GRN

How GRN Applications Work

All payment or expense processes have three characteristic elements:

1. A proven reason for the payment: Vendor invoice or receipted employee-paid purchase.
2. Sub-ledger instruction set: pay this invoice, reimburse this employee.
3. Data integration and reporting within accounting software, (possibly ERP, inventory, contract, software, possibly inventory control software) resulting in a payment to the vendor or employee.

The reason for the payment is placed on e-forms in GRN's application-provided ledger pre-screen. The initiator adds details to the e-form fields: fields created to your business rule requirements and using drop downs wherever possible to eliminate errors. Fields may be GL codes, service date, contract number, authenticated vendor data, pay out date, IRS required fields (entertainment, 1099s). Support documentation, such as invoices and receipts, is added electronically.

The designated approver is notified by email of a form to be approved, and then goes online to our website to see the e-form and review it for approval, rejection or questions.

On approval, the sub-ledger instruction set is sent by linkages resulting in integrated action by the appropriate software follow-on points: Accounts Payable, Human Resources, Treasury, Banking etc., which performs the payment function initiated, with notification as planned to recipients and to payors.

Daily, weekly, monthly summary reports and detailed reports are sent as planned or required by authorized recipients.

Sample GRN Applications

Expense Management: replace the Excel spreadsheet or the paper file with an online form. Claimable personal credit card transactions are uploaded into auto-filled claim e-forms, where employees add GL codes from drop down menus and all details required by the organization re the purchase. The e-forms move with receipts within the GRN system, providing email notifications to Approvers who then access to approve online. Approval results in re-payment to the employee or to the corporate p-card or travel card, per your business rules.

GlobalPettyCashBox: replace the tin box containing cash and paper chits. Uses transaction data from a stored value card or p-card system you have or may be negotiating, and permits cash for cash-only transactions such as gratuities, parking.

Vendor Pay: initiate payments at field locations or department levels to frequently used vendors online. Uses drop down menus showing location-only registered vendors, from a database which we manage, with your Accounting, AP and your bank ACH process or a stored value card. Records and reports 1099 data. Enables access to vendors for payment tracking and accounting services via segregated data base access.

GlobalPayCard: provide a check-free payroll system for unbanked individuals who are full time, part time or occasional employees; a mechanism to replace checks for payroll splitting for court order purposes or for getting regularly deposited funds to children for their schooling etc. Enables access to balances and transaction reporting for recipients via a segregated data base neither the company nor the primary payee can access.

Digital Receipt/Digital Invoice: electronically links purchaser/spender receipts to related claims or link vendor invoices to payment requests initiated at field locations or by departments. Approvers see the request and the receipt simultaneously. Saves time, eliminates second-time reviews, and, ensures first-time accuracy by approvers. Enables spot audits.

Applications are unique to each organization

We are small enough to nimbly respond to each customer organization's unique requirements. We start with what you need; not with what we can deliver. The keys to our approach are:

1. Your new processes meet criteria established by cross-department stakeholders and are reviewed periodically by the stakeholders, reviewed constantly by us.
2. The business rules used in the applications are your business rules, not ours.
3. Wherever possible, transaction data is picked up from the P-Card or expense card provider so it is read-only data which permits GRN to pre-populate e-forms. This greatly improves financial controls; you can track spending almost real time, and the history supports the Audit function.
4. The languages available and currencies to be used are your choice. There can be many of each in any application for global organizations.
5. Implementation uses many training and support tools: scheduled personal and online, and user on-demand online self-help.
6. Logical support groups within the organization are enlisted as first line personal support beyond online self help and GRN Customer Support to keep costs low and to enable local management to continue to have strong interfaces with employees managed or assisted.
7. All applications self-prompt to make users more comfortable and to eliminate arithmetic and most GL allocation errors.
8. The applications are available 24/7/365 for convenience, opportunity and to permit rules being established about the timeliness of making cost allocation claims and vendor payments requests.
9. Databases of vendors and users are created and managed online to facilitate accuracy, to permit ongoing updates and to segregate and secure the vendor data management from the base accounting platform chosen by the organization for vendor and organization privacy and security.
10. GRN service just begins with launch; every day we try to get closer to what you do in your business and willingly accept ideas to improve the applications related to your processes so that the data generated by GRN facilitates management decisions.