What is Castleton P2P?

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1 P2P Datasheet

2 About us Castleton is the only truly integrated IT housing solutions provider in the industry. We deliver an unrivalled portfolio of market leading, cutting edge software and infrastructure solutions. We work closely in collaboration with partners and customers, to create and deliver best of breed solutions. That is why we are uniquely positioned to offer hosted infrastructure and software solutions to enable business transformationhelping to align your people, process and technology initiatives more closely with your business strategy and vision. Our solutions simplify your IT and application landscapes to increase efficiency, reduce costs, enable workforce mobility and allow you to digitally engage with your customers.

3 What is Castleton P2P? Castleton Technology provides a complete Purchase to Pay solution to streamline your end to end process by either removing paper where possible or managing it more effectively. The system includes a number of key modules that work together to dramatically reduce the processing costs associated with raising orders and processing purchase invoices whilst improving efficiency throughout the process.

4 The Benefits of Castleton P2P Supplier Portal P2P s Supplier Portal allows your suppliers to submit their invoices, check the status of orders and invoices as well as scheduled payment dates. No Manual Keying of Invoices Upon receipt of a paper invoice P2P captures the image and extracts all the key information from the invoice. Reporting & Accountability P2P holds a complete audit trail of every action and provides a variety of reports to assist in planning and strategy.

5 How it all Works User? Approver Your Organisation Requisition Sent for Approval Approval Supplier User Order flagged as complete Order Dispatched Supplier generates invoice $ Your Finance System Invoice Matching Process Invoice Awaiting Approval Invoice received electronically or paper copy post Your Invoice Paid Docucapture & ICR Scan invoice

6 Castleton P2P Castleton P2P is our Procure to Pay/ Purchase to Pay solution. We understand that organisations need to have an efficient and effective back-office purchasing process. P2P helps client to reduce cost and drive efficiencies. We understand that many people in your organisation will not always be office based and to support a truly Agile way of working our P2P solution will work on tablets and smart phones providing you with enhanced capabilities. The system will manage Repairs and non-repairs processes and will fully integrate with your Finance and Repairs system to provide complete management and control. Requisitions, Good receipts, Invoice capture and process management are all standard features of the system. Automated invoice matching is available and escalation and rules management are all included to make the job of approving and managing transactions easier. Raising orders In order to gain visibility on purchasing it is essential that an organisation has control of its budgets. This is achieved by implementing Castleton s web based purchase requisition system. All users can access the web form from your intranet and by choosing catalogue items or free text can submit a requisition for approval to their line manager. Subject to the requisition being approved an electronic order is raised and sent to the supplier/s. The goods can then be receipted at the specified location (by another member of your team if required such as stores) which will then flag the order as complete. A complete audit trail is held within the system and a commitment is made within your Finance system. Castleton Technology P2P is capable of working across multiple locations and/or centralised teams thus delivering the same level of control and visibility across your organisation. The system also has a Supplier Portal that will allow your suppliers to submit their invoices, check the status of orders and invoices as well as scheduled payment dates meaning a reduction of phone calls to your Accounts Payable teams.

7 Castleton P2P Invoice management No more manual keying of invoices! Upon receipt of a paper invoice Castleton s Purchase to Pay system captures the image and extracts all of the key information from the invoice. This removes the need to manually key data into your Finance system. The data extraction process reads all of the information on the invoice and follows a number of pre-defined rules to ensure that all header and, where applicable, line items are captured. In the event that some mandatory information is unavailable the system flags a member of your Finance team to complete the process. During the extraction process the system is able to look up against the order details to match the transaction. Rules are applied to how the invoice is then managed based on your organisation s requirements. Invoice approval Once an invoice has entered the Invoice Approval process it will be managed in accordance with your organisation s rules. Approval levels, budget and expense codes are all maintained to ensure that the appropriate path and authorisation is achieved. Each approver will be prompted that they have an invoice to approve and by simply clicking the link within their they will be immediately taken to the invoice or list of invoices that require their attention. Reminders and escalation are built into the process to ensure that your organisation adheres to its SLA s. The approver has the ability to approve, reject, hold, vary or query an invoice which can automatically contact the supplier with the nature of the issue. Once approved Castleton s Invoice Approval system updates your Finance system and marks the invoice for payment. Repairs invoice approval Castleton s system can manage both Repairs and Non-Repairs invoices alike. When an invoice relates to a repair the system will look up the status of the job within your Housing system. Rules are assigned as to how the invoice should be managed in accordance with your internal SLA s to ensure that payment terms are adhered to. Reporting The system holds a complete audit trail of every action by user, date, time and action in to provide a full history of each transaction. In addition to standard reporting, ad hoc reports can also be accessed by authorised individuals to check the status of a transaction. The system provides the list of transactions along with a direct link to drill into the individual transaction where the audit trail and associated order and invoice are linked. Supplier Portal Castleton s Supplier Portal provides self-service capabilities for your suppliers. The system will allow your suppliers to upload invoices directly instead of sending them in the post thus reducing the amount of paper your AP team process. Suppliers can check the status of their invoices and receive their orders and upload Policy & Procedure documents all without having to contact your AP team. You can also update suppliers via a What I need to know alerts and information plug-in.

8 Digital Transformation Realise your digital transformation strategy with the comprehensive options offered by the Castleton suite of products: Integrate all of your business systems to provide online and mobile app based access for your customers to property and tenancy information, customisable data collection forms and full repair information including real-time appointment booking Expose the data that drives your day-to-day business to any 3rd party system using a comprehensive set of web services Communicate with your customers using a variety of methods including SMS, and social media channels Implement self-service technology with a customisable look-and-feel Provide online access for your suppliers and clients Empower your staff to work remotely when required with full mobile access to relevant data and documentation, even when no signal is available

9 Castleton Managed Services Castleton can fulfil all your managed services requirements. Our broad range of IT Infrastructure solutions will support your organisation s business objectives, whether you are expected to drive efficiencies, manage legacy architectures or equip your customers and staff with the latest social, mobile and cloud technologies. Our team of dedicated and accredited systems architects, infrastructure support and software professionals will provide the insight, resource and capabilities required to deliver dynamic, bespoke, flexible, secure and supported infrastructure solutions designed for today s interconnected world. With CMS cloud solutions, organisations can embrace mobile working, enabling staff to work from anywhere at any time on any device, all securely hosted in our Tier 3 ISO accredited data-centres. Our enterpriseclass solutions deliver secure, resilient IT infrastructures to our customers, ensuring they achieve the best performance and uptime from their IT, without the need for huge capital investment. Backed by an extended hours service desk, our managed service and hosted customers receive first-class support from our team of accredited IT specialists, who ensure that our customers achieve an always can be secure in the knowledge that customer care is at the centre of everything we do. With flexible monthly pricing and end to end managed IT solutions, Castleton Managed Services helps to bridge the gap between your IT department, and the increasing demands for rapid, stable and highperformance business technology.

10 BOOK A DEMO Click here to book your demo for Castleton P2P info@castletonplc.com Follow Us

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