Electronic Document Workflow (EOD)

Digitization of document workflow

Electronic Document Workflow (EOD) in a company is crucial to the implementation of the most important business processes. It influences the acceleration and sealing of documentation processing activities, ensures transparency of conducted activities, reduces operating costs, as well as eliminates the risk of human error and ensures the highest level of data security.

Digitization of document circulation is particularly applicable to companies and capital groups with high control requirements. Due to the convenience of access to information, the implementation of EOD will also benefit multi-entity companies and such enterprises whose dispersed geographic structure (many offices in different locations) makes the traditional paper circulation very problematic.

Feature	Traditional model	Modern model (EOD)
Receipt of documents	Invoices are delivered to the client	Invoices go directly to MDDP Outsourcing
Time to post	Usually several to several days	Linearly, next business day
Document retrieval	In binder, then scan via email	Convenient remote access, 24 hours a day
Financial data	Prepared based on data from several ledgers	Available online in a single window
Access to documents	Only during business hours	At a convenient place and time
Possibility of detention	High risk, considering human error	No such risk exists

Document circulation - electronic workflow system

Electronic Document Workflow (EOD), developed by the expert team of Aider Polska (MDDP Outsourcing)enables effective document management in your company. This solution is dedicated to you as part of the comprehensive accounting service.

To meet your expectations, thanks to the mechanisms sewn in, the system enables intuitive, multidimensional document decreeing, division into MPKs, projects, etc. Using convenient functionality, such classification can be done by any substantive employee responsible for accepting documents in the system.

Offered by the Katowice and Warsaw branches of accounting office Aider Polska (MDDP Outsourcing) electronic document workflow will enable you to, among other things:

full digitalization of paper documents,
qualification of documents e.g. in terms of VAT and CIT,
flexible building of document circulation paths in the company,
complete establishment of accounting decrees,
automation of transfer of documents, information or tasks according to the rules of the organization,
current tracking of the status of each document (invoice, transfer entry, payment),
integration with financial and accounting systems,
export of data from the system to the appropriate file format.

EOD system functionalities

We invite you to contact our accounting offices in Katowice andWarsaw fora full offer with the price listElectronic Document Workflow.

- The system is prepared so that, in a convenient way for the user, it is possible to scan entire packages of purchase documents received from contractors in the traditional way and, at the same time, in a fully automatic way for each document, create a single record (scan and metrics) subject to an individual approval path.
  
  the time-consuming process of invoice registration is omitted
  
  it is possible to scan invoices in packages
- The system can be integrated with an email box designed to receive electronic invoices sent from contractors. E-invoices in PDF format will then be automatically loaded into the system.
  
  Importation of invoices (after appropriate setting by the administrator) takes place in the system for electronic document circulation automatically, without user intervention.
  
  automating the import of received invoices into the system - saving time
  
  speeding up the invoice approval process - the possibility of earlier VAT deduction,
  
  digital record of received invoices - no paper records,
  
  elimination of paper invoices - environmental protection.
- Electronic document workflow allows you to comprehensively implement the rules and procedures of the document approval workflow applicable to any company - in electronic form. When invoices complete the circulation, they are sent to accounting staff - posted and transferred to the accounting system.
  
  Building document circulation paths according to the needs of the company,
  
  creation of multiple levels of acceptance,
  
  the ability to define the conditions that determine the passage of documents from one stage to the next.
- The EOD system offers a completely separate payment workflow, which does not affect the process of substantive approval and posting of accounting documents. Regardless of the invoice accounting workflow (resulting in cost accounting), you can set up a payment workflow in parallel in the system, so that one process does not hold up the other.
  
  The option to set the payment workflow in parallel with the document workflow,
  
  the ability to define payment acceptance paths and stages,
  
  constant access to the status of payment at each stage.
- EOD offers a comprehensive approach to the company's purchasing process: creation of a purchase order, its verification and reconciliation of the purchase order with the invoice, along with a parallel and independent payment workflow - all in one system until payment is executed.
  
  creation of electronic purchase orders in the system and their specific approval paths before the supplier invoice flows,
  
  reporting purchasing needs in one place, which provides extensive possibilities for their subsequent analysis and forecasting, and controlling expenses before they arise,
  
  sending accepted orders to suppliers,
  
  automatically checking the compliance of the invoice with the order (upon receipt of the delivery/service) and informing the relevant people of the result,
  
  creation of cyclical or budget orders - once the budget has been approved, all invoices that fall within the budget can be approved (regardless of their quantity),
  
  checking and controlling the percentage or amount of deviation of the invoice value from the value of the issued order,
  
  effective document management - tracking by statuses to be able to check where a document is at any time.
- When creating the electronic document circulation system, we emphasized its compliance with accounting principles and the automation of processes and their maximum simplification. For example, for repetitive transactions of the same nature, so-called transaction classes were created, as well as many schemes for posting recurring invoices, which helps to optimize the organization of work, dividing tasks among employees with different levels of knowledge.
  
  A list of more than 40 basic transaction classes is available,
  
  integration with financial and accounting systems,
  
  ability to import classifiers to facilitate cost analysis.
- The system offers the functionality of the so-called e-archive, which is a separate module for archiving and classifying documentation by category. It can be used completely independently of the other modules of the system, but it works perfectly in conjunction with the invoice processing module.
  
  storage of electronic documents in one place, in convenient formats (including PDF, DOC, XLS),
  
  easy access via a web browser to all documentation, without having to constantly look through binders,
  
  reduced time spent searching for a single document, thanks to the system's advanced filtering and sorting capabilities
  
  combining contracts with invoices, as well as vice versa - the ability to connect a contract from the invoice level in the form of an attachment - which gives a set of necessary information needed during the invoice approval process,
  
  storage of documents without the need to save them on disk, and thus, if necessary, the ability to generate a PDF file, or print a copy of the documentation,
  
  flexible and efficient management of permissions related to access to attached documents.