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Policies For Aestiva.Net Hosting

Last Updated: 09/01/2019

Aestiva's Power Office and Webigami solution hosting service is called Aestiva.Net. If you use Aestiva.net services then your organization is limited by the terms and conditions listed herein. Such terms and conditions supersede all agreements, even if provided in writing as part of an order for support, a support contract renewal, or an order for services.

To supersede any clause in this document, customer must provide a signed agreement that specifies this document and its update date, explicitly, along with written agreement from an officer of Aestiva Software, Inc.

Tier Escalation
Aestiva.Net services are provided in multiple tiers, each representing a level of server capacity If you exceed the capacity of your designated tier, Aestiva reserves the right to raise you to a higher tier and pricing level.

Backup Storage
Aestiva backs up all information in Aestiva.Net's customer accounts daily to secondary servers and, historically, our up-time exceeds 99.99%. Plus, we strive to exceed a server failure rate of once in five years. However we provide no guarantees. Furthermore, Aestiva does not provide off-site storage as part of our base level services. Note that Aestiva is not responsible for customer backup. We suggest you back up your data to an off-site location and maintain a proper backup and recovery plan irrespective of the actions Aestiva takes to protect your data.

Security
Aestiva takes security seriously. Security measures include, at a minimum, the following:

• Access to hosted accounts is limited to secure protocols. In other words, SSH, sFTP, and HTTPs. Non-secure access to customer accounts is not allowed.
• Aestiva customers are not granted access to Aestiva Array, the underlying database and programming language behind every customer account.
• Every customer account is placed in its own sandbox so access to one customer account does not provide access to another. Customers cannot access one customer account from a another.
• Aestiva customers are not granted SSH access to their accounts. Large data transfers, when conducted, utilize an intermediate "transfer" server.
• User-access security rules for customer applications are defined within Power Office and managed by the customer's administrative staff, not Aestiva, thus eliminating Aestiva's role in the definitions of user-access.

Audit and Compliance
Aestiva.Net is hosted at a secure data center in El Segundo, California. The facility has SOC-level audit reporting. Aestiva also conducts its own internal audits and Aestiva is in the process of developing a SOC-level external audit. Call for details.

Incorporation into Support Contracts and Termination
Aestiva Hosting is provided as an extension to existing support contracts. If a customer does not renew a support contract they loose access to their Aestiva.Net Hosting account. In such event, upon contract termination, Aestiva shall continue to provide the customer two-weeks of additional access and help the customer remove their application from their account. In such event, Aestiva has the right to charge the customer for such services at industry rates.

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The Finance Industry

Accounting Firms
Banks and Credit Unions
Insurance Companies
Venture Capital Firms
Wealth Management Firms

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Educational Institutions

Public / K-12
Colleges and Universities
Training and Continued Education
Private Schools
Teachers Unions

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Government Organizations

City Governments
State Agencies
GSA Contractors
Non-Government Organizations (NGOs)

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TV & Media Companies

Advertising Businesses
Communications Firms
Media Creation Firms
Media Equipment/Engineering Companies
TV/Radio Stations
Web Industry

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Manufacturing Companies

Automotive
Clothing and Import/Export
Heavy Equipment
Restaurant / F&B
Small/Light Manufacturing
Oil & Gas

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Human Resource Solutions

Contract Houses
Corporate HR
Time/Expense and Billing
Leave Management

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Vendor Punchout

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.

Invoice Approval

An Invoice Request form with invoice(s) attachments, return management, approvals, and more.

Custom Shipping

Dual stand-alone and integrated management of shipments and release of items for use outside of entity. Call for pricing.

Item Catalog

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.

GSA Module

Splits line items based on direct and indirect procurement expenses. Includes GSA data integration. Call for pricing.

Language Support

Aestiva Purchase Order can be delivered in almost any language. Call for pricing.

Language Support

Aestiva Contract can be delivered in almost any language. Call for pricing.

Split Reporting

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.

Budget

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.

Sign-off

Gives the ability to require and report on outside vendor confirmation requests.

Sign-off

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.

Online eSignature

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.

Customized Approval Flow

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.

Customized Contract Records

Special purpose extension to the contract software that allows you to use special purpose screens for different kinds of contracts. Call for pricing.

OCR and Auto-Match

Use this module to OCR expense receipts and automatically match them to corporate credit card data. Call for details.

Credit Card Integration

Use this module to save users from having to re-enter corporate credit card expenses. Call for details.

Credit Card Import

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.

Multi-Currency Support

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.

Multi-Language Support

Need to support different languages? This product can be extended to support different languages. Call for details.

Offline Expense Report

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.

Pre-Travel Request Form

Need to automate pre-travel requests too? We have a system for that. See Aestiva Travel and Expense.

Policy Flagging Extensions

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.

Spot Check Tool

A handy tool to perform compliance checks that can be set up and customized per your requirements.

Custom Shipment Register

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.

EDI Services

A variety of advanced services for setting up and maintaining EDI exchanges with suppliers, customers, and partners is available. Call for pricing.

Language Support

This product can be delivered in almost any language. Call for pricing.

Systems Integration

This product has the ability to integrate with Accounting and ERP systems. Call for details.

Aestiva Purchase Order

After you've chosen a supplier, issue them a Purchase Order with this add-on product. Call for details.

Aestiva Vendor Survey

Keep up with your suppliers' progress with this supplier-management add-on. Call for details.

Aestiva Contract

Manage contracts more effectively with this helpful add-on. Call for details.

Systems Integration

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.

Booking Service Integration

Gives you the ability to connect and/or integrate with an external booking agency or service.

Credit Card Upload

Corporate

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.

End-User

Gives you the ability to import credit card information directly into an expense report.

Offline Form Import

Gives the user the ability to import spreadsheets directly into their Travel Request and Expense Report screens.

OCR and Auto-Match

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.

Policy Flagging

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. )

Receipt Imaging

By eFax

Allows expense approval requests to be processed via fax requests.

By email

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.)

Clock Support

Hardware & Software

Our production department can integrate Aestiva Project Time with software and hardware based clocks. Call for details.

Budget Module

Allows you to set up project-based budgets and budget groups for monitoring hours and labor costs.

Custom Layouts

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.

Language Extensions

This product can be provided in most languages and can be extended with additional languages. Call for details.

Offline Time Sheet

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.

Union Specific Time Sheet

This product can be extended with additional time sheet forms to support union specific time sheets. Call for details.

Leave Request Forms

This product can be extended with leave request forms to support leave management. Call for details.

Expense Report Forms

This product can be extended with project-based expense report forms to support billable and non-billable expense management. Call for details.

Invoicing

This product can be extended with project-based invoicing to the billing of time, expenses, and fix-bid contracts. Call for details.

Accounting and ACH Interface

Integrate with QuickBooks, Mas90, MS Dynamics, PeachTree, SAP, PeopleSoft, and more. Automate the payment process with ACH file generation. Call for details.

Custom Fields

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.

Ticket Escalation

Add a help desk to your system. Give staff the ability to escalate issues to an internal support team. Call for details.

Expense Management

Add support for out-of-pocket expense reimbursements, billable expenses, and more. Call for details.

Leave Requests

Gives staff the ability to request leave using the same system. Call for details.

Order Placement

Gives staff the ability to place orders with the same system. Call for details.

Work Order Sub-system

Gives staff the ability to add, edit and note work orders with this system. Call for details.

Customer Access

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."

Supplier Access

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.

Accrual Calculators

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.

International Support

User ability to set expense report currency, submit expenses in any currency, and/or view system in different languages.

Invoicing Tools

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.

Leave Request Form

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.

Job & Task Lookup

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.

Offline Form Import

The ability for the user to import spreadsheets directly into Time Sheets or Expense Reimbursement forms.

Overtime Calculators

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.

Expense Policy Flagging

Ability to flag expense reimbursements and/or follow special approval flows for expenses that are out-of-policy.

Pre-travel Request Form

Ability to submit pre-travel requests. (See Aestiva Travel and Expense).

Special Layouts

Receipt Imaging

By eFax

Allows expense approval requests to be processed via fax requests.

By email

Allows expense approval requests to be processed via email requests (cell phone with camera or desktop with scanned receipts required).

Policy Flagging

Ability to flag expense reimbursements and/or follow special approval flows for expenses that are out-of-policy.

ACH Interfaces

Automate the payment process with ACH file generation. Call for details.

ACH Interfaces

Integrate with QuickBooks, Mas90, MS Dynamics, PeachTree, SAP, PeopleSoft, and more. Automate the payment process with ACH file generation. Call for details.

Accrual Calculator

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.

HR Request Form

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.

Overtime Calculator

Add OT (overtime) calculations, display overtime history, and add the administrator components for entering user-specific information, if/when needed. Call for details.

Invoicing Tool

Add tools to generate invoices. Call for details.

Order Entry

Auto-generate orders from Quotes using an order entry system from Aestiva. Call us with your requirements.

Billing and Invoice

Invoices can be generated from quotes using simple add-on tools. Call for further information.

Time Tracking

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.

Billing

Invoices can be generated from work orders using simple add-on tools. Call for further information.

Check-off Tools

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.

Expense Reimbursement Form

This product can be merged with Aestiva Expense Report, an Aestiva product for requesting, approving, and processing requests for reimbursement.

Work Order

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.

Systems Integration

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.

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Support Info

Policies For Aestiva.Net Hosting

Last Updated: 09/01/2019

Aestiva's Power Office and Webigami solution hosting service is called Aestiva.Net. If you use Aestiva.net services then your organization is limited by the terms and conditions listed herein. Such terms and conditions supersede all agreements, even if provided in writing as part of an order for support, a support contract renewal, or an order for services.

To supersede any clause in this document, customer must provide a signed agreement that specifies this document and its update date, explicitly, along with written agreement from an officer of Aestiva Software, Inc.

Tier Escalation
Aestiva.Net services are provided in multiple tiers, each representing a level of server capacity If you exceed the capacity of your designated tier, Aestiva reserves the right to raise you to a higher tier and pricing level.

Backup Storage
Aestiva backs up all information in Aestiva.Net's customer accounts daily to secondary servers and, historically, our up-time exceeds 99.99%. Plus, we strive to exceed a server failure rate of once in five years. However we provide no guarantees. Furthermore, Aestiva does not provide off-site storage as part of our base level services. Note that Aestiva is not responsible for customer backup. We suggest you back up your data to an off-site location and maintain a proper backup and recovery plan irrespective of the actions Aestiva takes to protect your data.

Security
Aestiva takes security seriously. Security measures include, at a minimum, the following:

• Access to hosted accounts is limited to secure protocols. In other words, SSH, sFTP, and HTTPs. Non-secure access to customer accounts is not allowed.
• Aestiva customers are not granted access to Aestiva Array, the underlying database and programming language behind every customer account.
• Every customer account is placed in its own sandbox so access to one customer account does not provide access to another. Customers cannot access one customer account from a another.
• Aestiva customers are not granted SSH access to their accounts. Large data transfers, when conducted, utilize an intermediate "transfer" server.
• User-access security rules for customer applications are defined within Power Office and managed by the customer's administrative staff, not Aestiva, thus eliminating Aestiva's role in the definitions of user-access.

Audit and Compliance
Aestiva.Net is hosted at a secure data center in El Segundo, California. The facility has SOC-level audit reporting. Aestiva also conducts its own internal audits and Aestiva is in the process of developing a SOC-level external audit. Call for details.

Incorporation into Support Contracts and Termination
Aestiva Hosting is provided as an extension to existing support contracts. If a customer does not renew a support contract they loose access to their Aestiva.Net Hosting account. In such event, upon contract termination, Aestiva shall continue to provide the customer two-weeks of additional access and help the customer remove their application from their account. In such event, Aestiva has the right to charge the customer for such services at industry rates.