A quick guide to eXchequer 365's key featuresWith more of us working on the move across different office locations and even countries, it’s common to see today’s professionals checking in with the office on trains, planes, buses – wherever there’s a connection for smartphones and tablets. This flexibility does potentially create its own problems as certain processes still require access to the business management system.
In recognising this need, Advanced Business Solutions has developed eXchequer365 which is a mobile application that sits alongside the standard Exchequer platform. Designed with business continuity in mind the application can be used on both iOS and Android devices as well as through a Windows desktop app.
The data the application receives from the central system is live as long as there’s connectivity, ensuring users have access to up to date information. The main processes it supports are procurement, allowing remote users to raise purchase requisitions which can then be authorised. Functionality also includes general enquiries – allowing access to customer and supplier records, as well as stock information to check availability. It can raise sales orders remotely, which is especially useful for businesses with sales representatives out on the road. Newly introduced in 2015, the solution can now send “push” notifications to alert users of action required.
Figure 1. Exchequer 365 Home screen
Reducing invoicing costs
Designed to be intuitive the mobile app can be used to raise a purchase requisition (PR) which can then be sent through a defined authorisation route depending on its value or what needs to be bought. Each authoriser is notified of the pending transaction as it arrives whatever device they are using. On approval of the PR, office based staff are able to raise the purchase order (PO) which can be sent as a PDF via email or in the post.
In-line with individual company processes or requirements, if the PO needs to be authorised before sending we can also do that by sending out to the relevant people once again. At some point the goods or services that have been ordered will arrive and we can match what is actually received against what was ordered and deal with any discrepancies. The system will automatically deal with the accruals for goods received and not invoiced and reverse these out at the appropriate time. At the point the Purchase Invoice (PI) arrives we can then reverse the process to authorise this getting paid. The invoice is entered on to the system either manually or via one of our document management systems.
Figure 2. Supplier Ledger Figure 3. A list of existing PO's Figure 4. A line on a PO