idocuments Solutions Overview Enterprise financial management & workforce solutions June 2015

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1 idocuments Enterprise financial management & workforce solutions Solutions Overview June 2015 Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 1 17

2 Contents Introducing idocuments... 3 Mobile Approvals using iphone... 5 Purchase to Pay... 6 Purchase Invoice Automation... 8 OCR Capture Purchase Invoices... 9 Expense Management HR & Workforce Management Absence & Leave Management Performance Management Planning & Resource Allocation Timesheets Microsoft Project Integration Microsoft Outlook Integration Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 2 17

3 Introducing idocuments idocuments is an integrated web browser based and mobile self-service business application that streamlines, simplifies and standardizes core business, financial and workforce related processes. idocuments is used in a wide range of industries including finance, professional services, managed services, hospitality, not for profit, media, IT, retail, accountancy, distribution and manufacturing. The idocuments web-based architecture is built on industry standard Microsoft technologies and seamlessly integrates with your company s existing ERP and accounting systems. idocuments can be rapidly deployed to an entire workforce through a variety of devices to automate core business processes such as purchasing, accounts payables, expenses, time tracking and sales. idocuments applications suite idocuments unique and innovative architecture offers core business functions including: Purchase to Pay Expense Management Timesheet Management HR and Workforce idocuments Mobile Approvals for iphone idocuments Intelligent Capture for Purchase Invoices ERP integration idocuments enhances the value of your existing systems investments by seamlessly integrating with your existing ERP and financial systems. idocuments enables information to seamlessly flow between idocuments and your existing systems, minimizing data duplication, re-keying and errors. Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 3 17

4 Improving business efficiency & compliance The power of one solution for your entire business idocuments gives you the benefits of having one scalable and accessible system for purchasing, invoice processing, expenses, timesheets and more. By having one system you avoid the need for users to learn different systems and this encourages faster user adoption. This also reduces your organization s IT maintenance costs and support overheads. The result is that everyone in your organization has access anytime and anywhere to the information they need to do their job effectively and efficiently. idocuments is designed for businesses who operate multiple companies including international operations. Maximize your existing IT investments In many organizations, the cost of software licenses limits ERP access to a small minority of the organization, with many employees and staff having no regular or direct access. idocuments solves this problem by extending the reach and capability of your existing ERP by providing affordable, easyto-use, web-based access to 90%+ of employees. Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 4 17

5 Mobile Approvals using iphone idocuments Mobile Approvals for iphone is designed for organisations seeking to improve business performance and efficiency by facilitating notification, review, approval and rejection of Purchase Orders, Purchase Invoices and Expenses by designated authorizers using their iphone. Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 5 17

6 Purchase to Pay idocuments Purchasing is a powerful and flexible web browser based solution which enables you to gain control and visibility of the entire purchase to pay process helping you to improve efficiency, productivity, control and compliance. idocuments manages the entire purchasing process, streamlining and automating the process of requisitioning, ordering goods and services, receipting and matching invoices to orders and receipts. The principle of approval and segregation of responsibilities provides you with controls to reduce the risk of error and fraud. Budgets and commitments Purchase requests are checked against available budget and managers have real time visibility of commitments and available budgets. Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 6 17

7 Purchase to Pay - continued Approved suppliers Users can submit requests for new suppliers which are managed by approval workflow process and routed to the appropriate person or group for approval. Purchase Requisition Management idocuments allows users to create requisitions with automatic routing and notifications. The system allows Procurement Managers to consolidate multiple Purchase Requisitions into a single Purchase Order for issue to selected suppliers. Purchase Contracts and Blanket Orders idocuments allows you to set up, track and manage recurring service contracts. The blanket purchase orders facility allows users to set up orders for multiple delivery dates over a period of time to take advantage of predetermined pricing, and also reduces the need of raising multiple orders and reduces the need for holding stock. Multiple invoices may be matched against a blanket order until the delivery of items or services has been fulfilled. Purchase Orders idocuments simplifies and streamlines Purchase Order creation, submission and approvals providing users with easy to use intuitive screens. Purchase Order approvals are automatically routed through approval levels and notifications are sent to approvers. Approved Purchase Orders can be issued to suppliers through traditional printing, fax or transmitted via . Goods & Services Receipt Notes idocuments provides a full audit trail of the purchasing process including Goods Receipts Notes. These can be as simple as recording the delivered quantity against an approved Purchase Order. At the same time, users can check quantity ordered and price and alert variances. Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 7 17

8 Purchase Invoice Automation idocuments reduces the time to process invoices, frees up finance staff time to focus on other tasks and improves cash flow visibility. Suppliers invoices to a central box or paper invoices may be scanned and automatically processed and paid in line with your invoice matching rules and tolerance settings. Purchase Invoices which fall outside the tolerance settings are automatically routed for approval. Items which are not generally covered by Purchase Orders, such as utility bills, can also be processed and routed to the appropriate person for approval. Suppliers purchase invoices and facilitate e-invoices in PDF format Suppliers can their invoices to a central box in PDF which are then automatically picked up by idocuments and routed for processing to the appropriate person in finance. This significantly reduces the time and cost of invoice processing. OCR capture of invoice data idocuments Intelligent Capture is designed to reduce administration tasks associated with invoice processing. idocuments Intelligent incorporates Optical Character Recognition (OCR) option for automatically extracting key data from invoices. Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 8 17

9 OCR Capture Purchase Invoices Have you considered OCR software for invoice data extraction but found the solution was too expensive and would take too long to implement? Now idocuments Intelligent Capture invoice OCR software solves this at a fraction of the cost of traditional OCR software. No limitations on pages scanned or numbers of users. The service can be deployed in just a few days. No more big costs or lengthy projects. idocuments Intelligent Capture is designed to reduce administration tasks associated with invoice processing. idocuments Intelligent incorporates Optical Character Recognition (OCR) option for automatically extracting key data from invoices without the system having to learn the layout of the invoice. Suppliers invoices to an address which you designate PO number, Invoice number, date and total are automatically extracted from the invoice idocuments automatically looks for an open Purchase Order matching that invoice Where a match is found the invoice approval rules are automatically applied Where no match is found the invoice may be routed to the relevant authorizer via the idocuments web interface or to your iphone Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 9 17

10 Expense Management Travel and entertainment is one of the largest controllable corporate areas of spend. Businesses that rely on paper or spreadsheet based processes are inevitably incurring unnecessary cost, process bottlenecks, delays and risk of errors or fraud. Any business with more than 25 expense claimants will benefit by automating expense management, with typical Return on Investment (ROI) within 3 to 9 months of going live. Automate financial control with idocuments Expenses idocuments Expenses is a web browser based expense management solution that reduces the time and cost of processing expense claims. idocuments gives your employees an easy way to enter expenses and managers an easy way to approve, and in doing so cut the cost of processing expenses, avoid re-keying of data and reduce errors and risk of fraud. Reduce expense administration time and costs Processing manual, paper-based or spread sheet based expense claims is inefficient, time-consuming and frustrating for employees, managers and finance teams. Eliminating the paper-chase not only saves time, it also reduces the opportunity for errors often caused by a lack of audit trail or incorrectly completed expense forms. Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 10 17

11 Expense Management - continued Enforce company expense policies idocuments Expense enables you set limits for expenses such as accommodation and travel in line with your company policy so that employee claims are always within allowable limits. Users can add notes and detail to claims and specific items to assist the approver. You can specify mileage allowances rates enabling the system to automatically calculate the amount due to claimants. Expense capture and approval idocuments simplifies expense claim entry, approval and processing, in order to save time, speed up claims processing, help to cut costs and reduce errors. Approvers are automatically alerted when they are required to approve expenses using the idocuments in built alerts facility and claimants can check the status of their claims at any time. Company credit cards idocuments allows an administrator to import company credit card transactions into idocuments and automatically generate expense claims with credit card transaction for reconciliation. Users can verify credit card charges and then submit the expense details for approval and processing. Business entertainment expenses idocuments maintains detailed back-up records of business entertainment expenses and associated information and receipts. Users are required to detail the business purpose of the expense, attendees, date and cost. Per Diem payments idocuments can automatically calculate subsistence allowance entitlement based on the duration or location details of the expense. Capture expenses relating to projects or customers idocuments overcomes delays in billing or cross charging of expenses to projects or customers. Your customers can be provided with detailed explanation of an expense re-charge and copies of back up documentation and receipts. Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 11 17

12 HR & Workforce Management idocuments HR is a solution streamline and improve HR related processes. The system provides staff with instant access to their personal data including the information detailed below. It enables staff to submit leave requests for approval, sickness and other absence details and maintains balances and entitlements for calculating payments. Information includes: HR Self Service Absence and Leave Management Expense Management Performance Management Resource Planning & Scheduling Timesheets Self Service - My Profile My Profile allows users to view, record and amend information relating to employees. It is designed to be the single location for detailed information for an employee. The information is available to the employee, largely on a read only basis, with greater add/edit rights available to Managers, HR Managers. My Profile setting are made by Administrators. Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 12 17

13 Absence & Leave Management Absence and Leave Management Absence Management streamlines the management of leave such as holiday, maternity, paternity, compassionate leave, training etc. and covers holiday entitlement for different types of employees and length of service and multiple holiday years. The system manages the leave request and approval process and may be viewed by individual or team via the idocuments Calendar. Employees, managers and HR can view remaining holiday entitlements. The system streamlines sickness reporting and provides analysis of sickness absence across by individual, team or company. Individual or Team View Calendar An integrated Calendar facility allows employees, managers, team leaders and HR to review schedules including: Schedule and requested leave Team and individual absences Performance appraisals Employees, managers and HR can easily view working patterns which can be easily defined and changed as required. Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 13 17

14 Performance Management Performance Management Performance Management provides employees, team leaders, managers and HR a clear framework and process for managing performance reviews: Set corporate goals and objectives Create Job roles and a range of competences attached to that role Determine, the process of a Performance review (i.e. Review and approval of completed forms) Determine schedules for Performance Reviews Those in HR have the ability to: View the performance, competence for all employees and provide reports on these Review performance reviews of Employees Create reports to determine those who have not completed their performance appraisal and can them Line managers have the ability to: Schedule performance reviews for their staff or initiate a new one and receive automatic reminders Track the status of Performance Reviews of my employees. See previous performance reviews of my employees Record details from Performance Review meetings Set objectives for employees with dates and measurement criteria Link objectives to either the job role or to corporate goals Record progress against objectives previously set Circulate the performance document for viewing or approval For employees: View scheduled Performance Reviews in my idocuments calendar Access to performance review documents that I may be required to review or complete. Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 14 17

15 Planning & Resource Allocation idocuments Resource Planning enables you to forecast staffing needs, assign people to projects, activities and tasks according to their skill sets and availability. idocuments Resource Planning incorporates the ability to move people and assignments using a drag and drop tool to quickly and easily assign people to projects and to gain an immediate Gantt chart style view of projects under your control. You can easily set up and administer projects in minutes and define costs, activities and tasks. Allow Project Managers edit and assign individuals to projects Collaboration module integration for project document versioning and messages connecting external resources to the project Assign tasks by day or hour Define company working hours and public holidays Flexible validation on assignments based on availability and suitability Quick access drag/drop and right click actions Copy plans Visibility of each user s planned schedule Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 15 17

16 Timesheets idocuments Time provides employees, contractors and consultants with an easy to use, web-based timesheet application for entering, submitting and approving timesheets. Time may be entered against projects, tasks and activities, thus making billing and project based costing faster and more accurate. idocuments Timesheets incorporates: Copy timesheet facility Enter start and end times or just hours Define working patterns at company or user level Capture time against projects, activities and tasks Approval workflow allows you to define multiple timesheet authorization steps and rules Add additional analysis codes for reporting Client and project invoicing add-on Project costing Integration with third party systems such as payroll or costing systems Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 16 17

17 Microsoft Project Integration idocuments Microsoft Project Add-in enables you to plan projects in Microsoft Project and then upload those into idocuments in order to allocate resources to projects, tasks and activities for subsequently recording time spent in idocuments Timesheets. Download project data and review offline in Microsoft Project Connect to any project when online to validate Plan Replicate idocuments configuration in Microsoft Project Choose to remove, replace or update existing items from Plan Upload Plan when ready to update idocuments Microsoft Outlook Integration idocuments Microsoft Outlook Add-in enables you to synchronize projects, tasks and activities from idocuments into Microsoft Calendar. Synchronize assignments, leave and sickness from idocuments to Microsoft Outlook Allow users to change the start/end times only and synchronize back to idocuments Allow users to confirm assignments and synchronize back to idocuments Schedule the Microsoft Add-in synchronization to run manually or automated on a regular interval Sy na nt i x Ltd. All r ig ht s r es er ved. P a g e 17 17

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