Cost Control

Simple | Intuitive | Flexible | Complete

Main value
Ability to simplify and automate complex processes
and workflows;
Cross departmental automation and organizational
processes that touch multiple departments;
Dramatically decrease the operational costs;
Improves employees’ efficiency and customer loyalty;
360 view over the performance indicators;
It increases the company’s agility and competitiveness;
Collaborative working environment, focused on
satisfying business partners’ needs.

Management value
Provides key reports for executives to run business;
Reports with the ability to go from high level to low
level detail;
Comprehensive insight from all departments and
systems;
Provides executive dashboards, on-spot quick facts
and real-time notifications.

Employee’s value
Clean and easy to use interface;
Commonly performed tasks can be automated;
Can provide data from other applications and sources;
Can access various reports from the same interface;
Support – Users have access to training and support.

Cost value - Minimal IT requirements

Workflow modifications can be made without
additional code writing development;
Easy to upgrade and to upscale the entire system;
Ability to support all business units with different
attributes, user views and rules;
Personalized training and support access to all
stakeholders.
 Cost Control
Charisma Cost Control defines,
tracks, checks, approves and
centralizes the internal purchasing
processes. The product optimizes
the purchasing flows, from
structuring the budget, managing
the expense requests, managing
and developing the relationships
with suppliers to tracking the
contracts and their completion
under the best terms.

. Charisma Cost Control helps the

companies that want to have an
The product includes a suite of actual control of the purchasing
standalone applications (eExpense process, as well as the management
Approval, eProcurement, Supplier flow of operational costs and
Contract Management), perfectly contracts with the suppliers.
integrated with Charisma ERP or with any
other ERP system.

eExpense Approval
Defining Approval Stock
budget Expense Request check

eProcurement
Supplier Purchasing
processes Bids Contract
data base completion
(RFP, RFQ, RFX)

Supplier Contract Management

Track Payment Delinquency Payment
contract schedule Management Approval
execution
 eExpense Approval

eExpense Approval module is a

Financial and Operational Benefits
Diminishes the financial risk
The system controls each acquisition (stopping /
limiting / identifying), by enforcing an automatic
validation process. Thus the company's budget
exceeding is prevented, ensuring the permanent
framing within the planned and validated budget.
software product especially
designed for tracking, controlling
and increasing the efficiency of the
expenses within a company. The
main tools used are the expense
budgets, order cards, approval flow
for the expense requests and the
possibility to query the internal
inventor in real time. The products
includes the processes specific to
each business field, easy to adapt to
the specific needs of any company.

User transparency
The system provides quick access for all the
company's employees by posting the occurred
expense orders and their centralization into a single
location. The products eliminates the human
resources allocation for this process, therefore
significantly reducing the time for routine activities
and operational costs.

Controls and reduces the operational and data

migration costs
Connecting and synchronizing with any other ERP
system allows the automation and streamline of
purchasing management, based on an unique
database.

Reduces the time required for building the expense

budget
The user friendly interface and/or the integration with
the already configured ERP system allow quick
building of the expense budget, without any special
training.
4 5
Features
The budget is the organizations'
n Each budget line is assigned to an
structure required for defining, planning
and controlling the costs over time
periods. Either we talk about expenses
for electricity, water, gas, office supplies,
hardware equipment, telephony and
Internet, or about the expenses with the
employees, operational departments,
marketing, all can be grouped, restricted
and tracked in detail by means of
defining cost centers and budget lines,
on distinct time periods, at the
organization level.
Regardless they are defined within
n inventory, being managed and stored
eExpense Approval application or
externally configured in other ERP
system, each budget line is assigned a
budget owner. He/she manages all the
expense requests posted by order cards,
including the amount, the cost center
related to the requested expense and its
type.
The expense approval flow is flexible
n Management module when the
and can be tailored to any type of
organization, and the actual approval is
done in three steps:
n Each employee is assigned to a
manager who approves the
expense opportunity.
n
owner who will confirm the cost or
the value of the expense.
n Each budget is assigned an owner
who will approve the expense
amount.
Charging the expense into the budget
n
account can be done either when the
request is initiated, or on its approval,
manually or automatically, depending on
the company's approaching.
The application has the option to access
n
the internal material or stockable items
within the company.
The system provides a series of
n
specialized preconfigured reports, as
well as performance indicators, to allow
the quick tracking of the company's
expense and money allocation process.
eExpense Approval module can be
n
directly integrated with Contract
selection of the service and equipment
providers is agreed, and the process
does not need any prospection, tracking
the purchasing and/or bidding
processes.
 eProcurement
eProcurement module optimizes and simplifies the
planning, the execution, the assessment and the
improvement of purchasing, contracting and renegotiating
processes with various partners. This module includes the
politics and practices used by the largest companies in
Romania, in various business fields.

It is the moment to renegotiate a

Financial and Operational Benefits
Quick decisions in choosing the offers
Thanks to the transparency of the purchasing process,
eExpense Approval module reduces the time needed
for managing the process of choosing the favorable
offer.
series of contracts with the
traditional suppliers. Therefore, the
contracts of utilities, preferential
interest rates in the contracts with
the banks or financing institutions,
or the contracts with the retailers
related to purchasing the office
supplies, hardware equipment or
software can be reviewed and
improved for cutting the
operational costs. Also a helpful
solution for lowering the costs is to
totally or partially outsource the
payroll or personnel management,
the activities related to
transportation, infrastructure and IT
management, financial and
accounting services, equipment
maintenance, legal advisory, etc.

Reduces the operational costs

Thanks to the automation of the entire purchasing
flow and integration with other information systems
used by the purchasing or financial-accounting
departments, eExpense Approval solution
dramatically reduces the downtime and routine tasks,
streamlining and facilitating the purchasing process.

Increases the efficiency of quoting and ordering

process
eExpense Approval solution improves the capacity to
turn the opportunities to value, reducing the
company's expenses by choosing the best offer that
meets the specified selection criteria.

6 7
Features
Provides quick access to the potential or
n quotations directly posted by
current suppliers by managing and suppliers or imported from external
querying a partner database. sources,
Provides an efficient management of
n n reviewing, selecting and approving
purchasing processes, capturing the the favorable offers,
entire process, from the occurrence and n opening bids on determined period,
defining of a company's need to by inviting the suppliers with the
contracting and actual fulfillment of the best offers to compete for the final
request (the approved expense request). selection,
The best platform for:
n n concluding the contract with the
n management of RFPs / RFQs supplier
(Requests For Proposal / Quotation) Provides complete information and
n
or any other type of requests to the history of suppliers, existing offers,
candidate partners, signed contracts, invoices.
n recording and comparing the
 Supplier
Contract Management

Supplier Contract Management

Financial and Operational Benefits
Reduces the costs allocated for managing contracts
The module eliminates the medieval practices and
provides a modern method of contract management
by centralizing data, eliminating the redundancy of
manual work, automating and eliminating some steps
(for example, the contracts with a value lower than a
given threshold do not pass through the legal
department). The exceptional configurability of the
solution allows defining approval flows according to
the specific of each single company.
module within Charisma Cost
Control solution is the solution you
need for tracking the entire lifecycle
of a purchasing contract, from its
preparation to its signing and
termination. Supplier Contract
Management module is a requisite
component for supporting the
strategies of the companies running
large purchasing projects, becoming
a requisite both by its features, and
by its capabilities of integration with
any other ERP, project
management, human resources,
etc. business software solutions.

Increases conformity and eliminates financial risks

Includes a tool for storing the "lessons learned" over
time, helping the company to define and comply with
a series of company politics and rules.

Reduces operational risks

The module ensures an efficient control for running
the contracted projects, including alerts for the
required tasks, as well as notifications for the risks
associated with each task. Thus, any failure to comply
with the company policies is notified immediately to
the decision persons, who can proactively intercede in
the process, cutting the operational risks.

Improves the financial management

The module provides total transparency of contracts
on their entire effective period, being of a real
support in the strategic decisions of the company.
8 9
Features
Tracking the contracts and the related
n configuring and tracking "to be paid"
information. approval flows, by defining the roles
Managing the commercial and financial
n involved in the approval process and
issues related to the contracts, such as: payment terms.
suppliers' invoices, the agreed payment Matching the invoices with the
n
schedule, advance payments, securities, payments made and budget cells.
bank trust letters, outstanding amounts Document management - supporting
n
or debts situation by period, penalties. the work with documents and physical
Controlling the investment analysis and
n files assigned to workflows or to the
planning process: financing scenarios, execution of a contract with the supplier.
budgeting / business plan, cash flow or A high performance search engine for
n
balance sheet. quick finding the data related to
Management of delinquencies and
n suppliers, contracts, current stages in
events occurring during the contract contract execution.
(ticket management). The history of contractual relationships
n
Management of approval the supplier
n with various suppliers, helping the
invoice payment („ePayment”) by company in the decisional process.
 Shortly after its foundation in 1994, TotalSoft
became one of the most important software
companies in Romania, with an excellent
reputation and a consolidated position on
the domestic and international software
market. Currently, TotalSoft team consists in
over 380 professionals, with relevant
experience in IT&C field; its innovation spirit
and competence guarantees the successful
fulfillment of its customers' projects.

With over 1500 customers in the private and

public sector in 20 countries, such as USA,
Germany, UK, Italy or France, TotalSoft has
an undeniable expertise in verticals such as
financial-banking, leasing, distribution,
retail, medical, utilities, constructions,
engineering, production, services or public
administration.

TotalSoft is part of Global Finance group, one

of the most important private investment
companies in South-Eastern Europe, with
offices in Athens, Bucharest, Sofia and
Belgrade. Global Finance administrates over
EUR 850 millions, obtained by private and
real estate investment fund management
and has carried out over 70 investments
since its founding in 1991.

poza

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www.charisma.ro
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