Efsol: Barcoding and management of documents

How to organize accounting of the entering documentation from partners and to have available relevant editions of documents?

Specialists of Efsol Group developed the software product "by Efsol: Barcoding and management of documents" which allows to accelerate significantly process of control, check and maintaining documents in the accounting systems based on 1C. Input or search of the document in the accounting system is performed by scanning of the document by the scanner. The program compares the received document with its electronic copy, and all necessary information is displayed on the screen of your computer.

Advantages of the program "Efsol: Barcoding and management of documents":

• Printing of the barcode does not require the additional hardware.
• Time of input of documents in the accounting systems based on 1C is reduced.
• Inaccuracies and errors are excluded.

Control of return of primary documentation – one of the most difficult aspects of work of the accountant causing an array of problems. Why there are these problems and how it is possible to solve them?

Work with documents today when programs 1C are implemented practically in each company, it became simpler. However a printed form did not lose the value. For this reason by drawing up and delivery of accounting and tax statements it is important to have primary documents in printed form which lack can cause sanctions from tax administrations.

Unfortunately, primary documents in the organizations which are often signing agreements with the third-party companies are quite often lost or simply are absent initially. Examples of that weight, we will list only the most typical situations:

1.  Billing without the agreement. The sales manager, having orally agreed with the client, just forgets to issue the agreement and makes out it a bill which then and is checked by the accountant. From the accountant it is only required to trace cash transactions, and to check whether on site the agreement or not, he is not obliged. In certain cases it does not involve serious effects. However if the client did not pay all money of the company, and it is possible to recover a debt only using judicial proceedings from him, the lack of the agreement can become that stumbling block that will allow court to refuse to the company.

2.  Not return of delivery notes. When the trade organization works with clients through the intermediary (for example, through transport company), the delivery note goes together with goods. Having received goods, the client should return the document signed and sealed by mail or using the courier (since personally it cannot be made). Quite often about this procedure buyers just forget, and they need to remind. The best option in this case – the organization of an efficient control system of document flow allowing to trace not returned or returned delivery notes after closing of the period.

3.  Change of data in invoices or delivery notes. If the client needs to change details, or at all to separate the delivery note on several parts, the accountant should spend much more time. As a result of numerous changes on hands the accountant has several different editions of one document from which only one will be valid. Define manually what delivery note in force and what can be thrown out very difficult, and the risk of errors when the client has one set of documents is high, and at the company – another.

4.  Problems with buyers. If the goods were not provided to the buyer by representatives of the company personally, he can say that to it nothing was delivered and to demand repeated shipment. In response to a request to return unpaid goods the buyer says that he received nothing. To avoid similar situations, the company should store primary documents signed and sealed up to 5 years.

It is possible solve a problem of control of the movement of documents between trade organization and the buyer in several ways.

Let's consider the most widespread of them:

1. Appointment of the special employee responsible for document flow control. The responsible person is designated in the trade organizations working with many clients. Its tasks include tracking of primary documentation and maintaining base. In general, if to exclude the human factor leading to errors and misunderstanding it is rather effective method of control. However, the question price in this case is big: the employee needs to pay salary, to provide him a workplace and a social package, not to mention payment of taxes. And it – from 30000 rubles a month according to the most conservative estimates.

2. Services of a third party. The trade organization signs the agreement with the servicing company according to which the last controls base of primary documents. Unfortunately, in this case the human factor is also not excluded, and there can often be suspicions of negligence. The employee of other organization if knows that for his errors or failure to act to him nothing will be will service how qualitatively the company? Besides, the servicing companies should exercise control of the document flow, and to do it it is necessary most fully and qualitatively, otherwise clients will be difficult to be attracted. There is a risk of charge of penalties from tax administration.

3. Use of the systems of electronic archives. Storage functions and sortings of documentation in electronic form are provided in many modern programs. In archive it is possible and to structure primary documents on different signs, however it is possible to add information on them (for example, about existence of the paper version) only as the comment. Besides, if the document has a new version, the employee can forget to make changes in archive, and the list of papers, available in printing, it is necessary to make and browse manually. The question price – from 30,000 to millions of rubles and also the separate budget on maintenance of a system.

Program "Efsol: Barcoding and management of documents" controls the movement of printing documents using barcoding, saving the accountant from need to carefully verify the documents returned from clients with primary.

Using the program it is possible to find the document in electronic form for a fraction of a second and to be convinced of its existence or absence. Besides, the program allows to make changes, to create reports, to group documents. All this is possible thanks to assignment of the barcode of each edition of the document in printed form.

Among advantages of this program it is possible to note the following:

• Speed and simplicity of document handling.
• Possibility of simultaneous processing of a document package.
• The interface simple and clear to the user that facilitates training of employees.
• Absolute compatibility with products 1C.
• For work with documents it is possible to use the scanner of barcodes, or standard office scanner, or in general to refuse this equipment and to use the keyboard.
• Possibility of change, completion of a configuration of the program according to customer requirements.

Let's focus attention that only competently organized approach to control of the movement of documents can prevent many problems with clients and tax. How exactly to organize a control system, depends only on the organization. Any responsible head selects that method most of which fully satisfies it at the price and quality. If to judge by these two criteria, it becomes clear that only a system "Effective solutions: Barcoding and management of documents" is the most economic and effective solution.