Finance Smart Services - trakhees.aetrakhees.ae/en/Documents/Smart Services User Manual.pdf · Page...

Trakhees Finance and CLD Smart Services

User Guide Version 3.0

© 2014 Trakhees. All rights reserved.

No part of this document may be reproduced or transmitted in any form or by any means, electronic or

mechanical, for any purpose, without the express written permission of Trakhees Under the law, reproducing

includes translating into another language or format.

As between the parties, Trakhees retains title to, and ownership of, all proprietary rights with respect to the

software contained within its products. The software is protected by copyright laws and international treaty

provision. Therefore, you must treat the software like any other copyrighted material (e.g. a book or sound

recording).

Every effort has been made to ensure that the information in this manual is accurate. Trakhees is not responsible

for printing or clerical errors. Information in this document is subject to change without notice.

Table of Contents

CHAPTER 1: ABOUT TRAKHEES MOBILE SERVICES ...............................................................................5

1.1 Services offered .................................................................................................................................. 5

1.2 About Trakhees ................................................................................................................................... 5

CHAPTER 2: GETTING STARTED ...........................................................................................................6

2.1 Connecting to the application ............................................................................................................. 6

2.2 User interface essentials ..................................................................................................................... 6

2.3 Selecting a service type ....................................................................................................................... 7

2.4 Selecting a service ............................................................................................................................... 8

CHAPTER 3: FINANCE SERVICES ........................................................................................................ 10

3.1. Prepaid account balance enquiry .................................................................................................... 10

Overview ............................................................................................................................................. 10

How it works ....................................................................................................................................... 11

3.2. Payment advice status enquiry ........................................................................................................ 12

Overview ............................................................................................................................................. 12

How it works ....................................................................................................................................... 13

3.3 Settle payment advice using prepaid account .................................................................................. 13

Overview ............................................................................................................................................. 14

How it works ....................................................................................................................................... 14

3.3.1 Settle payment advice using Prepaid Account ........................................................................... 14

3.2.2 Settle payment advice using ePayment ..................................................................................... 16

CHAPTER 4: Commercial Licence Services.......................................................................................... 24

4.1. Public Relation Information ........................................................................................................ 25

Overview ............................................................................................................................................. 25

How it works ....................................................................................................................................... 26

4.2. Licence Related Enquiry .............................................................................................................. 26

Overview ............................................................................................................................................. 26

How it works ....................................................................................................................................... 27

4.3.Employee Related Enquiry ................................................................................................................ 28

Overview ............................................................................................................................................. 28

How it works ....................................................................................................................................... 29

CHAPTER 1: ABOUT TRAKHEES MOBILE SERVICES

Trakhees Mobile Services is a web-based mobile e-service application that allows you to access

various services offered by Trakhees from anywhere anytime on your mobile devices. Only a

registered customer with a valid login id and password provided by Trakhees can avail these

services.

1.1 Services offered

Trakhees offers a variety of services under the following departments:

Finance

Civil Engineering

Environment Health and Safety

Fire

Commercial Licencing

1.2 About Trakhees

Trakhees, established by the Ports, Customs, and Free Zone Corporation (PCFC) in 2008, has now

become a one stop shop where all the licensing and government services of PCFC, Dubai World

Business Units, the Engineering Community interacting with Trakhees, and the Dubai World

Communities are done.

CHAPTER 2: GETTING STARTED

2.1 Connecting to the application

Enter the URL in the browser of your mobile device to connect to the Trakhees mobile application. The

welcome page will appear. Visit www.trakhees.ae and click Online Services

2.2 User interface essentials

From the home page, you can select the language in which you want to view the application. The

available languages are Arabic and English.

1. To select a language of your preference, tap on Arabic or English (see image below). Now you will

be redirected to the next page from where you can select a Service Type.

2. To return to the home page from any of the inner pages, tap on the Trakhees logo (see image

below) at the bottom of the page.

Figure 3: Task bar

Figure 1: Home page Figure 2: Service Type page

http://www.trakhees.ae/

https://online.trakhees.ae/oaservices

3. To view the help document for the mobile application, tap on button. The help document will

appears.

4. To view the contact details of Trakhees, tap on button. The Contact Us page will appears.

5. To know more about Trakhees, you can tap on button. The About Us page will appears.

2.3 Selecting a service type

The service types offered by Trakhees are classified as Mobile Services and General Services.

1. To select a service based on your preference, tap on Mobile Services or General Services (see

image below).

Figure 4: Select service type

2. If you tap on Mobile Services Login option, you will be redirected to the Mobile Services Login

page (see image below). Here, you have to enter the online user ID and password provided by

the Trakhees and tap Submit to avail the services.

Figure 5: Login page

3. If you tap on General Services option, you will be redirected to the general services page.

Note: Only a registered user of Trakhees with a valid user ID and password can login to the Mobile

Services page.

2.4 Selecting a service

The mobile services are listed in two ways – Department and Service Categories. By default, the

application displays the Service Categories list.

1. To select a service Department wise, tap on the Department tab seen on the top left hand side of

the screen (see image below). A dropdown list appears.

Figure 6: Department tab

Select a department from the list from the list (example: Finance) and you will be redirected to the

selected service page.

2. To select a service using the Service Categories option, tap on the Service Categories tab seen on

the top right hand side of the screen (see image below). A dropdown list appears. Select a

department from the list from the list (example: Finance) and you will be redirected to the selected

service page.

Figure 7: Service categories tab

CHAPTER 3: FINANCE SERVICES

The services offered by Trakhees under Mobile Services > Finance Services include:

Prepaid account balance enquiry

Payment advice status enquiry

Settle payment advice using prepaid account

Figure 8: Finance services

Note: Only a registered customer of Trakhees with a valid user ID and password can login to the Mobile

Services page and access the Finance Services page.

3.1. Prepaid account balance enquiry

In the Prepaid Account Balance Enquiry page, you can view your prepaid account balance and

transactions.

Overview

The Prepaid Account Balance Enquiry page displays the following details:

Date Period

Opening Account Balance

Transaction Date

Debit Note/ Receipt / Adjustment Number (DN/RV/ADJ#)

Amount

Running Balance

Net Total Amount for the Period

Reserve Amount – value of transaction in progress

Available Balance at the end of the period

Export to Excel

Export to PDF

How it works

1. Go to Service Categories > Finance Services and tap on Prepaid Account Balance Enquiry (see

Image below). The Prepaid Account Balance Enquiry page will appear.

2. In the Prepaid Account Balance Enquiry page, enter a ‘From Date’ and ‘To Date’ period and

then click on Submit button. The page will display the prepaid account balance and transition

details based on the selected time period.

Note: The debited amounts are shown in red colour with a minus (-) value.

Figure 9: Prepaid account balance enquiry page

4. To view the DN/RV/ADJ# details in in PDF format, tap on the DN/RV/ADJ# link shown in the

table.

Figure 10: DN/RV/ADJ# column

5. You can export the prepaid account balance details to a PDF or Excel format by tapping on the

Export to Excel or Export to PDF icon.

Figure 11: Excel and PDF icons

3.2. Payment advice status enquiry

In the Payment Advice Status Enquiry page, you can view your prepaid account balance and

transactions.

Overview

The Payment Advice Status Enquiry page displays the following details:

Payment Advice Status (PA Status)

Date Period

Grand Total

Payment Advice Date (PA Date)

Payment Advice Number (PA#)

Amount

PA Current Status

Export to Excel

Export to PDF

How it works

1. Go to Service Categories > Finance Services and tap on Payment Advice Status Enquiry (see

Image below). The Payment Advice Status Enquiry page will appear.

2. Enter a ‘From Date’ and ‘To Date’ period and then click on Submit button. The page will display

the status of the payment advice based on the selected time period.

3. To view the DN/RV/ADJ# details in in PDF format, tap on the DN/RV/ADJ# link shown in the

table.

4. You can export the payment advice status details to a PDF or Excel format by tapping on the

Export to Excel or Export to PDF button.

3.3 Settle payment advice using prepaid account

In the Settle Unpaid Payment Advices page, you can view your open payment advices and close them.

User can settle the payment using the following services,

1. Settle payment advice using Prepaid Account.

2. Settle payment advice using ePayment.

Figure 12: Payment advice status enquiry

Overview

The Settle Unpaid Payment Advices page displays the following details:

Available Balance in Prepaid A/C

Total Unpaid Payment Advice Amount

PA Date

PA #

PA Amount

Total Selected to Pay

Amount Selected

Export to Excel

Export to PDF

Charge to Prepaid A/c

How it works

Go to Service Categories > Finance Services and tap on Settle Payment Advice Using Prepaid

Account (see image below). The Settle Unpaid Payment Advices page will appear. The page

displays your open payment advices.

3.3.1 Settle payment advice using Prepaid Account

Charge to pre-paid A/C is a service which enables online user to settle a payment advice through their

Pre-paid Account balance.

Figure 13 Settle unpaid payment advices

1. To close an open payment advice, select a check box in the Select to Pay column adjacent to the

open payment you want to close (see image below). Then, tap on Charge to Prepaid A/c button.

You will be redirected to Payment Confirmation page.

Figure 14: Charge to prepaid a/c button

2. You can export the unpaid payment advice details to a PDF or Excel format by tapping on the

(Export to Excel) or (Export to PDF) icon.

3. In the Payment Confirmation page, you can view the list of closed payments. You can export the

payment confirmation details to a PDF or Excel format by tapping on the (Export to Excel) or

(Export to PDF) icon.

The Payment Confirmation page displays the following details:

Payment type

Prepaid A/C B/L prior to Settlement

Debit Note Date (DN Date)

Debit Note Number (DN#)

Payment Advice Amount (PA Amount)

Total Paid Amount

Available Balance in Prepaid A/C

Export to Excel

Export to PDF

Figure 15: Payment confirmation page

3.2.2 Settle payment advice using ePayment

ePayment is a service which enables user to settle a payment advice through their Credit, Debit and e-

dirham cards.

1. To close an open payment advice using ePayment service, select a check box in the Select to

Pay column adjacent to the open payment you want to close (see image below). Then, tap on

ePayment button.

2. A confirmation message will be displayed for user’s information.

3. Upon confirming the settlement, you will be redirected to Dubai Smart Government (DSG)

page.

Figure 16: Confirmation Page

Figure 17: Dubai Smart Government (DSG) page

4. DSG page provides information about the transaction which user selected to settle, payment

method and contact information of the user.

5. Transaction information helps the user to identify the service provider, Service, transaction

number and amount blocked for settlement.

6. User should select any of the payment method which is by using credit card, E-dirham and

Direct debit.

7. User should provide the appropriate contact information in the Email address and mobile

number fields.

8. User should check the declaration to confirm the

payment advice settlement through ePayment.

9. User can cancel the selected transaction by tapping on button.

10. User will be redirected to the card entry details page upon tapping on button.

Payment Method: Credit Card

1) User will be redirected to the card entry details page upon tapping on button from DSG

page.

Figure 18: Credit Card Details entry page

2) User should provide valid card details such as payment instrument, card brand, card number,

Expiry month/year, Verification code

3) User should tap on button after providing valid credentials to proceed to next stage of the

transaction which would be payment confirmation page.

Figure 19: Payment Confirmation

4) In Payment confirmation page user will be able to view the transaction details of the settled

Payment Advice.

5) User can export the displayed results to excel upon tapping on icon and users will be able

to either open or download the document.

6) User can export the displayed result to a PDF as well. Upon tapping on icon, users will be

able to view the PDF and it can be downloaded to user’s system.

7) User can view the settled PA’s Receipt note upon tapping on any of the Receipt Number link

and view the debit note in a PDF file format. User will be able to download the file as well.

Figure 20: Receipt Note

Payment Method: E-dirham

1) User should select E-dirham as payment method in the DSG page.

2) User should select the appropriate type of e-dirham card such as Red, Blue or Gold.

3) Once user selects the card, DSG will retrieve the additional fees to render the payment.

Figure 21: Selecting a E-dirham card

4) User will be redirected to the card entry details page upon tapping on button from DSG

page.

Figure 22: E-dirham card details entry page

5) User should provide valid card number and pass code.

6) Tap on button to proceed to the confirmation page.

Figure 23: E-dirham Confirmation of Payment

7) Tap on button to confirm the payment details.

8) User will be redirected to payment confirmation page if the payment is success.

Figure 24: Payment Confirmation


Payment Advice.








Payment Method: Direct Debit

1) User should select Direct Debit as payment method in the DSG page.

2) User should select the appropriate bank from the list of Bank service providers.

Figure 26: Debit bank selection

3) Once user taps on button , the page is redirected to that particular bank internet banking

page

Figure 27: Debit bank login page

4) Once user confirms the payment through the debit internet banking, the page is redirected to

Payment confirmation page if the payment is successful.

Figure 28: Payment Confirmation Page


Payment Advice.








CHAPTER 4: Commercial Licence Services

The services offered by Trakhees under Mobile Services > Licence Services include:

Public Relation Information

Licence Related Enquiry

Employee Related Enquiry

Once logged in, the user will be redirected to the Main Menu page.

Figure 6: Menu Page

User should tap on the Licence department from the menu. User will be redirected to Licence Home

page (see the image shown below)

Figure 7: Licence Home Page

Note: Only a registered customer of Trakhees with a valid user ID and password can login to the Mobile

Services page and access the Licence Services page.

4.1. Public Relation Information

In the Public Relation Information page, you can view Company and licence related information.

Overview

The Public Relation Information page displays the following details:

Company Name (English)

Company Name (Arabic)

License Number

Legal Type

License Issue Date

License Expiry Date

Lease Start Date

Lease End Date

Required Allowed

Actual

Female

Male

Visitor

Non Sponsored Employee

Release Signout

Absconders

Medical Type

Bank Guarantee Paid

Total Bank Guarantee Required

Bank Guarantee Balance

License Remark Type

License Remark

How it works

6. Go to Service Categories > License and tap on Public Relation Information (see Image below). The

Public Relation Information page will appear.

Figure 8: Public Relation Information

User can view all the information as mentioned above.

4.2. Licence Related Enquiry

In the Licence Related Enquiry page, you can search for commercial and government related license

details.

Overview

The Licence Related Enquiry page displays the following details:

Transaction #

Request Type

Status

View

User can choose the following Request type from the dropdown according to the user preference.

License Amendment

License Renewal

License Termination

License Remarks

Noc Letters

Commercial Permits

How it works

5. Go to Service Categories > Licence and tap on Licence Related Enquiry (see Image below). The

Licence Related Enquiry page will appear.

Figure 9: License Related Enquiry page

6. Enter ‘Transaction #’ and select a ‘Request Type’ from the request type dropdown and tap on

button. The page will display the status of the License based on the selected

transaction # and request type.

7. To view the details of the particular licence, tap on the View link shown in the table.

8. Details of the license such as Transaction#, Step name and Date will be displayed upon tapping

on view link (see the image below).

Figure 10: View License details

4.3.Employee Related Enquiry

In the Employee Related Enquiry page, you can search for commercial and government related

employee details.

Overview

The Employee Related Enquiry page displays the following details:

Transaction #

Passport No.

Employee #

Employee Name ENG

Employee Name ARB

Workflow Status

Request Type

Status

View

User can choose the following Work flow status from the dropdown according to the user

preference.

All

Completed

In Progress

Rejected

User can choose the following Request type from the dropdown according to the user

preference.

All

Abscond

Complete Abscond

Employment Visa -New

Employment Visa -Amend

Employment Visa -Renew

Employment Visa - Cancel

No Objection Certificates(Noc)

Non Sponsored -New

Non Sponsored -Amend

Non Sponsored -Renew

Non Sponsored -Cancel

Pro -New

Pro -Amend

Pro -Renew

Pro -Cancel

Visit Visa -New

Visit Visa -Cancel

How it works

9. Go to Service Categories > Licence and tap on Employee Related Enquiry (see Image below).

The Employee Related Enquiry page will appear.

Figure 11: Employee Related Enquiry page

10. Enter ‘Transaction #’, ‘Passport No.’, ‘Employee #’, ‘Employee Name ENG’, ‘Employee Name

ARB’, ‘Workflow Status’ and select a ‘Request Type’ from the request type dropdown and tap

on button. The page will display the status of the Employee based on the selected

criteria(s).

Figure 12: View Employee details

11. To view the details of the particular employee, tap on the View link shown in the table.

12. Details of the employee such as Transaction#, Step name and Date will be displayed upon tapping

on view link (see the image below).

Figure 13: View detailed Employee details

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