Challenges

With hundreds to thousands of daily procurement requests among departments in the corporate, the original standalone workflow system was no longer able to fulfill the company's business needs in today's competitive business environment.

• Difficult to retrieve the budget availability online
• Difficult to standardize the approval process with the rapid growth of the company
• Unable to generate marketing analysis on budget allocation
• High operation and administration costs to maintain the collaborated data between two isolated systems for workflow and accounting
• Transaction delay between two isolated systems

Solution

For better resource utilization, FlexWorkflow provides an integrated solution to integrate a procurement process with budget control. It also demonstrates a seamless integrated solution of FlexWorkflow with FlexAccount.

• Budgeting control can be managed on a cyclical basis – yearly, quarterly or monthly
• Any incoming procurement request involves the budget controlled accounts will check against the budget availability
• If requested amount exceeds the budget availability, escalations can be performed in the approval process
• Other than the initial budget amount, supplementary work process allows budget adjustments, such as approval process for increasing budget. Increase budget amount will automatically update FlexAccount, once the increase budget application is approved
• The updated budget balance can also be retrieved by FlexSystem’s FION/EI
• Allow data exchange from FlexAccount such as analysis and account codes, payment terms etc.
• After the payment is completed, voucher generation with FlexAccount is automated based on different settlement scenario such as deposit, prepayment and accrual handling

Benefits

• Unifying user experience among systems throughout the procurement process
• Better control and monitoring on individual purchase request
• Reduce the transaction delay of the procurement process with accounting system
• Enhancing the budgeting control for better management decisions
• Improve resource utilization from the analytical reports on budget allocation for individual department and category
• Tightly integrated with accounting system to simplify collaboration and boost productivity