kVASy-Order Management

In the utility industry, order management is an important prerequisite for efficient operational processes and transparency and control of operations. The kVASy – Order Management module offers a comprehensive solution for meeting such demands. Although designed to meet the specific demands of utility companies, the complexity and flexibility of this module makes it equally suitable for companies in a variety of fields.

Flexible record keeping

Comprehensive record administration makes it possible to create any type of record (e.g. offers, bills, purchase orders and delivery slips). These records can contain several business areas and job orders, and can be prepared business-wide. In addition to manual preparation, records can also be created automatically. This is achieved by means of automatic record retrieval functions as well as the automatic invoicing function according to various models which can be controlled by the user.

Automatic functions for invoicing and posting, flexible entry stipulations for the automatic generation of internal offsetting entries

The expenses incurred with the orders can be singly or cyclically invoiced. Invoicing can occur on the basis of offer, actual expenses, fixed amounts or a combination thereof.

Provisional entries

Provisional entries can be made, if for example at the time of the entry, the purchase prices of the materials dispatched are not yet known or the inventory has not yet been completed. In this way, the payments of invoices are not impaired, or in the case of expenditures on capital assets (investments), the activation entries for the annual accounts are done in time. If the conditions for the final entries are fulfilled, they are created and the provisional entries are simultaneously cancelled.

Investment budgeting and tendering

Based on rough and detailed planning values, records for the invitation of tenders in context of the bidding procedures can be created. Various programme functions facilitate the comparison of the offers. An order can be generated automatically from the offer which was accepted.

Integration with other modules

The kVASy - Order Management module makes use of a common data pool with the purchasing department as well as with the modules kVASy - Meter Management and kVASy - Materials Management. In the case of investment orders, a link with kVASy - Assets Accounting is also possible. A connection with cost and budget accounting is achieved with the help of the transfer of entries made from orders and reservations. In this way, the ordering and reservation liabilities can be included in the analyses and index calculations in cost and budget accounting .

Comfortable information masks

Current and historical information can be called up at any time. Booked as well as non-booked transactions are considered in the display. Information such as an expenditure overview or activations of an order is retrievable as a report.

Record and order transfer

This feature was developed particularly for companies with several business divisions or holding structures. This enables the automated transfer of record-/order data between operating or functional units of numerous companies.