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Smart360 Core System Settings - FAQs

Navigation & Interface Overview

Q1: How do I access the Core System Settings in Smart360?

A: Navigate to the main dashboard and click on "Core Configuration" or "System Settings" from the setup menu. You'll see a six-tab navigation interface with tabs for: Utility Services, System Access, System Roles, Consumer Categories, Document Types, and Contracts. The tabs are arranged horizontally across the top of the interface in this specific order.

Q2: What are the six main configuration sections in Core System Settings?

A: The six primary configuration sections are:

  1. Utility Services - Configure available utility types and measurement units
  2. System Access - Select and activate system modules
  3. System Roles - Define user roles and department access
  4. Consumer Categories - Set up customer classification types
  5. Document Types - Configure document management categories
  6. Contracts - Manage contract types and attachments

Q3: How do I track my configuration progress across all sections?

 A: Smart360 provides visual progress indicators for each configuration section. Look for completion checkmarks, blue borders around configured items, and progress percentages. The system automatically saves your selections and provides clear visual feedback showing which areas are complete and which need attention.

Utility Services Configuration

Q4:Q3: What utility services are available in Smart360?

A: Smart360 supports the following utility services:

  • Water
  • Gas
  • Electricity
  • Waste Water
  • Thermal/Heat
  • Micro-grid
  • Broadband
  • Property Tax
  • EV (Electric Vehicle)
  • Waste
  • Hot Water

Q5:Q4: How do I activate or deactivate a utility service?

A: To activate/deactivate utility services:

  1. Navigate to the "Utility Services" tab
  2. Find the desired service in the list
  3. Use the status toggle switch to activate (ON) or deactivate (OFF)
  4. When activated, the service border turns blue with a checkmark
  5. Deactivated services are not available for customer selection or system processes

Q6:Q5: What's the difference between metered and non-metered services?

A:

  • Metered services: Consumption is measured and tracked for billing purposes (e.g., electricity usage in kWh)
  • Non-metered services: Fixed billing without consumption measurement (e.g., flat-rate waste collection) You can only enable/disable metering for active services. Toggle the "This is a metered service" option to control whether consumption is measured for billing and monitoring.

Q7:Q6: How do I select the correct measurement units for each utility?

A: Measurement unit options depend on the utility type:

  • Electricity: kWh (kilowatt-hours), MWh (megawatt-hours)
  • Water: Gallons, Liters, Cubic meters
  • Gas: Cubic feet, Cubic meters, Therms
  • Thermal/Heat: BTU, kWh Select the unit that matches your local standards and regulatory requirements. The system automatically provides appropriate options based on the utility type selected.

System Access & Module Configuration

Q8:Q7: Which system modules are available and in what order should I configure them?

A: The modules are displayed in this recommended sequence:

  1. Organisation Setup
  2. Utility Setup
  3. Plans & Tariff
  4. Call Center
  5. Consumer Services
  6. Meter Data
  7. Billing
  8. Service Order
  9. Fieldforce Mobile App
  10. Asset Management
  11. Reports and Analytics
  12. Communication Hub
  13. Integration Hub
  14. Consumer Web App
  15. Consumer Mobile App

Q9:Q8: How do I select system modules for my organization?

A: To configure system modules:

  1. Navigate to the "System Access" tab
  2. Review available modules and their descriptions
  3. Click on each relevant module to select it (border turns blue with checkmark)
  4. The system validates your selections for dependencies
  5. If dependencies are missing, you'll receive alerts about required modules
  6. Save your selections - the system saves automatically

Q10: What happens if I select modules that have dependencies? 

A: Smart360 automatically validates module dependencies and alerts you if required modules are missing. For example, if you select "Billing" but haven't selected "Consumer Services," the system will prompt you to include the dependent module. This prevents configuration errors and ensures system integrity.

System Roles & Department Management

Q11: How does department selection work with system roles?

 A: When you select a department, all roles within that department are automatically selected by default. You can then unselect individual roles if they're not needed for your organization. This streamlines the setup process while allowing for customization.

Q12:Q9: What roles are available in the Administration Department?

A: The Administration Department includes:

  • Utility Administrator: Configures system settings, manages master data, sets up workflows, maintains user roles, and develops reports for leadership
  • Utility Manager: Has oversight access across all departments to ensure operations run efficiently, monitors cross-departmental processes, identifies bottlenecks, and implements organization-wide improvements

Q13:Q10: What roles are available in the Customer Service Department?

A: The Customer Service Department includes:

  • CSO Manager: Oversees all customer touchpoints, implements service strategies, analyzes customer data, and manages service metrics
  • Customer Executive: Handles walk-in customers, processes account changes, resolves billing disputes, and manages complex in-person transactions
  • Call Center Representative: Manages customer calls, creates service orders, answers billing questions, and schedules field service appointments
  • Recovery Executive: Manages delinquent accounts, negotiates payment arrangements, processes disconnections, and tracks payment compliance

Q14:Q11: What roles are available for field operations and technical departments?

A: Metering Department:

  • Meter Manager, Meter Supervisor, Meter Reading Supervisor, Meter Reader, Validator

Billing Department:

  • Billing Manager, Billing Specialist, Printing Vendor

Operations & Maintenance Department:

  • O&M Manager, Field Force Technician, Dispatcher

Asset Management Department:

  • Asset Manager, Plant Supervisor, Assets Technician

Consumer Categories Management

Q15:Q12: How do I add a new consumer category??

A: To add a new consumer category:

  1. Navigate to the "Consumer Categories"Services" tabfrom the main menu
  2. Click the "Add Category"Consumer" button to open the collapsible form
  3. Enter athe Namenessacary (mandatory field)
  4. Enter a Description (mandatory field)details
  5. Click "Add"Save toand create the categoryproceed"
  6. The new categoryconsumer will appear in the list below

Q16: What validation rules apply to consumer categories? 

A: Consumer category validation includes:

  • Name: Must be unique - duplicate names are not allowed
  • Description: Required field - cannot be empty
  • If either field is left empty, the system shows an error message and prevents saving
  • Names must be unique within their hierarchy level

Q17:Q13: How do I edit existing consumer categories?

A: To edit a consumer category:

  1. Find the category in the list
  2. Click the "Edit" button next to it
  3. Modify the Name and/or Description as needed
  4. Changes are saved immediately and reflected in the list
  5. You can also add subcategories (e.g., Single Family, Multi-Family under Residential)

Q18:Q14: Can I delete consumer categories and what are the restrictions?

A: Yes, you can delete consumer categories using the "Delete" button. However, if the category is linked to existing consumers or used in active processes, deletion may be prevented to maintain data integrity. The system will alert you if deletion is not possible.

Document Types Configuration

Q19:Q15: How do I set up document types for my utility?

A: To configure document types:

  1. Navigate to the "Document Types" tab
  2. Review default document types (Invoice, Contract)
  3. Click "Add Type" to create new document types
  4. Enter Name (mandatory) and Description (mandatory)
  5. Click "Add" to save the new document type
  6. Use "Edit" or "Delete" buttons to manage existing types

Q20: What are the validation rules for document types? 

A: Document type validation includes:

  • Name: Must be unique - no duplicate names allowed
  • Description: Required field - cannot be empty
  • System blocks addition and displays error messages if fields are empty
  • Changes save immediately when editing

Q21:Q16: How do subcategories work for document types?

A: Document types support subcategories for better organization:

  • Example: "Invoice" can have subcategories like "Regular Invoice" and "Final Bill"
  • Use the "Add" button to create subcategories under any document type
  • Each subcategory has its own edit and delete options
  • This functionality works the same as in previous releases

Contracts Management

Q22:Q17: How do I add a new contract type?

A: To add a contract type:

  1. Navigate to the "Contracts" tab
  2. Click "Add" to open the form
  3. Enter Name (mandatory field)
  4. Enter Description (mandatory field)
  5. Optionally attach files (PDF, DOCX, JPEG, PNG)
  6. Click "Add" to create the contract type

Q23:Q18: What file types can I attach to contracts?

A: Smart360 accepts the following file types for contract attachments:

  • PDF documents
  • DOCX (Word documents)
  • JPEG images
  • PNG images File uploads are optional, but if you choose to upload, only these valid file types are accepted.

Q24: How do I manage attached files for contract types? 

A: File management features include:

  • View files: Attached file names are listed with each contract type
  • Replace files: Upload new files in edit mode to replace existing ones
  • Multiple files: You can attach multiple files depending on backend support
  • File removal: Files are automatically removed when you delete a contract type

Q25:Q19: What happens when I try to delete a contract type that's in use?

A: If a contract type is linked to any consumer or service process, the system prevents deletion to maintain data integrity. You'll receive a warning message explaining why deletion isn't possible. To delete the contract type, you must first remove all links to consumers or processes.

Troubleshooting & Common Issues

Q26: Why can't I save my configuration changes? 

A: Common reasons for save failures include:

  • Missing mandatory fields (Name, Description)
  • Duplicate names in categories, document types, or contracts
  • Invalid file types for contract attachments
  • Missing module dependencies in System Access
  • Network connectivity issues Check all required fields and ensure uniqueness of names before attempting to save.

Q27: My module selections don't seem to be working together - what should I check? 

A: Verify module dependencies:

  1. Ensure foundational modules are selected (Organisation Setup, Utility Setup)
  2. Check that billing-related modules have Consumer Services enabled
  3. Verify that field operations modules have necessary backend support
  4. Review any dependency alerts shown during module selection
  5. Contact your system administrator if dependency issues persist

Q28:Q20: How do I know if my configuration is complete?

A: Configuration completeness indicators include:

  • All tabs show blue borders and checkmarks for configured items
  • No error messages or warnings in any section
  • All mandatory fields completed across all tabs
  • Module dependencies satisfied
  • Visual progress indicators showing 100% completion

Best Practices & Optimization

Q29:Q21: What's the recommended sequence for completing Core System Settings?

A: Follow this optimal configuration sequence:

  1. Utility Services: Define what services you offer
  2. System Access: Select required modules based on your services
  3. System Roles: Set up user access appropriate for your organization
  4. Consumer Categories: Create customer classifications
  5. Document Types: Configure document management
  6. Contracts: Set up contract types and templates This sequence ensures dependencies are met and reduces configuration conflicts.

Q30:Q22: How can I optimize my Core System Settings for better performance?

A: Optimization recommendations:

  • Utility Services: Only activate services you actually provide to reduce system complexity
  • Modules: Select only necessary modules to improve system performance
  • Roles: Assign roles based on actual job functions to maintain security
  • Categories: Create logical, non-overlapping consumer categories
  • Document Types: Use subcategories to organize related documents efficiently
  • Contracts: Attach only essential files to keep the system responsive
  • Regular Review: Periodically review and clean up unused categories, document types, and contract types


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