Managerial Service

We at GrofoSoft have developed the most advanced, innovative solutions available to address the management, automation and integration of repetitive business processes

Our solutions consist of a core system that automates and manages the entire process of revenue collection, debit order/ EFT management and the pre and post-legal arrear collections
process. This is supported by a number of optional modules that assist in the management of additional processes such as supplier payments, risk management, Point of Sale Integration (POS) and other common business processes.
We provide:

• Debtor Management
• Creditor Management
• Debit Order/EFT Management
• Bank Statement integration
• Arrears/Overdue Account Management
• Supplier EFT management
• Meter Reading Integration.
• Cross Billing (generate invoices across books.
• LAN/WAN access to the core system.

All of these are closely integrated into Pastel Accounting and Banking systems such as Netcash, thereby providing a
seamless, automated way of managing the majority of your repetitive financial processes.

Our services include advanced

function on local area networks or via Internet communications, thereby enabling users to function from any location they choose. The system is not dependant on high speed links.

Multi-User

We support multiple users at multiple locations. With custom security settings we permit administrative e control over who can perform which system functions.

NetCash Integration

All our applications are fully integrated into the NetCash service offering, thereby permitting seamless automation of manual tasks, such as debit order file uploads, data validation check reports, auto statement downloads and processing, debit order rejections management, allocation of bank charges, communication with customers
regarding outstanding amounts, and many others. In addition we make extensive use of NetCash’s web service based validation routines to validate and check data at source and ensure that debit order returns are minimized.

Pastel Integration

All our modules are fully integrated into Pastel accounting. Through our certified 3rd Party developer status we ensure that all transactions are accurately and automatically recorded into your general ledger. This includes but is not limited to Invoices; Cash book transactions, as well as Debtor and Creditor creation and
editing.

Remote Support

All our applications are remotely supported and updated through are Internet aware service and support centre. All application issues are logged automatically and communicated instantly to our support centre for immediate resolution.

Meter Readings

GrofoMobile extends the reach of the accounting system to the field. Currently we are able to capture meter readings,stock, sales information and Mobile cellphone or PDA.

Business Automation at its best.

Business Process Manager
This core module provides an effective platform for the management of debtors and creditors all of the processes associated with revenue collection. The communications module provides a mechanism to stay in touch with customers (SMS and eMail), thereby minimizing bad debt and assisting the legal process in recovering outstanding debtors.

Revenue Management

This module automates debit orders and EFT invoices and receipts are created, submitted to the bank and validated post payment or lack thereof. The application scans Pastel to determine which debtor(s) pay via debit order. The debit order file is then created and submitted to the bank and the relevant cashbook  entries/invoices created.

Cash Flow Management

Bank statement files are downloaded from each bank. The system allows the operator to associate individual bank codes/descriptions with Cashbook, GL Accounts, debtors, suppliers etc. The setup process stores these settings, which are then used to import the statements into Pastel as a payments/receipts batch. This process has a learning capability where it can match entries that are missspelt, has mixed use of spaces, capitals etc, e.g. Mike mIKE m ike The system caters for multiple bank accounts and books/companies. Where rovided by the relevant banking institution, the various entries for unpaid debit orders and associated costs are allocated to the correct accounts and imported directly into the accounting system.

Overdue Accounts

This module provides an effective
platform for the management of bad debt. It allows the user to set parameters that define bad debt,
define the process necessary to
recover the debt and define the
process that prevents bad debt. It uses multiple communications mechanisms to stay in touch with customers (SMS) and eMail for example), which in turn minimises bad debt since the
customer is constantly reminded of the debt (as in the case of debit orders) and assists the legal process in recovering the debt.
Debtor management follows a predefined process whereby the system

• Imports and processes debit order rejections.
• Scans Pastel for outstanding debt (debit orders or non debit order customers).
• Posts debtors into a bad-debt database.
• Communicates with the debtor via SMS or eMail
• Implements actions, e.g. 1st SMS, depending on where the debtor is within process.
• Moves the debtor onto the next action.
• Sends call lists instructions to debtor management/sales staff.
• Provides management reports on status and numbers of debtors in each cycle, e.g. all debtors who have received a hand over SMS.

Reporting Module

The reporting module is able to extract any set of data from either Grofo or Pastel. This is a powerful tool that enables you to accurately monitor key sets of data that are important to the
operation of your business.