Document Management Solution

Konducta and Kollecta are powerful and flexible tools for managing your business processes and can help with, approval for purchase invoice payment, approval of general purchase requisition,purchase to pay and much more. Kontrolla delivers these benefits to Finance, to the originator, to operational management - in other words to the business as a whole.

Purchase invoice payment approval

General purchase requisition approval

Purchase to Pay, a combination of the above

Customer Service for retail establishments

Customer Service for public sector organizations

Stopped checks

Fixed asset requisition

New supplier approvals

Kontrolla makes these advantages available to the entire organization. The Kontrolla suite is organized as follows.     

The Kollecta document management system operates with host systems such as accounting, procurement, CRM or HR.  It has been incorporated with systems such as:

SunSystems

IPOS

Vision

Kollecta specifically focuses on making it possible for users of accounting, procurement, HR, CRM and other important administrative systems to display linked documents.  Characteristic illustrations of this ability include:  

viewing purchase invoices originating in accounting

viewing HR's employee records

viewing Customer correspondence located in CRM

Kollecta's Main Features and Advantages 

Web view client —  Allows a scanned document linked to a host system be seen throughout the entire organization.

Automatic Background Linking  — Links may be created after data has been entered in the host system. In addition, pre-defined fields contained in the host system may be read and utilized for the population of a searchable database.

Web Searching — The Kollecta database may be searched independently.  Individual documents may be examined.   

Attachments — Additions, such as notes or more documents, may be attached to a core document whenever desired.

Kollecta has been successfully installed and integrated with applications used for the following business activities;

Customer Services

Invoice approval

Purchase Requisition - raise and approve

Vendor approval and creation

 

Konducta's Key Features and Advantages

Windows or Web client - Konducta is available as either a Windows client or a web client for easy deployment.

Ease of Integration — Because each form in the workflow can be coded, it will do precisely what is wanted. 

Examples

Opening an MS-Office document and populating it from workflow material

Seeing current suppliers listed in an accounting system

Reading coding rules contained in an accounting system

Uploading an approved Purchase Order to an accounting system

Informing  users that work is due through the corporate e-mail system 

The ability to code each form in the workflow means that the form can do exactly what you need

Integrated Workflow Designer — Workflows can be created for rapid deployment.  

Changes can be made readily based on actual process evolution

Look and feel can be tailored to corporate standards such as panel and text color

Integrated Document Management —  In cases where a task in the process is connected to a core document, as, for example, a scanned purchase invoice, the document can be accessed electronically, using the workflow, if the customer wishes to see it.   A task in the process may have a primary document (e.g. a scanned purchase invoice) Documents are available electronically via the workflow, wherever and whenever the customer wants them.

Integrated Viewer — An integrated viewer will display scanned documents.  A full screen option is available to enhance data visibility.  Scanned documents can be viewed with an integrated viewer.

Authorization Module —  Authorizers can approve or reject using the intuitive interface contained in the authorization module.  The feature is useful in many situations, as, for example, approve invoice for payment, approve purchase requisition or approve travel request.

The authorisation module delivers a simple, standard, intuitive interface to allow authorisers to Approve or Reject. This can be used in many scenarios for example - Approve invoice for payment, Approve purchase requisition, approve travel request.

Audit trail — Using Konducta means the workflow process is visible and that it can be managed; the application identifies the person who did each workflow task and when it was done.   For each workflow task Konducta records who took which action and when - this delivers visibility and control of the process.

For each workflow task Konducta records who took which action and when - this delivers visibility and control of the process.

Users and Roles — Users and roles can be defined to delineate what can be seen and done.  The particular tasks and actions that may be taken will depend on the assigned permissions.  Some things will be allowed and others will be prohibited, as, for example, not permitting purchase ledger to approve or reject an invoice. The definition of users and roles can be applied to allow or restrict specific users to see specific tasks and only take specific actions. For example this could prevent purchase ledger from approving or rejecting an invoice.

Attachments — A note or file may be attached to a task whenever it is appropriate to do so, therefore establishing a virtual "folder" for every task.