Based on the budget type such as FF&E, OS&E, etc…, budgets can be created by either data entry for individual items using the data forms OR by using a pre-formatted “excel template” which can be imported to the system. This is particularly useful when making changes as existing budgets can be exported out of the system, worked upon, and then reimported to XProc.

Budgets are initially created in the reporting currency (Project currency or Local bank currency) so any foreign currency quotes should be converted to the reporting currency for creating the budgets. The budget is classified into the following categories when viewed in terms of Reports.

• Working Budget
• Forecast Budget/Client approved Budget

After Forecast Budget is frozen to the system, Any chnage to Working Budget treated as a different revision; hence Budget hisotry can be tracked.

At budgeting stage each line item can be allocated a Tender Reference number. This is used in compiling Bills of Quantities for issue with the tenders.

Following the client’s approval to the bidders lists and tender contents; it is required to register the bidding companies (Vendors) within the XProc’s Address Book then they are invited to participate in. All the tender documentation can be prepared and filed outside XProc (Letter of Invitation, conditions, programme, payment terms etc…). This is then added as an attachment to the tender invite sent by the system and allows the bidders to review and then confirm that they will return a bid.

The tender cover sheet requires bidders to confirm that they have read the tender conditions and will submit a bid which is compliant. Bidders can select a currency to bid in and XProc will convert using pre-set exchange rates to convert to the reporting currency for analysis purposes.

Bidder are also facilitated to submit their Tender related documents through the system.

Analysis is possible once the Tender is officially opened either by the Client or by the authorized person defined and Tender Opening report which consists of summary of bidders will be presented to the client by making it more transparent for each party involved in the Tender process.

Following analysis, the bids can be re issued to selected bidders for their BAFO if this is requested by the client.

When a winning bid is selected the rates can be uploaded straight to the XProc working budget in the bid currency ready to create a purchase order. This avoids having to update budget line items manually with the winning bid rates.

Purchase Orders are generated from the Working Budget. They cannot be generated unless the original Working Budget has been frozen creating a benchmark for reporting “Budget V Purchase Orders”.

After the budget line items have been frozen in the reporting currency, the relevant line items in the working budget can be adjusted with the supplier’s unit rates and currency of the quote to enable Purchase Orders, invoices and payments to be administered in supplier’s currency.

P.O. variations can be made, tracked etc and XProc will update the relevant modules accordingly so that the budget will reflect the change and the P.O value is amended in the payment section.

Purchase Orders can be issued for client’s signature either manually or digitally via XProc.

Any number of signatories can be set up in the system with an appropriate hierarchy and corresponding level of financial authority meaning that for small orders the number of signatures can be reduced to keep the process moving. This system is of significant benefit where different signatories are in different offices or even different countries and removes the need for hard copies to be distributed for authorization.

An added benefit of digital signatures is that when a P.O. is issued via XProc for authorizing, the signatory will receive an attachment to his email prompt which shows a comparison of the P.O. items – quantities, rates etc… with the same line items which have been previously approved and frozen in the system. This invariably shows that the P.O. value is less than the approved budget items to make the signing process simpler. On occasions of the P.O. value being more than approved budget an explanation will be forwarded.

When a signatory opens the relevant P.O. he can see the status of authorization and who has signed previously. Upon approval system will notify relevant parties through email prompts as well as through real-time system notifications.

Once the PO is approved by the Client, PO can be issued for Vendors electronically for acknowledgement. A copy of the PO will also be sent along with the notification attached.

When Vendors see the notification, they simply need to click on the link provided on the notification to acknowledge the PO. By doing so Vendors are also acknowledging terms, programme etc.

XProc generates the written payment requests. These show current Purchase Order values which take account of any variations to the Purchase Orders. They also show all previous payments made against the purchase order and a balance still to be paid. These payment requests are generated in the currency of the Purchase Order issued and the supplier’s invoices.

The cover sheet of the Payment Request has section for ticking the required documentation to accompany the request and generally consist of Suppliers Invoice, a copy of the approved Purchase Order, signed delivery note if applicable, shipping documents etc. The documentation required to accompany the Payment request can be made project specific depending on the requirement of individual clients.

If you are making the payments directly to suppliers from client’s funds in your dedicated project account, then the same procedure is followed so that you will have accurate records for future audit.

XProc generates very detailed financial reports against client’s funds used and these pick-up bank charges and exchange rates applicable on the day of transfer. This information is put on the Payment Request cover sheet from information appearing on the bank statement.

XProc has the facility to involve the selected Logistics company at a time when a P.O. has been issued and acknowledged. The project coordinator releases the P.O.to the selected Logistics company who can then start the process of contacting the vendors to ensure accuracy of export/import documentation, advise on any special customs clearing requirements depending on country of project.

The logistics company has access to XProc (Logistics Only) to compile data for reporting and enter details about each shipment. Where vendors are supplying on a DDP basis with no involvement by the Logistics company then the project coordinators can enter data to XProc so that the report is covering Ex Works, CIF, DDP.

Once funds received from clients, they can be linked to invoices which makes easier to manage. This also gives us an indication of cash flow.

RFIs’ can be issued electronically where consultants are required to login the system and clarify any queries raised. Consultant’s responses are automatically sent to recipients who are assigned to a particular RFI.

Various documents such as Specifications, Layouts, drawings, etc. can be stored within the application. They can also be transmitted with URL links to reduce transporting file over internet.

This can be integrated to your SharePoint server or any other internal document controllers.

XProc comes with many standard reports based on each module such as Admin, Budgets, Purchase Order, Financial & Payments, Shipping, Tender, etc...

All the reports can be exported to PDF format and they can easily be customizable as well or they can be viewed directly through built in report viewer which is independent of Internet Browser.