Suppliers - A supplier must exist and is therefor created by an authorized individual. The entity's own internal policy will determine the workflow to be followed before creating a supplier.
Services - All entities requires services for example garden, electrical, plumbing, painting and electrical fences. These services are also created by an authorized individual.
Linking a supplier with a service - This is done for ease of reporting and inquiries. Inquiries with regards to spending per service, on a supplier for different services and spending on a supplier for a non_linked service are possible.
Uploading - Any number of quotes can be uploaded for a required service. Approval percentage is according to the entity's rules. This is done by an authorized individual. Usually the managing agent.
Submit for approval - The quote is submitted and workflow sends emails to the relevant approvers for the entity.
Approve or Reject - A quote can be approved or rejected by an approver. In cases where there are more than one quote for a required service, after approval of one quote, the software will automatically reject the remaining quotes.
Approval / rejection % - Once the required, set percentage is reached, the transaction is completed by the software.
Filing and email - A pdf is generated and both pdf and accepted quote are stored. The pdf contains details with regards who approved, who rejected and the rejection reasons. Email is send to all the approvers and the managing agent, informing them of the status and both documents are attached.
Uploading - The minimum invoice approval percentage is part of the initial parameter setup. It can not be lower. At this stage the invoice can be linked to an approved quote. The software will display the deposit paid amount and the suggested outstanding amount. This should eliminate over payments. The function is executed by an authorized individual. Usually the managing agent.
Submit for approval - The invoice is submitted and workflow sends emails to the relevant approvers for the entity.
Approve or Reject - Approvers can approve or reject the payment. Reject requires a reason.
Approval / rejection % - Once the required, set percentage is reached, the transaction is completed by the software.
Filing and email - A pdf is generated and both pdf and accepted or rejected invoice are stored. The pdf contains details with regards who approved, who rejected and the rejection reasons. Email is send to all the approvers and the managing agent, informing them of the status and all the documents are attached.
Invoices and quotes approval status - This provides a quick follow up on outstanding approvals. Depending on your choice, the function lists details of approvals / rejections as well as outstanding approvers. The inquiry, list details per quotation or invoice.
Invoices per month - It displays invoices for a chosen period. It is possible to download the invoice and the approval / rejection document. Where an invoice is linked to a quote, the quoted documentation can also be downloaded.
Invoices per supplier - This is a quick way to visually see how much money has been spent on any supplier for a chosen period. It is possible to download the invoice and the approval / rejection document. Where an invoice is linked to a quote, the quoted documentation can also be downloaded.
Quotation per service type - This is a quick way to visually see how much money has been spent per service type, for a chosen period. It is possible to download the relevant documentation.