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:

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A subordinate/team mate 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 team mate/subordinate, 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 Create Manually.

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

A subordinate/team mate can create a gratuity document from scratch. To do this, click the CREATE MANUALY button in the My documents tab:

Clicking the button makes the Create document dialog appear:

Within the dialog, fill in the following fields:

• Date is the date for which the gratuity to be calculated.

• Voyage is the place where the sales come from. The list of voyages is fetched from Adonis Personnel Manager. To access it, navigate to Crew Change Module > the Voyages tab.

• Net Sales is the 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:

Once created, click View to see the details of the gratuity document:

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Import_from_POS Import_from_POS

Import from POS

You can import gratuity documents 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.

As a result, the imported gratuity documents appears 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 both in Adonis Administrator Portal and Adonis Crew Portal.

Adonis Crew Portal Setup

To get started, log in to 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 Module 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 Activities

You can define both onboard and offboard activities to be taken into account while calculating the shares. In such a way, crew members onboard as well as those in meetings and in courses offshore will also be entitled to receive their shares from the gratuities.

To access the functionality, on the Home page of the Gratuities module, navigate to Settings > the Activities tab:

Select the activities to be included into the gratuites shares calculation.

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.

For this, on the Home page of the Gratuities module, navigate to Settings > the Payscale tab:

Set the number of hours to be worked and assign an appropriate share rate by following the steps below:

1. Click the Add icon to enable editing the table.

2. Enter the amount of work hours in the Minimum Hours column.

3. In the Share (RateNr) column,enter the sequence number of the gratuity rate set in Adonis Personnel Manager. For more information on how to reserve gratuity rates, see Define Gratuity Rates.

4. Click the Save icon to proceed.

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 in to 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 the changes to. This opens the dialog:

   

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

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Define_Gratuity_Rates Define_Gratuity_Rates

Define Gratuity Rates

Make sure to reserve the gratuity rates in Adonis Personnel Manager. To do it, run the application and navigate to Setup > Tables > Payscales:

On the left-hand side table of the workspace, select the payscale table to be affected and proceed as described below:

1. Click Open on the toolbar. This opens the Payscale Table Properties dialog:
   

   

2. In the Rates tab, select a rate. This enables the Insert row command.

3. Click Insert row and add the gratuities rates per amount of hours worked.

4. Click OK to save the records.

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The defined payscale table shares are automatically duplicated through all the associated payscale codes.

Make sure to assign the payscale tables and codes with predefined gratuity shares to involved crew members. To do it, select the crew member to be affected navigate to Datagroups > Activities and double-click the record in the All Activities subtab. This evolves the Activity Details dialog:

In the dialog, switch to the Payroll tab and verify whether the assigned payscale table and code are those with predefined gratuity shares.

Define Department Group

You can define the positions that will be considered for gratuity payments. To do this, first, log in to APP Crew Portal. On the Home page, navigate to Gratuities > Settings. When you find yourself on the Gratuities Module 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 payment. 

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Define_Sign_On_Off_Rules Define_Sign_On_Off_Rules

Define Sign On / Off Rules

You can define the rules as well as the share sizes that will be applied at sign-on or sign-off. For this, on the Home page of the Gratuities module, navigate to Settings > the Sign On/Off Rules tab:

To add a rule, proceed as described below:

1. Click the Add icon to enable editing the table rows. The border of the affected row becomes blue.

2. In the Code column, enter a unique alpha-numeric code.

3. In the Description, enter the rule name.

4. Click the Save icon to proceed.

On adding a rule, proceed to defining the conditions under which a rule is applied:

1. Expand a rule to view the table where the conditions to be defined.

2. Click the Add icon to enable editing the table rows. The border of the affected row becomes blue.

3. In the State column, select the Sign On or Sign Off option from the drop-down menu.

4. In the Start Time column, from the drop-down list, select the time when the preset state begins.

5. In the End Time column, from the drop-down list, select the time when the preset state ends.

6. In the Share (RateNr) column,enter the sequence number of the gratuity rate set in Adonis Personnel Manager. For more information on how to reserve gratuity rates, see Define Gratuity Rates.

7. On completing, click Save.
   

   

Define Active Rules

On defining the rules and their conditions, you can set the timeframes within which the rules are in action. For this, on the Home page of the Gratuities module, navigate to Settings > the Active Rules tab:

Now, proceed as described below:

1. Click the Add icon to enable editing the table rows. The border of the affected row becomes blue.

2. In the Rule column, from the drop-down menu, select one of the rules predefined in Define Sign On / Off Rules.

3. In the From column, in the Calendar picker, select the start date from which the rule is to be applicable.

4. In the To column, in the Calendar picker, select the end date till which the rule is to be applicable.

5. In the Comment column, provide any comment you want to add.

6. Click Save to proceed.

Adonis Administrator Portal Setup

This section will walk you through the setup required to be performed in Adonis Administrator Portal.

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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:
   

   

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

3. Click SAVE to proceed.

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In the Chain dialog, selecting Is Passive makes the created chain unavailable in the tree-view chain of approval. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost and unavailable for submitting or editing.

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.

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In the Approver dialog, selecting Is Passive makes the level unavailable in the tree-view chain of approval. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost and unavailable for submitting or editing.

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.

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In the Member dialog, selecting Is Passive makes the created chain unavailable in the tree-view chain of approval. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost and unavailable for submitting or editing.

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:
    

   

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

3. Click SAVE to proceed.

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In the Member dialog, selecting Is Passive makes the created chain unavailable in the tree-view chain of approval. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost and unavailable for submitting or editing.

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

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.

   

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:

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.

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A new user group is subject to modification or deletion by means of the Edit or Delete command, respectively.

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:

   

2. Click Save.

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You can link one or more user roles to a single user group.

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):
   

   

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

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

Set up Connection to POS Gratuities Web Service

To set up connection to the POS web service, log in to Adonis Administrator Portal and navigate to Configuration > General Settings > the WEB SERVICES tab:

On the page, find the POS (Point-Of-Sale) Gratuities Web Service section and fill in the following fields:

• Enter the URL of the POS service which you want to get connected to.

• Login. Enter the login to the service.

• Password. Enter the password to the service.

When finished, click TEST to verify whether the connection is successfully established.