The "Accounts payable process" workshop aims to define a standardized and, if possible, automated process for processing supplier invoices. We analyze the existing process. Using the options offered by Exxas, we configure a digital invoice receipt. This also includes the account assignment and approval of vendor invoices. We record the new accounts payable process in a process diagram.

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• Analysis of the current accounts payable process
• Determine invoice receipt (e-mail inbox, scanning of paper invoices)
• Approval of vendor invoices
• Posting and payment of invoices
• Create process diagram for adapted accounts payable process

The “Accounts Receivable Process” workshop provides a comprehensive analysis of the entire accounts receivable management process within the company. The focus is on the billing of orders, services, and projects, as well as the processing of payments and credit notes. A detailed examination is conducted of how invoicing is currently organized, which individuals or roles are responsible for it, and whether special invoice types such as collective invoices are used. The workshop also examines how dunning is handled and which invoice layouts are in use.

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Another key aspect of the workshop is to check whether invoices are manually checked before dispatch and corrected if necessary. Existing interfaces to third-party systems are also included in the analysis to ensure that all relevant processes and technical dependencies are taken into account.

The workshop will result in a clear flow chart that clearly and comprehensively illustrates the future invoicing process in Exxas. The aim is to create transparency, clearly define responsibilities, and establish a solid foundation for efficient and error-free invoicing.

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• Analysis of the current accounts receivable process
• Invoicing orders, services, and projects
• Invoice dispatch with e-invoice and/or QR code
• Posting of invoices
• Process incoming payments
• Configuration of customer invoices and dunning process
• Create process diagram for adapted accounts receivable process

The “Companies and Contacts” workshop examines which customer and contact data is available and which information is absolutely necessary to create new customers, suppliers, or contacts. This analysis is used to create additional and mandatory fields. It also analyzes how existing customer data is maintained. The aim of the workshop is to define the companies and contacts in Exxas.

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• Analysis of current customer data
• Define customer categories and groups
• Define and create additional fields
• Define mandatory fields
• Define transfer or migration of customer data

Customer assets allow you to record the products supplied by you or other providers for the customer. Various asset categories can be created for this purpose. The purpose of customer assets can be to document the customer system, maintain a detailed service history, or link assets to maintenance subscriptions. All of these topics are covered in the “Customer Assets” workshop. The aim of the workshop is to prepare customer assets in Exxas and enable users to create additional asset categories themselves.

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• Analysis of current assets and documented systems
• Define asset categories and their data fields
• Definition of products (items) that automatically create customer assets
• Link subscriptions, recurring services, and service orders to customer assets and define their process influences.
• Define transfer or migration of customer assets

The “Dashboards” workshop focuses on identifying and selecting the most important key figures that are of central importance to the company and its departments. Participants work together to determine which key performance indicators (KPIs) are crucial. Based on this analysis, a customized dashboard is created that presents the essential information in a clear and concise manner. In addition, the workshop provides the necessary knowledge to independently create your own dashboards in the future and adapt them flexibly to changing requirements.

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• Analysis of today's reports, charts, and KPIs
• Training in Exxas data models
• Creation of custom dashboards together

The “Document Management” workshop analyzes where and how documents are stored within the company and whether this filing structure meets the requirements of everyday work. It checks whether a document management system (DMS) is already in use and how its administration is organized. Existing internal guidelines for document organization are also considered. The aim of the workshop is to use this analysis as a basis for developing a structured, centralized, and user-friendly document management system in Exxas that meets the individual needs of the company and optimally supports the workflow.

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• Analysis of current document management and permissions
• Define future locations for documents (customers, projects, workspaces, knowledge, etc.)
• Defining standards in folder structures (folder packages)
• Defining tags and versioning
• Define transfer or migration of documents

The “Employee Configuration” workshop focuses on setting up and configuring employees. After training on employee profiles, standards for working hours, vacation entitlement, and optional overtime/under-time are defined. Attendance time recording is also discussed. The aim of the workshop is to enable users to independently create and configure additional employees in Exxas.

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• Training in employee configuration
• Defining working hours and vacation entitlement
• Optional overtime/under-time, working hours, and attendance times
• Defining services and supervisors for each employee
• Additional fields for employees

The “Knowledge Base” workshop examines how employees access information and how knowledge is stored and shared within the company. It investigates whether a central content management system (CMS) is already in use for this purpose. The focus is also on structuring content by topic or area, handling sensitive information, and access options for different teams. The aim of the workshop is to develop a central, clearly structured, and user-friendly knowledge database in Exxas based on the existing situation, which will give all employees efficient access to comprehensive information.

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• Define required knowledge
• Identify and gather existing knowledge
• Define main categories for knowledge
• Create standards and style guides for posts
• Define responsibilities and ensure that information is up to date

The “Offers” workshop analyzes the existing offer process. In particular, the creation of offers (quotations) and their structure are an important part of this workshop. Offers are part of the sales process, but they are often created outside of the process. That is why offers are dealt with in this dedicated workshop.

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• Design and templates for offers
• Additions such as terms and conditions and contractual provisions relating to offers
• Creating offers with text lines, optional items, and collective items
• Define item packages
• Responsibilities and approvals of offers
• Create process diagram for adapted quotation process

The workshop “Order Process with Delivery” covers the core process from the incoming order or accepted offer to the start of invoicing. Order processing includes the steps of order creation, delivery (setup/logistics/delivery note), and order completion.

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• Analysis of the current order process
• Define additional and mandatory fields for orders
• Define preparation and delivery with corresponding documents
• Create process diagram for adapted order process

In the “Product and Service Management” workshop, article management is set up. Together, we define the standards that apply to articles. This includes data for accounting, article groups and categories, and possible additional fields.

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• Analysis of current article data
• Define article groups
• Define default values for texts, accounting, and inventory
• Define additional and mandatory fields
• Article sets, article packages, and price lists
• Define transfer or migration of article data

In the “Project Process” workshop, participants work together to analyze the different project categories that exist within the company and the information that is collected for each project. It also discusses whether there are standardized tasks or processes that are regularly used in projects. Another focus is on recording and evaluating services rendered and on the approach to defining and controlling project budgets. The aim of the workshop is to create a clear flowchart that structures and clearly maps the future project process.

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• Analysis of the current project process
• Additional and mandatory fields for service orders (or tickets, mandates, etc.)
• Define project categories
• Define hourly rates (services), service descriptions, and expenses
• Create process diagram for adapted project process

In the "Purchasing process and warehouse" workshop, we start by identifying order requirements. Important parts of the purchasing process are ordering from your suppliers and goods receipt with storage. The aim of this workshop is to define the purchasing process with a process diagram and prepare Exxas for ordering and goods receipt.

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• Analyze the current warehouse and purchasing process
• Define articles with warehouse management
• Determine suppliers and prepare order
• Define additional and mandatory fields of purchase orders
• Create process diagram for adapted purchasing process

The workshop “Receive and Dispatch” deals with the receipt of a service order and its distribution. Service or support requests and service orders are received in various ways – by telephone, e-mail, via the customer portal, or through service orders created by employees are typical examples. After being recorded, service orders are distributed among the team. Availability, workload, and skills are usually decisive factors in the distribution process. How the service order is distributed and whether the customer is kept informed is defined in the dispatching process. A process diagram for recording and dispatching as well as the configured Exxas are also objectives of this workshop.

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• Analysis of the current dispatch process
• Channels for service requests and service orders
• Additional and mandatory fields for service orders (tickets)
• Definition of the individual process steps
• Create process diagram for adapted scheduling process

In many service organizations and in almost all service companies, recurring orders account for a significant portion of the work. Recurring services can be used in connection with subscriptions as well as standalone service orders. Recurring internal tasks can also be covered by these services. In this workshop, the service categories are defined, responsibilities for managing recurring services are assigned, and the corresponding process diagram is created.

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• Create, manage and terminate services
• Service categories and tasks
• Schedule recurring services
• Create process diagram for recurring services

The “Sales Process” workshop examines the moments at which the sales process begins - for example, when a new customer inquiry is received by email or when potential customers are identified. The process and its individual steps are also analyzed. The aim of the workshop is to optimize the existing process, adapt it for Exxas, and set up the platform for the sales process.

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• Analysis of the current sales process
• Events that initiate the sales process
• Record potential customers and prospects (leads) in Exxas
• Definition of the individual process steps
• Setting up and configuring sales opportunities
• Create process diagram for adapted sales process

The service process is the most important core process for any service company. But even in customer service and support organizations, a good service process contributes to differentiation in the market. The workshop analyzes the current service process. If the creation and distribution of service orders (or tickets, mandates) is particularly important, the separate workshop “Recording and Dispatching” should be booked. The aim of the workshop is to create an adapted process diagram and to complete the setup of the “Service” functional area.

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• Analysis of the current service process
• Additional and mandatory fields for service orders (or tickets, mandates, etc.)
• Define service categories
• Define hourly rates (services), service descriptions, and expenses
• Create process diagram for adapted service process

In the “Subscriptions and Invoicing” workshop, we'll define the standards for your subscriptions and set up the process for creating, managing, billing, and ending subscriptions. The goal of the workshop is to define the subscription templates and map out all the steps in management and billing in a process diagram.

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• Analysis of the current subscription system and process
• Define templates with positions, duration, and billing
• Process diagram for subscription management and billing
• Define transfer or migration of subscription data

This workshop will establish general definitions relating to time tracking, expenses, and absences. The aim of this workshop is to ensure that Exxas is fully set up so that employees can track their working hours, submit expenses, and request absences.

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• Define and create internal categories for time recording
• Time tracking with billable services and tasks
• Approval of time entries, absences, and expenses
• Define and create absence categories
• Define and create expense items
• Create holidays

The “Workspaces and Tasks” workshop analyzes how internal groups such as teams and departments work together. It examines the types of working groups that exist, the tasks they perform, and how tasks are distributed within these groups. A particular focus is placed on whether and in what form regular meetings, such as stand-ups or management meetings, take place and what topics are discussed in these meetings. In addition, it looks at how confidential information is handled and what organizational structures result from this. The aim of the workshop is to gain a clear and complete picture of existing internal processes and responsibilities. This results in the workspaces and task categories.

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• Configure tasks and categories
• Define workspaces for teams and departments
• Define workspaces for recurring meetings
• Document management for workspaces