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Aestiva
Our Mission
The Webigami Sheet
Integrating With External Systems
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Company Info
The base product can be integrated with vendor web sites. When this happens you no longer need to shop on the vendor site, saving you time and money. Instead, you can access the vendor site from within Aestiva Purchase Order. For more information, see the product, Aestiva Punchout.
An Invoice Request form with invoice(s) attachments, return management, approvals, and more.
Dual stand-alone and integrated management of shipments and release of items for use outside of entity. Call for pricing.
An advanced vendor and item catalog is included with the base product. The base system includes auto-capture of items ordered, a Google-like search, vendor territories, and vendor categorization. Custom catalogs can include image-based navigation, corporate-approved product catalogs, and stock/non-stock item controls. Call for pricing.
Splits line items based on direct and indirect procurement expenses. Includes GSA data integration. Call for pricing.
Aestiva Purchase Order can be delivered in almost any language. Call for pricing.
Gives the ability to split individual line items into multiple codes based on unit price, extended price, and/or percent split, or based on previously saved split. Call for pricing.
A variety of off-the-shelf and custom budget modules are available. Modules allow you to upload annual, monthly, or quarterly budget data (which can be tied to GL Codes and/or Departments), upload project-based budgets, and/or place limits on users based on their budget authority. Call for pricing.
Gives the ability to require and report on outside vendor confirmation requests. Can support other vendor check-offs related to order fulfillment. Call for pricing.
This add-on tool gives you the ability to set up an agreement and send it to an outside party for an online electronic signature. Supports page, paragraph, and document sign-offs. Customized for your organization. Call for details.
Base system includes comprehensive approval flow module. However, in cases where company-specific hierarchies are in place, Aestiva Contract can be extended with custom approval tables to ensure ease of administration. Manual requests for sign-off can also be provided. Call for pricing.
Special purpose extension to the contract software that allows you to use special purpose screens for different kinds of contracts. Call for pricing.
Use this module to OCR expense receipts and automatically match them to corporate credit card data. Call for details.
Use this module to save users from having to re-enter corporate credit card expenses. Call for details.
If your users use personal cards for their expenses, they will benefit from this expense report software tool. It gives them the ability to import credit card expenses directly into their expense reports.
Need to support different currencies and different accounting systems? This Expense Report Software product can be provided in single or multiple languages, and configured to support different currencies, perform daily currency conversions, and provide currency calculators. Call for details.
Need to support different languages? This product can be extended to support different languages. Call for details.
Need to fill out an expense report while you're at 30,000 ft in the air on a plane? Then you want Aestiva's off-line import utility.
Need to automate pre-travel requests too? We have a system for that. See Aestiva Travel and Expense.
The basic expense report software does include a Policy Flagging Module. However, if you need to add custom flagging or validation, the policy module can be extended.
A handy tool to perform compliance checks that can be set up and customized per your requirements.
A special purpose extension to the logistics system that allows you to use special purpose shipment register screens for capturing special business-specific shipping and logistics information.
A variety of advanced services for setting up and maintaining EDI exchanges with suppliers, customers, and partners is available. Call for pricing.
This product has the ability to integrate with Accounting and ERP systems. Call for details.
After you've chosen a supplier, issue them a Purchase Order with this add-on product. Call for details.
Keep up with your suppliers' progress with this supplier-management add-on. Call for details.
Manage contracts more effectively with this helpful add-on. Call for details.
Need to integrate Aestiva RFX with an external system? Aestiva provides Systems Integration services to automate the exchange of data between Aestiva RFX and other systems, such as RFQ, Procurement, Accounting, and Project Management systems. Call for details.
Gives you the ability to connect and/or integrate with an external booking agency or service.
Gives an admin the ability to import credit card information into your expense report software system, so that it is automatically applied to user expense reports.
Gives you the ability to import credit card information directly into an expense report.
Gives the user the ability to import spreadsheets directly into their Travel Request and Expense Report screens.
Gives the user the ability to automatically extract vendor names, amounts and dates from receipts. That data can then be used to match the receipts against information placed on the expense report and/or credit card transactions.
Gives the user the ability to flag expense reimbursements and/or follow special approval flows for expense reports that are out-of-policy. (Now included with the base product. )
Allows expense approval requests to be processed via fax requests.
Allows expense approval requests to be processed via email requests (cell phone with camera or desktop with scanned receipts required). (Now included with base product.)
Our production department can integrate Aestiva Project Time with software and hardware based clocks. Call for details.
Allows you to set up project-based budgets and budget groups for monitoring hours and labor costs.
Our production department has the ability to make major changes to the layout of time sheet forms. We can add reportable custom fields, change how fields or ordered and organized on the screen, change the time sheet period (note that time can be submitted weekly and still be reported/exported bi-weekly, monthly, etc.), and change the time sheet layout to conform to specific needs. Call for details.
This product can be provided in most languages and can be extended with additional languages. Call for details.
A special purpose extension for setting up and importing offline spreadsheets for users who wish to fill out their time and expenses offline and import them later. Call for details.
This product can be extended with additional time sheet forms to support union specific time sheets. Call for details.
This product can be extended with leave request forms to support leave management. Call for details.
This product can be extended with project-based expense report forms to support billable and non-billable expense management. Call for details.
This product can be extended with project-based invoicing to the billing of time, expenses, and fix-bid contracts. Call for details.
Integrate with QuickBooks, Mas90, MS Dynamics, PeachTree, SAP, PeopleSoft, and more. Automate the payment process with ACH file generation. Call for details.
This product includes custom fields for your service call sheet at no additional cost. Need to do more? Your wish is our command. Anything is possible. Call for details.
Add a help desk to your system. Give staff the ability to escalate issues to an internal support team. Call for details.
Add support for out-of-pocket expense reimbursements, billable expenses, and more. Call for details.
Gives staff the ability to request leave using the same system. Call for details.
Gives staff the ability to place orders with the same system. Call for details.
Gives staff the ability to add, edit and note work orders with this system. Call for details.
Give your customers the ability to submit "Incoming RFQ" requests directly to you which, using this product, you can turn around into outbound "Sourcing RFQs."
Wouldn't it be nice if your suppliers were able to respond on-line to your Sourcing RFQ's? With this add-on, they can. Eliminates need for manual-entry of pricing information and speeds up turn around time.
The time and expense base system includes the ability to apply time to different charge accounts. Our production department can also add to time sheets, if needed, on-screen displays of user accruals, such as Sick Leave, PTO (Paid time Off) or Vacation time, Comp Time, Comp Time Earned, etc. Components include administrator screens for entering carry over, hire-dates, and other user-specific information needed to calculate the accruals, and the display of an accrual chart directly on the time sheet. Call for details.
User ability to set expense report currency, submit expenses in any currency, and/or view system in different languages.
Our production department can add tools to generate invoice or other kinds of payment request vouchers using data on time sheets and expense reports merged with certain user-specific rate information. Call for details.
This product can be merged with Aestiva Leave Request, an Aestiva product for requesting, approving, and processing leave requests. Call for details. Ask about our multi-product discounts.
The time and expense base product includes user-based and department-based jobs. Our production department can add or change the way jobs are displayed and/or selected on staff time sheets. Call for details.
The ability for the user to import spreadsheets directly into Time Sheets or Expense Reimbursement forms.
Our production department can add to staff time sheets OT (overtime) calculations and display overtime history, and add the administrator components for entering user-specific information, if/when needed. Call for details.
Ability to flag expense reimbursements and/or follow special approval flows for expenses that are out-of-policy.
Ability to submit pre-travel requests. (See Aestiva Travel and Expense).
Our production department has the ability to make major changes to the layout of time sheet forms. We can add reportable custom fields, change how fields or ordered and organized on the screen, change the time sheet period (note that time can be submitted weekly and still be reported/exported bi-weekly, monthly, etc.), and change the time sheet layout to conform to specific branding needs. Call for details.
Allows expense approval requests to be processed via fax requests.
Allows expense approval requests to be processed via email requests (cell phone with camera or desktop with scanned receipts required).
Ability to flag expense reimbursements and/or follow special approval flows for expenses that are out-of-policy.
Integrate with QuickBooks, Mas90, MS Dynamics, PeachTree, SAP, PeopleSoft, and more. Automate the payment process with ACH file generation. Call for details.
The base system includes an electronic time sheet with the ability to apply time to leave and different charge accounts. Perhaps you want to also display the leave accruals for each user, their comp time, and more. Call for details.
With a general HR Request Form, Human Reosuces can issue general requests for sign-off by other staff. Forms to manage new hires, disciplinary actions, employee leave, and a variety of other requests can be managed with a single form. Call us with your requirements.
Add OT (overtime) calculations, display overtime history, and add the administrator components for entering user-specific information, if/when needed. Call for details.
Auto-generate orders from Quotes using an order entry system from Aestiva. Call us with your requirements.
Invoices can be generated from quotes using simple add-on tools. Call for further information.
Need to track time on a work order? A wide variety of time tracking solutions can be added to the system. Speak to an Aestiva Account Coordinator for further information.
Invoices can be generated from work orders using simple add-on tools. Call for further information.
Our production department can add special check-off tools so time collected on time sheets can be carried over to other systems, and/or used selectively for the generation of secondary forms, reports, and outputs.
This product can be merged with Aestiva Expense Report, an Aestiva product for requesting, approving, and processing requests for reimbursement.
Need to manage work orders against the quoted work that comes in? A wide variety of work order solutions can be added to the system. Speak to an Aestiva Account Coordinator for further information.
Want to integrate Aestiva Quotation with an external system? Aestiva provides Systems Integration services to automate the exchange of data between Aestiva Quotation and external systems. Call for details.
Aestiva Expense Report
The footprint of Aestiva Expense Report (the hard-disk space used) consists of the disk space used for the following: the Array engine, application files, system cache files (files used during program execution), and database records.
Aestiva's binary engine plus application files take up about 20 Megabytes. The amount of space occupied by by Aestiva's system caching files depends on user activity, which depends on the number of expense requests (forms) in the system. Form database records are typically under 100K each.
In general, hard disk space usage is related to the number and size of the documents stored. A chart showing recommended hard disk space availability is shown below. Hard disk space usage will vary.
If you will be attaching receipts to your expense reports, then allow space for the attachments. In general, when receipt attachments are used, they will demand more space than the application. In these cases, allow about one or two megabytes per expense report.
| Hard Disk Usage | ||
| Forms Per Year | Hard Disk Space (no attachments) |
Hard Disk Space (with attachments) |
| 500 | 100 Megabytes | 1.1 Gigabytes |
| 5,000 | 500 Megabytes | 3.5 Gigabytes |
| 50,000 | 1,000 Megabytes | 11.0 Gigabytes |