MMR: registration of bank checks and cash via App

  • Sector: MMR

The need

 

A company of MMRs was looking for a solution to manage in real time the process of  registration of bank checks/cash withdrawal collected by sales agents.

In addition, it was necessary to activate an approval workflow for the accounting offices of the headquarters and to automate the generation of the respective bills, with closure of open accounts, by integrating with the PROJ management system.

The solution: Globe

 

This MMRs company was already using our Globe software for the archiving and amangement of documents. Therefore, it was decided to implement specific “Actions” on the Globe APP, which can be used by all Sales Agents on their smartphone or tablet.

 

When a sales agent goes to a customer’s bar or restaurant, for example, and receives a bank check, the accounting department will receive the photo of the check immediately inside Globe and can then confirm a encashment approval.

With regard to the collection of a check, the agent will have to select the “Insert Check” action and fill in some fields:

  • Sales Agent that has received the bank check
  • Company that will cash the bank check
  • Customer: Globe will then automatically complete the address field and other details from the customer database
  • Amount of the check
  • Photo of the check (you can take a picture at the moment or select it from your device’s gallery).
  • Once the check is entered, an accounting department approval workflow will be enabled.

With regard to cash withdrawals, once the “Insert Cash Flow” action is selected, the procedure will be similar to the previous one, without the activation of the approval workflow, and with the addition of a receipt of collection, generated automatically and simultaneously sent via email to the customer.

 

Accounting department’s users receive a notification of the cash and checks inserted by the sales agents via App, and using the Windows Globe client they can execute the approval workflows.

At the time of the payment, two other actions will then allow to create the checkout for cash and checks, at the bank or at the office. Bills are created automatically from approved checks and cash not yet paid.

All checks and cash payments, can be consulted by each sales agent directly from the App, in specific subfolders within Globe, cateogorized according to the status (“inserted”, “approved”, “paycheck done” , “Blocked” or “refused” with regard to checks, “cashed – bills not sent”, “cashed – bills sent” or “paycheck created” in the case of cash).

Likewise, users of the Accounting Department will be able to view, in real time, from Globe, the overall cash flow situation.

Advantages offered by the solution

 

Thanks to the implementation of this functionality within Globe, made available on both traditional and APP clients, sales agents will be able to promptly report checks/cash received by customers, anytime and anywhere.

 

In addition, the Accounting department’s ability to manage the entire flow through Globe, automating some operations, such as the creation of the payout bills, allows you to:

  • Reduce approval and management times
  • Delete manual operations with little added value
  • Have more control over the revenue of agents
  • Speed up accounting recording operations
  • Have a clear picture of the state in which the checks/cash collected are
The selected software