Before
The operator checks the document, remembers the next step and starts each operation separately.
After
A process checks a condition, performs an action, or delegates a task to the appropriate person.
Documents, tasks and operations performed according to rules
Process automation in Comarch ERP XL
For companies operating in Poland, we design and implement Comarch ERP XL processes that guide documents through successive stages, assign tasks to employees, and perform repeatable operations through XL Work. We automate sales, warehouse operations, accounting, settlements, communication with business partners, batch posting, and BST calculations.
Challenge and outcome
The process keeps track of the order, conditions, and next step
A document in ERP often requires data verification, approval, status change, creation of another document or transfer of information to another system. When each of these activities is started by a human, the process depends on the operator's memory and manual control of the queue. The process saves rules directly in the Comarch ERP XL environment.
Before
The team determines the status of the document by checking several lists, messages and notes.
After
The employee inbox shows tasks, and the process history records completed stages and current status.
Before
Repetitive document operations are performed sequentially and depend on the employee's availability.
After
XL Work supports automatic tasks with a frequency set for a given process.
Producer function
What are processes in Comarch ERP XL
Processes are a function of the Comarch ERP XL system created by the manufacturer to manage the workflow of information and documents, divide tasks and define additional document statuses. Their use requires a separate licensing option. Astrafox designs the process definition, conditions, responsibilities and additional activities needed in the client's specific environment.
Process
It is a sequence of tasks performed that changes the status of a process or leads to the launch of another process. The definition becomes the template for each run you run.
Task
It is both a stage and a state of the process. Between the START and END tasks, the stages correspond to the real-world document workflow.
Action
It is part of the task. It corresponds to a function available in ERP XL or an activity recorded in the process, even if there is no separate object in the system.
Action and result
The action performs the operation specified for the activity. Its result indicates the next task and directs the process along the correct path.
Guardian
The operator, employee, group, organizational center or automated supervisor is responsible for the activity. Responsibility results from the definition of the process.
Conditions and exceptions
The process distributes paths based on data and action results. The document moves on, returns to an earlier stage or waits for a human reaction.
What is the Comarch standard and what is implemented by Astrafox
Process Engine, XL Work, Employee Inbox, Process History, Batch Posting and BST support are manufacturer features. Astrafox translates the company's progress into process definitions, configures tasks and responsibilities, and creates additional actions, applications and integrations needed to perform the entire operation.
Manufacturer's documentation: processes in Comarch ERP XL →XL Work and mileage control
The machine performs operations and the employee sees his own tasks
XL Work performs tasks assigned to the automated process owner. A work interval is set for the machine and its queue can be controlled in the XL Automation Inbox. Thanks to this, the operation does not require the operator to run it every time if the process definition provides for automatic execution.
The employee inbox collects tasks assigned to the operator, his center and subordinate employees. The process history shows tasks completed, current status, process owner, executor, and closing date. The employee also manages the current action from it.
One process, three ways of doing it
- The action was performed directly on the document in Comarch ERP XL.
- A task handled by an employee from the inbox or process history.
- The operation is performed automatically by XL Work.
We select the executor and the method of service depending on the type of activity, responsibility and situations in which the process should stop.
What we have implemented for clients
Processes from sales and warehouse to finance and communication
The following examples are from processes and applications running in Astrafox client environments. We adapt each course to the documents used, conditions, exceptions, responsibilities and other organizational systems.
Sales and warehouse documents
We generate releases from confirmed sales orders (ZS). Depending on the path, the process creates a commercial or warehouse document, automates document confirmation and links the WZ to (S)FS.
Operations on documents in the buffer
The process changes the series or business partner, completes descriptions and attributes, and prepares the document for the next stage without the operator repeating the same changes.
Invoices, reports and ECOD
We automatically send invoices and reports to contractors. We also export documents to ECOD in INVOICE, ORDER and DESADV formats.
See ECOD and EDI in ERP XL →KSeF and UPO
The implemented processes send sales documents and corrections to KSeF (Poland's National e-Invoicing System), omit documents that meet defined conditions, and retrieve UPO (official acknowledgments of receipt) for sent documents.
Accounting and settlements
We implement batch posting, automatic settlement of bank statements and rules for blocking and unblocking cooperation with contractors based on the current settlement status.
Document associations
We automatically bind documents according to the rules applicable in the company. The document goes to the right set and the next stage without manually searching for connections.
Batch posting and BST
Batch operations for documents and inventory
Two implemented areas use the standard Comarch ERP XL process mechanism to handle a larger set of data: accounting for multiple documents and calculating the Goods Balance.
Batch posting
The batch posting process is defined for the document type. The operator selects documents and starts accounting, while pre-accounting and posting take place automatically after assigning these actions to the automatic supervisor. The process works independently or as a stage in a wider workflow.
Deployment organizes the selection of schema, log, documents and subsequent actions. The user initiates the operation and the machine handles the planned stages.
Manufacturer documentation: batch posting →BST - Balance of Goods
BST analyzes resources, orders and planned quantities of goods at a specific time and for selected warehouses. After starting process management and XL Work, the calculation of a specific BST takes place automatically on the specified date.
We implement BST calculation, as well as stock analysis, generating orders based on defined demand and low stock reports.
Manufacturer's documentation: Goods Balance →How we implement the process
From real-world workflow to a definition in ERP XL
We start with the document and the business decision, not with the technical function itself. We separate the operations performed by the system from the points requiring tasks for the employee.
01
Object and purpose
We indicate the document, the starting event and the result that will end the process.
02
Tasks and conditions
We describe the stages, transition rules, exceptions and data checked at each step.
03
People and the machine
We assign responsibility to operators, groups, centers or the XL Work machine.
04
Actions and integrations
We configure ERP functions and create additional actions and connections with other applications.
05
Test and launch
We check the standard path, exceptions, history and response to errors before starting the process.
For whom
For companies where ERP supports multi-stage operations
Process automation is the right direction when a document goes through several roles, its further fate depends on data, and repetitive actions are to be performed according to one rule.
Sales and customer service
Orders, confirming documents, generating issues, invoices and communication with the business partner.
Finance and accounting
Batch posting, settlement of statements, handling of settlement status and connections between documents.
Logistics and purchasing
BST, stock analysis, shortage reports, demand, orders and warehouse document flow.
Organizations with multiple roles
Task and responsibility boxes, execution history and controlled flow between teams.
Astrafox experience in Comarch ERP XL
Processes proven in working ERP XL environments
Astrafox is a Comarch Authorized Integrator and has been a Comarch partner since 2003. Our consultants hold current Comarch certifications. We have implemented customer processes for sales and warehouse documents, KSeF and UPO, ECOD, communication with contractors, batch posting, BST, bank settlements, and controls for working with contractors.
Related solutions
Connect the process with data exchange, warehouse and logistics
ECOD and EDI in ERP XL
INVOICE, ORDER and DESADV export and handling of deposit notes.
See ECOD and EDI →Import of sales orders
Orders from WebAPI, EDI, FTP and e-mails sent to ERP.
See order import →Integration with WMS
Synchronization of data needed for receipts, releases, completion and inventory.
See integration with WMS →Integrations with carriers
Shipments, labels, statuses, return documents and transport data.
See courier integrations →ERP XL interface modifications
Reports, data control, locks, reminders and buttons to start processes.
See interface extensions →Implementation of Comarch ERP XL
Process analysis, configuration, migration, integration, testing and launch.
See ERP XL implementation →Maintenance, support, and SLA
Constant support of the system, processes, additional applications and ERP XL integration.
View ERP XL support →FAQ
Frequently asked questions about Comarch XL, XL Work and BST processes
What are processes in Comarch ERP XL?
Processes are the manufacturer's function to manage the flow of information and documents. The process definition combines subsequent tasks, activities and actions, indicates responsible operators or machines and leads the object to the next stage according to the established conditions.
Do processes in Comarch ERP XL require a separate license?
Yes. Comarch documentation indicates that using process features requires a separate licensing option. Before starting work, we check the license, system version, configuration, and objects covered by the process.
What is XL Work for?
XL Work performs tasks assigned to the automated process owner. The automated process runs at a defined interval, supports the actions of active processes, and its queue can be checked in the XL Automation Inbox.
How does batch posting work in Comarch ERP XL?
The user selects the documents and starts the accounting process. After assigning an automated process owner for pre-posting and posting, the next stages are carried out automatically. The process can be configured separately for a document type or as a step in another process.
What does BST mean in Comarch ERP XL?
BST stands for Balance of Goods - a document used to analyze resources, orders and planned quantities of goods at a specific time and for selected warehouses. The process orders an automatic BST calculation on a specified date.
Does the process in ERP XL support KSeF and UPO?
Yes. We have implemented processes that send sales documents and corrections to KSeF, omit documents according to defined conditions and collect UPO. For organizations looking for KSeF support independent of one ERP system, we offer KSeF Connector.
Transfer process rules to Comarch ERP XL
Describe the document, subsequent stages, conditions, people responsible, and operations performed manually today. We will determine what the XL process, XL Work, or an additional application will handle.
Describe the process in ERP