A method for digitally approving and signing business documents: Many documents, such as sales orders, purchase orders, AP invoices, delivery notes, among others, are being generated each day within the ERP system. These documents traditionally needed to be signed manually in some situations, printed out and scanned, and approved by distributing hard copies.
Greytrix web-based Authorized Signature Solution eliminates all these inefficiencies. It integrates with Sage ERP and allows users to approve documents with secure signatures digitally from any device.
This modern approach has made the process safer, speedier, and fully compliant with internal workflows for approvals.
Connect to the Sage ERP and display the data in a web report with a Signature pad.
Our solution provides an integrated digital signature interface that allows authorized users to review documents and approve them electronically. This eliminates paper-based signatures and ensures timely approval processes.
SQL, which is currently integrated with Sage 300 ERP, is used to establish a direct connection to Sage 300.
- Retrieves document data in real time, which includes sales orders, purchase orders, shipments, and returns among many.
- Checks the validity of commitments, cost centres, general ledger accounts, and item details.
- Secure SQL Connectors enable system interfaces to communicate directly with Sage 300. It provides documents such as Sales Orders, Purchase Orders, Shipments, Receipts, Returns, and Invoices. All information pulled from Sage 300 is real-time and live, including but not limited to items and quantities, GL accounts, cost centres, totals, commitments, reference fields, etc.
Capturing Signatures
- A user is allowed to sketch the signature using a mouse, stylus, or through a touch screen.
- The ability to upload an image of a pre-approved digital signature.
The signature is recorded against the chosen document in a secure format. - The signed document is added to the system’s records.
The solution is in its web-based signature capture panel, allowing authorized users to affix their signatures in a very secure and convenient manner.
This safely saves the signature, automatically attaching it to the selected document within the Sage 300 system.
Workflow for Multiple Level Authorization.
In many organizations, there are several levels of Testing approval that need to be passed before a document is considered final. The solution allows, through configuration, the specification of multiple levels of approval in a hierarchical manner: Requisitioner, Divisional Manager, Sales Manager, Finance Manager, Director.
The screen will then display a clear view of the name, role, and authorization status of each approver. Then, each approver can sign their approval in the order determined by internal controls. This will ensure that there will be no bypassing of approval policies to guarantee accountability at each step. Comprehensive Document Review Interface
Users can review the document before applying their approval. The screen would look like
- Number and date of the document
- This should include the following: • Status and reference details
- Cost centre and location, Describing the item, quantity required, unit price, and price in total
- Outstanding amounts and commitment totals
This view details everything so that an approver has complete visibility and is confident when signing the document.
Automatically generate PDF with embedded signature.
Once the signature is submitted, the solution automatically:
- Embeds the signature into the final document
- Creates a nicely formatted PDF report
- Stores the signed copy in the system
- Allows printing or downloading the final report
This makes sure that all approved documents are in uniform format, are easily distributed, and safely kept for any future reference.
Remote, Mobile, Multi-Device Friendly
This is a fully Web-based solution-no installations or plug-ins required. Approvers can log in and perform signings by:
Desktops
Laptops
Tablets
Mobile phones
That makes it ideal for field teams, remote employees, and executive-level approvers who are constantly on the road.
Benefits to ERP Users:
- Faster Approval Cycles The solution eliminates delays related to printing, signing, scanning, and emailing. Documents can be approved instantly, even when the other team members are not present in the office.
- Enhanced Accuracy and Transparency And because real-time data from Sage 300 is pulled right into the interface, all approvers see the most accurate and updated version of the document.
- Improved Security and Access Control Signing of documents is allowed only to authorized users. Multilevel access ensures that signatures are not misused or applied without due permission.
- Strong Audit and Compliance Support Every single action is tracked for complete transparency regarding internal audits, finance reviews, and external compliance requirements.
- 100% Paperless Workflow No printing, scanning, or manual document handling required. This reduces operational costs and supports eco-friendly practices.
Conclusion:
The Sage ERP Cloud Authorized Signature Solution is a very powerful addition that advances the document approval workflow into the modern world. Incorporating real-time integration with Sage 300, flexible signature capture, multi-level approvals, secure audit trails, and the automatic generation of PDFs, this solution addresses just about every need for today’s agile, remote-friendly enterprise. With this, an organization can cut down processing time, attain accuracy, enhance controls, and avoid paper-based limitations while continuing to be fully compliant and transparent. Should you want this functionality to be implemented or would like a live demo, we will be happy to help develop a customized solution matching exactly your requirements.
About Us
Greytrix – a globally recognized and one of the oldest Sage Development Partners is a one-stop solution provider for Sage ERP and Sage CRM organizational needs. Being acknowledged and rewarded for multi-man years of experience, we bring complete end-to-end assistance for your technical consultations, product customizations, data migration, system integrations, third-party add-on development, and implementation competence.
Greytrix offers unique GUMU™ integrated solutions of Sage 300 with Sage CRM, Salesforce(listed on Salesforce Appexchange), Dynamics 365 CRM, and Magento eCommerce, along with Sage 300 Migration from Sage 50 US, Sage 50 CA, Sage PRO, QuickBooks, Sage Business Vision and Sage Business Works. We also offer best-in-class Sage 300 customization and development services and integration services for applications such as POS | WMS | Payroll | Shipping System | Business Intelligence | eCommerce for Sage 300 ERP and for Sage 300c development services we offer, upgrades of older codes and screens to new web screens, latest integrations using Data and web services to Sage business partners, end users and Sage PSG worldwide.
Greytrix offers 20+ add-ons for Sage 300 to enhance productivity such as GreyMatrix, Document Attachment, Document Numbering, Auto-Bank Reconciliation, Purchase Approval System, Three-way PO matching, Bill of Lading, and VAT for the Middle East. The GUMU™ integration for Dynamics 365 CRM – Sage ERP is listed on Microsoft Appsource with an easy implementation package.
The GUMU™ Cloud framework by Greytrix forms the backbone of cloud integrations that are managed in real-time for processing and execution of application programs at the click of a button.
For more details on Sage 300 and Sage 300c Services, please contact us at accpac@greytrix.com, We will like to hear from you.