Automate any Business Process

This page contains a description of typical processes that have been successfully implemented by Kontrolla.

Please note that customers often implement multiple processes which sometimes interact with each other. A purchase invoice process may interact with a purchase order process – when matching for example.

Purchase Invoice Authorisation

With Konducta and Kollecta a powerful, scalable electronic authorisation system can be built:
• Scanning paper or importing electronic invoices
• Invoice data capture
• Routing of invoices in accordance with authorisation (delegation of authority) rules
• Notification and reminders by e-mail
• Approval or rejection
• Posting invoice data into your accounting system
• Authorisers can be widely dispersed

The big advantage of Konducta is that if you need something more in this process we can usually accommodate your requirement. Examples of this could include:

• Authorisers adding/changing codes to re-allocate cost
• Prepaid invoices allocated and amortised correctly
• Accruals posted and reversed after approval

Purchase Ordering and Invoicing

With Konducta and Kollecta a purchase ordering system of unparalleled flexibility can be realised:
• Authorised staff may raise draft orders
• Template orders can facilitate fast raising of orders
• Item catalogues can be established for multiple suppliers for fast item selection
• Authorisation (signature) of orders in accordance with authorisation (delegation of authority) rules
• Rejection of orders can be enforced where no budget available
• Ability to handle complex approval rules and exceptions
• Automatic generation of order document for approved orders
• Receipting orders fully or partially
• Scanning paper or importing electronic invoices
• Matching of invoices to orders
• Processing of invoices without an order
• Routing of invoices that do not match within tolerance – in accordance with authorisation (delegation of authority) rules
• Notification and reminders to authorise sent by e-mail
• Approval or rejection of orders and invoices
• Import order and invoice data into your accounting system using commitment, accrual and actual accounts
• Authorisers can be widely dispersed

The big advantage of Konducta is that if you need something more in this process we can usually accommodate your requirement. Examples of this could include:

• An extra approval for certain expenditure – IT for example
• Restrict choice of suppliers for certain types of expenditure
• Authorisers adding/changing codes to re-allocate cost

Income Processes/Sales invoicing

Konducta software has been used extensively in Income processes – for example:
• Remote recording of debtor income (e.g. donations)
• Remote and central entry of sales invoice data
• Routing of sales invoices for authorisation in accordance with approval (delegation of authority) rules
• Notification and reminders by e-mail
• Approval or rejection
• Automatic sales invoice production and either print or e-mail to customer
• Posting income and invoice data into your finance system
• Authorisers can be widely dispersed
• Billing cycles can be set up to drive automatic invoice production
• Posting to your accounts can be correctly amortised over multiple periods

Create and amend supplier

With Konducta and Kollecta, supplier setup and amendment can be strictly controlled:
• Head or remote office entry or amendment of supplier details – Address, Registration, VAT, Bank details
• Attach certificates and correspondence from supplier
• New supplier or amendment to an existing supplier authorised in accordance with authorisation (delegation of authority) rules
• Upload new/amended supplier data to financial system
• Notification and reminders by e-mail
• Authorisers can be widely dispersed

Credit card processing

Konducta and Kollecta can be used to upload and process credit card data:
• Spreadsheets received from bank uploaded to Konducta
• Authorisation of credit card expenses in accordance with authorisation (delegation of authority) rules
• Notification and reminders to authorise sent by e-mail
• Authorisers can be widely dispersed

Petty cash

Konducta has been used to manage petty cash in geographically dispersed organisations:
• Head or remote office recording of petty cash expenditure
• Routing of cash requests in accordance with authorisation (delegation of authority) rules
• Notification and reminders by e-mail
• Posting expenditure into your accounting system
• Authorisers can be widely dispersed
• Manage float details and calculate cash replenishment automatically

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