Alee Software: Electronic archive of financial documentation

Whether the listed below problems are familiar to you?

1. B your company daily arrives a big flow of finance documents which you do not manage to arrange.
2. you Have huge archive of the paper finance documents which collected in 5 years of a company performance. Existence of such big archive creates difficulties with search of necessary documents. Hours or even days are spent for this work. Besides, the paper archive is not in the building of your office, and is located outside the city stored in other company or in general in other city that creates inevitable difficulties.
3. you are not sure that all originals of finance documents at you on hands. In other words, you are not sure of completeness of documents. How timely to keep track of shortage of documents and to take measures for their completion before the next tax audit?
4. In connection with specifics of a company performance you constantly deal with end-to-end auditor and tax audits. How to make a selection of required documents in the shortest possible time and without the permanent appeal to paper archive?
5. you carried out huge work on selection and arrangement of the documents provided in the tax inspection, check took place, but the selection did not remain.
6. you cannot lift all document package which were transferred. Or you should store the copy of all document package that increases the volume of your paper archive.
7. After 4 years the archive of paper finance documents can be destroyed. How to lift data on such documents in case of need? How to store such data and how quickly to unroll them on viewing and processing, without breaking work of the operating archive and without overloading it?
8. How to create the different packets containing the same documents, but at the same time not to duplicate them in a system? For example, at sale the goods undergo the procedure of customs clearance. The complete document package should contain the customs declaration, but all customs declarations in your archive can be grouped separately, but not as a part of a document package, for example, for convenience and fast work with them of a certain division of the company. It turns out that it is necessary to duplicate consignment notes in two places of archive? How to avoid it?
9. you – the company selling goods with huge turnover. The bills which are made out the client change the players eventually that does not allow you to keep track of dynamics of changes.
10. your company has a set of the branches and representations scattered through the whole country. How to aggregate all financial documentation to see the broad picture of affairs how to control and have the finger on the pulse in all points of the distributed company?
11. How to organize the centralized archive with access to it to all responsible persons what cannot be made in a case with paper archive?
12. Work with finance documents is started on one person that is a narrow throat, especially during a disease or a holiday. How quickly to find documents in its absence and how quickly to submit the cases to other employee?

If such problems, then proposed solution are familiar to you – the archive of finance documents based on STOR-M 3 will allow you:

1. to transfer financial documentation to an electronic form and to work effectively with it;
2. to structure and describe this documentation;
3. to see the complete information on all divisions and branches;
4. to provide access to documentation to all interested persons;
5. to make different search and selections, specific to this type of activity;
6. to prepare documentation for different inspection bodies.

For the organization of effective work with finance documents an archive system should contain complete data according to documents in electronic form in 5 last financial years: structure of documents by years or on document types (or to departments), fields of descriptions of these documents and their complete texts (scanned copies of originals of documents in the PDF or tif format). Filling of an archive system can happen by different methods:

1. documents of the third-party companies are brought in an archive system by scanning in a receipt measure;
2. own documents – by automatic creation of record in an archive system from the having accounting or financial system and the subsequent attachment of copies of originals of documents in an electronic format;
3. archive documents – by line scanning and input of copies of archive documents in a system;
4. filling can be made in all divisions of the company, including remote.

Structuring and the description of information is made in process of introduction of data by one of the listed above methods. Structuring and the description of information is meant as formation of the directory of finance documents and formation of fields of descriptions for a document group or one document necessary for further work with them. The structure of archive and structure of fields of descriptions of documents are individual for each company and reflect specifics of a company performance with documents.

As soon as documents come to an archive system, you can organize access to them for the relevant staff of the company and also, in case of need, remote workers of divisions or branches.

The is more complete financial documentation in an archive system is submitted, the great opportunities are given by a system on work with this documentation, namely – formation of search and selections of documents for different current and end-to-end checks.

If documentation is submitted only for the current financial year, then a system will allow quickly, to select and prepare within several minutes documents for the current checks. If an archive system comprises documents in all 5 last financial years, then you can prepare documents on end-to-end checks. Search and selections can be carried out by different criteria. The is more complete and financial documentation at a structuring stage is more deeply described, the more difficult and selections can be more complete. The possibility of carrying out such selections accelerates process of document retrieval on PORYADKI! in comparison with search in paper archive.

The found documents can be placed in an archive system in the separate structure called Checks are modified if in it there is a need, and all copies of the found documents with end-to-end pagination are printed. Thus, you receive the effective tool for work with financial documentation accelerating this work and saving your means due to reduction:

1. storage expenses and copying of paper documents,
2. the number of people on processing of paper originals,
3. time for preparation of documents and conducting current and end-to-end checks.

Main advantages of electronic archive

For end users

1. Quick search of necessary information
2. Access to all finance documents for the entire periods from a workplace through web
3. Creation of selections of documents and creation of copies for providing them in official bodies
4. Timely monitoring of completeness of documents
5. Interaction with other users and groups in real time
6. Simplification of storage, document retrieval and access to them
7. Simple work with a system and its fast mastering at the expense of simple and usual interfaces

For the organization

1. Fast reaction in response to information requests by official bodies
2. maintaining archives of financial documentation Becomes simpler
3. costs for processing of paper documents Decrease
4. labor productivity Increases and the quality of work improves
5. Consolidation of documents: the ordered centralized storage of all documentation, including documents of branches and representations
6. Storage of all documentation in the protected repository and a possibility of fast reservation of information.

For administrators

1. Fast deployment of software and its updates
2. Simplicity of administration of a system which allows to release IT resources and to provide administration functions to heads of departments or divisions
3. Reduction of load of IT personnel in connection with work of the browser system interface
4. Simplicity of monitoring of system operation directly from the browser