Home Page   l   UK site   l   Contact Us   l    Site Map   l  TEXT ONLY  

   +1 (212) 541 2406     info@sapphiresystems.us.com

Products & Solutions

Document Management & Workflow Solutions

Konducta and Kollecta are robust, adaptable software solutions that are used for business process administration.  They are particularly effective with the following procedures.   

• 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; and

• 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; and

• viewing Customer correspondence located in CRM.

Kollecta’s Main Features and Advantages

Web view client —  Lets 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 installed and integrated successfully with applications that are 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 though 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.  As the actual processes evolve, changes can be made readily.  Look and feel can be tailored to adhere to corporate standards such as panel and text color. 

• 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. The viewer has a full-screen option for maximum ease of viewing.

Scanned documents can be viewed with an integrated viewer. The viewer has a full-screen option for maximum ease of viewing.

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.

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, thus establishing a virtual "folder" for every task.   

  Back to Top

Privacy Policy

© 2008 Sapphire Systems plc