Vollmann MetalWorx

• Orders and their items
  • Copy from a previously entered order
  • Conversion of prices in euros and dollars to Czech crowns using monthly exchange rates
  • Attachments with the supplier's quote
• Generating the order in PDF in Czech, English and German
• Multi-step order approval
  • Selection of the approval process by order type, price and department budget
  • Automatic approval of the department head's order within the budget
  • Rejection and cancellation of an order
• E-mail notifications during approval and reminders of pending steps
• Directory of business relationships, contacts and addresses
• Departments with heads and budgets
• Tags and marking of processed orders by the purchasing department
• Overviews of orders by department, approvers and tags, searching in items

Employee training management

The application records trainings and courses, default trainings by department and scheduling of courses for groups of employees – from occupational health and safety to on-the-job training. It monitors the validity of trainings, notifies the responsible staff of missing and expiring trainings in time and records completion electronically: the employee confirms it with a signature on a tablet and the application generates a signed certificate. The list of employees and departments is continuously updated from the attendance system, and employees automatically receive the default trainings of their department.

Implemented functions and modules

• Trainings and their versions
  • Limited and unlimited validity of trainings
  • New version of a training that all assigned employees must complete
• Default trainings by department
  • Automatic assignment when an employee joins or transfers
• Courses for groups of employees and departments
• Electronic records of completed trainings
  • Employee signature on a tablet and a signed certificate in PDF
  • Check of training success with a deadline and approval
• Regular e-mail notifications to the responsible staff about missing and expiring trainings
• Overviews of valid and missing trainings and reports of trainings and courses in PDF
• Data import
  • Regular update of employees and departments from the attendance system
  • Automatic creation of on-the-job trainings based on imported combinations of employees and workplaces

Extraction of received invoices

The application automates the processing of received invoices – from receipt by e-mail or scanning through data extraction and checking to approval and export to the accounting system. Invoice data is extracted by an artificial intelligence tool, and invoices in the ISDOC format are loaded by the application directly. An invoice with an order number is matched by the application with the order, so it can be sent for approval to the person who entered the order.

Implemented functions and modules

• Receipt of invoices by e-mail into a technical mailbox and upload of scanned documents
• Data extraction
  • Automatic extraction by artificial intelligence
  • Loading invoices in the ISDOC format
  • Manual extraction
  • Extraction of individual items or the VAT summary
• Checks of extracted data
  • Supplier in the address book and its bank account
  • Duplicate documents and sums of amounts
• Matching invoices with orders
• Approval processes by document type with reminders
• Export of invoices to the accounting system
• Document processing statistics

Project results

• Orders go through approval electronically, and both the requester and the approvers have an overview of their status
• Management has an overview of the validity of trainings of all employees, and the responsible staff receive timely notifications about expiring trainings
• Employees confirm completion of trainings with a signature on a tablet, and certificates are created electronically
• Received invoices are extracted automatically and, after checking and approval, passed to the accounting system