reason documentation required Lead • Specific timeframe must be defined (1-30 days) Lead • Manager approval for freezes beyond 7 days Lead • Automatic unfreezing with notification after period expires Lead • Returns to Processing status when unfrozen Lead • Activity required within 24 hours of unfreezing Lead Lead 5. Pricing Form: Lead • Available only during Processing status Lead • Generates formal pricing proposals Lead • Includes default payment plan options Lead • Document versioning for multiple iterations Lead • Requires manager approval above certain thresholds Lead Lead 6. Expression of Interest (EOI): Lead • Project-level interest formalization Lead • Transitions from Processing status only Lead • Requires client payment based on project configuration Lead • Payment amount set by project-specific requirements Lead • Receipt generated automatically Lead • Time-limited to maintain pipeline velocity Lead Lead 7. Hold Request: Lead • Progression from EOI status Lead • Involves blocking specific unit code number Lead • Configurable hold period (typically 7-30 days) Lead • Sales operations approval workflow Lead • Extension requests require management approval Lead Lead 8. Payment Transitions: Lead • To Booking: Lead - Automatic when total paid < default down payment Lead - Requires minimum payment threshold Lead - Generates booking documentation Lead • To Reservation: Lead - Automatic when total paid = default down payment Lead - Secures property with full initial payment Lead - Higher priority than booking status Lead Lead Refund Policy: Lead - Client eligible for EOI refund until Hold Request stage Lead - Refund processing workflow with approval steps Lead - Refund processing timeframes (typically 7-14 business days) Lead - Refund reason documentation required Lead Customer Data Entry Fields Core Identity Information: Lead - Name Fields: Lead • Full Name (as displayed in system) Lead • Legal Name (used in official documents) Lead • First Name/Last Name (separate fields for sorting) Lead • Preferred Name/Nickname (optional) Lead Lead - Entity Type: Lead • Individual/Company selector Lead • Different field sets display based on selection Lead • Different validation rules apply based on type Lead Lead Contact Information: Lead - Address Details: Lead • Primary Address (street, city, zip/postal code, country) Lead • Alternative Address (mail delivery, billing, etc.) Lead • Address verification system integration Lead • Map pinning for physical location Lead Lead - Communication Channels: Lead • Phone Numbers: Lead - Local Mobile: Mandatory for local customers Lead * Must start with "01" Lead * Exactly 11 digits required Lead * Format validation in real-time Lead - International Mobile: Mandatory for international customers Lead * Country code selection Lead * Format validation by country Lead - Foreign Mobile: For foreign customers Lead * Secondary contact number Lead * International format required Lead • Email: Mandatory field with format validation Lead • Website: Optional with URL format validation Lead Lead Professional Information: Lead - Job Position/Title Lead - Company (if individual) Lead - Industry sector Lead - Annual revenue range (for companies) Lead Lead Classification Fields: Lead - Title (Mr., Ms., Dr., etc.) Lead - Language preference Lead - Custom Tags for segmentation (B2B, VIP, etc.) Lead - Industry classification Lead Lead Broker Relationship: Lead - Broker Status indicators: Lead • Is a broker? (Yes/No) Lead • Is a Main Distributor? (Yes/No) Lead • Is a Subcontractor? (Yes/No) Lead • Is a Consultant? (Yes/No) Lead - If broker status enabled, broker selection required Lead Lead Customer Type Classification: Lead - Local, International, or Foreign selector Lead - Determines mandatory field requirements Lead - Affects validation rules and document requirements Lead Lead Legal Documentation: Lead - For Individuals: Lead • Nationality selection Lead • National ID (for locals): Lead - 14 digits exactly Lead - Valid expiration date required Lead - Format validation and checksum verification Lead - Optional document upload Lead • Passport (for foreigners): Lead - Passport number Lead - Issue date Lead - Expiration date (must be valid) Lead - Document upload mandatory Lead Lead - For Companies: Lead • Tax ID with validation Lead - Issue date Lead - Expiration date Lead - Document attachment Lead • Commercial Register Lead - Registration number Lead - Issue date Lead - Expiration date Lead - Document attachment Lead • WHT Advance Payment Certification Lead • VAT Certification with number validation Lead Lead System Automations: Lead - Dynamic field requirements based on Type selection Lead - Automated phone number format validation Lead - ID/Passport expiration validation Lead - Legal name display alongside customer name Lead Lead Data Entry Fields Core Lead Information: Lead - Identification: Lead • Lead Name/Description (overview of opportunity) Lead • Internal reference number (auto-generated) Lead • Lead creation date and time (system-generated) Lead Lead - Customer Association: Lead • Link to existing customer record Lead • Option to create new customer Lead • First/Last Name fields (for new customers) Lead • Shared Customer indicator with multi-select interface Lead Lead Classification Data: Lead - Customer Type selector (Local, International, Foreign) Lead - Mobile numbers (fields change based on selected type) Lead - Email address (mandatory with validation) Lead - Lead Creation Validation (auto-set to "Open Race") Lead - Self Generated flag with creator tracking Lead Lead Qualification Information: Lead - Qualification process status (New, In Progress, Complete) Lead - Qualification result status (Qualified, Unqualified, etc.) Lead - Qualification reason with structured selection Lead - Qualification notes for detailed information Lead Lead Timing Metrics: Lead - Assignment timestamp (when lead assigned to sales) Lead - Expiration date (auto-calculated based on source rules) Lead - Last Activity Date (most recent interaction) Lead - Last Activity Date Age (days since last activity) Lead - Lead age in days (from creation date) Lead - Source effective age (from last source change) Lead Lead Status Flags: Lead - Is Freeze? (currently on hold) Lead - Is No Action? (no recent activity) Lead - Is User Change? (recently reassigned) Lead Lead Interest Information: Lead - Primary Interested Project (with selection interface) Lead - Secondary Interested Project (optional) Lead - Unit Type preference (apartment, villa, etc.) Lead - Unit Subtype (1BR, 2BR, penthouse, etc.) Lead Lead Source Information: Lead - Source (Facebook, Website, Broker, etc.) Lead - Source details (campaign name, broker ID, etc.) Lead - Medium (online, print, referral, etc.) Lead Lead Ownership: Lead - Assigned Sales Person Lead - Sales Team Lead - Campaign association Lead Lead Prioritization: Lead - Priority level (Low, Medium, High, Urgent) Lead - Custom Tags for categorization Lead Lead History Tracking: Lead - Qualification Log (complete history) Lead - Salesperson assignment log (all changes) Lead - Source modification log (source changes) Lead Lead Additional Information: Lead - Internal Notes field Lead - Extra Information section Lead - Visits tracker Lead - Due Date for next action Lead - Document Attachments Lead Lead Automation Features: Lead - Lead auto-assignment based on configured rules Lead - Expiration date calculation from source settings Lead - Automatic status transitions Lead - Source change tracking Lead - Shared customer management interface Lead Lead Qualification Process Qualification Workflow: Lead - Initial contact attempt required within configured time (typically 4-24 hours) Lead - Multiple contact methods documented (call, email, SMS) Lead - Minimum contact attempts required before status change (typically 3-5) Lead - Structured qualification script with standardized questions Lead - Decision tree approach for consistent qualification Lead Lead Qualification Statuses: Lead - New: Initial state before qualification attempt Lead - In Progress: Contact attempts underway Lead - Qualified: Successfully reached and meets criteria Lead - Not Qualified: Reached but doesn't meet criteria Lead - Unreachable: Unable to establish contact after required attempts Lead Lead Qualification States: Lead - Interested: Prospect confirmed interest in offerings Lead - Not Interested: Prospect explicitly declined interest Lead - Future Potential: Not currently interested but future prospect Lead - Wrong Contact: Incorrect contact information Lead - Competitor Engaged: Working with competitor Lead Lead Follow-Up System: Lead - Next Action field with structured selection Lead - Due Date assignment with reminder system Lead - Calendar integration for scheduled calls/meetings Lead - Automated reminder escalation Lead Lead Rotation Mechanism: Lead - Lead re-rotation triggered by inactivity threshold Lead - Exception for leads in Open Race mode Lead - Notification to original owner before reassignment Lead - Complete activity history transferred with lead Lead - Original owner retains visibility for continuity Lead Lead Assignment (Source-Based Routing) Source Definition Components: Lead - Lead Sources: Lead • Digital: Website, Facebook, Instagram, Other social media Lead • Traditional: Events, Print ads, Billboards Lead • Direct: Call center, Walk-in, Referral Lead • Partner: Broker, Ambassador, Affiliate Lead Lead - Source Properties: Lead • Type classification: Direct or Indirect Lead • Subtype categorization for specialized handling Lead • Self-Generated flag for sales-created leads Lead • Facebook-specific flag for social media tracking Lead Lead Assignment Mode Configuration: Lead - Manual Assignment: Lead • Leads require explicit assignment by manager/admin Lead • Queue visibility to assignment personnel Lead • Bulk assignment capabilities Lead • Assignment reason documentation Lead Lead - Automatic Assignment: Lead • Rules-based distribution without human intervention Lead • Real-time assignment upon lead creation Lead • Load balancing across available representatives Lead • Exception handling for special cases Lead Lead Time Configuration: Lead - No Action Limit in hours (typically 2-8 hours) Lead - Existing Customer expiration period in days (typically 5-30 days) Lead - Non-Existing Customer expiration in days (typically 3-15 days) Lead - Custom timeframes configurable by source Lead Lead Queue Management: Lead - Sales Person Queue with active/inactive status Lead - Capacity limits per representative Lead - Skill-based routing capability Lead - Vacation/absence handling Lead Lead Assignment Rules Types: Lead - Source-Based: Lead • Specific sources routed to dedicated teams Lead • Source expertise matching Lead • Campaign-specific routing Lead Lead - Round-Robin: Lead • Equal distribution among eligible representatives Lead • Weighted distribution based on capacity/performance Lead • Skip logic for unavailable representatives Lead Lead - Hierarchical: Lead • Routing based on organizational structure Lead • Escalation paths defined by reporting lines Lead • Override capabilities for management Lead Lead Lead Handling Models: Lead - Open Race Model: Lead • Visible to all eligible representatives in queue Lead • First-action claims ownership permanently Lead • Activity timestamp locks assignment Lead • Conflict resolution for simultaneous claims Lead Lead - Validity Model: Lead • Exclusive assignment to single representative Lead • Time-limited ownership based on source configuration Lead • Reassignment triggered by inactivity Lead • Extension request workflow available Lead Lead Actions Qualification Actions: Lead - Update qualification status with structured reason codes Lead - Document contact attempts with outcome tracking Lead - Schedule follow-up activities with reminders Lead - Record detailed qualification notes Lead Lead Conversion Options: Lead - Convert to Opportunity: Lead • Transforms qualified lead to sales opportunity Lead • Requires minimum information completion Lead • Creates formal sales pipeline entry Lead • Sets probability and forecast values Lead Lead Pricing Actions: Lead - Create Price Simulate: Lead • Generates detailed pricing proposals Lead • Applies appropriate discount structures Lead • Includes payment schedule options Lead • Version control for multiple iterations Lead Lead Financial Instruments: Lead - Request LG (Letter of Guarantee): Lead • Formal bank guarantee request Lead • Documentation requirements checklist Lead • Approval workflow with finance department Lead • Status tracking through completion Lead Lead Real Estate Specific Actions: Lead - Create EOI (Expression of Interest): Lead • Formal documentation of client interest Lead • Initial deposit handling Lead • Project and unit selection Lead • Time-limited reservation Lead Lead - Create Holding Request: Lead • Temporary property reservation Lead • Additional payment processing Lead • Specific unit blocking in inventory Lead • Expiration date assignment Lead Lead - Create Booking Request: Lead • Partial payment processing Lead • Contract preparation initiation Lead • Financial verification steps Lead • Documentation requirements Lead Lead - Create Reservation Request: Lead • Full down payment processing Lead • Secure unit allocation Lead • Contract generation Lead • Payment plan establishment Lead Lead Status Change Actions: Lead - Lost: Mark lead as lost with reason classification Lead - Won: Mark lead as won with details on deal closure Lead Lead Sales Actions: Lead - New Quotation: Generate formal product/service quote Lead Lead Communication Activities: Lead - Notes: Internal documentation Lead - Mails: Email correspondence tracking Lead - Calls: Phone call logging with outcomes Lead - Meetings: In-person meeting scheduling and minutes