The system provides the flexibility to design documentation workflow processes and to manage a wide range of documents and procedures, including purchase and sales invoices, investment budgeting, the procurement process, HR processes, contract management and document archiving. A central repository enables the registration of documents and information of any format, provides a secure method of archiving such documents and offers immediate access to historical and current information. Utilising the inherent benefits of eXant ECM enables the user to greatly reduce administration costs, to reduce the instance of user error through minimising the manual inputting of information and therefore significantly improves productivity.
Managing a company’s incoming and outgoing correspondence through scanning, OCR conversion, workflow optimisation and document storage.more
This module enables management of the company's incoming and outgoing correspondence. Scanning, optical recognition mechanism (OCR) and a register of documents make the reduction of administrative costs possible as well as improve the efficiency of mail search.
The workflow system also enables improvement and putting in order the process of correspondence workflow in a company. It supports both incoming correspondence workflow and preparing replies and letters in the workflow of outgoing correspondence.
The module enables automatic preparation of an electronic mail sent register, addressing of envelopes and generating paper documents. What is more, the system integrates with an electronic sender of the Polish Post (Poczta Polska) and courier services. Thanks to managing reminders and the evidence of information about correspondence received by the addressee, it improves the quality of clients' and company partners' service.
A central register that enables secure access to, and searching of, documents.more
A central repository enables safe storage of documents of any type as well as electronic management of documents.
The system allows to register documents coming from numerous sources (document scans, email, PDF etc.) to Repository. Thanks to an advanced OCR engine and barcode labelling, the introduction of documents to the system is fully automatic, which improves efficiency and reduces administrative costs.
The module provides easy and fast access for authorized personnel, not only to applications and electronic forms, but also to scans of paper documents, metadata and other information related to business processes. Thanks to that it is possible to monitor the status of processes, versions and changes of documents, which guarantees full control over them.
Thanks to folders, both physical and logical (views), employees have a comfortable and easy access to all the information they need. The Repository is equipped with an advanced, full-text search engine, and it enables joining documents so as to ensure work on so called matters.
The Document Repository Module is scaled and it may be a central register of documents, also coming from external sources. Thanks to this feature completeness and integrity of information can be ensured, doubling of data eliminated, and access to documents and data provided in one place through an internet browser and a smartphone.
Optimises the purchase order to settlement process through the automation of the procurement function. Enables the registration of deliveries, the verification and acceptance of purchase invoices, and permits variance analysis against budgets and forecastsmore
This module allows to improve the process of purchases, thanks to the automation of the process of order completion, registering deliveries, verification and acceptance. It is also possible to compare them to cost invoices.
The module supports not only the creation of purchase orders, but also the workflow of their acceptance and verification. Due to comparing orders to cost invoices, it also improves the efficiency of expenditure control and largely simplifies the process of their acceptance by the management.
Thanks to a graphic modeler of processes (Workflow Designer), it is possible to adjust the process of verification and acceptance of purchase orders to the individual needs of the company.
The management of accounting and cost documents, including the receiving and processing of purchase invoices, and the verification and acceptance, or rejection of such items.more
This module enables putting in order and automation of managing accounting documents, including among others purchase invoices. The system allows to register cost documents from many sources (scans, emails, PDFs etc.). Thanks to an advanced OCR engine, inputting documents into the system is fully automated, which improves efficiency and reduces administrative costs.
The module enables assignment of documents, verification, acceptance and automatic accounting in financial and accounting systems and ERP. The system enables multidimensional and advanced assignment of accounting documents, also with use of dictionaries. The option of simultaneous work on verification and acceptance of each item on the invoice individually considerably speeds up the whole process, as well as makes it more flexible.
Thanks to the graphic modeler of processes of cost documents acceptance (Workflow designer), it is possible to adjust the process of verification to the individual needs of the company.
Enables the efficient management of all capital expenditure (CAPEX) projects, including the management of investment proposals, the planning and implementation of such projects, and the control of expenditure against pre-authorised expenditure levels.more
The module enables improving and automation of the whole capital expenditure management process(CAPEX), starting from processing of investment proposals and budget planning, through its implementation, and finally to expenditure control and managing cash flow.
The system enables efficient management of creating, verification and acceptance of investment proposals. An electronic form allows to enter all necessary information about expenditure, budget, investment and others, as well as to add documents and attachments.
The system also makes it possible to simultaneously plan investment budgets, divided into budget lines, matching given types of costs and incomes. Thanks to versioning and giving access rights to individual parts of budgets it is possible to create scenarios and joint work on budgets.
Thanks to inputting invoices and contracts and assigning costs to individual budget lines, authorized staff can control the implementation of budget on an ongoing basis, as well as be notified about any deviations. This enables current expenditure control as well as checking if expenditures are in accord with investment proposals, contracts and cost invoices.
The integration with the module of invoice management makes it possible to accept or reject payment, if given cost is thought to be non-complying with the budget. Moreover, thanks to budget schedule and financing plan, it is possible to manage cash flow on an ongoing basis.
The automation of the process of sales proposal management and preparation of complex sales proposals connected with the product catalogue.more
The system accelerates the process of preparing sales proposals and answers to RFP (Requests For Proposals) by a couple of times. The module enables co-creation of sales proposals in a team, on the basis of previously prepared models, and automatically completes them with data from RFPs, product and service catalogues and marketing data. Items in the offer may come from the product catalogue, enclosed in Sales Proposal Management or in an external system (e.g. ERP).
Workflow allows to simultaneously work on one sales proposal by many team members. Thanks to Workflow both sales department and technology department may work on one proposal, so that after the acceptance by management, eventually a ready proposal is created in the form of a document in accord with marketing guidelines and sent by email or snail mail to the client (connection with Correspondence Management module).
Thanks to Workflow Designer, it is possible to adjust the process of verification and acceptance of a sales proposal to individual needs of the company.
Offers a central register of contracts, and provides a standard approach to contract creation, verification and approval.more
The module enables the implementation of a safe and centralized register of contracts and annexes in a company. Thanks to that, authorized personnel has access to information about not only signed contracts and their scans, but also the statuses of contracts.
Thanks to electronic Workflow of the system of contract acceptance, administrative costs are lowered, mistakes at contract verification are reduced, and the role of paper documents is limited.
The module, thanks to the connection to invoice and CAPEX management enables the control over costs and the process of implementation of contractual provisions in view of accounting and finance rules. Workflow Designer makes it possible to adjust the process of verification and acceptance of contracts to the individual needs of the company.
An extended system of notifications and alerts enables full control on contract termination dates, and the mechanism of versioning ensures the unity and consistency of contract provisions.
Efficient assigning, delegating, monitoring and controlling of employee and contractor tasks.more
Document workflow system enables creating tasks by supervisors and their further delegating. Tasks may be created manually or automatically on the basis of a received incoming document. The module supports group tasks management, as well as makes prioritization possible. After setting the deadline and the recipient of a task, convenient control is possible with the use of task advancement calendar and worktime evidence.
The system of alerts ensures that delegated tasks are properly managed, and the notification system reminds about approaching deadlines.
The module is an ideal solution for all those working on projects and managing many people from different locations.
Enables an efficient leave request procedure to support resource requirement planning. Integrates with a wide range of HR systems.more
The system supports the workflow of leave requests of any type, including paid annual leave, leave at request, paid occasional release and unpaid leave and is in accordance with Polish law.
Independently from integration with HR and payroll system, the module enables automatic calculation and control of leave limit for a given worker. Moreover, it enables leave management so as to automate and simplify repetitive activities performed by human resources department.
Provides a streamlined approach to the management of employee expenses, including the registration and approval of expense claims, the payment of advances and the analysis of travel and subsistence costs.more
The system enables employees to apply requests for both domestic and international expenses, and as an option also to generate request for advance payment, thus managing its acceptance and payment.
Expense Management also supports employees in settling travel costs and advances. Thanks to an intuitive form integrated with a map, the module automatically calculates the daily expenses allowance and mileage allowance. Thanks to the integration with Invoice Management, the employee can forward invoices and receipts to HR department in an electronic form, which significantly accelerates and simplifies the settlement process.
Enables graphic modelling of business process paths and electronic document workflow. Thus new processes can be easily designed and the existing ones changed.
Enables full recognition of scanned document contents and their automatic processing in the workflow system.
Enables browsing, verifying and acceptance of documents and requests with a mobile application on a mobile phone or a tablet.
Enables efficient and safe integration of eXant ECM with most available ERP systems such as: SAP, Comarch, Sage, MS Dynamics, IFS, Epicor.