As part of our commitment to constantly advance our software in order to improve our clients’ productivity, the product team has added a new functionality to our ERP solution that automatically validates amounts when converting Purchse Requisitions into Purchase Orders. To further explain the details and increased efficiencies that come with this new feature, we spoke with our Product Manager, Teodora Buhteva, to get the full scoop on this recently-released Altus functionality.
Why did Altus create this feature?
Altus created this feature to enable customers to have a validation process that ensures that when a purchase requisition is converted to purchase order, the purchase requisition is not modified in a way.
With our new WebApps rollout we have an approval process that is driven by certain values and amount thresholds. When a document goes to NAV and needs to be transferred from the end user to the purchasing department by accounts payable, there previously was no validation that made sure that the person who processed the request didn’t change something and that the amount is still within the approved threshold.
How does the feature work?
The feature works in the background as an addition to the current process that creates purchase orders from purchase requisitions. Clients who want better security can implement this new feature which will allow them to pre-validate purchase amounts before they create a purchase order from the purchase requisition, and ensure that the amount, if it needs to be changed, will still remain within the approved threshold. This gives more security to the approvers because they know the purchasing department cannot change the values to go over what they’ve approved, so they won’t get any surprises.
If the user does go over the approved amount, they’ll receive a warning message that they’ve gone over the approval threshold. Then they’ll have to reopen the file and go through the approval process again. As well, the approver will be notified that there has been a change and this request needs to be re-approved.
There are also additional settings on the purchase order that clients can enable or disable. If a purchase order is created from a purchase request, customers can configure this document to be editable or not editable in terms of quantity and unit cost. This makes sure that the way the document is when it moves from the end users and through the approval process is the way it’s sent to the vendor as well, which ensures that the signing authorities are respected and creates an overall smoother process for all involved.
What are the additional processes/set up required for this functionality?
There are a few settings on the NAV side that need to be enabled for the functionality to work, but it’s actually very simple to configure. Once the feature is enabled users can start using it. Existing clients can start using the feature when they upgrade, they just need to turn the settings on. There really isn’t very much involved when it comes to configuration.
Who can benefit the most from this new feature?
Clients that have big purchasing departments and need better security and validation around making sure that approval thresholds for spending are not passed will find this extremely useful. Also, clients that have more rigorous auditing requirements and want to impose stricter control over their whole purchasing process will really benefit from the automated checks and balances this feature imposes.
In conclusion, what are the highlights for users?
The biggest highlights from a user perspective is that once approved, the user knows that there is no way the document can be altered to be over the approval threshold without an alert popping up. It gives the users predictability over the expenses that they’re going to get once the document is processed through the full cycle, including purchase invoice importing.
Also, because of intense security compliance, it gives better confidence to the auditors in the system that security controls are in place and the necessary signing authorities are respected throughout the whole process.