What is it?

PayLink is Ziacsoftware’s solution for integrating your purchase order, scheduling and accounting systems. PayLink is a serious venture into Process Improvement. If you are ready to do what it takes to eliminate data entry redundancies and streamline payment approval and payment processes, read on...

PayLink integration allows you to share job status, vendor and payment information. With PayLink’s ability for 2-way communication you can eliminate redundancies in purchase order release and payment process and synchronize the process with your scheduling system.

After PayLink implementation you will no longer need superintendents to complete the redundant task of signing off on stacks of invoices to approve payment. Once the Superintendent signs-off on tasks on their daily schedule, your accounts payable system will be notified and a payment can be generated (according to the payment terms for that specific contractor). This service is the first step in developing a paperless payable system that allows for direct wire transfers to your contractors. This system has proven to free up employees’ time so they can focus on other important tasks. Companies can harness the potential of this integration for establishing true trade partnership relations, negotiating better payment terms, eliminating delays and conflicts due to payment errors, and eliminating guess work from managing cash flow.

What are the benefits of implementing PayLink?

PayLink allows you to streamline your existing systems by sharing information. It leads to revolutionary benefits that improve your bottom line profits.

· Approve payments on the schedule at the time of completion of work in the field as opposed to once a week when memory of the job can be hazy

· Gain complete control of payables by not paying vendors until tasks are 100% complete

· Ensure payment is authorized to the correct vendor who completed the job as opposed to someone in the system

· Transmit electronic purchase orders and eliminate unnecessary paperwork such as invoices and purchase orders

· Keep superintendents in the field managing the jobsite rather than in the office signing invoices & P.O’s.

· Reduce time consuming payment approval processes (no more thumbing through stacks of invoices and purchase orders)

· Make productive use of your employees’ time by eliminating data entry for invoice approvals

· Improve data accuracy by automatically linking your accounting system to Primavera scheduling and estimating systems

· Share all kinds of information such as completion dates, projected completion dates, contractors, superintendents, etc. between systems

· Be in a position to pay contractors through wire transfers rather than through manual check printing and mailing process

How does it work?

PayLink will act as a link between your scheduling system (Primavera Project Planner) and your purchase order and accounting packages. As soon as a superintendent marks an activity as complete, PayLink will synchronize the status of the activity with the accounting and purchase order database to approve payment for the activity. PayLink will ensure that the right vendor gets paid and the right amount is authorized for payment. Any discrepancies such as a missing purchase order, payment authorized to a wrong vendor (someone other than the one on the purchase order), any vendor entries missing in the database etc. will be identified by PayLink. Identification of these problems help in resolving the issues before payment is due to the contractor.

How do we set you up?

· First Ziac softwares performs a thorough analysis of the systems involved in the integration

A Ziac softwares representative will visit your site to discuss integration goals and to collect specific system information. Ziac softwares will provide you with a time and cost estimate of the implementation. Custom programming will be involved and varies by client location, systems, and specific integration goals.

· Program PayLink

After collecting all the specific programming specifications, our programmers will begin programming PayLink for your specific location. Ziacsoftware will work with designated contacts within your organization as questions arise.

· PayLink Installation

After all programming is complete; a Ziac softwares representative will come to your site and install PayLink. Ziacsoftware will run a series of tests to ensure PayLink is working properly and make notes of any revisions necessary. After the revisions are completed and the required testing is complete, Ziac softwares will give you the green signal to start using the new process.

· PayLink Orientation and Training Session

Ziac softwares will assist you in bringing your organization up to speed on the new process with its orientation and training session for all your employees. In this session, the need for moving to the new process, benefits of using the new process, changes in the day-to-day duties etc. will be explained and all questions answered.

Do I really need this? What are the bottom line benefits for me?

A company that can satisfy any of the following can use this system and reap huge benefits:

· Any company that believes in improving efficiency, reducing redundancies and uses Primavera Project Planner as their centralized scheduling system

· Any company, which currently has accounting, purchase order and Primavera scheduling system which are not integrated

· Any company which knows that integration can save them thousands if not millions of dollars by eliminating erroneous payments, establishing better relations with trade partners and by reducing cycle time

Questions that are commonly asked about this kind of a project are enumerated below and our answers provided. If you have more questions, please do not hesitate to contact us.

“Custom programming is generally expensive and it may not justify the savings. How does it work in this case?”

Benefits in integrating existing systems are tremendous and far outweigh the cost of implementation and programming. If you have a paper payment process as most companies do, you know that you may be authorizing payment before work is actually complete. You have no control of the process and you don’t even know for sure if the right vendor got paid unless the vendor who didn’t get paid contacted you. Eliminating guesswork and reducing payment problems leads to better relationships with your trade partners. Your trade partners will be more than happy to extend payment terms once they are aware that they will get paid more promptly and consistently than ever before. When they learn that they can get reports faxed every day showing all payment authorizations, you can be sure that their commitment to working with your company will jump to new levels. Many of these benefits are intangible, but invaluable for the survival of the business.

“Does it create more work for us in terms of day to day duties?”

This kind of a system does not generate more work for you. It actually saves you time and money by eliminating unnecessary data entry tasks. It will share information on a daily basis keeping your systems up-to-date and accurate. PayLink does the work for you.

“Do I need to dedicate someone to manage and maintain the system on a regular basis? We are already swamped with work.”

PayLink doesn’t require any additional employees to manage it. In fact, it allows existing employees to spend less time doing mundane data entry tasks and researching payment problems. The system now tells them where the problem is so they can fix it. It is a whole new approach to solving issues and improving communications across the organizational systems. Imagine the free time your employees have when contractors no longer call about payment problems…

How can we get it?

Please contact a Ziac softwares representative by email at info@ziacsoft.com or by telephone at 91-(080)331-5464. We will schedule a meeting with you and get you started right away.