User Guide

How do I get started?

After you have logged onto illumiere, you would get a Dashboard. Selected Enterprise would be None.

For enterprise owner, the first thing to do is to create a new record for your enterprise. You can do that by clicking on "Enterprise" on the top bar and follow by "New". This would launch the create Enterprise form. Fill in the details and click "Create" to complete the creation.

After the Enterprise record has been created, go User Profile to select the enterprise.

1. Enterprise

Enterprise is a logical entity to segregate orders from one Enterprise to another. Data on illumiere is organised around Enterprise entity. Members within the same Enterprise can see all information about the Enterprise. Non-members would not be able to view data relating to the Enterprise. Each user can create multiple Enterprises for different business, organisation or family entity.

Enterprise Admin User or Contact User can edit the Enterprise detail or add/remove member to their Enterprise.

Company logo can be uploaded by clicking on the placeholder image in the top left corner of the Title bar in the Enterprise details screen. A pop-up will appear upon click.

  • Restrict View for Members - Enterprise Admin can turn on this feature to restrict members access to own orders or invoices only.

2. User

User is a member of the illumiere community. User would need to be part of an Enterprise to view data on the Enterprise. A user can be member of multiple Enterprises. However, user can only select one to work on at any one time. User can select the Enterprise in Profile module.
To add user to an Enterprise, get user to Sign-up for an illumiere account. Go to your selected Enterprise , select the user's name under Members field to add.


3. Order Book

Order book shows all requests, orders and invoices for the selected Enterprise by year. User could use Buy/Sell/All to filter on transactions. The Status summary will reflect the transactions listed. Invoice is indicated by the invoice icon besides status.

  • Export - All transactions for the selected year could be exported in Excel compatible cvs format.
Start an Order
Three types of order record can be entered into the systems: Request, Order and Invoice. Each of these would be explained in details in sections below.
  • Buyer - As a buyer, you could send Order quotation request to seller via the platform by using the Order > New Request module.
  • Seller - As a seller, you could send Order quotation to buyer via the platform using the Order > New Order module.
An order can start as a Request or Order. Request will become Order once seller receive the quotation request.


3.1 Request
Request is a order quotation request for buyer to send to product or service Seller. This would allow enterprise to completely digitise the end to end procurement process.

3.1.1 Request Workflow
New Request can be added to Order Book by using Order > New Request module. Request would have the following Order status, in processing order:
  • Draft
    - Buyer creats New Request
  • Request
    - Buyer sends Quotation Request to Seller
After Request is sent, the Request becomes an Order. Refer to the Order section below on Order workflow.


3.2 Order
Order is entered from the perspective of a seller. Seller's company is defaulted to the User's selected Enterprise.

User would enter the buyer enterprise and buyer contact. Upon typing the Enterprise name or Buyer Email, the list of matching Enterprise would be presented for selection. If the Enterprise Name or Contact User Email address is not found, entry fields would be presented for entry.

3.2.1 Order Workflow
New Order can be added to the Order Book by using Order > New Order module. Order could have the following Order status, in progressing order, by which action party:

  • Draft
    - Seller
  • Quote
    - Seller
  • Accept
    Reject
    - Buyer
  • Cancelled
    - Seller (Optional for Rejected order)
  • In Progress
    - Seller
  • Delivered
    - Seller
  • Invoiced
    - Seller
  • Paid
    - Buyer
  • Closed
    - Seller
3.2.2 Attachment
You could attach files or photos to your order or request at any stage of the order workflow.

  • File - Upload files from your computer or mobile phones
  • Photos - Upload photo from your computer or mobile phone photo album or snap a photo using mobile phone's camera.

3.3 Invoice
Invoice is similar to Order but less of the Order Workflow. Use Invoice if you do not need the Order workflow to be carried out between your company and your trade counterpart company. Invoice can be used to capture completed transactions so that it can be added to the Order Book for overall financial management and accounting. It is also a easy way to start on illumiere platform without impacting your trade counterparts. Once you are comfortable using illumiere platform then use the Order workflow to get the full benefits of the platform.

3.3.1 Invoice Workflow
Invoice is created using Order > New Invoice module. It would start in Draft status and closes as Closed status once the Invoice details is complete. Invoice can be re-opened for amendment. Invoice have the following Order status, in progressing order:

  • Draft
    - Seller/Buyer
  • Closed
    - Seller/Buyer
3.3.2 Attachment
You could attach files or photos to your order or request at any stage of the order workflow.

  • File - Upload files from your computer or mobile phones
  • Photos - Upload photo from your computer or mobile phone photo album or snap a photo using mobile phone's camera.
3.3.3 PDF and Email
After an Invoice is Closed, you can generate a PDF of the invoice or send a email copy of the Invoice to your trade counterparty.

  • Generate PDF - Generates printable PDF file of the Order
  • Send Email - Sends a copy of the invoice to trade counterparty