ADEO Lotus Solutions

Our solutions are dedicated for the e-Business in an extended meaning of that word. Lotus Domino/Notes is a modern workgroup platform created by Lotus/IBM designed for work in a scattered environment primarily for the company information resources and document management. The client-server environment ensures a very high data security level, cooperation wit other ERP II class systems, high work efficiency and scalability.

The greatest have chosen Lotus Domino/Notes!

ADEO business offer contains ready to deploy application modules that can be combined with one another in order to achieve the following solutions: Company Organization Structure – employee data at a single place, position register and all that in a graphical presentation form available at a single mouse click!

Employees

The purpose of this application is to register the company employees personal records. The information is grouped by several categories such as basic personal info, HRM data and others. Access levels and rights such ad creating new data, reading and modifying existing records that belong to a given category are different for different users registered with the system. The database administrator can adjust those rights on an individual document level for various user groups making the proper entries in the database configuration documents.

Organization structure

The application allows to define company divisions, branches and individual positions with the purpose to define a hierarchy of the entire enterprise and show dependencies between different units. Documents from the Employees database can be linked at the right place in the organization structure. The module is used by applications that control document workflow. Each employee has a well defined place in the structure which allows for a fast access to information about his/her predecessors and successors in the document approval cycle and thus for a fast forward of the document that requires his/her approval without a need to browse through the employee lists.

The application has built-in mechanisms of graphical data presentation. The application can work together with the OfficeXP suite and a graphical presentation of the structure can be created in a Word document or an Excel spreadsheet. It is also possible to export a graphical presentation of the structure as an HTML file. The organization structure diagram can be printed out as a final result of those operations.

Customers

The application holds information about customers and their employees. An extended Customer Card does not only contain the address and telephone contact data but also detailed characteristics of the customer such as discount levels, payment terms (including purchase credit limits) and other administrative data. It is possible to assign an employee responsible for the customer care to each customer. Customer's employee document contains his/her e-mail address which facilitates sending mail to the customers and makes creating serial correspondence possible (see the Serial Correspondence module). The module can be used to hold the customer contact data, offer preparation, creation of orders for the company and serial correspondence.

Contacts

The application records contacts with customers both on the company premises and outside. it is possible to register a telephone call or a meeting report, paste a copy of an e-mail message sent to or received from the customer (including the attached files). This makes access to customer relationship history easier which makes learning that history fast possible for instance in a situation when the person responsible for the relationship with the customer is on vacation and another employee has to replace him/her temporarily.

Tasks

The application is designed to plan tasks assigned to the company employees. Each task has a priority level (depends on importance and defines the order of fulfilling each task) and a time limit to complete it. The application has an option to turn on sending notifications about upcoming deadlines. For that purpose an automatic entry (alert) in user's mailbox personal calendar is created. That triggers a pop-up message on his/her screen at scheduled time.

Offers & Orders

The main purpose of the application is to prepare business offers for the customers. The application is linked to the Price List, Customers, Employees and Document Circulation modules. The relevant data are fetched from the mentioned above modules and processed automatically. Then an offer prepared in the Lotus database is transformed into a Word document and may be printed out and then mailed or faxed and also sent by e-mail. It is possible to create an order confirmation document for the customer based on the offer with an option to enter corrections of the ordered items. Both documents are subject to approval by persons defined on the document circulation paths. Those persons are selected according to the configuration documents for the offers and order confirmations and also on personal records of the employees who prepare the offer, customer records (e.g. offer total value limits may require approval of a product leader, overdrawn purchase credit limit may prevent an order confirmation from being created e.t.c.). Availability of the ordered items is checked against the on-line stock lists an a delivery date is computed automatically. In case the ordered item is not in stock the system prepares a replenishment order for the warehouse and a person who reviews the document has an option to enter an expected delivery date.

Invoices

The application supports sales and payment tracking. Most employees do not have access to the accounting system data while many (first of all salespersons) need to know if the customer placing an order is trustworthy that is if he makes the due payments on time. For that purpose the Lotus system connects to the accounting system and creates documents containing information about the invoices issued to the customers. By that means salespersons have an option to inspect those invoices. When a payment has been received the Lotus system updates the information in its database. The views have been designed to make verification of payments quick and easy (e.g. during a conversation over the telephone with the customer). The documents are divided into categories such as invoices paid for on time, late payments, not paid yet but due in the future and not paid and overdue. The application is used during the preparation of the order confirmation for the customer. The system computes the total amount due from previous orders, compares it with the purchase credit limit defined in the Customers database and depending on the purchase terms defined may block preparation of the order confirmation.

Price List

The application holds pricing information about goods and services offered. it is possible to create product groups and subgroups and assign specific items to those groups and subgroups. Export and import mechanisms allow for quick and easy conversion of a price list (complete or partial) into an Excel spreadsheet and also to fetch data from an Excel spreadsheet.

Warehouse Inventory

The application has been designed to browse through the warehouse inventory lists and create replenishment orders taking demand for each product into account. The application is linked to the accounting system that registers supply of goods. Built-in mechanisms allow for automatic inventory list updates including the information about reservations made by customers. The application connects to the accounting system in the background, fetches the relevant data and updates documents in the Lotus Notes database. The advantage of that approach is an access to the inventory lists without a need to have any actual access rights to the accounting system. The update frequency is defined by the system administrator. The application allows the employees to create individual orders which are transformed into a bulk order later and submitted to a supplier as a Word document. The application works together with the Offers & Orders module where availability of particular items is checked during the order verification process (when an item is out of stock the system creates a replenishment order automatically). The database views are designed to browse through the order lists and check the delivery dates.

Serial Correspondence

The application has been designed for all kind of document processing based on predefined templates and serial mailing to selected user groups members.The application integrates with the Office suite so the documents created are Word documents. The predefined templates make inserting of necessary fields fetched from the Customers database possible (customer address data) and as a result the automatically generated letters can be printed out or sent as e-mail. The application is also capable of mailing labels creation using the Ms Word program. The advantage of this approach is a possibility to store correspondence generated by different users of the system at one place. The module can be link to any Customers database that exists in the Lotus system.

Document Circulation

The application is a highly configurable mechanism of Lotus Notes document circulation management. It is actually an engine for other applications that require document circulation mechanisms. The application is supported by the Organization Structure module where the particular positions are defined and individual employees are assigned to those positions. That allows to define profiles for users responsible for document approval using their position names rather then their user names from the address book. The application is entirely configurable from the documents point of view. The configuration includes all kinds of document verification, specific parameters for all verification kinds and further processing rules depending on the verification outcome. Any document fields can be subject to verification (e.g. amounts, products). Each user has a document creation profile (either assigned on an individual basis or as a result of his/her place in the hierarchical structure). For each verification process the profiles are defined separately. Different parameters may have additional profiles defined. Their superposition defines the full document circulation scenario. In addition the approvers have their own approval profiles that define approval buttons visibility, approval parameters (e.g. up to a certain amount) e.t.c.

Project Management

The application has been designed for project and task management. It allows to define project documents and responsible employees assignment. It is possible to split a project into a number of tasks. Each project has a start time and a completion deadline defined. The application is capable of holding the project documentation and a other related documents. It can work together with the RCP and Business Trips databases.

RCP

The application is used as a worktime tracking system and to prepare billing documents for the customers based on the work performed in a given time period. It makes available a number of summaries and reports showing amounts of time spent on projects and tasks assigned to individual employees. This facilitates future tasks planning optimization and gives a picture of every employee work efficiency. The application creates a report for the customer which contains a list of tasks completed and amount of time spent on each task which is a basis for billing (issuing an invoice). The application is a valuable tool for every business executive.

CRM

CRM is an application consisting of a number of modules that manages customers and employees data, products and services, contacts and relations between the employees and the customers and tasks assigned to the employees. It makes creating and sending serial correspondence to the customers and preparing offers according to the price lists taking warehouse inventory lists into account possible. It also keeps an extensive record of the employees activities which facilitates a later assessment of their work efficiency during contacts with the customers. The system has an ability to prepare a quantitative analysis of the sales figures. Our offer consists of two versions of the CRM system. The first one is totally integrated with the MS Office suite and thus all documents are created as MS Word documents or MS Excel spreadsheets. The other is a pure Lotus version - the offers, invoices, memos and e-mails are Lotus documents. The application consists of the modules described earlier. It is a valuable tool at hand of any sales person or business executive.

Business Trips

The application is used for business trip financing requests and allowance processing, registration of invoices and other purchase documents pertaining to both domestic and abroad business trips. The allowance amounts and reimbursement for using a private vehicle during business trips are computed automatically based on the vehicle mileage tracking. Business trip reports and the proper files containing the information required by the accounting system are created. The application contains information about the company organization structure, employee records that contain information about their superiors (that is persons eligible for expenses approval), register of vehicles owned by the company (and employees to whom those vehicles have been assigned which means that the mileage records can be updated by those employees on their own). Users can perform all the steps pertaining to trip financing and allowance requests, expenses reporting and finally create a summary report of the entire trip cost. That report can be reconciled with the amount paid to the employee in advance to finance the trip (taking the vehicle mileage into account). The built in document circulation mechanisms allow to set up multiple stage approval cycles where each document can be approved or rejected before a final approval by an accounting division employee. To make this task easier the employee has to supply only the most essential data like the amount, date and sort of expense and the system computes the rest automatically. The accountants can use a configurable cost category menu (including the information about the net amounts and the sales tax). Then an accountant creates a text file containing the approved entries ready for import into the accounting system. The application is capable of selected documents archiving and recognizes different access levels to create, modify and read the documents.

Our clients include: