ASAP Systems, the leader in Inventory System and Asset Tracking Solutions, has greatly enriched the Approval Cycle feature to increase Inventory Management and Asset Tracking productivity. Clients now have the option to create an approval cycle for Purchase Orders and Sales Orders that are specific to one or multiple vendors or customers. With the Approval Cycle’s highly configurable menu, users can have even more control over their stock and assets.
Clients who wish to create a new cycle will find this option under the System Configuration screen. To generate the approval cycle, users must first enable the feature and choose their preferences, including vendors (in the case of the PO), customers (in the case of the SO), and users (approvers) based on the sites where they are located. After selecting the suppliers or customers, the client has the choice of enabling up to two approvals. Once the approval(s) is enabled, the admin appoints someone who will have the authority to approve or reject the PO or SO. These choices include the PO or SO creator’s manager (assigned within Employment Information in the Person form), someone available in the system who is chosen from a drop-down menu, or anyone who has an admin security level. The admin user can then choose whether or not an email notification is to be sent to those associated with the Approval Cycle, which informs them that order is awaiting approval, approved, or rejected. Users can view and modify their Approval Cycles within the same System Configuration menu.
When producing a Purchase Order or a Sales Order with an Approval Cycle, vendors or customers selected in these orders must be assigned to the cycle, otherwise, the PO or SO will be automatically approved. Moreover, once an order enters a cycle after submission, its approval configuration cannot be changed until it has been approved. The PO’s or SO’s status is displayed as “pending” until action has been taken. Changes cannot be made to the PO or SO after submission.
If email notifications are enabled for the first decision maker, he/she will be alerted that the order is pending his/her approval. The user will then access BarCloud, choose either Purchase Order or Sales Order, click the show menu, select “need approval,” view the request, and choose accordingly whether to approve it or reject it. If approved, and if a second approval is assigned, he/she will also receive a report stating that an order is in need of review. Once the second approval is granted, the order’s status will display that it has been completed and an optional email notification is sent to the first approver and the creator. Only after approval can the PO and the SO be used in the Receive and Issue transactions respectively. However, in the event that an order is rejected, the creator makes adjustments to the order and upon re-submission, the Approval Cycle begins anew. “The Purchase Order and Sales Order Approval Cycle’s main goal is to ensure that you have control over how your inventory is handled,” says Joseph Azzi, Head of Engineering. “This will keep you up to date with Business to Business transactions, where you have the authority to approve or reject the proceedings, depending on your needs.”
About ASAP Systems
We solve the biggest problem in Inventory Management and Asset Tracking: Everyone does it differently. Through many years of experience working on a vast range of unique customer requirements, we have developed unmatched expertise in catering solutions to fit almost any budget, technical and user requirement. Our highly-configurable and scalable Inventory System and Asset Tracking Solution are designed to provide maximum ROI today, tomorrow, and into the future. Offices in San Jose, California (headquarters) and Austin, Texas.
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