EPO in Sage Evolution

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Introduction

The EPO (or Electronic Purchase Order) module is a web-based application that cooperates with Sage Evolution. It allows you to submit purchase orders and expense claims easily, with all relevant information being accessible directly from the company’s database. Workflows can be set up based on specific people (agents) or a group of people (agent groups). This way, managing requisitions will become a very easy and faultless task.

Online & Evolution

Online

EPO is built in a user-friendly web environment
and is, therefore, accessible from everywhere. No
longer will you suffer from overdue orders due to
employees travelling, a purchase order system
which is only accessible from inside the office
or missing stacks of paper.

Sage Evolution

All the data is directly and seamlessly integrated
in Sage Evolution. From the initial submission of
the purchase requisition to the payment allocation
to the supplier account, EPO caters for all of it.

All steps within the process are recorded in an
extensive audit trail, which is accessible from
both EPO and Sage Evolution.

Online

EPO will fully take over your requisition and ordering process, and it will not stop there. EPO will cater for all employee-related requisitions, such as expense claims or the requisition of cash advances.

Default Modules

By default, the following modules are fully integrated in EPO:

 

Purchase Orders

  • EPO allows for the easy submission of purchase orders with all relevant information directly accessible from the company’s database, and with fully customisable workflows.
  • Submit purchase requisitions and purchase orders.
  • Attach messages and files to be reviewed by the authorising party.
  • Manage authorizations of purchase requisitions and purchase orders.
  • Request quotations from suppliers.
Expense claims

  • Post expense claims directly in the system.
  • Specify workflow, purpose and start date, and add description.
  • Add detail lines per claim.
  • Attach messages and files to be reviewed by the authorising party.
  • Manage staff loans.

Add-on Modules

Additionally, you can choose from the following set of modules and more to be added to the default version of EPO:

 

Cash advances

  • Request cash advances.
  • Save time by having the supplier and the order date automatically set.
  • State the purpose of the requested cash advance and add description, facilitating the review and approval of the request.
  • Specify preferences for receiving the advance (e.g. cash or bank transfer).
  • Attach messages and files to be reviewed by the authorising party.
Payment batches

  • Create payment batches.
  • Pre-set desired bank account, suppliers, default transaction date, payment due date and action date.
  • Manage authorizations of pending batches.
Credit notes

  • Create credit notes.
  • Include information on the customer, workflow, branch, order and delivery dates.
  • Add detail lines.
  • Attach messages and files to be reviewed by the authorising party.
Return to suppliers

  • Returns to suppliers can be requested.
  • Include information on the supplier, workflow, branch, order and delivery dates.
  • Add detail lines.
  • Attach messages and files to be reviewed by the authorising party.
  • Save as draft or submit directly.
Debit batches

  • Create batches for direct debiting of customers.
  • Set a bank account, customer options, default transaction date and payment due date effortlessly.
  • Manage authorizations of direct debiting.

Take advantage of the facilitated process from submitting the initial purchase requisition to posting a purchase order, with the following add-on modules:

Purchase requisitions (REQs)

  • Submit new purchase requisitions to be authorized by the according parties.
  • Add and manage requisition lines.
  • Attach messages and files to be reviewed by the authorizing party.
  • Review workflow steps.
  • Review pending, approved and rejected requisitions.
Supplier gateway

  • Manage a portal, dedicated to suppliers directly inputting quotations on quantities and prices.
  • Provide suppliers with access to the system.
  • Allow suppliers to navigate through all requests for quotations addressed to them.
  • Review files provided by suppliers.
  • Choose suppliers easily based on the “winners” provided by the system.
Requests for quotation (RFQs)

  • Convert approved purchase requisitions into requests for quotations from suppliers.
  • Review supplier quotes.
  • Get a quick overview of the “winner” of the bid, generated by the system.
  • Have the ability to select suppliers according to your needs.

Document Magagement System

To keep track of all important documents exchanged in your ordering process, EPO supports a fully integrated
Document Management System (‘DMS’). Documents can be attached to all requisitions and orders, and will subsequently
be available from inside Sage Evolution.

Benefits

Multi-company support

Multi-company support

  • Multi-company support within one EPO system, supporting multiple Evolution companies in one online environment.
Seamless integration with Sage Evolution

Seamless integration with Sage Evolution

  • Whenever the status of a document changes, these changes are directly visible in both Sage Evolution and in the EPO web environment.
Full history of purchase orders and expense claims

Full history of purchase orders and expense claims

  • All purchase order and expense claims will be stored in the application directly, whether it gets approved or rejected. This way, you will always be able to look into old documents if you wish to.
Accessible for both domain users and Sage users

Accessible for both domain users and Sage users

  • In order to use the EPO module, not everyone has to have a Sage Evolution account. User accounts can be set up using both Sage Evolution users and domain users.
Multi-currency support

Multi-currency support

  • The EPO module supports documents in multiple currencies. You will be able to create documents with all the currencies that are active in your company’s database.
Easy access

Easy access

  • Easy acces to the entire requisition process, from the creation of a purchase order to the final approval. Anywhere, anytime. Even when you don’t have direct access to your company’s network.

Integration

The EPO module integrates seamlessly with Sage Evolution. This will provide you with the possibility to keep track of all your purchase orders, expense claims and relevant documents at all times. You can, for example, at any time check the status of an order in Sage Evolution directly as well as in the online EPO module. If it is approved, you will be the first to know, which minimizes delays and guarantees efficiency.

Custom workflows can also be set up in Sage Evolution. It is even possible to set up different workflows for each department, which means that requisitions are always pushed the right direction. Simply create a user group, set an approval limit and you are good to go.

Customize

We are here to make managing your procurement processes easier.
Upon request, we are ready to customize all EPO modules to match your needs.
Tell us about your business needs and our development team will come up with a solution.

Contact





Address: Koperstraat 4
4823 AG Breda
Phone: +31 76 5657346
E-mail: info@asamco.com