Prcoess systemisation using Access or Power Platform

Red Kite Recycling is a waste management brokerage. We provide waste management services for companies with multiple sites and multiple waste streams. We engage the services of local or national companies to provide specific waste requierements to clients on our behalf.

We use a browser based portal for recording all waste movements, and reporting to our clients. Separately, our accounts department use Kashflow to manage purchase invoices received from our Waste Receivers.

A waste receiver cannot be paid for the service until hey have provided to us ALL the legal compliance information required. This may involve multiple documents.

Until recently the process of logging purchase invoices and checking that the necessary documents had been provided was a manual process. With most waste receivers now providing electronic documentation we can upgrade our systems to accommodate this change.

A Waste Receiver’s invoice may contain multiple transactions or movements within the same invoice. Each transaction or movement may require some or all of the documentation listed below:
 
Document Name Document Code Explanation
Duty Of Care DC A legal requirement for the movement of waste
Weighbridge Ticket WB Document with weight of materials
Certificate of Destruction CD Some clients require a certificate of destruction to accompany the disposal of their waste
Collection Note CN A collection of something other than waste eg: storage unit or fence panels
Delivery Note DN A Delivery of something other than waste eg: storage unit or fence panels
Pictures IMG Evidence of something to attach to the movement such as contamination
Other OTH Something not listed above

These codes are not yet embedded within our system but will help to organise information requirements. We will need ability to add to this list

Our accounts department currently keeps a paper record of what is not attached to the invoice and is required from the Waste receiver before we can process their purchase invoice. When we have all the necessary documentation from them we do two things :
1. Complete the entry of their purchase invoice onto our Kashflow accounting software enabling their purchase invoice to go through for payment in due course
2. Enter the details of the transaction or movement onto Red Kite Live so that we can bill the Waste Producer

As you can see the Waste Producers invoice is ‘stuck’ until they have provided us with all the information that we need. They cannot get paid and we cannot raise a bill to our client.

This new system will help us to manage the process more effectively and I propose a system to manage this. Within the brief is a suggested management template to do this that links to Kashflow API. The Kashflow API is still under developement so I would need the ability to update when they make changes to it or receive ongoing support when it does break.

I am budgeting 3 days work
Timing: commission by 24th Nov
Testing : 4th December
Going live 11th December