We’ve compiled some of our most common inquiries below. If you don’t find your answer here, feel free to contact us anytime.
How can I get Actus for my Agency/Division/Office?
Just put us in touch with in the person in charge of purchase cards in your organization. We will schedule a demo, walk them through the setup process, and provide a price quote. Setup typically takes 30 days start to finish.
Does Actus really automate my whole card program?
Yes! Or at least everything that can be automated. Our users tell us that their most burdensome activity tends to be filling out approval forms, maintaining purchase logs, tracking partial shipments, reconciling transactions, and answering audit record requests. Actus handles each of these processes and more. Approval forms for integrated vendors, marketplaces, and GWACs are automatically populated. For purchases out-of-network, a simple wizard will help you create your request. From there, it’s a breeze! Custom approval workflows, electronic signatures, and financial data capture are all done by Actus.
All transaction activity is captured and entered into your purchase log. No longer will you have to manually keep a log of purchases and manually update with transaction activity.
Transactions are automatically matched to purchases, making reconciliation fast & easy. Your statement packet will be electronically generated and routed to your Approving Official for final approval and archiving. No printing. No file cabinets.
Answering audit requests…well, you no longer have to. Audit records are automatically generated which means that you don’t have to prepare anything!
Can I create a custom approval workflow for my team?
Yes. While your organization will have a standard approval workflow, you can create custom workflows to suit your needs. Use cases can include special projects, restricted goods purchasing, and grant funds expenditures.
I am in an oversight role. How can I see purchasing activity for my whole program?
Actus is built on the idea that transparency is critical to good governance. Oversight roles in Actus have visibility into all areas of activity, including item-level detail, supporting documentation, and spend reports.
I don’t do purchasing myself. How can I use Actus to make requests and get them purchased by my buyer?
Actus is a great way to search across commercial marketplaces and access schedule and GWAC items. Actus will auto-generate your request and approval form which you can send to your buyer with one click. You will be able to see the status of your request all the way through approval, purchase, and fulfillment. No need to email/call/text your buyer to see what’s happening with your request.
I am in charge of Audit for my Agency. How does Actus help me?
Auditors love Actus. Fully electronic purchases, inclusive of all supporting documentation, are available on-demand to auditors. You don’t have to wait for a buyer to put together and deliver bankers’ boxes, and more importantly, you don’t have to go through them!
With every auto-reconciled statement packet (see above), Actus Intelligent Audit generates an automated audit checklist which alerts you to any red flags that require further attention from you. It’s like a magnet for all of your needle-haystack problems!
I am a Budget Officer. Can Actus automate my reporting? Can I track obligation vs. actual spend for everyone in my program?
Yes and yes. Our Budget Officers tell us that the two major burdens they face is 1: getting accurate and granular purchasing data to roll up for settlement of purchase card obligations; and 2: real-time visibility of obligation vs. actual spend. Actus handles both.
Our Budget Officers reports package spend data across your program in the right format for easy entry into your financial management system. You can get rid of the pivot tables and let us do the heavy lifting.
Actus also gives you real-time visibility of obligations at the Program, Object Class, Source of Funds(Fund Type) and CAN (budget account) level.
How does the setup process work?
We have created a brief setup guide here:
