Internal Portal · QPMI MIS

ICRS

Invoice Cancellation Request System

Your complete guide to submitting, tracking, and processing invoice cancellation requests across all QPMI distribution centers.

User Roles Process Flow Step-by-Step Guide FAQ
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Who Uses ICRS

Three Roles,
Clear Boundaries

Every user is assigned one role that determines exactly what they can see and do within the system.

Requestor
Warehouse / Sales Staff

Staff who initiate invoice cancellations. Can only see and manage their own requests.

  • Submit new cancellation requests
  • Upload supporting documents (CR, DINRF, SI copy, DR)
  • View and track own request status
  • Receive notifications on status changes
  • Download own uploaded files
  • Export own request data to Excel
C&C Personnel
Collections & Cancellations

C&C team members who process and action all cancellation requests company-wide.

  • View all requests from all requestors and DCs
  • Update request status (Pending → For Review → Cancelled)
  • Add cancellation reference numbers and remarks
  • Mark document submission status
  • Receive new request notifications
  • Export all requests and documents to Excel
Admin / MIS
Full Access

MIS team with full system access including user management and security oversight.

  • All C&C capabilities
  • Create, edit, enable, and disable user accounts
  • Unlock locked accounts
  • View audit logs and failed login reports
  • Full database export (all 6 tables)
  • View real-time login activity notifications
How It Works

The Cancellation
Request Lifecycle

From submission to completion — every request follows this structured flow.

1
Submit Request
Requestor fills the form with customer name, SI number, reason, and document checklist. SAP lookup auto-fills invoice details.
2
Upload Documents
Upload supporting files: Cancellation Request (DOCX), DINRF, Sales Invoice copy, Delivery Receipt, Return Documents (if applicable).
3
C&C Review
C&C personnel receive a notification, open the request, verify documents, and move it to "For Review" status.
4
Processing
C&C processes the cancellation in SAP and updates the request with the Cancellation Reference Number and date.
5
Completed
Status set to "Cancelled". Requestor is notified. The record is archived in the Cancelled Invoices registry.
System Capabilities

Everything You
Need to Know

Key features and concepts explained for daily use.

Request Statuses
Every request has one of four statuses at any time. Track progress at a glance.
Pending Review For Review Cancelled Rejected
SAP B1 Invoice Lookup
Enter a DocNum and the system fetches customer name, invoice date, amount, payment status, and DB type directly from SAP B1 — automatically filling the form. If the same invoice exists across multiple SAP databases, you'll see a selection card for each match.
QPMI SOA HRI
Document Slots
Each request has 5 document slots. Green = submitted, red = missing.
CR DI SI DR RT

CR = Cancellation Request · DI = DINRF
SI = Sales Invoice Copy · DR = Delivery Receipt
RT = Return Documents (if items left office)

Notifications
The bell icon shows unread alerts. Requestors see status updates; C&C and Admin see new requests. Polls every 30 seconds automatically.
Excel Export
Download your data as .xlsx with auto-sized columns. Role-gated: Admins get all 6 tables; C&C gets requests + docs; Requestors get their own records.
Account Lockout
After 5 consecutive failed login attempts, your account is locked for 15 minutes. This protects against unauthorized access. If locked, wait 15 minutes for automatic unlock, contact your Admin for immediate unlock, or click the "Contact MIS" link on the login screen to send a support request.
Appearance Settings
Go to Settings (sidebar) → Appearance tab. Choose between Light and Dark mode, select from 6 accent colors (Indigo, Violet, Blue, Teal, Rose, Amber), and set a background style (Plain, Dots, Grid, Lines, Glow, Subtle). Your preferences are saved in your browser.
Step-by-Step Guide

How To Use ICRS

Select your role to see role-specific instructions.

01
Log In
Go to https://misquanta.online/icrs/ and enter your username and password provided by MIS. Your session stays active for up to 8 hours.
02
Create a New Request
Click the + New Request button in the top right. The form will open showing your name, department, and DC pre-filled.
03
Use SAP Lookup (Optional but Recommended)
Enter the SAP DocNum and click Look Up. The system will auto-fill Customer Name, SI#, Document Date, and Database type. If multiple databases match, select the correct one from the picker cards.
Always verify the auto-filled data before submitting.
04
Fill In Required Fields
Enter Customer Name, Sales Invoice #, and Reason for Cancellation (required). Add Document Date, Delivery Receipt #, and IR Involved if applicable. Check Item Left Office if physical items were released — this makes Return Documents required.
05
Confirm Document Checklist
Check the boxes for documents you have ready: Cancellation Request (DOCX), DINRF, and Sales Invoice Copy are always required. You must confirm these before you can submit.
06
Submit and Upload Files
Click Submit Request. The request is created instantly. Open the request and use the Upload button next to each document slot to attach your files (PDF, DOCX, JPG, PNG, XLSX — max 10MB each).
07
Track Your Request
Your request appears in the table with a status chip. Check the bell icon for notifications when C&C updates your status. Click any row to open the full detail view with the activity timeline.
01
Monitor the Bell Icon
The bell shows unread request counts. New requests appear with a red dot on the row and a NEW badge in the detail view. The count refreshes every 30 seconds.
02
Open and Review a Request
Click any row to open the detail view. It shows all invoice details, the document checklist with upload status, and the full activity timeline. Opening a request automatically marks it as viewed.
03
Download and Verify Documents
Use the View button to preview PDFs and images inline. Use DL to download Office files (.docx, .xlsx). Verify each document is correct before proceeding.
04
Update the Request
Click Update on the request row or in the detail view. The update modal lets you: select a new status, add/update remarks, enter the DINRF number, add file references, and check off document submissions.
05
Mark as Cancelled
Select Cancelled status to reveal the Cancellation fields. Enter the Cancellation Reference # and Date Cancelled. Add remarks summarizing the action taken. Click Save Changes.
Every status change is permanently logged in the Activity Timeline.
06
Use the Cancelled Tab
The Cancelled Invoices tab in the sidebar shows all completed cancellations with their reference numbers and dates — useful for quick reference or audit purposes.
07
Export Data
Click the export icon in the top bar to download an Excel file with all requests and supporting document records. The file includes a summary Info sheet.
01
Access User Management
Click User Management in the sidebar (Admin only). The panel shows all users with their role, DC, last login, fail count, and lock status.
02
Create a New User
Click + New User. Fill in Full Name, Username (must be unique), Password (minimum 6 characters), Role, Distribution Center, and Department. The account is immediately active.
03
Edit a User
Click Edit on any user row. You can update any field including role, DC, and department. Leave the password blank to keep the existing password. Changes take effect immediately.
04
Unlock a Locked Account
Locked accounts show a yellow LOCKED badge. Click Unlock to immediately clear the fail count and remove the lockout.
05
Disable / Enable Accounts
Use Disable to deactivate an account (the user cannot log in but their data is preserved). Use Enable to reactivate. You cannot disable your own admin account.
Accounts are never permanently deleted — they are soft-disabled only.
06
Monitor Security
The Failed Login Logs table (below the user table) shows all failed attempts with IP address, reason, and timestamp. Watch for Too Many Attempts and Unknown User patterns.
07
Full Database Export
Click the export icon and select Full Database Export for a complete 7-sheet Excel workbook: Requests, Documents, Activity Log, Users, Audit Log, Failed Logins, and Summary. Passwords are never included.
Distribution Centers

QPMI Locations

ICRS supports all QPMI distribution centers. Your account is assigned to one DC by default.

MNL
Mandaluyong
PAM
Pampanga
BAC
Bacolod
CDO
Cagayan De Oro
CEB
Cebu
DAV
Davao
ILO
Iloilo
TAC
Tacloban
Your Data is Protected

Security
at Every Layer

ICRS is built with security as a core requirement, not an afterthought.

Encrypted Passwords
Passwords are stored using bcrypt hashing — your actual password is never saved in the system and cannot be recovered, only reset.
Session Security
Your login session uses a secure cookie that expires after 8 hours and regenerates its ID every 15 minutes to prevent session hijacking.
Account Lockout
After 5 wrong password attempts, your account locks for 15 minutes. This protects against brute-force login attacks.
Role Enforcement
Access restrictions are enforced server-side — you cannot view, modify, or export data outside your role's permissions regardless of URL manipulation.
Secure File Uploads
Uploaded files are validated for type and size, stored outside the web root, and can only be accessed by authenticated users who own the request.
CSRF Protection
Every data-changing action requires a unique session token — preventing cross-site request forgery attacks.
Audit Trails
Every significant action is logged: logins, status changes, file uploads, user edits. Admins can review the full audit history.
SAP Read-Only Access
ICRS can look up invoice data from SAP B1 but cannot modify any SAP records. Your ERP data integrity is fully protected.
Common Questions

Frequently Asked
Questions

Quick answers to the most common ICRS questions.

ICRS does not have a self-service password reset. Contact your Admin or the MIS team at mis@quantapaper.com and they will reset it for you. You can also use the "Contact MIS" link on the login page.
Your account locks after 5 wrong password attempts and automatically unlocks after 15 minutes. If you need immediate access, contact your Admin to unlock it manually, or click "Request Account Unlock" on the login screen.
Yes. The SAP lookup is optional and just saves you time by auto-filling the form. You can always enter the customer name, SI number, and database type manually.
The same invoice number may exist in more than one SAP database (QPMI, SOA, or HRI). The system shows all matches so you can select the correct one for the invoice you're cancelling.
Requestors cannot edit the main request details after submission, but you can upload, replace, or delete your uploaded documents at any time while the request is not yet cancelled. C&C and Admin can update status, remarks, and document status at any time.
Accepted formats are: PDF, DOC, DOCX, XLS, XLSX, JPG, JPEG, and PNG. Maximum file size is 10MB per file. Only one file per document slot — uploading again replaces the previous file.
No, that's by design. Requestors are restricted to viewing only their own requests for data privacy. Only C&C Personnel and Admin roles can see all requests across all users and DCs.
Click your avatar in the top right corner to open the profile panel, then go to Settings. Switch to the Appearance tab to choose between Light/Dark mode, 6 accent colors, and 6 background styles. Your preferences are saved in your browser.
For requestors, notifications track status changes per request. If you've already opened the relevant request, clicking the notification item will dismiss it. You can also click "Mark all read" in the notification panel.
The notification system polls the server every 30 seconds. You can also manually refresh the page to get the latest data immediately.