Before
The employee reviews the settlements and separately prepares reminders for contractors.
After
The application recognizes the settlement status and sends an appropriate reminder according to a set rule.
Communication and reactions driven by ERP data
Automatic notifications and debt collection in Comarch ERP XL
For companies operating in Poland, we implement applications and automation that use Comarch ERP XL data to send messages, documents, and alerts and trigger rules tied to business partner settlements. Customers receive information on time, while employees focus on cases that require action.
Problem
Important information cannot wait for someone to check it in ERP
An overdue payment, low inventory, an unsent invoice or an interruption in the process require the right person to respond. As employees search for these events, prepare messages and attach documents on their own, communication depends on subsequent manual steps.
Before
The invoice or balance confirmation is waiting for the message and attachments to be prepared.
After
The system prepares a message, printout or file in the required format and forwards it to the recipient.
Before
An obstacle in an automated process remains invisible until checked by IT.
After
The event triggers an alert for the IT team, which immediately knows that the process requires a response.
What we implement
One automation combines condition, recipient, content and action
We create additional applications and processes around Comarch ERP XL. They use system data, check the established conditions and perform the appropriate action: send a message or document, alert an employee or control whether transactions may continue with a business partner.
Payment reminders
Messages to customers and business partners are created based on the current status of settlements in ERP XL.
Balance confirmations
The system prepares and forwards balance confirmations to designated recipients without manually creating each message.
Invoices and attachments
The application sends invoice printouts and invoice files in any formats. Automation also includes the processing and sending of electronic invoices.
Low stock levels
The right people receive information when warehouse data meets a condition requiring restocking or further analysis.
Alerts from automatic processes
The notification indicates an obstacle detected in the process or an event that should be handled by the IT department.
Blocking and unblocking contractors
Rules based on the current settlement status control the possibility of further cooperation and remove the block when certain conditions are met.
How it works
From an ERP event to a message or action
First, we establish the business situation and the data that recognizes it. Then we define the recipient, message content, required document and the action performed by the system.
01
Condition
The solution checks the status of settlements, warehouse, document or automatic process.
02
Recipient and content
The rule indicates the customer, partner or employee and the message appropriate for the event.
03
Document or action
The system attaches an invoice, balance confirmation or report, or blocks the business partner.
04
Further reaction
The employee handles the exception, and the next change in data triggers the next rule or restores further processing.
Comarch ERP XL processes and Astrafox applications
Processes are a manufacturer's function used to manage the flow of information and documents. Astrafox designs the automation flow and creates additional applications and actions that correspond to the company's rules. The use of XL process functions requires a separate Comarch licensing option.
Manufacturer's documentation: processes in Comarch ERP XL →Debt collection and settlements
Settlement rules trigger communication and cooperation restrictions
The balance of receivables in Comarch ERP XL is the basis for subsequent actions. The system sends a reminder, provides balance confirmation or blocks further transactions with the business partner. After changing the settlement status, it restores further processing in accordance with company rules.
What does automation order?
- Deadline for sending an overdue payment reminder.
- The recipient and message content associated with the event.
- An invoice printout or file sent with the message.
- A condition for blocking further transactions with the business partner.
- Condition for unblocking cooperation after changing settlements.
For whom
For finance, sales, logistics, and IT teams working on ERP XL
One solution handles different events, but each message has its own recipient and purpose. We choose the scope according to the responsibilities of the teams and the rules written in the company's processes.
Finance and debt collection
Payment reminders, balance confirmations, electronic invoices, and blocking and unblocking collaborations by billing.
Sales and customer service
Timely submission of documents and information to contractors without preparing each message from scratch.
Logistics and warehouse
Notifications about low stock levels sent to people responsible for further action.
IT department
Alerts about obstacles in automated processes and events that require review by the technical team.
Astrafox experience in Comarch ERP XL
We automate processes based on real ERP data
Astrafox is a Comarch Authorized Integrator and has been a Comarch partner since 2003. Our consultants hold current Comarch certifications. We implement processes, additional applications, and ERP XL integrations for clients that handle documents, communication, settlements, and events that require a business or IT response.
Related solutions
Extend document and communication automation in ERP XL
Process automation in ERP XL
Processes, XL Work, batch operations and document flow according to company rules.
Read more →KSeF in Comarch ERP XL
Sending sales documents and corrections to KSeF (Poland's National e-Invoicing System), handling UPO, and verifying the transferred data.
Read more →ECOD and EDI
Automatic exchange of INVOICE, ORDER and DESADV documents and handling of deposit notes.
Read more →Integration with eCommerce and B2B
Exchange of offers, orders, statuses and sales documents with the store or e-Wholesaler.
Read more →Implementation of Comarch ERP XL
Process analysis, configuration, data migration and system launch in the organization.
See ERP XL implementation →Maintenance, support, and SLA
Ongoing support for the operating system, integrations and processes along with established operating rules.
View ERP XL support →FAQ
Frequently asked questions about notifications and debt collection in ERP XL
To whom does the system send automatic notifications from Comarch ERP XL?
Messages reach customers, business partners and employees. The recipient, content, attachments and shipping condition result from the given process.
What documents can be automatically sent to contractors?
The solution sends, among others, balance confirmations, invoice printouts and invoice files in any formats. It also supports automatic processing and sending of electronic invoices.
Does the system automatically remind you about overdue payments?
Yes. The application prepared by Astrafox sends reminders in accordance with the rules based on the business partner settlement data in Comarch ERP XL.
Can Comarch ERP XL automatically block cooperation with a business partner?
We implement automation that locks and unlocks cooperation based on the current settlement status. The operating conditions result from the rules applicable in the company.
Can notifications inform the IT department about process errors?
Yes. The system provides information about obstacles detected in automatic processes and about events requiring the response of the IT department.
Turn ERP events into timely actions
Describe what data triggers the message, who should receive it, what documents must be attached and when the system should block or unblock cooperation.
Describe the process in ERP