Detailed Feature List

• The Motivation for Procurement (MFP) supports the Background Information, Options Investigated and Evaluation and Recommendation - where any of these options can be selected / deselected on Project setup level.
• The MFP seamlessly integrates with the Purchase Order Request form. Uploading & linking of supporting documents to both the PO & MFP.
• View a draft format of the MFP layout & details completed, before submitting for review & PO authorisation.
• Printing of comprehensive MFP reports filtered by Project selection.

• Linking of a purchase requisition to Job, Inventory (Item Masterfile), Customer Sales Order or "Other" source document.
• A purchase requisition linked to a job code updates the job buy-out schedule.
• Internal travelling may be requested, reviewed & approved via the purchase requisition.
• The Customer Sales Order can feed into the purchase requisition for buy-out supplier purchases.
• Purchase requisitions raised by users, may be routed to the procurement officer to be used for business operations procurement, including that of inventory, manufacturing supplies for sales, or for internal requirements.
• Submitting a purchase requisition initiates the purchasing process, depending on the authorisation outcome.

• Creates a purchase order for supplier or service contract, or "addendum for contract".
• Links a purchase order with generated purchase requisition.
• Links job card to the purchase order for external service/stock procurement.
• Generates purchase order from Customer Sales Order.
• Creates supplier blanket purchase order for recurring purchases.
• Enables the user to access the supplier scorecard whilst selecting the supplier, view scorecard parameters and record history.
• Receives alerts re supplier SLA/contract/addendum notifications.
• Have hands-on access to the supplier commodities. Search by commodity to make informed supplier selection.
• Selects event/project for the purchase order routing and authorisation channel, including cost-centre and budget allocation.
• Specifies delivery terms & instructions. (default to supplier masterfile)
• Integrates MFP details.
• Applies deviation in policy and associated routings / rules.
• Uploads supporting documents, and add additional comments when required.
• Submits to the authorisation channel for review & authorisation, whilst having full insight in the authorisation process and comments logged by reviewers & appovers.

• Option to allow initiators to create new suppliers. New supplier record routed for review to procurement department / officer for approval.
• Supplier registration online via link provided.
• Supplier records: Contact details, physical / postal address details, company registration details, statutory info, account and bank information, contact persons (roles), upload of supplier documents.
• Gives finance department dedicated access to the bank account information.
• Full supplier record, changes & additions audit logging.
• Admin can put supplier records in pending status, approved or disabled (not for use).
• Selects which item masterfile items are being displayed.
• Allocates new supplier record review & approval rights to a dedicated individual (role).
• Forwards automated notifications to suppliers, such as upcoming expiration of documents on file.
• Uploads supplier contracts / addendums onto the supplier masterfile.
• Amendmend of Contract value, start & end dates, contract status, authorisation number, contract type and custom details is capured.
• Supplier contract authorisation number is used for new procurement against the contract.
• Supplier contract reports, and indicators for active, expiring or discontinued contracts.
• Setup supplier commodities or import from CSV (Excel).
• View supplier activity / transaction history.

• Inventory items link to Category & Classification.
• Setup Category & Classification masterfiles.
• Item link to store & specify dimensions, weight - as example for manufacturing.
• Units of Selling, Units of Purchase and Units of Issue.
• Last unit cost, moving average, future standard cost & standard cost.
• Multiple selling price lists.
• Orders: Minimum / maximum order quantities, economic order quantities, re-order level & overwrite.
• Barcode, serial number and other item labels.
• Item link to asset classes.
• Task list by inventory item.
• Stock take, cycle count import options.
• Multiple stores and easy item store transfer.

• Selected Supplier scorecard completed by initiator during the payment requisition process.
• Selected Supplier rated by initiator based on Innovation, Product/Service quality, Performance and Pricing compliance.
• Generated supplier scorecard displayed to the initiator & Project Manager of the procurement process.
• All approvers of the authorisation channel have access to review the "selected supplier" scorecard.
• System intelligence provide insight, and give rating-history for suppliers with low/high scorecard.

• Supplier Invoice(s): The initiator selects the purchase order and processes the Goods Received for items on respective PO.
• Supplier Invoice(s): The supplier invoice is uploaded against the purchase order (subsequent to the GRN).
• Payment Requisition contains the invoices included, invoice date & relevant invoice amount to be paid.
• Summary description of goods and services entered, or retrieved from the purchase order record.
• Initiator has option to choose verification for Goods and Services confirmed, such as the Project Manager.
• Payment Requisition forwarded for review & approval, including all supporting documents.
• The purchase order Tracking Sheet is included for PO & Payment Requisition reconcillation.

• Option for ad hoc payment requisition, generate without a purchase order source document.
• Link project code, select approval queue.
• Supporting Documents: Fields available (background information, options investigated, evaluation & recommendation) for memorandum.
• Option for "multi-payment contract link", produces a tracking sheet for ad hoc payment requisitions.

• Setup user accounts on different "rights policies".
• Link user accounts to dedicated authorisation channels.
• User accounts grouped under Branch and Department selection.
• "Out of the Office" setting by user account with delegated user selection. Reason for delegation switching.
• Each user account has the option for PIN as an alternative to give additional user access to inbox in case of emergency review & authorisation required.
• Detailed user-rights template link to user account to allow access to specific functions, features & parameters.
• Give user access to workstation application and/or web access to CloudTASK and mobile web.
• User accounts can be imported in bulk from CSV (Excel).
• Setup user-access-policy templates to apply to new users easily.
• All user account changes recorded in audit-log.
• Link user electronic signature to the profile.

• Setup Projects with time lines.
• Project link to authorisation group (channel).
• Projects may have different authorisation types, including "No Authorisation" required, "Authorisation Required" and Disabled.
• Projects are linked to their respective cost centres for financial / budget allocation.
• Projects are allocated to departments, and is only available to linked department initiators (users).
• Link GL account to project masterfile for journal postings on transaction activity.
• Set project value limits, supporting documents required and policies for the number of supporting documents required.
• Specify budget parameters by project.
• Choose whether ad hoc payment requisitions are relevant to the project.
• Option for sub-projects specific to job cards module.

• Budget by cost centre captured for the respective financial year.
• Budget parameters configured by cost centre, "Maximum Variance Percentage", "Notification Message when Budget Variance were Above Percentage".
• Setup budget timespan.
• Option of warning message to all authorisation channel members.
• Option: When captured budget is zero, ignore all actions, such as notification messages.
• Budget to be captured by cost centre.

• Setup a Funder Masterfile.
• Link Funder Masterfile to cost centres.
• ACOS displays Funder details on MFP, Memo and Payment Requisition screens & forms.

• Asset classes configured for ACOS - Asset procurement processing.
• Setup valid date range for asset class(es).
• Insert own description & notes to asset class(es).
• Setup asset class parameters, such as Depreciation Basis: Straight Line, Immediate Write-off, Reducing Balance and Units of Production.
• Setup seperate Tax depreciation basis for asset classes.
• Configure allowance depreciation percentage for Initial 12 Months.
• Option for Revaluation and Insurance adjustments.
• Configure "Units of Production" by setting the "Total Unit Usage".

• Customisable approval routes for procurement, payment requisitions and ad hoc payment requisitions.
• Setup alternate approvals in approval routes.
• Have the option to auto-forward purchase order document upon successful completion of approval route.
• Review & link projects by authorisation channel.
• Customisable signature positions for Purchase Order document as well as MFP (Motivation for Procurement) and Memorandum.
• Setup authorisation level limit (where applicable).

• Supplier Remittance Run: Link approved payment requisitions to supplier remittance.
• Reconcile supplier remittance with supplier statement.
• Add supplier remittances from different suppliers into a payment batch.
• Export payment batch for import into banking application.
• ACOS forwards payment batch confirmation to all approvers, including full drill-down option: From payment batch, supplier remittance, payment requisition, to purchase order to supporting documents.

• Purchase Orders: Audit Trail by Department, Project, and Pre-Authorisation Tracking by Item.
• Financial: Supplier & ad hoc payment requisitions.
• Financial: Audit trail.
• Financial: Purchase Order history by Supplier.
• Financial: Deviation in Policy transactions.
• Procurement: Supplier contract listing.
• Procurement: Supplier scorecard listing & ratings.
• Stock: Valuation, Movement, Selling price (customer lists), Slow / fast moving stock.
• Masterfiles: Project listing, cost centre listing, supplier listing, approval routes and linked projects, authorisation channel listing, active & disabled user accounts.
• Templates: Request for authorisation channel change(s).

• ACOS Procurement and Supplier Management Desktop Application.

• CloudTASK integrated web application.

• CloudTASK integrated mobile web application.

• ACIM Job Cards Integration.