User Guide

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Overview ​

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Introduction ​

This guide explains how to use the AVA After Sales System (Anugrah Vindo Abadi) — an after-sales service management system for AC units on train fleets. The guide only covers features that are actually available in the application (not the full project scope).

Glossary

  • Job Assignment (Surat Tugas) — the official work order document for a service job.
  • Work Order — the field-work record, created automatically once a Job Assignment is confirmed.
  • Warranty Claim (Klaim Garansi) — a warranty claim submission formed automatically for eligible work.
  • PIC/Inspector — the parties who sign off on Work Order results.
  • Permission (Hak Akses) — determines which menus and actions you can use.

Prerequisites ​

  • A stable internet connection.
  • A username and password provided by your administrator.
  • Permissions matching your role for the menus and actions you want to use.
  • For the Super Admin, Admin, and Head of Department roles: a default signature must already be set in Profile before creating/approving a Job Assignment.

Step-by-Step Guide ​

Signing In ​

Goal: access the application using your account.

Steps

  1. Open the application's login page.
  2. Fill in the username and password provided by your administrator.
  3. Click the Sign In button.

Expected Result: you are signed in to the application's Dashboard, with a menu view matching your role's permissions.

Following the Core Workflow ​

Goal: understand the system's core flow, from a customer complaint to a warranty claim.

Steps

  1. Log a complaint/service request as a Ticket, then assign it to the appropriate employee.
  2. Create a Job Assignment — an official work order that can be created from a Ticket or directly. A Job Assignment moves through the status flow: Draft → Waiting for Approval → Approved → Confirmed.
  3. Once the Job Assignment is confirmed, a Work Order is created automatically. The technician starts the work, reports the results, and obtains the PIC/Inspector's signature before the Work Order is submitted for verification and completed.
  4. If the work category is warranty-covered and the unit worked on is warranty-eligible, a Warranty Claim forms automatically.

Expected Result: you understand the sequence from logging a complaint through a possible warranty claim, and know which page manages each stage.

Exploring the Application Menu ​

Goal: know where each feature lives within the application.

Steps

  1. Open the Dashboard to see a summary of statistics (the view differs for Technicians compared to other roles).
  2. Open the AC Unit menu for AC unit data, unit models, and related rolling stock.
  3. Open the Operations menu to access Ticket, Job Assignment, Work Order, and Warranty Claim.
  4. Open the Reports menu for work history, productivity, recap, and management summary reports.
  5. Open the Master Data menu to manage Customer, Depot, Spare Parts, Document Settings, Category, and Unit.
  6. Open the Organization menu to manage Employee, User, and Role.

Expected Result: you can find the right menu for each need, according to your role's permissions.

Understanding Roles & Permissions ​

Goal: understand how a role determines what you can see and do in the application.

Steps

  1. Know that every menu and action is restricted by the permissions granted through a role. Five roles are available: Super Admin, Admin, Head of Department, Supervisor, and Technician.
  2. If you need to review or change permissions per role, open the Role page — what appears in your menu depends on the permissions granted to your role.
  3. If your role is Super Admin, Admin, or Head of Department, set a default signature in Profile before creating/approving a Job Assignment.

Expected Result: you understand why a menu might not be visible, and know where to go to set permissions or a default signature.

Troubleshooting / FAQ ​

Question/IssueSolution
A certain menu doesn't appear in my application.The menu view follows the permissions granted to your role. Contact your administrator to review your role's permissions on the Role page.
I can't create or approve a Job Assignment.For the Super Admin, Admin, and Head of Department roles, a default signature must be set first in Profile before this action becomes available.