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”, "Add to basket", “Edit” and “Delete” buttons are available per existing document. The “Download”, “Email” and "Add to basket" actions are also available through selecting multiple douments and using the buttons in the upper right part of the window. New documents can be uploaded to the company, using the “Upload” area.
Through the "Options" button, various setting can be used for filtering the existent documents.
Under “Document categories” new categories can be crated, using the “+” button. Per new category a category name, code and parent are to be specified.
Under "Record types" new record types can be set, using the “+” button. Per new record type a name, link key, selection query, default filter date column and default variable columns are to be specified.
Under "Baskets" new document baskets can be crated, using the “+” button. Per new basket solely a basket name is required.
The documents within a single basket can then be emailed, and/or downloaded as a bundle, using the according buttons above the document list. The documents within a basket can also beviewed, removed from the basket, and/or downloaded and email separately, using the buttons on the right of each document in the list.
The DMS application can be exited, using the “Exit connected app” button in the upper left corner of the page.
4. Reporting
After logging into the application, you will be directed to the dashboard.
Under “Datasources”, new data sources can be added, using the "+" button, and existing ones can be edited and/or removed, using the according buttons on the right of each datasource.
Per data source queries, relations and filters are to be set.
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 buttons on the right of each report.
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.
5. Electronic Purchase Order (EPO)
After logging in to the EPO application, you will be directed to the dashboard where an overview of your current requests is displayed. On top of the "Dashboard" page you can find direct buttons for submittin purchase requisitions, purchase and sales orders, cash advances, expense claims, returns to suppliers, credit notes, and debit and payment batches.
Under “My approvals” you can review the lists of orders, requisitions, suppliers and batches awaiting your authorization . Using the buttons on the right of each document, a report of that document can be previewed and emailed, the line items per document can also be reviewed and attachments can be added or viewed. The details of each document can be reviewed and edited, using the “View” button.
After reviewing and possibly editing a document, it can be approved or rejected, using the according buttons in the upper right corner.
The workflow steps for each document can be found under the “Detail lines” field.
Under “Requisition” a new purchase requisition can be submitted. In doing so all general information fields are to be filled in. The required line items are to be added under “Detail lines”. The REQ can then be saved as a draft or submitted directly, using the according buttons in the right upper 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.
Under “Sales order” a new sales order can be submitted. 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 added, using the "File attachments" box if necessary, using the according field. The sales order can then be saved as a draft or submitted directly, using the according buttons in the right upper corner.
Under “Credit note” a new credit note can be submitted. 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 added, using the "File attachments" box if necessary, using the according field. The credit note can then be saved as a draft or submitted directly, using the according buttons in the right upper corner.
Under “Expense claim” and "Cash advance" new expense claims and cash advances can be submitted. In doing so all general information fields are to be filled in, and a purpose for the expense claim is to be specified. The required line items are to be added under “Detail lines”. File attachments can be added, using the "File attachments" box if necessary, using the according field. The documents can then be saved as a draft or submitted directly, using the according buttons in the right upper corner.
Under “Return to supplier” a new request for return to supplier can be submitted. 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 added, using the "File attachments" box if necessary, using the according field. The return to supplier can then be saved as a draft or submitted directly, using the according buttons in the right upper corner.
Under “Direct debit batch” and "Payment batch" new batches can be submitted. In doing so the following filters are available. After, the required lines for the batch are to be selected. The batch is to be submitted, using the GREEN button in the upper right corner.
Under “Pending requisition” a list of all REQs awaiting approval can be found. Per REQ the according functions for previewing document PDF and viewing and/or editting the requisition are available. Details on the REQs, including last and next approval, and expected and actual price can be seen, using the arrows on the left of each REQ.
Approved REQ can be transferred to requests for quotation and/or PO.
Under “Application log” a log of the application activity, together with remarks for errors, can be found. Filter buttons are available in the upper left part of the page.
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 and can be edited with the according checkboxes. Users can be removed and user information, groups and permissions can be managed, using the according “Edit” and “Delete” buttons on the right. New users can be added, using the “+” button.
When adding a new user, a username, e-mail, password and names are to be set, together with a status (Active/Inactive; Superadmin). Additionally, each user can be added to a group and permissions can be managed individually per user, under the according tabs. Users are then saved, using the “Save” button.
Groups within the company with access to the application can be managed through the “Groups” tab under “User management”. Groups can be edited or removed, using the according “Edit” and “Delete” buttons on the right. New groups can be created, using the “+” button, through where group name, description and permissions are set.
6. Loan Management System (LMS)
After logging in to LMS, you will be directed to the dashboard where you can find an overview of both loans, requested by you and the ones awaiting your approval.
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.
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 “Approve” and “Reject”, situated next to the “Update” button.
You can create new loans can 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. You can save the newly created loan, by using the “Save” button in the upper right corner. You can add document attachments at the bootom of the loan creation page, by using the button or droping the selected files directly in the field.
Note: You can only save the new loan after setting all items from the checklist to "completed" by using the checkboxes in front of each item.
Under the “Loan checklists” tab you can find a list of all available checklists, together with their statuses (Active/Inactive).You can edit and/or remove these, using the according buttons on the right. You can add new checklists, using the “+” button.
When adding a new checklist, a name and code for that same checklist are required. Various checklist items can be added, using the “Add item” button. Already existing item fields can be removed, using the “x” button on the right of each field.
You can manage users with access to the application through the “Users” tab under “User management”. The status of the existing users (Active/Inactive) is displayed on the right of each user and can be edited with the according checkboxes. You can remove users and/or manage user information, groups and permissions , using the according “Edit” and “Delete” buttons on the right of each user. You can add new users, using the “+” button.
When adding a new user, a username, e-mail, password and names are to be set, together with a status (Active/Inactive; Superadmin). Additionally, you can add each user to a group and manage permissions individually per user, under the according tabs.
You can manage groups within the company with access to the application through the “Groups” tab under “User management”. You can edit and/or remove groups, using the according “Edit” and “Delete” buttons on the right of each group in the list. New groups can be created, using the “+” button, where you will need to set group name, description and permissions are set.
