1. Summary
The Asamco Platform is an online platform, created for facilitating the flow of information between a company/organization, its employees and its investors. Various modules are available within the platform, the access to which is strictly dependent on the access specifications per user.
2. Getting started
New users need to be invited to access an organization by users with the according permissions. Invitations can then be used by users to create accounts within an organization.
A party, invited to access one or more organizations within the platform, receives the following invitation email, containing the name of the organization, the URL link and the invitation code to be used in creating an account.
After clicking on the URL link, provided in the invitation email, the following page is visible. The “Sign up now” function is to then be selected.
In creating an account, the following information is to be filled in. The given email is to be verified through a code, sent via email.
The invitation code from the invitation email is to also be entered. After filling in all the information required, the new account is created.
After creating the new account, the user can log in, using the set email and password.
The newly created account is listed as pending under “User approval”, available solely to administrator parties, from where the account can be approved or denied. After being approved, the user account is granted access to the according organization, within which he/she can have access to various companies.
Per company, users can have access to various connected applications, displayed after the desired company is selected.
3. Document Management System (DMS)
DMS is an add-on module for Sage Evolution, providing for the easy storage of documents from within Evolution. Easy access to all documents is available through a web interface. This web interface can be restricted to only local access or can allow external access for users who work outside of the office. Further, the module can be used independently of other ERP systems. A DMS application is provided in the Asamco Platform as well, facilitating the users’ storing of and access to company and organizational documents.
After logging in to the DMS, an overview of both investor and company files available is displayed on the dashboard page. These can be downloaded or emailed directly, using the options available per file.
Under “Company documents” an overview of all documents for the chosen company is provided. “Preview”, “Download”, “Email”, “Edit” and “Delete” buttons are available per existing document. New documents can be uploaded to the company, using the “Upload” area. The page view can be switched between “Thumbnail” and “List” view.
Under “Investors” a list of the current company investors can be found.
Under “Investor documents” the default files can be reviewed, downloaded, emailed, edited or deleted. Further, new files can be uploaded per investor, using the “Upload” box. The new information is then saved using the “Save” button in the right upper corner of the page.
Under “Document categories” new categories can be crated, using the “+” button. Per new category a category name, code and parent are to be specified.
Record types can also be listed under “Record types”.
The DMS application can be exited, using the “Exit connected app” button in the upper left corner of the page.
4. Reporting
Reporting is an application, available within the Asamco Platform. It allows for the management of company and organizational reports.
Under “Datasources”, new data sources can be added, and existing ones can be edited or removed.
Per data source queries, relations and filters can be applied.
Under “Reporting”, a list of the reports to which the user has access can be found. Reports can be reviewed, edited or deleted, using the appropriate functions within the application.
New reports can be created with the “+” button. In creating a new report, details on the report are to be filled in, and a layout is to be chosen.
The “Report wizard” tab provides for the creation of various report structures by pre-setting types, queries to run, and filters and layouts to be applied.
5. Electronic Purchase Order (EPO)
The EPO module is a web-based application, integrating with Sage Evolution. It allows for a facilitated procurement flow with all relevant information directly accessible from the company’s database.
After logging in to the EPO application, an overview of the user’s requests is displayed on the dashboard page. A direct button for creating a purchase order is also provided at the top of the “Dashboard” page.
Under “My authorizations” a list of the purchase orders (POs) is accessible. Using the buttons on the right of each PO, a report of the PO can be previewed and emailed, the line items per PO can also be reviewed and attachments can be added. The details of each PO can be reviewed and edited, using the “View” button.
After reviewing and possibly editing the PO, it can be approved or rejected, using the according buttons in the upper right corner.
Under “Purchase order” a new PO can be created. In doing so all general information fields are to be filled in. The required line items are to be added under “Detail lines”. File attachments can be included if necessary, using the according field. The PO can then be saved as a draft or submitted directly, using the according buttons in the right upper corner.
The workflow steps for each PO can be found under the “Detail lines” field.
Under “Pending orders” a list of all PO awaiting approval can be found. Per PO the according functions for emailing or previewing a report, adding attachements, reviewing line items and viewing PO details are available.
Under “History” a list of all previously approved POs can be found. A list of the previously rejected POs can be found under “Rejected orders”.
Under “Application log” a log of the application activity, together with remarks for errors, can be found.
6. Loan Management System (LMS)
LMS is a separate Windows application which seamlessly integrates with Sage Evolution (‘Evolution’). It allows for the full control and maintenance of all outstanding loans, without the need of any work done twice, as all transactions can be posted directly from LMS to Evolution.
Accordingly, the online LMS add-on for the Asamco Platform provides for the seamless management of loans directly through the portal. Loans created and maintained through the platform can easily be transferred to the LMS software at any given point in time.
After logging in to the LMS application, an overview of both loans, requested by the user and the ones awaiting that same user’s approval, is displayed on the dashboard page.
Under “Loan overview” a list of all loans within the company can be found. Per loan information is provided on the requesting user and the status of the loans. For the approved and rejected loans, the approving or rejecting party is accordingly displayed.
Details of each loan can be reviewed, using the arrow buttons on the right.
Under “Party category overview” existent party categories can be reviewed and edited. New categories can be added using the “+” button.
Loan details on approved and rejected loans cannot be edited.
Editing is only available for loans, listed as “Pending”. Changes can be saved, using the “Update” button in the upper right corner. Further, these loans can be approved or rejected, using the according buttons.
New loans can be created under the “Create loan” tab. Information on the loan type (Borrowing/Lending), party, agreement and maturity dates, principal amount, repayment frequency, etc. are to be filled before saving the loan, using the “Save” button. Further, all checklist items need to be completed in order to enable the saving of the new loan.
Under the “Checklists” tab a list of all available checklists can be found, together with their statuses (Active/Inactive). Those can further be edited or removed, using the according buttons on the right. New checklists can be added, using the “+” button.
When adding a new checklist, a name and code for that same checklist are required. Various checklist items can be listed in the details, using the “Add item” button. Already existing item fields can be removed, using the “x” button on the right of each field.
Users with access to the application can be managed through the “Users” tab under “User management”. The status of the existing users (Active/Inactive) is displayed on the right of each user.
6.1. Transaction import
Transaction import for transactions of loans, created within the Asamco Platform, is available. Under “Loan transaction import overview” a list of the transaction imports made can be found. The status of the transaction imports is displayed in the according column. Details of transaction imports can be reviewed, using the arrow button on the right of each import. New imports can be made, using the “+” button.
The same button is used for reviewing and approving/rejecting pending imports. All transaction imports need to be approved before they can be processed in LMS.
When adding a new transaction, the following window is displayed. The user needs to choose the appropriate template for an import to be made.
After choosing the appropriate template, that template can be downloaded, using the “Create example file” button. The downloaded template can accordingly be filled in and uploaded, using the “Open directory” button. After uploading the template, the transaction import is listed as “Pending” until it has been approved by the according party.
