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integrated services

Don't Place Your Company At Risk of Fraud With Integrated Computer Systems

Don't Place Your Company At Risk of Fraud With Integrated Computer Systems

When integrating computer systems, reconciliation reports become all the more important.

Integrating Computer Systems and Segregation of Duties

Accountants have been taught the importance of "segregation of duties" and have been trained on this for years, but IT folks often overlook this import business control.  For example, the person who opens the mail at the front desk should not be the same person that pays the bills in a company.  If we allowed the person at the front desk to pay the bills, then that person could easily create a false, bad payable and throw the invoice out every time it came into the company. We also make sure that the mail is all opened at the front and not just passed on to the employee for whom the mail is meant for.  This is because we do not want any bills to arrive and get missed.  The idea of segregation of duties can also be carried over into the computer systems world and is of importance to IT folks.

An Example Integration:  CRM Sales Orders to Accounting Invoices and Receivables

An example of segregation of duties in the context of computer systems would be how the sales person generating an invoice should not also be the person entering the received monies from that invoice into the accounting system.  So, having a CRM system used by a sales person to record invoices and a separate accounting system where the accounts receivable clerk takes receipt of monies creates a great segregation to enforce a policy that looks to ensure no fraud happens within the company.

The Importance Of Reconciliation Reporting Between Systems

Reconciliation reports form a great way to ensure that systems that are in place with integrated records, but remain as separate systems for segregation of duties, remain correct.  It is also important to note at this point that reconciliation reports present hard cold facts to the person that reviews the reconciliation reports.  Reconciliation reports do not dictate what a person should do.  Let's look at our example from the previous section on sales people entering invoices and accounting clerks taking receipt of monies.  We can have a reconciliation report that identifies how many invoices were created from the CRM system and how many invoices were created from the accounting system.  We could also look at the sum total of invoices created in the CRM system and the sum total of invoices created in the accounting system.  The reconciliation report would also show, if there was a difference, the following two items: (1) invoices in the CRM system, but not in the accounting system; and (2) invoices in the accounting system, but not in the CRM system.  This will help to ensure that the accounting clerks are not creating invoices in the accounting system, which is the responsibility of the sales people.  It also ensures that the correct dollar figure for monies owed is dependent on the sales person and not the accounting person who takes receipt of those monies.

How do you reconcile between your integrated systems?  How are you segregating your duties to ensure no fraud occurs?  Are you using reconciliation reports as well?

Integrating SquareSpace and Microsoft CRM for Lead Generation

Integrating SquareSpace and Microsoft CRM for Lead Generation

Integrating SquareSpace with CRM ...

Purely CRM has been using Microsoft Dynamics CRM from its' beginning to manage their customer relationships, leads, and opportunities.  A recent addition that has been done is the integration of their website, hosted by SquareSpace, with the CRM to manage incoming leads.

Alan Ashton, Solutions Architect for this functionality, comments ...

"The idea was to leverage the power of Dynamics CRM with the ease of use of SquareSpace.  The website leads are now sent to Dynamics CRM and Dynamics CRM creates the lead inside its' system with the relevant fields from the original website contact filled in on the lead.  This means that there is no longer a need to manage the leads in multiple places (i.e., once on the website and then another time in the CRM).

On Architecting the Solution ...

Although the solution built is using SquareSpace and Microsoft CRM, the solution was architected in a manner that could bring over the leads from any form of website.  The intent was not to limit the solution to SquareSpace, but to build an all encompassing solution.

Email Purely CRM if you'd like to know more.