Instanta Product Update October 2023

Instanta by Sysserve Solutions has always been about simplifying complex tasks for Fleet, Facility, and Asset Managers. Now, with our latest updates, we’re taking it a step further.

App Product Update

1. Mobile Web Request Portal

This feature in Instanta allows users to use the Instanta request portal via their mobile devices. It provides a progressive mobile app(PWA) features that enables the web app to be installed as a mobile app on their mobile devices.

The request portal covers features such as submitting and updating requests. Other features include adding approvals, commenting, attaching documents, and real-time notifications.

Benefits

• Provides a better user experience when submitting and updating work requests, item requests, visitor passes, etc via mobile devices. (This can be useful for users on the go.)

The mobile web design is aimed to enhance the user experience and efficiency of submitting and tracking requests on mobile devices.

1. Central Approval Feature

One of the prominent features of this update in the Instanta facility management software is the central approval system. One place for approving officers to View, Review, and Approve all works awaiting approval, be it work requests, work orders, purchase orders, goods received notes, transfers, and payment requisitions.

This addition streamlines the approval process across all modules in Instanta Facility. From now on, you do not have to go through different dashboards and lists to approve requests.

With a few clicks, approving officers can now approve or decline requests swiftly without the need to navigate through multiple menus.

• A central place for all pending approvals ensures no approval request is missed.
• Swift approval or declination without navigating multiple helps improves overall efficiency for approving officers.

2. Bulk Action on the List and Table View Feature

The bulk action feature on list and table view lets you perform/execute multiple actions on items in a list or table view. Users can also filter all items that require action and execute these actions en masse.

This helps asset or facility managers, to quickly tackle tasks like approving or closing tasks in one go.

No more tedious individual work order approvals or closures.

Benefits:

• Serves as a quick filter for group items that demand action.
• Offers Improved productivity for users thanks to the ability to perform actions on multiple items simultaneously.

3. Multiple Items Add/Edit 

This update allows users to add or edit multiple items at once in a form. This can save users time and effort when making changes to large forms with multiple items such as work orders, work requests, vendor quotation items, etc.

Benefits

• Users can save time and effort by adding or editing multiple items at once
• Users can make more accurate changes to forms by being able to see all of the items at once
• Users can be more productive by being able to make changes to forms quickly and efficiently.

By implementing the multiple items add/edit feature, we aimed to improve the way our users interact with multiple items within Instanta. 

This feature provides a flexible and intuitive interface that enables users to select multiple items, apply changes simultaneously, and seamlessly update the items.

4. Approval Reversal 

Based on certain controls it is difficult to make changes after approval is completed. Approval reversal allows internal control users to reverse approval already completed in Instanta. 

Benefits

• Provides quick access to reverse approvals that have been completed to allow change of items or other details
•  Notifies all approval officers that the approved job is reversed. 

5. Attached File Preview 

Attached file preview helps users preview attachments without downloading the files to their system. 

Benefits

• Enables preview of attachments without downloading.
• Reduce the number of files that users need to download when working on Instanta.

6. Searchable Dropdown 

The searchable dropdown improves the user experience when using a long dropdown list by providing a way to search and filter a dropdown list. 

Benefits

• Users can easily find an item in a long dropdown list by search.
•  Improves experience and efficiency.

7. Showing unpaid modules as disabled 

This improvement shows available modules that a client did pay for as disabled. 

Benefits

• Displays all available modules for the Instanta product
• Increases the awareness of all available modules and the chance of signing up or upselling.

Instanta Facility Product Update

1.  Service and power charge payment confirmation by account officers feature

You can now enable confirmation of payments by your account officers, ensuring that service and power charge payments added by facility officers have been received in bank accounts before any changes are made to customer balances.

This feature is your key to preserving financial integrity, ensuring the accuracy of your transactions, and bolstering the confidence of your customers.

Benefits:

• Prevents the potential loss of revenue by ensuring that service and power payments are received in bank accounts before updating the customer balances.
• Improves financial accuracy with second-level payment validation, leading to accurate utility and service charge statements.
• Promotes transparency ensuring that every customer payment is accounted for, ultimately reducing reconciliation issues.

Instanta Inventory Product Update

1. Multiple Item Inventory Adjustment

This feature makes managing inventory adjustments a breeze, whether you’re conducting monthly or quarterly physical stock counts or annual audits.

Users can create and approve one inventory adjustment for multiple items instead of creating adjustments for each item.

With this feature,

• You can handle multiple items with a single adjustment, saving you valuable time and effort.
• Reduce the possibility of data entry mistakes. This feature allows you to create, review, and approve inventory adjustments for multiple items at once, ensuring accuracy.

2. Inventory Summary Report

We have implemented a new inventory summary report that provides users with a comprehensive overview of all movements in inventory.

This report shows the previous quantity/amount, received/issued quantity/amount, adjustment quantity/amount, and the current quantity/amount of items in inventory.

Benefits:

• This report can provide the quantity and amount of received/issued items for any given period which can serve as a “balance-as-at” report showing the balance and movements in inventory at any given time.
• It can be used during inventory physical count/audit to know the expected quantity for items which can help prevent potential loss of items
  

Instanta Fleet Product Update

1. Fleet Budget Feature

This new feature in the Instanta Fleet Software solution helps to prevent cost overruns and ensures that your fleet expenses stay within the defined budgetary limits.  With this feature, fleet managers can now easily create and analyse budgets for their fleet.

Users can also create, assess, and manage budgets for different offices or clients during specific timeframes, ensuring a tight grip on financial control.

Benefits

• Gain control over expenses with the ability to configure approval processes based on budget percentage spent.
• You can effortlessly compare fleet budgets and actual expenses across multiple offices or clients, providing invaluable insights for optimising fleet operations and facilitating swift, informed decisions.
• Simplify budget creation and leverage budget performance reports to gain rapid insights, aiding in informed decision-making and strategic planning.

2. Vehicle Depreciation and Performance Reports

The new vehicle depreciation and performance report provides users with data and insights into their fleet depreciation and performance. 

This provides an interface to quickly set the useful life and the purchase price of vehicles in a fleet based on vehicle category and vehicle group. These parameters are necessary in order to compute depreciation and the current value of vehicles.

 Benefits:

• The vehicle performance report can be used to easily identify vehicles with high maintenance and fuelling costs compared to other vehicles.
•  Provides critical information such as current value, maintenance cost/km, and fuel consumption which are important in deciding when to dispose of a vehicle. 

We’ve Listened to Your Feedback and Made Instanta Even Better!

In our commitment to providing you with a top-notch experience, we’ve been hard at work addressing your valuable feedback and making significant improvements to Instanta. Our goal is to ensure that Instanta is as seamless and efficient as possible for all our users.

• Bug Fixes: We’ve diligently addressed and resolved any bugs that may have impacted your experience. Our development team has worked tirelessly to ensure that you encounter fewer hiccups and enjoy a smoother experience with Instanta.

• Continuous Improvement: We’re dedicated to a process of constant refinement, making regular updates to enhance the functionality and usability of Instanta. These improvements are based on your input, ensuring that we’re always in tune with your needs. At Instanta, your satisfaction is our priority, and we’re committed to providing you with the best possible tools for your facility, asset, and fleet management.

Stay tuned for more exciting updates as we continue to evolve and enhance your Instanta experience. Thank you for trusting Sysserve Solutions, and thank you for choosing Instanta!

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