The DIRECTUM company announced in November, 2013 a business solution exit "DIRECTUM: Intercorporate financial and accounting document flow". The solution is intended for work with primary documents in the organization and support of intercorporate electronic document management.

Most the organizations works with the large volume of primary accounting documents. Invoices, delivery notes, acts of the performed works and other documents require operational processing, storage, search, sending to partners and preparation for different checks.

Whether you thought how the listed processes can be automated and transferred to the better and operational level of execution? For example, how to reduce:

• terms of approval and document transfer to sending to 4 times;
• duration on preparation for tax audits at 7-12 times;
• sweep rate of accounting documents at 7-20 times.

Business solution "by DIRECTUM is developed for ensuring effective work with primary accounting documents in electronic form: Intercorporate financial and accounting document flow". And it completely conforms to requirements of the Order of the Ministry of Finance of the Russian Federation of April 25, 2011 No. 50n "About the statement of an order of exposure and obtaining invoices in electronic form on telecommunication channels using the electronic digital signature".

Business solution is constructed in such a way that approval of primary accounting documents and signing by their electronic signature is performed in EDMS DIRECTUM. Here in the DIRECTUM interface there is acceptance and sending all legally significant documents to partners. The electronic archive, and any document, irrespective of storage life forms, it is possible to find and open easily in EDMS. It allows to do quickly selection of the documents requested by FTS within cameral and counter checks.

"Questions of intercorporate exchange of documents with partners are of particular interest in connection with the legislative initiatives defining an operating procedure with electronic primary documents. Business seldom counts the costs for work with supporting documents therefore the efficiency analysis of translation of primary documents offered by us in an electronic form and uses of intercorporate exchange exceeds expectations of heads and shareholders, – Timur Medzhitov, the head of corporate sales of DIRECTUM company comments. – We set for ourselves the task of optimization of work with the supporting documents sent and accepted through service of intercorporate exchange of documents. Also made so that business users worked in the single interface of corporate EDMS. It allows to reduce the cost of internal processes, to reduce costs of the organization, to increase the speed of carrying out transactions with partners".

Solvable business challenges

Accounts invoices, consignment notes, acts of acceptance of works and other primary accounting documents need to be approved, signed, verified timely with partners, to prepare for tax audits.

Business solution "DIRECTUM: Intercorporate financial and accounting document flow" ensures effective functioning with primary accounting documents in electronic form, in full accordance with the Order of the Ministry of Finance of the Russian Federation of April 25, 2011 No. 50n "About the statement of an order of exposure and obtaining invoices in electronic form on telecommunication channels using the electronic digital signature".

Business solution allows:

• reduce direct costs:
• on approval, signing of primary accounting documents in the organization;
• on exchange of documents with partners;
• on entering of information from the entering primary accounting documents arriving in the formalized type in the accounting system;
• provide continuous access of staff of the organization to archive of primary accounting documents passing through the systems of exchange regardless of availability of Internet communication with the systems of exchange of documents;
• determine access rights of staff of the organization to archive of primary accounting documents taking into account separation by the serviced partners, document types, the period, the agreement etc.;
• provide independent management of storage period of primary accounting documents;
• provide operational preparation for tax and to audits:
• viewing contents of the primary accounting documents accepted through the systems of exchange or created in the accounting system, formation of sets of documents;
• selection and providing the documents in electronic form requested by FTS within cameral and counter checks;
• provide operational carrying out reconciliations with partners;
• create the electronic system ensuring functioning of the General Service Center (GSC) of the organization (the accounting working in the outsourcing mode) with primary accounting documents in electronic form.

Work with business solution

"DIRECTUM: Intercorporate financial and accounting document flow" covers work with primary accounting documents transferred to partners and received from them through the systems of exchange.

Preparation and sending documents

Main stages:

• Formation of documents.

If in the organization the accounting system is used, then responsible for formation of primary accounting documents creates in it the document or a set of documents. Newly created documents are automatically exported to DIRECTUM. And documents of the accounting system contact documents in the DIRECTUM system. If the created document is unformalized, it is created in the DIRECTUM system.

• Approval and signing of documents.

The created documents automatically go to approval and signing by the electronic signature within a standard route.

• Sending documents to partners.

And after documents are approved and signed, the responsible sends them to partners through the systems of exchange. According to the results of consideration of documents by partners the responsible receives the notification on signing or a refusal of signature.

Receiving and consideration of documents

Primary accounting documents which arrived from the partner through the systems of exchange are considered within a task of a standard route "Approval of accounting documents from the systems of exchange". Can be result of consideration and processing of the entering primary accounting documents:

• signing or failure in their signing;
• sending notifications on refining for invoices.

The accountant brings signed documents in the accounting system.

Maintaining electronic archive=

Primary accounting documents can be created in a system by three methods:

• creation of outgoing documents directly in electronic archive;
• import of outgoing documents from the accounting system;
• import of the incoming documents which arrived from partners from the system of exchange.

The documents created in a system form electronic archive of primary accounting documents which can be used further in operating activities.

The electronic archive provides continuous access for the staff of the organization. At the same time setup of access rights, for example, on the serviced partners, document types, the period, the agreement, etc. is made. The storage period of primary accounting documents is regulated according to the policy of storage determined by the legislation and internal regulations of the organization.

Preparation for auditor and tax audits

Access to primary accounting documents allows employees to do quickly selection of the documents requested by FTS within cameral and counter checks.

The created sets of documents go in electronic form through service of sending tax statements to FTS. So, also labor costs are reduced by preparation for checks temporary.

Search of primary accounting documents

All primary documents are identified in electronic archive according to the main details (a document type, date, number, the partner) – it does search convenient and fast.