Over the years of working with Sage Business Cloud Enterprise Management (formally sage X3), I have often been surprised by the number of users who do not take advantage of one of the great features of the system and that is visual processes.
It can often be left to a second phase of the project but they offer potentially significant benefits to all users, so I wanted to take this opportunity to remind everyone of some of those key reasons why they are so useful. Visual Processes are great for:
Bringing every option needed for a task into one place
Helping guide a user to ensure best practice is followed
Helping a new user or temporary user to learn the system
Help carry out rarely run processes such as a year end
Linking to files and other systems outside of Sage as part of a process
Showing a decision tree to a user to ensure the correct transaction is used for the appropriate requirement.
If we look at an example of a standard process in the system, we can see here that this one guides a user through the all the different options needed for importing a bank statement, then carrying out the automatic reconciliation. It also has enquiries and reports available that would be useful in the task of a bank reconciliation.
All of this ensures that a user, even one that has not yet had much training, can simply carry out the necessary processes.
Of course, part of a process could be a link to an option in a different system. This is really useful where a business operates another system for part of their operation. Or a stage in the process could serve purely as a reminder to a user to ensure they remember to carry out an ‘off-system’ task such as to file the appropriate document or inform someone of an entry.
As described above, a process such as period, or year end is not carried out very often. The appropriate processes can ensure this runs smoothly and nothing is missed.
Of course, whilst the standard processes are really useful, customising or creating new ones to suit your own business is where the benefits can really be seen. Each business has their own processes that they want to follow and having that not only documented but used on a day to day basis, as part of that process, is very powerful.
They are really simple to create as well using the ‘drag and drop’ editor, and can be personalised with the colours and logos of each business if required.
Some of the specific business processes could even include items where the option a user needs to use can be dependent on a question or a different situation. By using a visual process as a decision tree, it can ensure the user always chooses the right option for the right scenario.
This is just a taste of the benefits and we are happy to discuss this further with you to identify the ways they can really help your business.
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