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“Procurator” has several possible meanings; in to relation to this application, it refers to someone who procures things for others. So if someone needs to borrow some equipment, a procurator will find/locate/provide it. Procurator is an Information Management application that assists businesses that hire out items to their customers. These items can cover equipment, machinery, household items, clothing, etc. |
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So what does Procurator do? |
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Procurator manages your customer records. It provides a full set of Accounting facilities. It provides Service Management facilities including purchasing, service delivery, stock and inventory management, and Sales. It manages your maintenance tasks. It records your payroll expenses. It provides It manages vehicle usage and expenses. It manages the organisation’s employee details records. It assists the preparation of shift staff allocation by defining shift and providing facility to allocate staff to the various roles in a shift. It provides full support for the management of assets and prints asset labels which include a barcode. It provides Equipment Maintenance facilities. It provides support for the management of staff expenses. It allows for the recording of timesheets which can then be submitted to the employee’s manager for review and approval. It allows managers to review and approve/reject timesheets or individual entries. Procurator maintains types of leave and public holidays that are used by the rest of the application. |
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Procurator maintains your employee’s details including their personal details, manager, next of kin, a photo, email address and network user id, employment details, remuneration details. It stores any documents, like resumes as attachments. It can record the different positions the employee has held with the organisation; any payroll additional allowances or any deductions applicable to the employee; the banking details to use by payroll for the employee; the superannuation, if applicable, account(s) details to use by payroll for the employee; and general notes. You can save a photo of the employee and generate a unique id for that employee. The barcode generated used the common Code 39 barcode type used for various labels such as name badges, inventory and industrial applications. The symbology of the Code 39 character set consists of barcode symbols representing numbers 0-9, upper-case letters A-Z, the space character and the following symbols: – . $ / + %. Lower-case characters may also be used. The photo and barcode will appear on the employee’s ID card when produced. It can generate an employees address book and phone list. |
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Procurator maintains your customer’s details including their personal details, a photo, email address and mailing address. It stores any documents relating to the customer. Procurator maintains a list of orders the customer has made. |
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Procurator provides accounting/financial report to support the financial administration of the organisation. Most of these reports can be viewed on an enquiry screen, generated as a PDF or printed out. These reports include:
Obviously, these reports are generated using the expenses and income data recorded throughout the application, which is recorded using classes and categories to support the financial reporting. |
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Procurator maintains a list of items which can be hired by your customers. An unique identefier and label for each item can be generated for easier tracking of each item. The unique identifier assist in ensuring that you know exactly which customer has each item. |
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Procurator supports the materials/equipment inventory process by defining items the organisation has available for hire. Procurator supports inventory items that are company assets or equipment and need to be uniquely identified by a serial number. A unique serial number is generated using the product category. Procurator allows for item delivered by the vendor damaged or unusable, to be return back to the vendor for a refund. It also allows for spoilt, damaged or unusable items in the inventory to be disposed at a loss. |
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Procurator supports the purchasing process for materials, and warehousing, to support the servicing process. It can maintain warehouses of available items and manage re-stocking. It maintains a list of suppliers and the items they supply. It can issue purchasing orders and maintains an inventory of these. As items are either equipment, assets or parts/replacements used in the servicing process, it updates the inventory so that the current available stock of any item is known. You can view at any time the purchase transactions and inventory transactions. Procurator can print a report which items require re-ordering to maintain the stock levels preferred. It can produce many reports that assist in analysing the inventory. It can also print a Suppliers Directory listing every supplier and the items they provide; this can be used as an easy reference when ordering new stock. |
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Procurator support the organisation's sales activities by recording customer orders and then following through to an actual delivery and payment. Procurator can store documents and scan documents. It can also take photos relating to the customer's order and/or items supplied; this can assist in comparing the state of the item(s) supplied before and after servicing. Procurator allocates unique identifiers to items supplied by customers and then generates barcodes which will appear in dockets or labels that can be attached to the item(s) for easy tracking. These bardcode can then be scanned and the customer order identified, which assists in tracing the owners of items located in the organisation's care. Procurator can produce customer fully itemised invoices. In order to support the whole purchasing -> servicing -> invoicing, Procurator produces various reports reporting on various aspects of the stocking process. |
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Procurator support the generation of shift resourcing plans. Shifts and the different roles/jobs within these shifts can be defined. Procurator reviews each resourcing selection to ensure that a staff member has no overlapping shift. It also ensures that a staff member is not allocated to shifts without a normal shift gap in between, i.e. no 2 shifts in a row, in order to manage staff fatigue. |
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Procurator monitors hired out items and can follow up those that are passed their return date with emails to the customer. It allows for returns to be made of individual items, if different hire period have been requested, or for all the items in a customer's order. On return, items are sent for a maintenance inspection prior to returning the the available list. |
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Procurator can apply late fees for items returned late, if required. While the late fees calculation is automatically made using the number of days the item is late and the daily hire rate, this can be modified. The late fee will appear as an additional detail line in the customer's receipt. |
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Procurator provides facilities for asset management. It can define asset types and location where these assets are kept. It can register assets, including a description, photo, manufacturer, model, serial number and store any documents, like brochures. It can generate identifying barcodes and print asset label which are then attached to the assets. It can allocate assets to staff and monitor their return when the staff member terminates their employment with the organisation. It provides multiple reports to support monitoring and managing of these assets. |
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Procurator allows staff to make claims for refunds of working expenses. These claims can take one of two forms: mileage claims for travel or cash expenses; for cash expenses the staff member can attach supporting documentation, including receipts and invoices. Procurator supports the scanning of these attachment through a TWAIN compliant scanner. The staff member submits the claim and it's then sent to their manager for review and approval. It provides multiple reports to support monitoring and managing of these claims. |
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Procurator can record an employee's timesheet and it can be submitted for review and approval. Time recorded against outstanding tasks are then added to the tasks' actual hours work and may be used during the billing process. The timesheet data is then used, along with the employees' salary package information, to calculate payroll costs and update the organisation's balance sheet. |
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Procurator, as mentioned above, uses the timesheet data recorded, and approved, by staff to calculate payroll costs. It also uses the staff's salary package information to calculate payroll costs. These costs are then added to the balance sheet so that a full picture of the financial state of the organisation can be viewed. Procurator can also import a payroll expenses report from your payroll solution; for that purpose a sample layout Excel (.xls) file is included so that the format of this file can be identified. |
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Procurator, as already mentioned, supports the operation of stores and warehouses within the organisation. It can maintain stores of available items and manage re-stocking. It maintains a list of suppliers and the items they supply. It can issue purchasing orders and maintains an inventory of these. It can receive requests for items and fill them and update the inventory so that the current available stock of any item is known. You can view at any time the purchase transactions and inventory transactions. Procurator can print a report which items require re-ordering to maintain the stock levels preferred. It can produce many reports that assist in analysing the inventory. It can also print a Suppliers Directory listing every supplier and the items they provide; this can be used as an easy reference when ordering new stock. |
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Procurator monitors stock levels and can initiate the re-ordering purchasing order semi-automatically. It will enquire to identify those stock items below the desired level and generate purchase orders for them which can be reviewed and modified by the user, if required. |
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Procurator supports fleet or vehicle management. It can record details of the vehicles managed by the organisation. It can also record details of authorised staff owned vehicles that can be used for business purposes. Procurator can records trips undertaken by staff in these vehicles for business purposes and then process refunding of costs to staff. These costs are also added to the organisation's balance sheet. |
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As mentioned earlier, Procurator can manage assets; some of these assets would be identified as articles available for hire. In such cases, Procurator can also record maintenance inspections cycle details, which would then be monitored. These cycles can be expressed in days, weeks, months or years. |
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Procurator will monitor the defined inspections cycles per equipment item and identify when inspections are due. Inspection can then be initiated. You can also initiate an inspection even when it's not due, if you deem it necessary. When an inspection is performed, Procurator can record the results of the inspection. If the inspection has failed, Procurator will then initiate a repair task; the equipment item will be marked unavailable. If the inspection passes, Procurator will then determine when the next inspection is due, based on the inspection cycle defined. |
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Procurator can allocate outstanding repair tasks the staff, as per the shift plan. These tasks could be as a result of failed maintenance inspections. Staff are allocated based on the role identified in the task and the staff member. When allocating tasks, care is taken not to exceed the maximum work time per shift. |
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Procurator can track the progress of work on outstanding repair tasks. These tasks are generated due to failed inspections of equipment. Time worked is calculated based on staff timesheets; spare parts or other items supplied in order to completed the task, are also tracked. Once work has been completed on an item's repair task(s), Procurator submits it for re-inspection or testing. If the item now passes inspection, it's marked available and returned to operations. |
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Procurator provides inbuilt Emailing facilities. Emails can be imported from your Email Server without the need for an Email client like Microsoft Outlook. These Emails are then stored within the database along with any attached documents. Emails can be printed. |
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Procurator can also send Emails through your Email Server without the need for an Email client like Microsoft Outlook. These Emails are then stored within the database. |
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The Procurator package includes Messenger, our Instant Messaging tool. This tool can be distributed to all employees no matter the licenses of Procurator have been purchased. It’s use to communicate with each other in a fast and simple manner. And what's more important, this application is free; purchase licenses for the use to the full Procurator application and then you can distributed this application to all other staff members. |
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The Procurator package includes Employee Portal. This tool provides access to some of the functionality of some of our other business information management application. May be not all you employees need access to the business process(es) functionality of these applications, but need the ability to record their timesheets and lodge expenses claims. Employee Portal provides this functionality. And what's more important, this application is free; purchase licenses for the use to the full Procurator application and then you can distributed this application to all other staff members. |
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Please Note: You only have to purchase Procurator licenses for staff engaged in business processes covered by the application. You can then distribute the Messenger application to all other staff members and allows then to instantly communicated with each other. |
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