Workflow forms: real-life examples
Workflow forms are highly flexible. Here are just some examples
of how this functionality could benefit your business:
Change or edit records
Workflow forms can be used to smooth the creation or update
of information held in the core system. For example, non-finance
staff may need to enter/change a new supplier
or request a project code. A workflow form enables the relevant
information to be accurately captured, routed to the accounts
department for authorisation and for the record to be automatically
created or edited.
Approval of credit card expenses
You can attach any electronic document/s to a workflow form,
increasing visibility of information and speeding up your approval
procedures.For example, when processing expenses, your
purchase ledger clerk can send individuals a workflow form with a
digital attachment of their business credit card statement. Staff
simply check the amounts and submit the form for approval by a
manager. Once approved, the form posts expense journals into the
nominal ledger breaking out VAT and differentiating re-chargeable
expenses from subsistence.
Approval of budgets
Ensure budgets have full visibility prior to sign-off without
needing to track multiple spreadsheet revisions. Budget templates
can be easily distributed to a wide range of staff and entries
reviewed and approved before updating the departmental or project budget.
Controlled data submissions
Workflow forms can be used to control timely and manageable data
submission - both inside and outside your company. For example, you
can create a form to capture specific timesheet information from
your sub-contractors, designed so that time and expenses are
analysed over the headings you require. Having approved the
content, the system can automate entries direct to the sub-contractors
ledger (see CIS) and payment.
Better people management
Forms can be used in a HR context to create a smooth dialogue
between managers and staff. During preparation for an appraisal for
example, a manager could send a form requesting an update on
specific topics or projects. The remainder of the form might be
finished during the review, circulated to both parties on
completion and forwarded to a divisional manager for reference. The
entire dialogue is saved in the central system and attached to the
HR record of the person reviewed.
Capture of KPI information
Workflow forms can be used to capture any non-financial
information that you like and this data added to any record for
analysis (e.g. via your dashboard).
The way in which data is entered and validated with the system can
be tuned to any special requirement you may have.
Commonly requested workflow forms include:
- Change of credit limit on a customer record (with
approval)
- Validation of additional fields within a customer record
(e.g.'Directions to site' which have been checked as current).
- Part creation approvals
- Storing supplementary data against part records.
Related information:
Further information:
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