Practical answers about your software and setup.

ACOS, also called ProcureXone, is the desktop procurement and supplier management application. ACIM, also called SalesXone, is the desktop customer, sales and service application. CloudTASK provides cloud and web access to configured functions in the integrated offering.

Yes. CloudTASK provides web access to configured modules, including procurement and payment approvals, goods received review, customer and sales functions, support, timesheets and reports. Available actions depend on your modules, setup and user permissions.

CloudTASK provides mobile web access to configured review and approval functions. During a demonstration, we can show the relevant workflows on the devices your team uses.

The desktop applications and CloudTASK have different roles. ACOS and SalesXone provide the underlying desktop and back-office functions, while CloudTASK provides configured web functions. We will confirm which tasks each role can perform on desktop and through the web before implementation.

Start with your daily processes and the roles involved. We will demonstrate the relevant functions and agree the modules, users, workflows, hosting and integration required for your organisation.

It is the process from the initial request for goods or services through quotations, budget checks, procurement approval, purchase order, delivery confirmation, supplier invoice and payment approval. Approved payment requisitions feed into supplier remittances and payment batches.

Yes. ACOS supports multiple branches and departments. Initiators can be set up for each department, and approvers can review across departments according to their assigned access and approval responsibilities.

An MFP records the background, reasons and supporting information for a proposed purchase. It can include the options investigated, evaluation and recommendation. The approved MFP is integrated with purchase order generation.

Transactions are processed against department and cost-centre entities. Projects can provide a default cost centre, and individual purchase order lines can use different cost centres. The budget module maintains budgets by cost centre.

Budgets can be entered directly into ACOS or imported from CSV. When a transaction is posted, the system checks the available budget. If funding is insufficient, the transaction is placed on hold and will not be processed until budget is provisioned.

Yes. An unlimited number of quotations can be attached as supporting documents. Where the integrated RFQ module is enabled, quotations submitted online can be compared side by side.

The integrated RFQ module supports supplier RFQ and online quotation processes where enabled. We will demonstrate the sourcing, supplier request and submission workflow included in your proposed configuration.

Yes. Use the background information, options investigated, evaluation and recommendation to document the basis for supplier selection, including the motivation for choosing an offer that is not the lowest-priced quotation.

Yes. ACOS provides supplier records, supporting documentation, supplier review and approval functions, and supplier contract management. CloudTASK also provides configured online supplier registration and supplier-related functions.

The initiator records goods or item quantities received against the purchase order. A project manager can also be configured to confirm goods or services delivered. Supplier invoices are attached to the purchase order with confirmed receipt, with delivery evidence available for review.

Three-way matching checks the purchase order, goods or services received, and supplier invoice together. In ACOS, receipt information is linked to the purchase order and the invoice is attached to the order with confirmed receipt, allowing reviewers to check what was ordered, delivered and invoiced.

Yes. ACOS supports monetary limits at each approval level. For example, an additional approver may be included above R5,000 and a further approver above R10,000. These are illustrative values; the thresholds are configured to your organisation’s requirements.

Yes. The system provides separate workflow channels for procurement approval and payment requisition approval. Approving the purchase does not replace the review and approval of the supplier payment.

Delegation of authority can be applied when an approver is out of the office. Delegation and the applicable permissions are configured in the system.

Yes. Supporting quotations, invoices, delivery evidence, background information and comments are available with the transaction. CloudTASK integration provides supporting information for configured web review and approvals.

ACOS and CloudTASK provide a transaction and action audit trail. Approval records include who approved and the date and time of approval, helping Finance and management follow who requested, reviewed and processed the transaction.

Approved payment requisitions feed into supplier remittances and payment batches for supported bank export processes. The banking format and the steps relevant to your bank are confirmed during setup. CloudTASK also provides configured payment review, approvals and payment batch management.

SalesXone maintains customer codes, company and VAT details, physical and delivery addresses, customer groups, and multiple contacts. Separate general, accounts, buyer and sales contacts can be recorded, along with customer-specific rates, charges, invoicing and communication preferences.

Selecting the supply type determines the quotation terms and conditions. This lets quotations for different products or services carry the appropriate terms for the supply selected.

Yes. Lines can use free-form descriptions, items selected from inventory or stores, or time and labour.

Sales orders keep customer and order details, contacts, instructions and delivery information together. Select order items and quantities for a waybill. The waybill dispatch process converts the applicable waybill lines into a customer invoice, based on the lines accepted for invoicing.

Yes. Job cards link to the customer, projects, agents, inventory, labour or hours, remarks and supporting pictures or evidence. CloudTASK provides job card history and reports by date, customer and agent.

Configured web modules include customer listing, quotation processing, sales orders with linked invoice information, customer invoice processing, item master files, support tickets, timesheets, scheduled tasks and reminders, document management, knowledge-base functions, and customer and job card reports.

GL accounts and cost centres can be imported, cost-centre information can be synchronised, and transactions including purchase order entries can be exported. We agree the integration method and scope for your Pastel environment during implementation.

Yes. ACOS provides reporting by these criteria, with transaction history and approval information available for review. CloudTASK provides configured reporting functions, including customer and job card reports.

Yes. Report information can be exported to CSV and opened in Excel. Export options depend on the report and the information required.

Yes. ACOS and CloudTASK provide user permissions and access levels. Access to modules and actions is configured according to each user’s responsibilities.

The supplied offering includes encrypted web connections and database encryption, user permissions, and CloudTASK PIN authentication, security reporting and metrics. Hosting and data-protection arrangements are reviewed as part of the proposed solution, including your organisation’s POPIA requirements.

Report information can be exported to CSV. Before contracting, we should agree the records, documents and formats needed for an exit export, together with any assistance, costs and timing. The agreed export scope should be included in your quotation or service arrangements.

We can assess the available exports, data structure and supporting documents, then agree the migration scope. Feasibility, mapping, testing, costs and timing depend on the source information and the records you need to move.

Implementation normally starts with a review of your processes, followed by configuration of users, permissions, workflows and required modules. Any imports or integrations are agreed in scope, followed by testing, training and preparation for go-live.

The timeframe depends on the modules, workflow configuration, available data, integration and training required. We will provide a proposed schedule and responsibilities after agreeing the scope.

Ask for once-off implementation and setup costs; monthly or annual licence or subscription fees; included and additional users; training; support and maintenance; hosting; and any additional module or integration charges. The quotation should also state the implementation timeframe, contract period, cancellation terms and agreed data-export arrangements.

The included user count and additional-user charges are specified in your quotation. We first confirm the roles and access your team needs so the proposed licensing matches the scope.

The quotation will specify the training, support and maintenance provided and any separate charges. We agree the assistance your users need as part of implementation and ongoing use.

The contract period and cancellation terms are set out in the quotation and service agreement. These should be confirmed before you proceed.

Please ask our team about relevant references for your sector. We will confirm which references can be shared and arrange introductions where permission is available.

Yes. Tell us your procurement or customer-management priorities, the people involved and your approval or delivery process. We will demonstrate the relevant ACOS, SalesXone and CloudTASK functions and discuss the configuration needed.