Management
Fulfilment status and the real-time open-item position update as soon as a sales or supplier invoice or a payment is entered. Exceptions requiring a decision are visible without waiting for month-end close or a separate report.
PointERP
From lead to payment – one connected process
PointERP connects the marketing campaign, lead, project, quotation, sales order, purchase order, goods receipt, sales invoice and payment. It preserves the complete process history and provides fulfilment status for every order line.
PointERP is a complete business system that we offer to clients. We also use its production-proven components in tailored PointVAL automation - without requiring implementation of the entire system.
One process, three perspectives
Each role sees what it needs to take action
Operations
Document lists show the fulfilment stage and current payment status. At line-item level, users can see what is available or reserved in stock, what is still awaited and from which supplier, and what has been delivered and invoiced. Each invoice also shows whether it is unpaid, partially paid or settled.
IT
A shared data layer, API and file-based integrations, operation history and database-enforced record separation provide one foundation instead of another set of point solutions.
Sales and procurement flow
A document does not end the work. It starts the next stage
A quotation becomes a sales order, which in turn creates the documents needed for fulfilment. Line items, commercial terms and relationships are carried forward instead of being re-entered at every stage.
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Marketing campaign
01The source of activities and results, to which projects, quotations and sales can subsequently be attributed.
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Lead and project
02Contacts, activities, tasks, deadlines, owners and the complete history of the opportunity or project.
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Quotation
03Products, bundles, suppliers, prices, margins and customer-specific commercial terms.
The branching point
Sales order
Every line retains its link to the quotation and follows its own fulfilment path. The system checks what can be issued from stock and what must be purchased from a supplier.
Available in stock
Reservation against the order
Products available in stock are immediately reserved against the relevant sales order.
Stock is insufficient
Complete procurement path
Shortages across sales orders are consolidated into the quantity required for fulfilment. Purchase orders are created on that basis, and received goods are allocated back to the relevant sales-order lines.
Goods issue and delivery
Warehouse fulfilment remains linked to the relevant order line.
Sales invoice
It is created as a follow-on document without re-entering line items.
Payment and open-item clearing
The incoming payment is linked to the counterparty and the open items it clears.
At every stage, users can see not only the overall order status, but also the status of each line and the progress of the related procurement path.
Process control
The system shows not only what has been done. It shows what is missing before the next step
Users do not need to open every document or reconstruct the case from messages. Lists and statuses direct attention to processes that are stalled, incomplete or require an accountable decision.
Missing next actions
Work queues isolate purchase orders without a goods receipt, goods receipts without a supplier invoice, and documents that are incomplete, overdue or awaiting a decision.
Status of every line item
An overall order status does not conceal the problem. Reservation, procurement, goods receipt, issue and fulfilment are visible for every line.
Ownership and history
Each document retains its author, dates, owner and relationships to preceding and subsequent process stages.
Customer visibility
A restricted customer portal can present quotations, orders, deliveries, invoices and payment status without involving an employee in every status enquiry.
PointERP operational scope
Four operational areas connected in one end-to-end flow
All of these capabilities are proven in production. Each area supports a specific part of the operation, while data, status and accountability remain connected from the initial event through to settlement.
Sales and order fulfilment
From campaign, lead and quotation, the system proceeds to the sales order, reservation of available stock and supplier purchase orders. It tracks delivery, invoicing and payment at line-item level, without re-entering data.
Purchase requisitions and spend approvals
A purchase requisition becomes a purchase order after approval by an authorised person. PointERP connects the approval decision, purchase order, goods receipt and supplier invoice, preserving accountability and identifying any missing process step.
Supplier invoice processing
PointERP retrieves invoices and invoice corrections from KSeF with the original XML, while a language model extracts non-KSeF invoices from PDF files. It links suppliers and line items to ERP master data, detects duplicates and leaves document creation under operator control.
Payment matching and open-item clearing
PointERP supports any number of cash, bank and settlement registers: bank accounts, cash accounts, set-offs and balances held with PayU, Stripe and other payment service providers. Registers may be denominated in any currency included in the NBP table of average exchange rates, with automatic currency translation in line with accounting rules. Imported transactions are matched to counterparties and open items, while exceptions are routed for operator review.
Real-time open-item status
Open items update immediately when a document or payment is entered
A sales or supplier invoice appears in open items as soon as it is entered, and every recorded payment updates its status. Users see the amount paid, the outstanding balance and whether it is current or overdue – without waiting for month-end or year-end close.
Many-to-many payment allocation
One payment can clear several invoices, while one document can be covered by multiple payments, including partial payments.
Status visible in the list
Without opening the document, users can see whether it is unpaid, partially paid, paid, overpaid or overdue.
Payments without a supplier invoice
A dedicated worklist identifies prepayments, card payments and other outgoing payments for which no supplier invoice has yet been received. The team can immediately see which documents are missing and which payments remain uncleared.
Matching and exceptions
The system handles routine work. People resolve exceptions
PointERP uses document data, bank account details, the Polish VAT whitelist, characteristic text from payment references and previous confirmations. When a match is uncertain, it asks an operator and retains the decision.
After several consistent transactions, it can apply the mapping automatically. A retained mapping can always be changed later.
The model extracts
A language model turns header data and line items from an unstructured PDF invoice into structured data. The operator reviews the result alongside the original and can correct it.
Rules control the outcome
Limits, balances, duplicates and financial impacts are governed by explicit, repeatable rules. Every automated decision can be reproduced.
A staging area protects the process
Data from KSeF, PDF files, banks and APIs first enters a controlled staging area. It can be corrected, rejected or approved before it creates a document or produces a financial impact.
System capabilities
A foundation designed for long-term development
The relationship before a transaction begins
Campaigns, leads, projects, activities, tasks, calendars, correspondence and attachments remain connected to the counterparty and the opportunity or project being managed.
A single source of truth for counterparties
Companies, people, addresses and bank accounts form shared master data for CRM, sales, procurement, documents and payments. Data from the Polish business register (GUS), the VAT whitelist and previous decisions helps locate the correct master record instead of creating another duplicate.
Traceability down to each line item
The relational model preserves links between documents and every line item. The fulfilment history can be traced without reconstructing it from multiple sources.
Products, services and bundles
Product master data combines specifications, attachments, purchase and selling prices, and supplier information. Items can be grouped into bundles and carried forward into subsequent documents.
Multi-tenancy at the data layer
Multiple organisations use one application and a shared high-performance database – without a separate database instance for every client. Database mechanisms enforce record separation between tenants, while each organisation retains its own registers, numbering sequences, master data, permissions, and KSeF and integration configuration. A lightweight web client minimises endpoint overhead and makes the environment easier to scale.
Roles and continuity of ownership
View and edit permissions follow organisational roles. Assignment history remains in the system, allowing a successor to take over work together with its full context.
Configuration aligned with the organisation
Parameters, lists and rules can be defined globally or separately for an organisation, department, role and user. Processes follow the company’s accountability structure without requiring separate applications.
Margin and credit control – at quotation stage
Before a quotation is saved and sent to the customer, the system checks purchase costs, the minimum margin and the customer’s credit limit. Depending on the role, department, organisation or global configuration, a rule can inform, warn or block the transaction. A quotation below the margin threshold or above the customer’s credit limit always triggers the configured control before it can be issued.
PointERP deployment without a months-long rollout
In a typical PointERP product deployment, we install and configure the system within hours, and users generally become self-sufficient within two to three days. This reflects our experience with standard product deployments; it is not the delivery time for a tailored PointVAL automation or a contractual guarantee.
Proprietary technologies
Speed is designed into the system
We developed three proprietary technologies so users spend less time searching, waiting and repeating the same actions.
The system brings recently used records to the user
Logging an activity or issuing a quotation moves the counterparty to the top of the list. Users do not have to search for the customer they spoke to yesterday.
AOL – Adaptive Object Lists
Results appear despite typos or incomplete names
Search accounts for word fragments and inflected forms. This matters when master data contains tens of thousands of records.
FuzzySearch – approximate matching
Reports remain practical tools for everyday work
Operations on large datasets return results with no perceptible delay for the user and without waiting for overnight processing.
RTR – Real-Time Reporting
Boundary of responsibility
Exported to accounting means protected. The business keeps working
PointERP does not close the entire month or year. It protects the specific group of documents selected by an authorised person and exported to accounting, while leaving current business activity open.
Completeness check before posting
Before data is transferred to the accounting system, PointERP identifies outgoing payments without supplier invoices and customer receipts for which no sales invoice has yet been issued. Missing documents can be completed before the data is posted.
Controlled accounting export
An authorised person selects the period and document types. This accounting export – not merely downloading a file – defines the boundary of responsibility.
Document locking without period close
Standard editing of exported documents is locked, while the company can continue entering additional documents for the same month.
Controlled correction
A user with the appropriate permission can reopen a document, correct it and export it again. Every such action is deliberate, recorded and reproducible.
One structured package
Import-ready data, control reports and source documents
The package for the client’s accounting system contains document and open-item data, structured control reports and the original KSeF XML and PDF files. It can be generated again without changing the documents already exported.
Data exchange
We do not replace a system that already works
Data can enter from a file, a public register or directly through an API. We adapt the onward data export to the system used by the client.
- KSeF
- purchase invoices and invoice corrections with the original XML, supplier-master matching and invoice line-item mapping
- PDF files
- supplier invoices outside KSeF, with header and line-item extraction
- CAMT.053 and MT940
- bank statements in agreed formats
- iPKO / PKO BP
- XML transaction history for accounts without a bank statement
- Revolut Business
- transactions retrieved through the API, including individual currency balances
- Stripe and PayU
- payments and transactions retrieved directly through their APIs
Automation boundary
Integration does not remove control
An import is initiated by a user. An API removes the intermediary file, but not the decision to start retrieval. Data enters a controlled staging area where the system checks duplicates, continuity and mappings before creating a document.
The source remains linked to the result
The system retains the XML, PDF or bank file and the relationships between the documents created from it. An incorrect import can be reversed, corrected and run again without obscuring its history.
PointERP and PointVAL
PointVAL provides services. PointERP is a separate business system
PointVAL covers the design, implementation and ongoing development of tailored automation. PointERP can also be implemented when it fits the company’s needs, but it is not a prerequisite for using PointVAL services.
Within the PointVAL service offering, PointERP primarily serves as proof: it provides a production-proven foundation for data ingestion, validation, mappings, permissions, history and exception handling.
Proven in operation
2012
We have been developing the foundation of today’s PointERP in production since that year.
Multi-tenant
One application with database-enforced record separation between tenants.
Online
The system runs in a browser – without desktop installation or a VPN for everyday remote work.
Let us apply proven components to your process
You do not need to implement the whole of PointERP. We begin with the process that consumes the most time and connect it to the systems you already use.
Considering PointERP?
During the call, we will establish which processes the system needs to support, what it should integrate with and which capabilities are worth demonstrating in a follow-up session.
Free 20-minute online call. Choose a convenient time.
Prefer to write first? office@pointval.com