Budget execution and procurement, in the same workflow
DataFlows ALOP is the application through which public institutions manage the commitment, verification, authorisation and payment of expenses (the Romanian ALOP procedure), together with the procurement that precedes them. From the purchase request to payment authorisation, with approvals, signatures and a history on every document.
- Justification document and payment authorisation in the Ministry of Finance format
- Approval chains configured to the institution’s internal control rules
- Available for purchase through SEAP, the Romanian public procurement system
Benefits
In many institutions, a purchase request goes through e-mails, paper files and spreadsheets kept separately by each department. Nobody knows for sure what stage the document is at, and the available budget is reconstructed at the end from several sources.
DataFlows ALOP puts the whole workflow in a single system. The document starts in the requesting department, goes through the approvals set by internal control, and every step leaves a trace. The available amount per budget line is visible while you fill in the form.
From the purchase request to payment authorisation
Every document starts from the previous one and takes over its data, so the same information is never entered twice.
Purchase request
The department describes the goods or services, the estimated value and the funding source. The approved request starts the procurement and the justification.
Justification document
Section A, from the requesting department, and section B, from commitment control, with credit reservation. Then comes the authorising officer’s decision.
Commitments
Budget commitments are generated from the approved justification, and legal commitments are linked to contracts, numbered per year.
Payment authorisation
Pre-filled from the justification, with the beneficiary, the supporting documents, the goods receipts and previous payments.
Details that matter in practice
- The justification has numbered revisions, and the history of every revision stays available
- If a signed document is replaced, the following steps are reset automatically, so no approvals remain on an outdated version
- One line in the justification can feed several commitments, until the balance is used up
- At payment authorisation, amounts are validated and exceeding the justification total is flagged
- Beneficiaries are saved automatically and reused; payment authorisations can be imported from XML or JSON
- Steps that don’t apply to an operation can be skipped only with a reason, which stays in the log
Procurement, linked to budget execution
The procurement starts from the approved purchase request and stays linked to it through to the contract and goods receipts.
- The annual public procurement plan, by year and version, imported from Excel or CSV
- Procurement documentation: type, main and secondary CPV codes, estimated value, duration, owner
- Table of bids and attached files, sent into the approval chain
- Contracts with the supplier verified in the tax authority’s register, addenda and annexes linked to the initial contract
- Goods receipts per contract and signed files kept on file
The budget, from import to the execution report
The institution’s budget is entered once into the application, and every commitment and payment authorisation updates it.
Approval chains based on the institution’s internal control
Approval chains
- A chain defined for every document type, with mandatory or optional steps
- Signatories set by user, role, position, head of department or deputy
- Minimum number of signatures per step, with sequential or parallel steps
- A document’s signatories can be adjusted case by case, with every change recorded in the log
- A single “Approvals” list with everything awaiting your signature, plus in-app and e-mail notifications
Electronic signature
- You sign the PDF with your certificate, as before, and upload it to the application
- The application reads the signatures from the file: the signatory and the certificate serial
- If the certificate matches your account, the step in the chain is ticked automatically, after confirmation
- You can forbid approving a step without the signed document attached
- Document templates can contain signature fields prepared for every role
Everyone sees only what concerns them
How we start
The duration depends on the number of departments and the data to be migrated. We give you a written estimate after analysis.
Current workflows
Together we establish who prepares, who endorses and who approves each document.
Configuration
We enter the institution’s departments, roles, approval chains and reference data.
Data migration
We import the budget, commitments and reference data, including from older applications.
Training
We train the requesting departments, commitment control and the authorising officer.
Go-live
We work alongside you in the first weeks, then continue with support.
Questions we hear often
The application is available through SEAP, the Romanian public procurement system. For details about purchasing and pricing, request a demo.
Yes. You sign the PDF with your certificate, as before, and the application recognises the signature in the file and ticks the step in the chain when the certificate matches your account.
Yes. The justification document and the payment authorisation follow the Ministry’s new format: they are exported as XML, following the official schemas, and as a pre-filled official PDF.
Yes. Chains are configured for every document type, following the institution’s internal control procedure.
Yes. We have already migrated budgets, commitments and reference data from older applications, including FoxPro databases.
Every user sees documents according to their permissions: their own, their department’s or all. A document is also accessible to those who are part of its approval chain.
In the DataFlows cloud, with a separate database for every institution, or on the institution’s server, if you prefer.
In the “Approvals” list you find everything awaiting your signature. You also get in-app notifications and an e-mail with the documents waiting for you.
Let’s talk about your process
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