Workflow Automation with Action Items and Alerts - Whitepaper

WHITEPAPER
www.omegacube.com info@omegacube.com (630) 250-0002
How Enterprises
can achieve
Workﬂow
Automation with
ERP’s Action
Items & Alerts
Capability?

However, enterprises lose precious time,
manpower and money trying to identify a
problem, analyzing it, and then taking
appropriate action to resolve it. Lack of
real-time information can delay access to
vital information and therefore will have a
domino effect on decision-making and
overall operations. Missing vital information
and delaying key deliverables is the last
thing an enterprise needs.
Manufacturing and distribution enterprises
face huge market competition both from
local and global competitors. What
differentiates their success and failure is the
speed at which they reach out to their
customers, carry out their operations, and
deliver products at blazing speed.
However, all of these cannot be achieved
with just efﬁcient personnel and machines.
Enterprises need a modern, feature-packed,
ERP software to be ahead of their
Most enterprises use an ERP/MRP software
that lets them generate critical operational
reports, and its analysis on a periodic basis.
The analysis helps personnel extract key
actions that needs to be executed and
decisions that needs to be taken.

Today, modern ERP systems are fully capable of pro-actively identifying time-sensitive,
action items, and alert the right personnel at the right time to execute it. In addition, they
also have the capability to auto-execute key actions and alert respective personnel of
task-completion.
has a huge impact on overall operations of an enterprise. It ensures that access to data is
guaranteed leading to on-time job execution and timely deliverables.
Action Items and Alerts

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Today, modern ERP software helps
enterprises to define action items
based on their operational workflows
and individual roles. It helps personnel
to focus on what they should do at
each operational stage.
Personnel get a summary of key action
items through the workflow dashboard
screen, enabling them to know, act and
track activities always. It guides them
through the entire workflow till their
task is completed.
It enables system-generated actions to
create purchase requisitions, purchase
orders, RFQs to suppliers, work orders
to shop floor personnel, sales orders to
front-desk employees, and much more.
This enables enterprises to
comprehensively work toward their
business objectives without
unnecessary disruptions.
Action
Items
Alerts & Notifications notifies
personnel about key operational
elements when they occur or get
completed.
It also allows managers to define alert
triggers to specific personnel after
completion of each operation.
Timely alerts help personnel to make
quicker decisions and ensure
successful completion of tasks at each
manufacturing stage. Dependency on
reports is drastically reduced as
personnel can focus on specific data
sets for quick decision making.
Additionally, personnel can easily drill
down from summary alerts to detailed
lists, to individual transactions for
quick data accessibility.
With alerts and notifications,
communication gets automated, and
greatly reduces the possibility of
missing out on a task/important
update that impacts operations.
Notification
Alerts

Let us look at some
real-life scenarios
for Action Items
and Alerts in
manufacturing and
distribution
enterprises.
Overdue or unpaid invoices severely
impact enterprise’s cashflows. It can
cripple their day-to-day operations and
ensure that payments can’t be made to
their employees, suppliers, and vendors.
This can be easily tackled with the
help of action items. When an invoice
is overdue from a customer, the ERP
re-sends the invoice to them as a
payment reminder. This is repeated till
the customer makes the intended
payment.
Overdue or
Unpaid Invoices
Offering discounts is nothing new in
the world of sales. However, it must be
done within a pre-decided threshold.
There are cases when sales reps offer
excessive discounts to customers to
meet sales figures and beat market
competition. This bleeds the enterprise
of precious cash reserves and erodes
the profit margin.
When excessive discounts have been
offered, more than the prescribed
threshold levels, the ERP alerts the
sales supervisor and automatically puts
the order on hold. The sales rep, after
taking corrective measures can then
release the hold status and close the
sale with the customer.
Excess Discounts
during Sales

Facility managers get instant alerts on
expiry of lease for land, factory,
machines, warehouse, etc. way before
the expiry date. This ensures that they
don’t have to pay penalty for lease
expiry or pay more for re-writing the
lease agreement.
Lease & Contracts
Expiry
Every enterprise has a system where a
purchase order must be created for
each purchase. The PO is automatically
sent to the respective personnel for
acknowledgement and approval. Post
approval, it is sent to the respective
supplier or vendor.
Unapproved Purchase
Orders
However, there are times when POs are
not approved for many reasons. And
over a period, many of them can get
accumulated. There are chances that a
critical order is delayed because a PO
didn’t reach the supplier and goods
never arrived.
To prevent these, you can setup alerts
to notify Accounts Payable department
of unapproved POs daily. This helps
them to stay on top of critical POs that
needs to be expedited.
In the absence of a purchase order
approval system, there can be chances
where an unapproved PO is sent to the
supplier to expedite goods purchase
and receipt.
In such cases, the Accounts Payable
department will not be aware of the
purchase. They will treat it as an
unplanned expenditure, investigate as
to why it wasn’t approved and will
hold the payment to the vendor till the
investigation is complete.

Outgoing checks and payments go
through a stringent account payables
process where payments are made
post stringent approval process. Every
invoice is sent for reconciliation and
approval before initiating the payment
process.
However, there are cases when a
particular check or payment goes
unapproved by the CFO or the Accounts
Payable team due to various reasons. It
may have been unapproved due to the
invoice amount crossing a particular
amount threshold or inadequate
quality of goods supplied, or
incomplete order fulfilment by the
vendor.
An ERP can throw alerts to the CFO
and AP team if a particular check or
payment has remained unapproved for
X number of days. This ensures that
outgoing payments are not stuck and
are cleared out at the earliest. It also
helps improve vendor relationship and
trust.
Unapproved Checks
and Payments
There are situations where the delivery
date set by the supplier is further from
the date mentioned in the purchase
order. This can happen due to various
reasons from the supplier’s end.
In such cases, the ERP triggers an alert
to the inventory manager, production
supervisor, and shop floor personnel, so
that they can reschedule production
based on the actual arrival date and
inform the customer accordingly.
When the goods arrive, they are
notified of the incoming stock receipt,
and it is quickly dispatched for
production.
Delayed
Goods Delivery

Going low on inventory is a common
occurrence for manufacturing and
distribution enterprises. However, they
have a signiﬁcant impact on
production, on-time delivery, and
cash-ﬂow.
To ensure uninterrupted production,
enterprises should constantly monitor
stock levels and its movement so that
its readily available whenever needed.
Whenever inventory levels go down
below a pre-decided threshold, the ERP
system sends alerts to respective
stakeholders such as inventory
manager/supervisor, and approved
supplier who has readily available
stocks. A purchase order is
automatically created, auto approved,
and sent to the supplier for quick
replenishment of stocks.
If an enterprise has multiple
warehouses to store stocks, then
automated alerts notify the warehouse
about stock availability at the other
warehouse.
Low Inventory
Suppliers often revise their goods and
services rates as they have to sustain
global factors, supply chain changes
and market volatility.
However, this needs to get
communicated to enterprises that they
are supplying goods too so that there
is no miscommunication regarding rate
differences.
With action items and alerts feature,
whenever there is a price revision, the
ERP sends an alert along with the
revised price chart to the purchase
order team.
This helps the purchase order and
accounts payable to stay on top of the
latest rates for accounting purposes.
Increase in
Supplier Rates
It auto-generates a stock transfer request and
sends to the warehouse where the stock is
available.

Similar to excessive discounts scenario,
an ERP also throws alerts on sales that
have low profit margins. The sales
team usually sets profit margin
thresholds for each product that gets
sold.
However, there can be cases when a
sale has been made with low margins,
thereby eroding overall profitability,
and increasing overhead costs.
To prevent such scenario, the sales
team can set alerts to let them know
whenever a sale goes below the
threshold.
Low
Profit Sales
Similar to low inventory alerts,
enterprises can also set alerts when a
duplicate item is created within the
ERP.
As soon as the duplicate item is
created, the ERP pops up an alert
stating that another item having the
same item number already exists.
The personnel can act on the alert by
providing a different item number. This
eliminates creation of duplicate items,
thereby reducing confusion amongst
inventory personnel.
Duplicate
Inventory Stock

The shop floor is a busy place and work
orders keep getting assigned
depending on machine, manpower and
material availability.
If enterprises do not have an
automated way of assigning work
orders, then they are bound to get
missed leading to production delays
and late customer deliveries.
To tackle this, new work order
assignment alerts can be sent to
respective shop floor personnel
working at a specific work center.
This ensures that the work order is not
missed, and delivery deadlines are met
on time.
Work Order
Assignment Timely delivery to customers is of
prime importance. To improve on-time
deliveries, enterprises can create alerts
where the shipping department gets
notified each time an order is ready to
be shipped to the customer.
Apart from this, repetitive alerts can be
created for shipments that are not
initiated for respective orders due to
various reasons.
Pending Shipments
Field service personnel spend most of
their times on the field. Enterprises can
make their job easier by sending alerts
and action items to them. They can get
alerted when a service call has been
assigned to them near to their location,
thereby ensuring quick serviceability
and customer satisfaction.
Field Service Alerts

As a manufacturing or distribution
enterprise, keeping customers in the
loop is very critical as it signifies trust
and improves brand reputation.
You can set alerts to go to customers
after they have placed an order
successfully, completion of each order
milestone, product has been shipped
till delivery.
Customer Alerts
Enterprises get alert when the ERP
sees a sudden dip or rise in the
number of orders from a particular
customer. If they have decreased their
purchases, the ERP sends an alert to
the sales team who take necessary
steps to find out the reason behind it.
Customer’s Buying
Pattern Changes
The ERP also triggers an invoice to go to
customers when the order has been shipped
to them.
Apart from these, there are real-time
alerts that the ERP throws at each
stage of manufacturing.
For example, after a particular
manufacturing process is complete, the
ERP alerts the supervisor that the
activity is finished, and the next
process can commence.
This minimizes the time gap between
each process and the product is ready
on-time.
Real-Time Alerts
These are a few
real-life examples of
how an ERP
automates workflows
using Action Items
and Alerts.

OmegaCube ERP
has a robust Action
Items and
Notiﬁcation Alerts
system.
It effectively meets one of the vital
requirements of manufacturing and
distribution operations – communication.
It automates communication workﬂows
between branches, departments, and
personnel.
It eliminates manual intervention and
paper-based methods of communication,
thereby saving enormous amounts of time,
energy, and resources.
Not to mention, avoidable human errors that
impact planning and production.
Personnel get crucial data and alerts at the
right moment, helping them make quick
decisions and avoid delays. Overall, the
enterprise functions like a smooth, well-oiled
machine thereby increasing productivity.

Since 1999, OmegaCube has delivered enterprise-class ERP software for our customers with a single focus,
“No two companies operate exactly the same and they need flexibility in their systems in order to maintain
their competitive edge”.
You know your business inside-out and would definitely want your ERP software to treat you in a manner you like, and not
exactly as it treats your competitor. Our flagship product, OmegaCube ERP seamlessly adapts to your business. With best
industry practices built into the product, coupled with extreme flexibility,
OmegaCube ERP can do things better than you currently do and at the same time,adapt to what you do best.This has helped
our customers from diverse industries,realize their strategic goals such as,workflow automation,centralized operations,cost
reduction, increase in production, knowledge centralization, and effective resource & manpower utilization. Our strong
expertise in advanced ERP technology coupled with immense manufacturing & distribution knowledge allows us to deliver
quality enterprise solutions that help you gain competitive edge in the market and achieve your business goals.
About OmegaCube
Get in touch with us today
for an in-depth demo of
OmegaCube ERP’s Action
& Alerts feature for your
enterprise.
COPYRIGHT ©2021 OMEGACUBE TECHNOLOGIES
ALL RIGHTS RESERVED

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Workflow Automation with Action Items and Alerts - Whitepaper