What software does AFAS have?
We'll start at the highest level. What software does AFAS actually know?
Fortunately, because AFAS thinks in terms of standards, this is straightforward. There are only two different versions:
- AFAS (Profit)
- AFAS SB (Small Business)
AFAS's flagship product is “AFAS Profit”.
When we refer to “AFAS” as software, we always mean AFAS Profit. The vast majority of organisations and users are on this version.
In addition to Profit, AFAS also offers an option for self-employed professionals and small businesses. As the name suggests, this is AFAS SB (Small Business).
In this article, we focus on AFAS Profit.
What licences does AFAS hold?
Within AFAS Profit, you also have the choice between two components for the licence.
AFAS HRM & Payroll
The HRM & Payroll licence contains everything you need for employees.
AFAS ERP
With the ERP licence, you have access to all components of AFAS. In addition to HRM & Payroll, you also have access to components such as “Projects”, “Purchasing”, “Sales” and a complete accounting package.
The great thing about the AFAS model is that you don't pay per individual module. You choose between one of the two licence models and can then use everything.
What components does AFAS have?
Now you have an idea of the initial choices before opening AFAS. But when you open AFAS, how do you do that?
AFAS has four sections through which you can log in.
1. What is AFAS Profit?
This is the section where you manage all AFAS modules. It is often referred to as “the back end” of AFAS, because this is where most of the configuration and management takes place.
AFAS Profit is primarily used by users for whom AFAS is part of their work. This includes financial administration, HR, and functional administrators.
The organisation's employees do not log in via Profit. They do so via AFAS InSite.
2. What is AFAS InSite?
On InSite, employees can view their data or initiate actions. This includes viewing their payslips or requesting leave. AFAS Insite can be seen as the intranet for employees.
3. What is AFAS OutSite?
AFAS OutSite is similar to AFAS InSite, but is intended for parties outside the organisation. Examples include job applicants (careers website), suppliers or customers (customer portal).
4. What is the AFAS Pocket App?
In addition to InSite and Outsite, there is also an extension of AFAS Profit via an app. The AFAS Pocket App is intended for employees to perform specific actions via their phone. This means they do not have to log in via a computer to perform their most important actions.
AFAS Online
Not a specific component, but still important to mention, is “AFAS Online”. This is AFAS's cloud platform.
AFAS is not installed as a programme on your computer. Everything runs in the cloud. You log in via a portal. After logging in to this portal, you have access to the environments to which you have been added.
Because all server system management, installation, updates, backups and security are carried out by AFAS, you do not need to do anything yourself.
What modules does AFAS have?
Now we come to the content! The AFAS modules. Before we do that, we first need to answer another question.
What exactly is a module in AFAS?
The simplest definition of a module is: a component in software that performs a specific function.
Because a functionality in AFAS can also be part of another functionality, you have multiple ‘layers of modules’. To keep things clear, I divide it into:
- Main modules – As defined by AFAS itself
- Submodules – Components within these main modules
The main modules in AFAS
A breakdown of the main modules can be found in the menu structure of AFAS Profit. These are the following components:
- General
- CRM
- HRM & Payroll
- Order management
- Financial
- Projects
- Subscriptions
- Tax
Submodules in AFAS
Within the main modules of AFAS, there are many components that can also be viewed as modules. For convenience, we will refer to these as submodules. In the rest of this article, we will discuss the submodules for each module.
However, there are a number of large modules that I would also like to mention separately:
- Workflow and document management
- Connections (AFAS Connectors)
- Dashboarding and analytics
- Recruitment & Selection
- Procurement
General
We will begin with the “General” module. It is called "General" because it contains components that are not specific to any particular business process. Most of the functionalities of the General module apply to the other modules within AFAS.
I will mention the most important parts of the General module here.
Authorisation tool
Authorisation is also referred to as “the heart of the environment”. It contains all the functionalities for assigning rights to users. And there are quite a few of them.
A useful feature of the authorisation tool is that you can assign rights automatically. For example, if someone is a manager, they will automatically be assigned the appropriate rights.
Dashboards, overviews & analyses
Data analysis is essential for business operations these days. AFAS offers plenty of options in this area. In addition to the standard views in Profit, you can also work with the included AFAS BI Dashboards, for example. AFAS also allows you to create your own analyses, giving you the same freedom you have in Excel.
Connectors
AFAS has extensive options for creating links. This allows you to extract, add, modify or delete any field that appears in AFAS. This means that any link is possible.
You probably won't need to do this yourself, as hundreds of links to other software have already been created by AFAS's partners.
Agenda (integration)
Because you record many appointments and hours in AFAS, AFAS also has its own calendar. You can also have these appointments automatically transferred to your own calendar.
Email service
AFAS has its own mail servers that you can use with your own domain name. This allows you to send emails directly from processes.
CSRD
New CSRD legislation will come into force in 2024. Because AFAS wants to be at the forefront of this as an organisation (and of course uses its own software), you can be sure that everything you need for CSR(D) is available in AFAS software. You can find this in the General module.
In- & OutSite
Part of the design of In- & OutSite is done in Profit. This is where you publish the pages and can partially customise them. The rest of the design is done on the In- or OutSite itself.
What does the AFAS CRM module include?
The first substantive module is CRM. This is the module that forms the basis for other modules and is included in both licences.
CRM stands for “Customer Relationship Management”. At AFAS, this component is entirely focused on relationships. It contains the details of all individuals and organisations required for all processes, such as customers, suppliers, and employees.
In addition to containing data, CRM within AFAS also has many other applications.
Relationship management
The first logical component to mention within CRM is, of course, relationship management. With AFAS, you can easily manage everything for your relationships. Whether it's a customer visit, a quotation or a forecast. Each contact has its own file where you can find everything. You can also create a customer portal via OutSite.
Furthermore, virtually all AFAS processes are linked to the contacts. This allows you to use your CRM in a wide variety of ways. For example, have you ever thought about sending a message to a customer on their birthday, where you fill in the text and it is then sent automatically? Nothing is too crazy.
Also important: AFAS checks for duplicate CRM contacts, so your environment remains clean.
Forecasting and sales automation
You can manage your entire sales process through AFAS. From the first contact you record, prospect management, contact moments, to a signed quotation. You also have components such as targets and campaign management.
Workflow and document management
I have designated this component separately as a submodule. This is perhaps the most powerful component within AFAS.
Every process that goes through steps is handled by a workflow within AFAS. Then link documents to it (which are filled in automatically) and you can literally automate every process.
Oh yes, you can also sign your documents digitally with legal validity. And you can work with retention periods and automatically flag them.
Courses & Events
AFAS has a module within CRM for the entire administration of courses and events. This can be conveniently combined with an OutSite website and your bookkeeping via AFAS Financial.
You can use courses and events both internally and externally.
Surveys
A module that you don't hear much about, but which is certainly valuable: the survey. This allows you to automatically send questions to employees or other contacts. You can then analyse the data.
What does the HRM & Payroll module from AFAS include?
This may well be the best module offered by AFAS. It allows you to automate all HRM & Payroll processes. Every AFAS Profit customer has access to these components.
Collective Labour Agreement & Legislation
Let's start with something that should not be an AFAS secret.
AFAS keeps more than 200 collective labour agreements up to date. This not only ensures that you automatically comply with relevant laws and regulations, but also saves you a considerable amount of time. This makes payroll processing very straightforward.
Payroll & Payroll administration
In addition to the collective labour agreement, AFAS also has extremely comprehensive payroll functionality. Payroll administrators who switch from other software to AFAS always seem to be delighted. Because AFAS Payroll is so comprehensive, they can focus fully on automation and exceptions.
- Selection model
- Transition payment
- Loans
- Wage garnishments
- Work-related expenses scheme
- Overtime
Employee and Management Self-Service (ESS & MSS)
Within the standard configuration of AFAS, you work with Employee Self Service and Management Self Service. This means that actions and data processing are handled within the organisation as much as possible.
Suppose an employee relocates. In that case, the employee can implement this change themselves. And you no longer need HR for a salary increase. The manager can simply implement this themselves.
When you open AFAS for the first time, there are already many processes ready that you can use immediately.
Recruitment & Selection
This component within AFAS has now become so extensive that it could actually be a separate main module.
The recruitment and selection module allows you to automate the entire recruitment process. You can easily create your own WorkingAt website and job vacancies. You can also add all the steps you would expect in a selection process. And then, as the icing on the cake, the applicant can report directly to you with all their details. This saves a lot of errors, frustration and time.
Special features worth mentioning within AFAS's recruitment and selection process are the job alert and link to Google Jobs.
Inflow, Throughflow and Outflow
All employee changes can be set up via a process. This means you do not have to add the changes manually, as they are handled entirely via workflows on InSite. For example, you immediately have an employment contract that is generated via the workflow.
This section also includes an ID check (Valicare), work schedules, training programmes, and courses. You can even set up an entire onboarding portal for new employees. This allows you to automatically send new employees workflows to their task tray every day during their first weeks (or months).
Working from home
Nowadays, partial working from home is standard practice for many organisations. AFAS has added a feature to its software for this purpose. This allows you to easily manage working from home days and allowances.
Talent management
Employee development is essential. AFAS has a separate section for this. Here, you can record competencies and set up development discussions. You can also make use of 360-degree feedback.
Leave
With all the laws and regulations, leave can be very complex. AFAS allows you to set up everything you need for this, whether it concerns statutory and non-statutory leave or (paid) parental leave. Every type of leave is possible. The entire application and registration process is done via workflows with AFAS Pocket or InSite.
Absenteeism
Just like leave, absenteeism can also be complicated with all the possible variations. AFAS offers a comprehensive absenteeism module, allowing you to record everything. You can set up all the processes you need for this.
An important part of this is, for example, the ‘Gatekeeper Improvement Act'. This ensures that HR or the manager automatically receives the correct workflow at all times, so that no steps are skipped.
Expense claims
AFAS has a section for employee expense claims. This allows employees to easily claim their expenses via AFAS Pocket or InSite. InSite allows multiple expense claims to be sent at the same time via collective expense claims.
Other components within the HRM & Payroll module
Other components that are still worth mentioning for the HRM & Payroll module:
- Work-related personal mobility
- Organisational chart
- Digital delivery to Health and Safety Service, UWV & Vernet
- Formation management
- Possibility of multiple employment contracts
What is included in the Financial module?
The financial module provides you with an extremely comprehensive accounting package. And because all AFAS modules are linked, the figures are automatically collated in the Financial module.
With its Financial module, AFAS offers everything you would expect from a complete accounting package. I will list the most important components.
Finance Auditor
AFAS offers an accounting assistant that checks for more than 100 possible errors in your accounts, alerting you to any issues.
(E-invoicing
Within AFAS, you process (and send) invoices entirely digitally and UBL-ready. You can import them automatically into the system or add them yourself. You can also add a payment link to your invoice and reminder and work with collective invoices.
Accounts payable and Accounts receivable management
It is essential for your organisation that money comes in and goes out on time. AFAS offers you all the options you need for complete creditor and debtor management. You also have the option of automatic creditor payments and direct debit from debtors. Furthermore, you can work with credit limits, payment discounts and a proxy schedule.
Contract management
As an organisation, you enter into multiple contracts. It is important to have insight into these and to receive notifications in good time. There is a separate section within finance for this purpose.
VAT/ICP return
Have you entered everything correctly into the system? Then you can send the tax return directly from AFAS to the tax authorities.
AFAS also offers to generate a file for the UBD declaration.
Budgeting and operational management
Accounting is not only about understanding the past, but also about the future. Within AFAS, you can set up a complete budget with budget scenarios. You can also work with daily updated period figures. You also have the option of (partial) budget holders.
Integrations with other modules
Important to note separately: all other AFAS modules integrate with the financial module. This saves a considerable amount of time and prevents errors in your administrative processes.
Bank links
AFAS offers bank links with ING, Rabobank, and ABN AMRO. This ensures that changes are automatically entered into AFAS and your bank files are sent directly to the bank.
Of course, you can also import your bank statements manually.
Financial administration processing
In financial terms, this naturally concerns administrative processing. Within AFAS, you can work with multiple administrations in a single environment. You also have many functionalities within financial administrative processing:
This includes, for example, the opening balance sheet, bank statements, invoices, payroll journal entries, payment and collection orders, and fixed assets.
- Opening balance
- Reconciliation
- Fixed assets
- (Fixed) (wage) journal entries
- Consolidation
- Column balance
- Multi-currency
- Ensuring period closure
- Trial/balance sheet
- Audit file
- Accruals and deferrals
- Specialise up to 5 dimensions
- Current account ratio
- Reporting
- Automatically distribute specialisations
- Reservations and obligations
- Chain Liability Act
What does the Projects module in AFAS contain?
AFAS has a complete module for project administration. Do you work on a project basis and/or do you need to record hours? Then this module is for you.
Project administration
All project administration can, of course, be carried out within this module. This includes the following components:
- Sales price and cost price rates (including/excluding VAT)
- Cost calculation (based on hourly wage)
- Project files
- Project activities and progress
- Project results
- Project phases
- Working in teams (external project members)
- Work in progress
Preliminary calculation
It is not necessary, but you can work with a preliminary calculation. This allows you to make clear to the client what you expect in terms of hours and materials, and you can work with items that are kept in stock. This component is further integrated with the sales forecast and HRM. You can also use the preliminary calculation to generate quotations.
Post-calculation
The post-calculation is where you record the actual hours worked, costs and materials used. It also integrates with, for example, employee expense claims and hours such as leave and absenteeism. You can also work with intercompany post-calculation (& invoicing).
Time registration
You can easily register hours (and costs) via InSite or the Pocket App. For example, via Matrix time sheets (which I am a fan of!).
Project invoicing
The AFAS project module also includes comprehensive project invoicing functionality. This allows you to work with various invoicing methods, such as project, instalment, draft, and intercompany invoices.
What does the AFAS Subscriptions module contain?
Because this module does not fall directly under another module, the Subscriptions module from AFAS is also a main module. However, it is the smallest of all modules. But that says nothing about the great value of this component.
More and more organisations are working with a subscription model because it contributes to stable residual revenue.
Subscription registration
Everything you need to set up subscriptions is included in the module. You can add any type of subscription you can think of. It is important to note that you have various different payment options.
Subscription billing
You do not need to exit the module to invoice. There is a separate function for invoicing subscriptions.
Within subscription billing, you can work with foreign currencies, credits, and accruals.
Order management
Order management with AFAS Software means complete control over your logistics processes, from purchasing to sales and everything in between. This leads to more efficient stock management, less administrative burden and more time for important matters such as customer service.
Production
AFAS offers you the ability to manage the entire production process. This allows you to easily work with components such as:
- Article cockpit
- Batch and serial numbers
- Barcodes
- Assembly
- Compounds
- Packaging and packing
Inventory management
You can manage your entire stock via AFAS order management. This includes the following components:
- Warehouse management
- Warehouse transfer and posting
- Inventory
- Fixed settlement price (FSP) per warehouse
- Proposed relocations
Procurement
A comprehensive module is available for procurement. This allows you to record the entire procurement process, including purchase requests, contract agreements, and goods receipt.
AFAS also has an OCI link with suppliers. This allows you to order directly from AFAS. Here you will find the list from all suppliers.
Sales
Purchasing naturally also involves sales. Within AFAS's order management system, you have integration with the financial administration. You can also create your own order portal via OutSite.
During the invoicing process, you have access to the following sections:
- Delivery notes
- Prices and discounts
- Quotations
- 3-way match purchase invoice
- Self-billing
- Preliminary calculation/quote with stock
- Trading functions across multiple financial administrations
- Intercompany order management
Other components within AFAS order management
There are three other components within order management that are worth mentioning separately:
- Integration with online shops
- CBS IHG declaration
- Electronic Data Interchange (EDI)
