A controlled process from staff request to supplier payment.
Connect departmental requests, supplier quotations, budgets, approvals and purchase orders with delivery confirmation and payment. ProcureXone / ACOS gives Finance and management a transaction audit trail, with CloudTASK web access to configured review and approval functions.
Procurement in ACOS. Connected access through CloudTASK.
Bring initiators, approvers, procurement officers and Finance into a shared process, with responsibilities and permissions configured for your organisation.
ACOS / ProcureXone
The desktop application for procurement initiation, suppliers, budgets, purchase orders, goods received and payment processing.
CloudTASK web access
Review procurement, goods received and payment requisitions through configured web functions, with supporting information, documents and comments.
ACIM / SalesXone
The connected customer, sales and service offering for quotations, sales orders, waybills, customer invoices and job cards.
Follow a transaction from request to payment.
The stages below show a typical process. Your approval channels, responsibilities and enabled modules are agreed during setup.
- Staff request & motivation
Staff request & motivation
Capture the goods or services needed, the department and project, and the motivation for procurement (MFP). Attach supporting information so reviewers understand the request.
- Supplier quotations & evaluation
Supplier quotations & evaluation
Attach multiple quotations. Where the integrated RFQ module is enabled, compare quotations submitted online side by side. Record the options investigated, evaluation and recommendation, including why a higher-priced offer is selected.
- Budget availability
Budget availability
Allocate expenditure to the department and cost centres. When a transaction is posted, ACOS checks the available budget and places the transaction on hold if funding is insufficient.
- Procurement approval
Procurement approval
Route the request through the configured approval channel. Monetary thresholds determine which approval levels apply. Approvers review the motivation, quotations and supporting documents.
- Purchase order to the supplier
Purchase order to the supplier
Approved MFPs feed into purchase order generation. The authorised purchase order is ready to be emailed to the supplier, keeping the approved request and order connected.
- Goods or services received
Goods or services received
The initiator records the quantities received against the purchase order. A project manager can also be configured to confirm delivery of goods or services, with delivery evidence attached.
- Invoice & payment approval
Invoice & payment approval
Attach the supplier invoice to the purchase order with confirmed receipt. Review the order, delivery and invoice information, then route the payment requisition through its separate approval channel.
- Remittance & payment batch
Remittance & payment batch
Prepare supplier remittances from approved payment requisitions and assemble payment batches for supported bank export processes. Retain the transaction and approval history for Finance and management.
Two separate approval channels: procurement approval authorises the purchase; payment requisition approval authorises the supplier payment. A purchase order approval does not replace the payment approval process.
Apply the right checks to each purchase.
Approval levels based on value
Configure monetary limits at each approval level so additional approvers are included as the purchase value increases. Approvers can review transactions across departments where their permissions allow it.
Apply delegation of authority when an approver is out of the office. Review and approval can take place through the desktop application, CloudTASK web application or mobile web access.
Available budget checked before processing
Allocate transactions to departments and cost centres. Enter cost-centre budgets directly in ACOS or import them from CSV.
If the available budget is insufficient when the transaction is posted, it is placed on hold and will not be processed until budget is provisioned.
| Purchase value | Example approval requirement |
|---|---|
| Up to R5,000 | Approver A |
| Above R5,000, up to R10,000 | Approvers A and B |
| Above R10,000 | Approvers A, B and C |
These values illustrate the configuration options; they are not fixed system limits.
The information and controls behind the workflow.
Expand a topic to see how ACOS supports procurement processing.
Requests, projects & cost centres
Support multiple branches and departments with designated initiators. Create purchase orders from internal purchase requisitions, or selectively convert sales order items where the applications are integrated. Projects can provide a default cost centre, while individual order lines can use different cost centres.
Supplier records & quotations
Maintain supplier information, supporting documents, supplier review and approval, and supplier contracts. Attach an unlimited number of quotations as supporting documents. The integrated RFQ module adds online quotation submission and side-by-side comparison where enabled.
Motivation, evaluation & supporting documents
Keep background information, options investigated, recommendations and evaluation with the transaction. Document the reason for supplier selection, particularly where the lowest quotation is not selected. Attach quotations, invoices and other evidence for review.
Purchase order preparation & sending
Combine the motivation for procurement with purchase order drafting. Review recent purchase orders for the same supplier during preparation, review and authorisation. Send the authorised purchase order to the supplier through the system.
Project requirements & policy deviations
Configure project limits and supporting-document requirements. Where an exception to the normal policy is needed, use the configured deviation process and applicable approval routing. Link funder information by cost centre for display on motivation and payment requisition forms.
Delivery, invoices & three-way matching
Record goods received against the purchase order, then attach the related invoice to the order with confirmed receipt. Keep the purchase order, delivery quantities and supplier invoice together so reviewers can check the supporting information before payment.
Payment requisitions, remittances & batches
Use a separate payment requisition approval channel. Approved requisitions feed into supplier remittances and payment batches for supported bank export processes. CloudTASK provides configured payment review, approvals and payment batch management access.
Audit trail & reporting
Record transaction actions and approval dates and times. Report by department, supplier, budget code and period. Export report information to CSV for use in Excel, and use approval activity reporting to identify outstanding work.
Review the transaction with the information you need.
CloudTASK’s integration with ACOS brings background information, supporting documents, comments and transaction details into configured web review and approval functions.
Procurement review & approvals
Review the motivation and supporting quotations before approving the purchase through the configured channel.
Goods received review
Review receipt information and supporting delivery evidence where the goods received approval function is enabled.
Payment review & approvals
Review supplier invoices and payment requisitions, with configured payment batch management access.
ACOS provides desktop procurement and back-office processing. CloudTASK provides web and mobile access to configured functions. Available actions depend on enabled modules and user permissions; we will demonstrate the relevant access for each role.
Connect your procurement records with financial oversight.
Work alongside Pastel Accounting
Import GL accounts and cost centres, synchronise cost-centre information, and export transactions including purchase order entries. The integration method and scope are agreed for your Pastel environment during implementation.
CloudTASK also provides cash flow forecasting functions where configured, giving Finance and project managers access to forecast information.
Controlled access & usable reports
Set user access and permissions in ACOS and CloudTASK. CloudTASK includes PIN authentication, security reporting and encrypted web connections.
Use transaction history and reports to review expenditure and approval activity. CSV exports allow report information to be opened in Excel.
Set up the process around your organisation.
Agree the workflow
Confirm branches, departments, projects, cost centres, budget controls and procurement and payment approval channels.
Prepare users & information
Plan user permissions, supplier information, accounting integration, data imports and any required migration.
Demonstrate, train & start
Walk through the relevant desktop and web functions, train the users responsible for each stage and agree the implementation scope.
Your quotation will set out the modules, users, implementation, training, support, hosting arrangements and relevant charges.
Let’s demonstrate your procurement workflow.
Tell us how staff request purchases, who approves them and how Finance processes payment. We will demonstrate the relevant ACOS and CloudTASK functions and discuss the setup your organisation needs.
Email support@itcontact.co.za · Call +27 (0) 12 997 4444