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SIS : Rethinking our StudentsInformation system
November 2015
Pascal Vallet Director of Academic Technology with the collaboration of the Academic Technology Team
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1. Contact page 3
2. Links to Salesforce Success Stories page 3
3. Information about Salesforce Cloud Event New York November, 18 2015 page 3
4. Presentation AT Department November, 12 2015 page 4
5. Exponent Success Stories page 496. Exponent Salesforce Planning Engagement Overview page 53
7. Exponent Example Planning Engagement Summary page 59
8. Exponent Preliminary Solution Description & Cost Estimate page 77
9. FinancialForce: documentation specific to Accounting page 80
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We become what we behold.We shape our tools and then
our tools shape us
- Marshall McLuhan, 1966
SIS : Rethinking our Students Information system
Supporting DocumentsAT Department
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1. Contact:
Salesforce : Julie Wiseman
Account Executive, Nonprofit Organizations | Salesforce.com Foundation
[email protected]| office (703) 470-0503 | mobile (703) 244-5434
Exponent Partner : Kristi Phillips
Account Manager | Exponent [email protected] | w 1-(800) 918-2917 Ext. 159 or 347-514-9155
2. Salesforce Success Stories:
Teach for America
United Nations
University of Southern California
Cornell University
George Mason University
3. Information about Salesforce Cloud Event New York November, 18 2015:
When? November, 18 2015 from 8am to 6pm
Where? Davits Convention Center
Register online
Agenda:
8:00 a.m. - 6:00 p.m : Registration & Customer Success Expo
8:30 a.m. - 9:10 a.m.: Breakout sessions
9:45 a.m. - 10:00 a.m. : Pre-show with Peter Coffee, VP of Strategic Research at Salesforce
10:00 a.m. - 11:30 a.m.: Keynote with Keith Block, Vice Chairman and President, Salesforce,
and special guest speakers
11:30 a.m. - 1:00 p.m.: Lunch in Customer Success Expo
1:00 p.m. - 4:40 p.m.: Breakout sessions**
4:40 p.m. - 6:00 p.m.: Networking reception in the Customer Success Expo
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http://www.apple.com/http://www.salesforcefoundation.org/stories/george-mason-university/http://www.salesforcefoundation.org/stories/cornell-university/http://www.salesforcefoundation.org/stories/university-southern-california/http://www.salesforcefoundation.org/nonprofit/drive-organizational-change-from-front-lines-webinar/http://www.salesforcefoundation.org/stories/teach-america/mailto:[email protected] -
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www.exponentpartners.com 800.918.2917
Success Story
2014 Exponent Partners. Salesforce, Salesforce.com, and the Salesforce.com Foundation are trademarks
of salesforce.com, inc. and are used here with permission.
!"#$$%&'%(
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A clunky homegrown system that was difcult to customize prompted staff to track data
using other tools, including spreadsheets.
8[$106 :* ;%/*#0#
Disparate data housed in multiple places made it difcult and time-consuming to produce
reports.
?1(191$106 8&0* =@0A*7%( B#( )1710%.Due to data silos across the organization, management had limited visibility into the results
of schools, students and alumni, making it difcult to track the extent to which KIPP and the
KIPP Through College (KTC) Program were achieving their mission.
C*7%'
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www.exponentpartners.com 800.918.2917
Success Story
2014 Exponent Partners. Salesforce, Salesforce.com, and the Salesforce.com Foundation are trademarks
of salesforce.com, inc. and are used here with permission.
!"#$$%&'%(
)#*# ,-.(%/ 0& )-1%&( 23 456%#/("%%*(
Important student data was stored in Google Docs, but these spreadsheets werent
connected. Without an ability to analyze historical data easily, mistakes were being
repeated, rather than corrected. Scalability was also a concern because, at that time,
OneGoal had 10 staff supporting 60 teachers, and was experiencing rapid growth.
!.78%6(-7% 96-:%(( *- 96-/.:% 4%$%:*;#*;&'(
Program Directors at individual schools followed a time-consuming manual process to plot
each students ACT scores against their GPAs to gure out a students selectivity, which is
used to determine best-t and match colleges. If done incorrectly, a student is at risk of notapplying to the correct school.
Inefcient Communications
OneGoals Program Staff spent too much time on one-off email communications with
Program Directors, since they did not have a single place to go to enter information about
their students. This inefciency pulled Program Staff away from strategic work.
4-$.*;-&
OneGoals decision to use Salesforcefor its student data warehouse was driven by the
organizations overarching goal of having a central database to capture more data points.
Salesforce could provide the structure we needed to communicate with our Program Staff
and Program Directors in one place, while giving us the exibility to change as our program
model evolves and we need to collect different and new data, explained Topher. We
chose Exponent Partners because we wanted to work with people who really understoodour work and challenges, and had deep expertise in Salesforce. We wanted a partner that
would be an extension of our team.
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4;&'$% )#*#8#(% ,#( ?$$-@%/ A-6 0&3-67%/ )%:;(;-&BC#D;&'
With all data in a central location, we now have better and more information to support
our model, said Topher. Improved insight into our data forced us to have the right
conversations internally, and refocuses our work. OneGoal is also able to track and
communicate, historically, the impact the organization has had, and use this data to better
predict current and future outcomes.
>%#$BE;7% ?$=(;( -3 )#*#
For every input, there is now an outputin the form of a eld, a report or a dashboard
that helps the Program Directors immediately in their classroom, explained Topher.Exponent Partners has created a sustainable way for us to manage our data. Instantly as
new GPAs or ACT score comes in, a new selectivity rating is calculated. Program Directors
are now able to tailor their support to ensure all students are hitting their goals. From a
students perspective, objective reports help them see their progress in real-time.
4*6%#7$;&%/ !-77.&;:#*;-&( #&/ 96-:%((%(
Program Staff can now provide better support to teachers, and our Program Teams are
able to focus on the strategic analysis of data, rather than spending their valuable time
manipulating it for reporting purposes. Users have access to dashboards, can track
students performance against goalsby semester and by yearand can report on this
data daily, monthly or annually.
,;'"$;'"*(
Migrated student data from
spreadsheets into Salesforce
Improved data-driven decision-making capacity
Streamlined communications and
processes
Able to analyze data in real-time
We chose Exponent Partners
because we wanted to
work with people who really
understood our work and
challenges. We wanted apartner that would be an
extension of our team.
F E-5"%6 >;&%DG );6%:*-6 -3 )#*#
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OneGoal identies, trains, and supports our nations most effective teachers to lead underperforming high school students toreach their full potential and graduate from college.
OneGoal
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www.exponentpartners.com 800.918.2917
Success Story
2014 Exponent Partners. Salesforce, Salesforce.com, and the Salesforce.com Foundation are trademarks
of salesforce.com, inc. and are used here with permission.
!"#$$%&'%(
)#&*#$ ,--$./#0.1& )#'%2%&0
Amigos De Las Amricas (Amigos) sends youth volunteers to Latin America to lead valuable
service projects. Accepting applications and ensuring that volunteers have everything in
place to make their trips a success required a huge amount of document intake. Their small
staff was overburdened with this processing.
After acceptance, staff also needed to process other volunteer docs: health forms, passport
information, and more. It could be difcult for volunteers to track the status of their own
documents as well.
34#'2%&0%5 64'#&.7#0.1$ 8&19$%5'%
Staff is spread across the world: in Texas, on U.S. high school and college campuses (in
chapter networks of volunteers who recruit students), and in Latin America. Because of
this distribution, it was difcult to preserve institutional knowledge and centralize Amigos
information. Useful details about programs, volunteers and alumni might only be in Word or
Excel documents, or not written down.
:$19 ;1.1&
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client success story
2009 Exponent Partners www.exponentpartners.com
Created a custom application
on Force.com in two months
Improved user interface
for applicants
Uses integrated system
to recruit, receive, and
process applications
Generates dynamic reports in
minutes, not hours
Weve leapfrogged
many other nonprots
that are spending many
more dollars on IT
infrastructure.
Its phenomenal.James Truong,
Executive Director, Operations
& Business Systems,
NLNS
NEW LEADERS FOR
NEW SCHOOLS
Client:New Leaders for New Schools (NLNS) is transforming the Nations public education system by
recruiting and training principals for placement at struggling schools and by incenting best practic-es dissemination. The organization currently handles roughly 10,000 leads, 1,800 initial applicants,
800 applicants who complete the application and evaluation process, and 100 awardees annually,while tracking the performance of existing NLNS principals/schools.
Challenges: Lack of Integration between Databases: Two existing custom-built systems, one for recruiting,
receiving, and processing applications, and another for tracking principal/school performance,
were cumbersome and not integrated.
Inexible and Inaccurate Reporting: Reporting was static, unreliable, and time-consuming.
Senior staff spent two to six hours exporting and preparing data for analysis weekly. Presenta-tion of data made it difcult to make informed strategic recruitment and admissions decisions
based on past performance.
Costly Maintenance Fees: With no in-house development expertise, any change to existing
systems was outsourced. Annual maintenance fees totaled a small fortune.
Complex Systems: Current systems were not user friendly, making it difcult to evaluate and
move applicants through the admissions process.
Solution:In only two months, Exponent Partners built a custom recruiting, admissions, and administration
application for NLNS on the Force.com platform. The turn-key project included discovery, busi-ness process workow analysis and design, systems development, data migration, and launch. Two
legacy Java/MS SQL Server custom web applications were replaced in record time.
Exponent Partners also designed and delivered an innovative online application intake solution
using Salesforce portal and Visualforce technologies. Over the course of the project, NLNS capac-ity expanded to the point where the organization fully supports its new world-class application
infrastructure.
Results: Cost Savings: System maintenance fee savings paid for the new system within the rst few
months of implementation and will save NLNS thousands of dollars annually.
Professional Interface for End-Users: From a marketing perspective, the Visualforce-based
application interface on NLNS website presents a highly professional public face that helps
drive recruitment efforts.
Productivity Improvements: Recruiting, receiving, and processing applications along with track-ing principal/school performance are now fully integrated, making Salesforce.com the one-
stop-shopping system that dramatically improved the national admissions teams productivity.
Dynamic Reporting: Static reports that used to take hours to create are now generated
dynamically in minutes, and provide much greater detail which helps staff to make strategicrecruiting decisions.
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Exponent Partners:
Salesforce Planning Engagement Overview
November, 2015
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Mission-Based B-Corp
Exclusively Focused on Nonprofits
1000 Projects over the Past 10 Years
Top Tier Strategic Salesforce Foundation Partner
Deep Social Sector Expertise
Developer of Exponent Case Management on the Salesforce AppExch
Focused on Human Services, Education, and PhilanthropyXPONENT PARTNERS
Tech Experts for Social Change
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Streamlined Engagement Benefits
Benefit #1
Benefit #2
Benefit #3
Cost Effective Implementation
Flexible Scope
Dedicated Consultant and Fixed Timeframe
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Your SolutionYour Need Our Solution Assumptions Estimated Cos
Planning Engagement. The UnitedNations International School would likeo make a strategic investment in
Salesforce over time to support various
organizational and school businessprocesses such as attendance, grade
racking, class scheduling,advancement, finance, after care
program, etc.. To support yournvestment and leverage best practiceson implementation, we propose to
conduct a planning engagement thatwill allow us to work closely with your
school to define what a system build
out could look like- including an initialmplementation, i.e. scope, cost,
sequence, duration, etc.
Exponent Partners will conduct a system planning
engagement.This engagement allows ExponentPartners to learn more about your current vision
for Salesforce based on your goals and objectives
as a school Based on your priorities, we will helpdevelop a roadmap for your Salesforce platform.
Outcomes include:
3-4 meetings with our expert consultants &
business analysts Review of existing systems & tools (if
applicable)
Review of existing documentation, trackers,reports, etc.
Written high level requirements for
comprehensive solution
Written documentation outlining our
findings, potential risks andrecommendations based on your current
system and vision for the future; includes
recommended project sequencing
Estimates for future work to inform planning
& decision making.
We assume this
engagement will beconducted prior to any
configuration within
Salesforce.
40-50 hours
$7,400-$9,250
*The duration of a 50
hour engagement isweeks.
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3 Confirm availability for scheduling
4 Assign your key contact, including a Project Manager and/or System Administrator
Next Steps to a Successful Project
2 Sign SOW and Professional Services Agreement
5Share any related documentation with Exponent Partners (i.e. current trackers,
goals/vision, current challenges, etc.)
1 Exponent Partners prepares estimates and contracts
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Next Steps
1
2
5
We collaborate on defining project scope
You complete the
prerequisite
questionnaires
We begin the pro
Exponent Partners creates
an estimate
3
We sign contracts
4
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The purpose of this document is to provide an example of what a planning engagement summary could
look like for your organization. Other documents such as high level requirements, solution diagrams and
detailed cost estimates are also provided through this engagement and stored outside of this document
Please note that the sequencing, cost and duration are examples and not reflective of our understanding
of your requirements at this time.
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Phase 1:
Basic CRM
Summer schoolmanagement
Mentor andteacher fellow
tracking
Gmail for
Salesforce
Phase 5:
Volunteer
management
Workshop andevent
management
College
persistence data
Mass email
SMS (if notcompleted earlie
Document merg
for programmanagement
Phase 4:
Program
application
School yearattendance
tracking
Grade tracking
Student
accountability/riskmanagement
Phase 3:
Fundraising/
development
Online donations
Document merge
Note: Phase 3 will run in
parallel with phase 2,
with an additional
consultant to work with
the development team.
Phase 2:
High school
placement
Collegeadmissions
Standardized test
score tracking
If time: SMS
May 1 - June 30 July 1 - Sept 30 July 1 - Oct 31 Oct 1 - Jan 31 Feb 1 - March 31
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Exponent Design-Build-
Adopt Engagement
Approach
Exponent Scrum
Engagement Approach
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Phase 1 2 3 4 5
Estimated
Hours
132-209 hrs 187-231 hrs 116-132 hrs 149-193 hrs 172-232 hrs
Estimated Cost $24,156-$38,073 $34,185-$42,257 $21,460-$24,420 $26,355-$34,047 $31,477-$42,326
TOTAL: 756- 997 hours ; $136,523-$180,938
Options for cost reduction:Beginning on slide 8, Exponent Partner has outlined recommended as well as optional customizationsthat require software development and custom code. Exponent Partners has also provided a non-code alternative to as an option to
reduce or defer cost. Our estimates above include all of the recommended code options (slide 7).
*Detailed cost estimates are available in an attached document.
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Req
Number
Phase Description Estimated
Effort
Non-code Alternative
R23,R37, R89
1, 4 Single screen from which to enterattendance for classes/meetings.
11 hrs Mass import with data loading tool.Recommend custom coded solution becauseExponent already has core functionality built.
R72 2 Automatically copy all admissionrequirements when a new high school
application is created.
22 hrs Manual creation of application to-dos is notrecommended. This customization offers high
value for end users.
R74 2 Email template listing application to-dos for
weekly notification to parents.
5 hrs No configuration-only alternative. Recommend
because effort is low.
Exponent recommends implementing the following features that require custom code development. These are
either low-hanging fruit or high value to end users.
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Req
Number
Phase Description Estimated
Effort
Non-code Alternative
R15 4 Automatically create enrollment record formiddle school specified on application.
11 hrs Mass import with data loading tool.
R90 4 Automatically indicate requirementfulfillment based on workshop/eventattendance.
16 hrs Manually update for each student, or massupdate with data loading tool.
R97 4 Store and display most recent GPA onstudent contact record.
11 hrs Manually update, or may not be necessary atall.
R127 4 Email template for weekly update to highschool students.
5 - 8 hrs Depending on range of data to include, customtemplate or third-party tool may be required.
The following customizations may not be necessary, at least for initial launch; therefore, your organization maychoose to defer or de-prioritize this work.
Cost WITHOUT Optional Code: $26,355-$34,047 (Phase 4)
Cost WITH Optional Code:$38,480-$50,652 (Phase 4)
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Our Project Manager will conduct weekly status meetings with your
Project Manager and other designated team leaders. The weekly
status report and meeting results will be documented. The standing
agenda for the weekly status meeting is: Project Scope, Project
Schedule, Project Budget, and Project Issues/Risks.
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720 Market Street, #600, San Francisco, CA 94102Tel: 800 918-2917 Fax: 888 529-5498 www.ex onent artners.com
documentation, data migration & projectmanagement.
Admissions/selection!
Application collectionfrom students/families! Admissions and selection
management
Publically accessible web form applicationthat fully integrates with Salesforce. Customconfigured admissions and selectionsystem. Integration of communication toolssuch as mass email, SMS text, etc.QA/testing, deployment, projectdocumentation, data migration & projectmanagement.
Exponent Partners will help UNIS determineif there are existing products that may bettermeet their needs for admissions/ selectionduring the planning engagement.
Fundraising/Advancement
! Manage fundraising andadvancement efforts fromindividual donors,government entities,corporations, etc.
Custom configured fundraising andadvancement solution based on theNonprofit Starter Pack. QA/testing,deployment, project documentation, datamigration & project management.
Exponent Partners will help UNIS determineif there are existing products that may bettermeet their needs for fundraising/advancement during the planningengagement such asAdvancementConnect.
Finance ! Budget! Purchasing! Expense management! Vendor tracking! Payroll
Implement an existing product such asFinancialForceorAccounting Seedbasedon the complexity of UNIS requirements.
Aftercare Program ! Student/programenrollment
! Payment collection! Registration! Attendance tracking
Custom built solution. Publically accessibleweb form application/enrollment form thatfully integrates with Salesforce. Customconfigured registration system. Integrationof payment collection tool. User interfaceenhancements through Visualforce andApex to efficiently track attendance.
QA/testing, deployment, projectdocumentation, data migration & project
management.
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720 Market Street, #600, San Francisco, CA 94102Tel: 800 918-2917 Fax: 888 529-5498 www.ex onent artners.com
Based on our experience building comparable solutions for more than 400 clients and 1,000
projects, we estimate that the cost of solution implementation for the project described above is$350,000-$450,000.
Through the planning engagement (and possible product selection) we are able to greatly
refine this estimate through more requirements gathering and additional conversations with
your team. This refinement could lead to a significant cost savings for your school. Also,
Exponent Partners invoices clients based on time and materials used. Clients only pay for the
time used by consultants and are not charged for any unused hours.
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FinancialForce Accounting is a simple, yet powerful, accounting application that
is straightforward to learn, easy to implement and trouble-free to maintain. It is the
perfect complement to Salesforce CRM, helping you to bring back office data to
the front, eliminating data silos, and allowing companies to align sales, service and
nance on a single cloud platform. Accounting processes will get more efficient,
period closes will get shorter, and nancial reporting sharper than ever.
Cloud accounting the future of nanceFinancialForce Accounting takes a ground-breaking accounting system design and combines it
with the power and exibility of the Force.com cloud platform. What you get is an efficient and
cost-effective solution that goes well beyond basic bookkeeping and transaction processing,
spawning a new generation of nancial management applications.
Its ingeniously simple design masks a highly sophisticated solution thats both easy to use and
easy to adapt to the widest possible range of business needs. FinancialForce Accounting can
support everything from the smallest virtual organization to the most complex multinational
corporation. So, regardless of your companys size and focus, youll benet from the
applications efficiency, real-time analysis, and the lack of the departmental boundaries foundin traditional accounting systems.
Delivering CRM to accounting end-to-endinSalesforceFinancialForce Accounting resides on the same cloud platform as Salesforce CRM, Force.com.
The applications share the same infrastructure, database, development tools, reporting tools,
user interface - even the same user logins. FinancialForce Accounting and Salesforce CRM
are literally embedded together, making the lines between applications indiscernible, which
increases user adoption and enables cross training across the applications.
One company, one system, one view of the customerFrom a nancial perspective, tight integration allows the Opportunity to Cash process to ow
seamlessly and securely through sales, billing and receivables without any manual effort,
special integrations or extraneous spreadsheets. Your team will be on the same page becauseall your nancial information is held securely in one system, in one place. This includes
FinancialForce.coms 360 view, the most comprehensive customer relationship reporting
available in any nancial system today, spanning customer interactions and transactions in
Billing, A/R, Sales and Services.
The multi-everything accounting engineAt the applications core is an innovative accounting engine that can accommodate
the most diverse or complex enterprise requirements. It includes advances like a single
ledger design and a multidimensional chart of accounts, which gives companies real-time
business intelligence and helps them shorten period closes. The accounting engine includes
sophisticated accounting components such as multi-currency, global tax and multi-company
accounting capabilities across the entire system.
Real-time accounting for real-life businessFinancialForce Accounting is built for the fast-paced and competitive business era in which
we live. Unlike on-premises accounting systems of the past, FinancialForce Accounting is a
100% real-time and perpetually closed system. Its unique single ledger eliminates subledger
reconciliations and laborious period-close processes. It is built for real-time nancial analysis
and modeling, not just to generate nancial statements. The system is furnished with nancial
report templates and customizable dashboards that can be accessed from your mobile device
of choice to make real-time decisions anywhere, anytime.
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General Ledger exible, efficient and always in balance Flexible, multi-dimensional chart of accounts.
Multi-currency and multi-company transaction handling.
Transfer costs between companies or business units with an inter-companyjournal.
Perform accruals with automatic reversing journals.
Automatic calculation of cumulative, year-to-date budgets for each period.
User and role based dashboards provide real time visibility.
Standard and customizablenancial report templates.
Accounts Payable streamlined, controlled Invoice to Payprocessing Reduce keystrokes with document templates and electronic invoicing.
Use authorization workow for automated invoice and expense approvals.
Set vendor credit limits and credit terms by vendor account.
Pay vendors by check or electronically.
Automatically calculate due dates and settlement discounts, based on vendorterms.
Prevent payment of duplicate invoices.
Dene your own check print formats.
Accounts Receivable streamlined, seamless Opportunityto Cash processing Create invoices from Salesforce opportunities in a single click.
Set credit terms both globally and by customer account.
Automatically calculate of due dates and settlement discounts.
Automatically calculate payments to invoices based on document references andamounts.
Use tasks as reminders to chase past due accounts.
Use Chatter to collaborate with sales and services personnel on late payers andcustomer issues.
Send statements and reminder letters by email.
Use My Account a customer self-service billing portal.
Automate lockbox transaction processing with the FinancialForce.com cashmatching API.
Cash Management optimize your cash ow and workincapital Easily forecast cash ows and currency needs.
Set up multiple bank accounts in different currencies.
Pay customer refunds from A/R without duplicating records in A/P.
Record one-offpayments to vendors and refunds to/from vendors.
Automatically reconcile your bank statements without re-keying.
Record bank charges and interest shown on your bank statement.
Ordering and Billing eliminate manual processes andcomplex integrations!
Sales ordering Create an order from a Salesforce opportunity, quote or custom object
single click.
Create orders automatically in batch no-touch order processing.
Generate invoices automatically from approved orders. Eliminate manual processing, re-keying errors, spreadsheets and unnece
databases.
Get complete visibility of the CRM-to-Accounting cycle.
Improve order cycle times, cash ow and sales capacity.
Billing Raise an invoice directly from any activity in Salesforce CRM (standard or
custom objects).
Create a single invoice with multiple installment payment due dates.
Set up recurring invoices for regular bills, such as an annual maintenanceagreement invoiced monthly.
Generate accounting entries for FinancialForce Accounting or your on-premise ERP system.
About UsFinancialForce.com is the #1 developer of back office business applications on the Salesforce Platform. Our award-winning apps - accounting, billing and professional services automation - are built arounyour customers, unlike ERP systems of the past. Our outside-in approach allows you to eliminate barriers and inefficiencies between the front and back office to cohesively improve customer visibility andsatisfaction, and pursue a customer-centric strategy to protable growth. Founded in 2009, FinancialForce.com is backed by two of the biggest and best players in the business, UNIT4 and salesforce.com.
Tond out more about FinancialForce solutions, please contact us at:
www.FinancialForce.com | [email protected] | 866-743-2220 | @FinancialForce
Copyright FinancialForce.com, inc. All rights reserved. The information contained in this document is intended for general information only, as it is summary in nature and subject to change. FinancialForce and
FinancialForce.com are trademarks of FinancialForce.com, inc. Any third-party brand names and/or trademarks referenced are either registered or unregistered trademarks of their respective owners. FFFY1013US
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