How to properly organize the process of budgeting and spending in the company?

Currently, due to the development of the economy, many companies, especially those actively working with counterparties, are increasingly faced with the problems of excessive workflow. For companies, before the beginning of the year, budgeting for the next year is required, then, during the year, the conclusion of dozens and even hundreds of contracts, work on them with counterparties and, as a result, payment for delivered goods, completed works and services rendered for invoices, payment of applications. This process is often almost continuous and takes more time each year. The process also requires accuracy, because we are talking about money, often very large. And managers need to coordinate costs, i.e. to run around the bosses’ offices, distracting them from more important matters, and the managers themselves have to spend a lot of precious time.

Head is spinning. Therefore, it is not by chance that there are situations in companies when, as a result of a large number of contracts, simultaneously billed, there is confusion, and then, as a result, mistakes in reporting, incorrect payment, losses, additional costs, and not only temporary ones. In addition, the increase in the volume of work usually leads to an increase in staffing, and, therefore, again the company faces additional costs. In the end, it becomes obvious to almost every manager that a competent organization is required, which would include a significant simplification of work with contracts and bids, a clearer and proper distribution of expenses and control over the cash balance under budget lines. Why, it’s not always easy to decide to upgrade

In fact, there is nothing “global” here. We have developed a very good software that allows you to automate the process of working with contracts with the possibility of separate accounting for the centers of financial accounting and budget items. Such software is not just multifunctional in itself, but can also be fully integrated into an organization’s electronic document management system, collaborate with other programs and systems, allows you to associate documents with each other, in particular, applications with contracts, tracks expenditure of funds, takes into account expenses in the context of budget items and, most importantly, it allows for electronic approval of requests for payment , saving an enormous amount of time from both managers and simple managers.

An example of such a program is an automated system for managing business processes and electronic documents ESCOM.BPM. This is one of the best domestic programs, which is based on docflow and workflow technologies and complies with the main world standards (BPMI, MoReq, WfMC, OMG). This software has a convenient and intuitive graphical interface, it is easy to master, it is convenient to work with it. The program is universal and is designed to automate the management of electronic document management in an organization, as well as to monitor the implementation of various kinds of instructions in both small and very large organizations.

What are the main functions of this program? First, with the help of the program in the company, the budgeting process in the workflow system is fully automated . The module “Budgeting” allows you to make fully automatic the process of recording applications for payment and automates the control of limits on expenditure items of the budget. It is fully compatible with such budgeting systems as 1C: Enterprise 8.xx. In addition to the electronic approval, approval, registration and execution of applications for payment, the program contains all the necessary reference books, provides for the possibility of maintaining a special journal for displaying payment requests in the database, as well as generating a report on these applications.

Secondly, the program allows you to conduct automated accounting and registration of contracts in the workflow system . The system contains a specialized process designed to work with contracts in automatic mode. This process includes such procedures as registration of contracts and their accounting and approval in electronic form, monitoring of the execution of contracts and subsequent archival storage of these documents, formation of chains of various accompanying documentation. In addition, the software allows for automated accounting of both expenditure and revenue contracts. It may also be entrusted with the task of conducting electronic harmonization of contracts.

Electronic approval of applications for payment and their accounting is another important function of the program. The system, in addition to the usual processes of electronic document management, laid special functions that provide work with various types of documentation in a fully automated mode. The processes are combined into the “Office Management” section, which includes integrated automation of accounting and electronic approval of requests for payment. Pledged functions provide the solution of such tasks as work with attribute cards of payment requests, implementation of approval of the application in electronic form, compilation of application logs and accounting of the statuses of these applications, control of limits on articles and sending messages to process participants. Requests for payment in the program can be either linked to contracts or used independently. However, in any case, the system provides for the accounting of expenses in the context of budget items. There is also the possibility of integration with the 1C: Enterprise system.

In conclusion, it should be emphasized that with such a program, it is realistic to quickly and competently organize the budgeting process in any company, the process of working with contracts, approving documents and agreeing on the payment of applications, and, consequently, significantly save costs.

Author: Evan

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