The area of financial management is one of the key areas for organizations in terms of process automation and document workflow. Implementing processes related to financial documents has a direct impact on the effectiveness of a unit’s financial management. The system enables cross-checking of documents by linking invoices with orders, contracts, requests to initiate proceedings, projects and relevant budget positions. This way, it is possible to continuously monitor the execution of a given contract or project and keep track of the load on specific budget items.
Korzyści:
Ongoing planning of payments from the moment invoices are entered into the system
Elimination of cases of lost financial documents
Reduction of invoice processing time from around two weeks to 2–4 days
Cross-checking of documentation
Real-time monitoring of contract execution
Real-time control of budgetary limits
Invoice Workflow
The system supports the entire process, from invoice registration, substantive description and approval through to its transfer to the financial and accounting (F&A) system. Depending on the invoice type, its value or the need to associate it with other documents, dedicated workflow processes are created. Expense allocation is based on the chart of accounts or division keys imported from the F&A system. The process concludes with h
Advance Settlement and Workflow
The module allows for requests for both recurring and one-off advances, their approval and disbursement. For recurring advances, the system maintains the advance at a steady level and automatically generates documents required for its replenishment. During the settlement stage, advances can be linked to relevant invoices without separate posting, approval or description of documents settled by the advance.
Settlement of Contracts and Agreements
When recording an invoice’s substantive description, costs are assigned to the previously registered contract in the system. This allows continuous monitoring of the contract’s execution and the system generates reminders if previously defined thresholds are exceeded. All invoices relating to a contract are accessible from the contract’s case file.
Budget Monitoring and Settlement
The module improves control over the implementation of unit, department or project budgets. Actions performed in the system (such as reporting requirements, registering contracts and substantive invoice descriptions) can be charged against the relevant budget item. Monitoring ‘work in progress’ and including it in real time in the remaining available budget minimizes the risk of inadvertently exceeding budget limits.
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Zobacz inne moduły
moduł bosflow
Registry Office and Administration
The registry office and administration are the areas typically first to be covered by process automation and electronic document workflow. Most documents from outside the organization, regardless of channel, are received by the registry office or reception and this is also the point from which documents are sent to external entities. The registry office and administrative departments are also responsible for the internal distribution of documents, archiving and planning as well as organizing work within the unit. Automation of processes in these areas ensures the smooth functioning of the entire organization and positively shapes its perception by external stakeholders.
The procurement management module enables the synchronization and optimization of purchasing processes for materials, products and services taking place within the organization. The system guides users through the entire workflow – from submitting a requisition, verifying and approving it, to issuing the product from the warehouse or initiating a new purchase process and finally to placing an order with the supplier based on a previously established contract. For public sector entities, gathered and consolidated purchase requests can trigger applications to initiate public procurement proceedings.
The access to comprehensive analytics of historical requests allows for informed approval of new requests in the system. Moreover, their consolidation into a single supplier order or a procurement application streamlines purchasing processes. Thanks to the integration of the Bosflow system with warehouse and supplier systems, purchasing can be carried out almost fully automatically. Procurement processes can be implemented in full or in selected areas, depending on the organization’s purchasing policy and the specific needs and nature of its operations.
With Bosflow, it is possible to model virtually any business process. In addition to the predefined, most commonly implemented modules and processes such as registry office, invoice workflow or leave requests, every organization has its own distinctive business processes that can be reflected in the system. Bosflow also serves as an excellent repository for all types of documents important to an organization, for each of which a dedicated register can be set up within the system.
