Workflow process

A gratuity document includes but not limited to the following information: a list of crew members entitled to a gratuity, the amount owned to crew members, their sign on and sign off dates.

A gratuity document follows the chain of approval flow. Based on the roles and access rights defined in the chain of approval, there are 3 privilege levels: a gratuity manager, coordinator and an approver. This section covers the responsibilities of each level:

A gratuity manager starts the module and creates a gratuity document by using one of the ways: create manually or import from POS (a third-party application). Once the gratuity document is created, the system automatically calculates the shares owned to crew members. After this, the document may be subject to submission, cancellation or modification.

If the document is submitted, it will be made available to a coordinator in the list of documents waiting for submission. The coordinator reviews the document and decides to either submit or reject it.

Once the document is submitted, it is then presented to an approver as the document waiting for approval. The approver decides whether to approve or reject the document.

The approved document goes directly to the Gratuities plugin where a payroll manager can either transfer the gratuity document or reject it. In case the document is rejected, it will be redirected to the gratuity manager as a rejected document. The manager can modify or cancel the document. Once modified, the document then undergoes the same workflow process.

Functionality 

This section explains how to create, submit for approval and approve a gratuity document. By following the guidelines, you will be well on your way to working with the module.

Get Started

As a gratuity manager, you can access the Gratuities module. Once accessed, you find yourself on the module main page:

On this page, you can create a gratuity document. There are two options in the module:

• create document from scratch. For more information, see Gratuities module#Create Manually.

• import document from POS (third-part system). For more information, see Gratuities module#Import from POS.
  
  

Besides, on the toolbar, the following commands are available:

• My Documents. Click the button to view all the documents available in the module with different status: waiting for approval or rejected.

• Waiting for Approval. Click the button to view the submitted documents to be processed. The command is available for an approver or a submitter.

• Rejected. Click the button to view the documents rejected by an approver, manager or APM.

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Create Manually Create Manually

Create Manually

 You can create a gratuity document from scratch. To do this, click the Create Manually button on the toolbar of the Gratuities module main page:

Clicking the button makes the Create document dialog appear:

Within the dialog, fill in the following fields:

• Date. The date of the gratuity to be calculated.

• Voyage. The place where the sales come from. 

• Net Sales. Total net sales performed on the defined date.

• Gratuity (%). The percentage of the gratuity to be calculated based on the net sales.

• Total Gratuity. It is automatically calculated based on the values provided in the Net Sales and Gratuity(%) fields.

When done, click Create. The system automatically calculates the shares for the crew members onboard on that date.

As a result, the created gratuity documents will appear on the main page of the module:

Take a minute to watch the video that will show you how to manually create a gratuity document.

create_manually.mp4

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Import from POS Import from POS

Import from POS

You can import a document from POS. For this, click the Import from POS button on the toolbar of the Gratuities module main page:

Clicking the button makes the Import from POS dialog appear:

Within the dialog, provide the date(s) of the gratuities to be imported by filling in the following fields:

• Date From. Set the date form which the gratuities must be imported.

• Date To. Set the date up to which the gratuities must be imported.
  

When done, click Import from POS.

Consider the conditions under which the gratuities are to be imported from POS:

• A single gratuity document must be imported per date. 

• The yesterday's date must be entered to consider the total sales for the full 24 hours. 

• The import of the net sales must be imported only once per date.
  
  

As a result, the imported gratuity documents will appear on the main page of the module:

This list displays all the crew members possessing shares and the total gratuities calculated based on their work hours.

Use Documents Commands

On creating gratuities documents or, otherwise, importing them from POS, the documents then appear on the main page of the Gratuities module. For each document, the following commands are available: view, approve, cancel. They are located in the first column of the grid.

View and Approve

To view a gratuity document, click the View button associated with the document:

On clicking, the Gratuities by person page appears:

Verify the document and click Approve for further processing. The system then asks to confirm that you approve the document:

Click Yes to approve the gratuities document. When successfully approved, the status of the document changes from CREATED to APPROVED:

When done, click Back to return to the main page.

Approve

To approve a gratuity document, click the Approve button located next to the document in the grid:

On clicking, the system asks to confirm that you approve the document:

Click Yes to approve the document. Once approved, the document status changes from CREATED to APPROVED. To see the approved documents, you can filter data by status in the Status column of the grid:

Cancel

To cancel a gratuity document, click the Cancel button located next to the document in the grid:

On clicking, the system asks to confirm that you cancel the document:

Click Yes to apply the changes. Once cancelled, the document status changes from CREATED to CANCELLED. To see the cancelled documents, apply filtering by status in the Status column of the grid:

The cancelled documents are removed from the system.

Housekeeping

This section enables you to perform a one-time setup of the module.

To get started, log into the APP Crew Portal. When the Home page appears, click the Gratuities tile:

On clicking, you are then redirected to the page:

On this page, click the Settings tile to start configuring the module.

Define Gratuities %

To define gratuities for each vessel, first, make sure you are in the Settings section of the module. To do this, on the Home page, navigate to Gratuities > Settings. Then, you find yourself on the Gratuities Settings page where you can define the gratuities:

On the Gratuities % tab, fill in the following fields:

• Gratuities (%) is a percentage of gratuity calculated based on the total amount of the revenue. Enter a value in this field.

• Currency is the currency of the net sales. From the drop-down list, select the currency.

When done, click SAVE to proceed.

Define Work Hours and Shares

The amount of gratuities depend on the amount of hours worked by a crew member. To correctly calculate the gratuity, define work hours and shares for each payscale code on the Payscale Table tab by following the steps below:

1. Go to the Payscale Table tab to view the list of payscale tables in the left-hand side grid:

   

2. Select the payscale table to see the payscale codes available in the table. The payscale table and payscale code will expand below:

   

3. Set the Payscale Table shares by following the steps below:

   • Click the ADD button to enable editing the table

   • Set the amount of work hours in the Min Hours column

   • Set the share due in accordance with the amount of work hours specified

   • Click the Save icon to proceed

In such a way, you can define as many values as you need:

By default, the defined payscale table shares are automatically duplicated through all the associated payscale codes.

When setting the minimum hours or shares, you can use the mathematical symbols to consider the range of values. For this, click the binoculars icon and select one of the symbols: equals, does not equal, less than, greater than, less than or equal to, greater than or equal to, between.

By clicking the Up or Down arrow located next to the Min Hours column heading, you can define the sorting order of the numeric values: ascending or descending.

Besides, you can define the work hours and shares for each payscale code. The system considers the payscale code first. If the payscale codes are not defined, the work hours and shares values are inherited from the Payscale Table shares.

On adding the work hours and shares, the system allows you to modify or remove the records.

To modify the records, follow the steps below:

1. Click the Edit icon next to the record you want to apply changes to. The border of the affected field becomes blue.

2. Enter a value into the field.

3. Click the Save icon.
   

To remove the added records, follow the steps below:

1. Click Delete next to the record you want to apply changes to. This opens the dialog:

2. Within the dialog, click Yes to confirm deletion.

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Define_Chain_of_Approval Define_Chain_of_Approval

Define Chain of Approval

You can define the procedure for approving documents by assigning the privilege levels. There are three levels in the system: approver, coordinator and subordinate.

To define them, first, log into the Adonis Administrator Portal. On the Home page, select Chain of Approval > Levels. When done, you find yourself on the Chain of Approval page:

First, create a chain. To do this, follow the steps below:

1. Within the list, right-click Gratuity and select New Chain from the menu. The following dialog appears:
   

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2. In the Name field, enter the name of a new chain.

3. Click SAVE to proceed.

As a result, a new chain becomes available under the Gratuity section:

Now, set an approver for the created chain. To do this, follow the steps below:

1. Under the Gratuity section, right-click the created chain and select New Approver in the menu. The Approver dialog then appears on the screen:
   

   

2. From the Position drop-down list, select the position you want to assign to the chain. 

3. Click SAVE to proceed.

As a result, an approver level is added to the tree-view structure of the chain levels:

To define a coordinator:

1. Under the Gratuity section, right-click the added approver and select Add Below > New Coordinator from the menu. This opens the Member dialog:
    

   

2. From the Position drop-down list, select the position you want to assign.

3. Click SAVE to proceed.

As a result, a coordinator level is added to the tree-view structure of the chain levels:

You can add a subordinate who will serve as a Department Head or the person submitting the gratuities document for approval. To add a subordinate, follow the steps below:

1. Under the Gratuity section, right-click the added coordinator and select Add Below > New Subordinate from the menu. This opens the Member dialog:
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2. From the Position drop-down list, select the position you want to assign.

3. Click SAVE to proceed.

As a result, a subordinate level will be added to the tree-view structure of the chain levels:

Define Department Group

You can now define positions that will be considered for paying gratuities. To do this, first, log into APP Crew Portal. On the Home page, navigate to Gratuities > Settings. When you find yourself on the Gratuities Settings page, switch to the Department Group tab.

The data in the Department Group is based on the privilege levels defined in the chain of approval. For more information, see Define Chain of Approval.

At the top of the grid, you can see the position of a subordinate, i.e. an originator of the document to be submitted for approval:

In the grid, select the positions of crew members to be entitled to the gratuity pay. 

Define Gratuity Manager

You can define a gratuity manager as well as set permission levels for the manager. To do this, in the Adonis Administrator Portal, navigate to Access Control > Roles. The Set Roles page then appears on the screen:

To define user roles:

1. Click Add. This opens the Add/Edit Role dialog where you can define a role name:

   

2. Click Save to confirm the changes and add a new role.

On selecting a user role, you can set the permission levels. On the Set Roles page, proceed as described below:

1. From the drop-down menu, select the user role for which you want to set permissions.

2. Within the grid, click Gratuity to expand the list of modules.

3. In the list of modules, select the permission level to be provided: Grant Access or Read Only.

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On defining the role, you can now add it to the group as well as assign the crew member’s position to the role. To do this, first navigate to Access Control > User Groups. The following page then appears:

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To create a user group:

1. Click Add located next to the User group drop-down menu:
   

   

2. In the appeared dialog, enter a user group name.

3. Click Save to proceed.

As a result, a new user group appears in the User group drop-down menu.

Now, specify the role you want to link to the created group. To do this:

1. Select a role from the Roles for usergroup drop-down list:
   

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2. Click Save.

As a result, the roles list will be updated for the Crew Members Group user group.

Now, in the Positions list, link the position(s) to the defined role(s). To do this:

1. Select the position(s) which you want to link to the role(s):
   

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2. Click Save at the top of the Positions list.

As a result, the list of positions will be updated.