Public Administration​

Purchase Record

The Purchase Registration initiates a potential purchase process, with the goal of internally recording an intention to purchase or contract for a service.

Initiation of Proceedings

The purpose of initiating a procedure is to record a proposal for the purchase of goods or services for evaluation and further consideration. This process is carried out based on the type of procedure selected: Direct Award; Simplified Direct Award; Open Bidding; Limited Bidding with Prequalification; Framework Agreement; among others.

Wiring

The purpose of the budget allocation is to submit a request for budget allocation of the expense to the Finance Department as a guarantee of payment to the supplier.

Annual Contracts

Annual Contracts allow you to record all the terms of a contract. This module enables you to place orders with suppliers over a period of time without the need for any additional negotiations, thereby speeding up the purchasing process.

Orders to Suppliers

This feature allows any purchase invoice recorded by central services to be sent to ACES for review and approval, with the option to include multiple attachments. These documents will automatically be made available in Cube Software for validation or rejection by the ACES manager in question, who can also access the attachments provided by the central services. This procedure ensures that the central services receive confirmation of the expense from the ACES.

Billing Protocols

The Invoicing Protocols support the Purchasing Department in sending documents to the Finance Department. This module allows you to generate print layouts that bundle multiple documents to verify that the Purchasing Department has sent them and that the Finance Department has received them. Once a protocol has been created, the selected documents are unambiguously linked to it, providing a complete audit trail of all actions triggered in each process.

Payment Authorization

The purpose of the Payment Authorization is to submit a document to the Board of Directors to authorize payment for one or more purchase orders. Once approved, this payment authorization is sent back to the Purchasing Department, which will then forward it to the Finance Department.

Checking Account

The purpose of the Current Account is to provide a detailed reconciliation of all billing documents and their respective outstanding balances.

Accounting Integration

Accounting Integration establishes a link between the Purchasing Department and the Finance Department and includes routines for generating, exporting, and importing files to and from a specific, predefined location.

PRR + More Efficient

The module PPR +Eficiente aims to transform the way organizations manage their PRR. This module was developed specifically to help public entities manage the evolution of the PRR more closely and effectively, focusing on comparing the approved amount with the amount spent at any given time, using all the indicators necessary for constant monitoring of this process. 

• Real-time monitoring of the approved amount versus the amount spent, allowing for the timely identification of variances and the prompt implementation of corrective measures.
• Budget planning to ensure that funds are being allocated in accordance with the planned budget.
• Monitoring deadlines to ensure that funds are used within the established timeframes to avoid penalties or loss of funding
• Payment Authorization Control System.
• Periodic financial reports to the competent authorities, including a summary of the use of funds.
• Automatic alerts and notifications regarding discrepancies between the awarded amount and the amount actually spent.
• Centralization of information to support regular audits and inspections by regulatory authorities.