Electronic Document Workflow Platform for KBA Customers

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1 Electronic Document Workflow Platform for KBA Customers

2 Contents...1 I. Introduction...2 II. What is the point? How does it work?...3 A. Document Workflow System...3 B. Document Circulation Rules...4 C. Administration of Documents and Data:...5 D. Scanning Application Description of Documents in the Wizard: Detailed Parameters Used when Describing Documents: Additional Functions in the Scanning Application:...6 E. Central Application DocumentBox Permissions Module Administrative Panel...8 III. What is the purpose?...9 1

3 I. Introduction The world moves forward and we have to stay ahead of the game. The progressing digitalisation increases the speed of information flow. After several months of exploring commercially available solutions we have selected a platform developed according to our requirements and the most suitable for the profile of our customers. The solution has been selected based on the following criteria: Remote 24/7 access to documents via a browser Replacing hand-written document descriptions with electronic ones Possibility of tracking document status Original documents remain with customers Flexibility in adjustment of customers' organisational structure Security of customers' resources data not collected on servers beyond our control Easy operation No installation on devices necessary access via a browser upon logging in THERE ARE NO ADDITIONAL COSTS of switching to the DocumentBox platform. Current customers of KBA who decide to introduce the service will not be charged with any fees for its operation. A detailed description of the new solution and our approach to the implementation are presented on the following pages. If you have any questions or doubts, feel free to contact us. 2

4 II. What is the point? How does it work? Good cooperation with outsourcing is based on efficient communication. This means fast transfer and browsing of documents, data and other information, as well as up-to-date and reliable information on the status of cases. Business life is becoming increasingly intense and mobile; access to data, documents and information should be provided 24/7 from any location. For that purpose the only reasonable solution is the digitalisation of document workflow. A. Document Workflow System DocumentBox, a document workflow system, is a tool combining the resources of auditors and tax advisors as well as tax departments with resources of customers. The suggested solution encompasses a number of benefits: Significant improvement in document workflow the customer has access to a virtual folder for the upload and download of important files time saved as the value for the customer. Continuous awareness of the company's situation gives the customer a sense of security. Access to data from anywhere in the world. Remote signing of documents. Editing descriptions of documents. Revision history. Reduced regular correspondence decreased costs and time. Online communication with a Customer Service Consultant ensures high quality services. Editable permissions minimise formalities, and guarantee high security. Value Added DocumentBox is available in Polish, English and German (on request, language adjusted per customer's requirements). DocumentBox is a significant improvement for customers as it reduces the circulation of documents in their traditional form both within the company and in contact with accounting. 3

5 B. Document Circulation Rules Document circulation in the system is based on the following rules. Each user of the application has a personal account with a preset range of permissions, Users (customers) and administrators (on the part of the customer or outsourcing) can (depending on their permissions) add, edit and browse documents (depending on their types), All documents are catalogued in appropriate folders to maintain order in the repository. To improve the process documents are added via wizards where a document is categorised by means of responses to a set of questions. Assignment of a unique ID is automatic and permanent. Document workflow is divided into three stages of operation performed in various applications: Stage I scanning application (document scanning) Stage II DocumentBox application on the central server along with additional modules (document approval) Stage III accounting application (document accounting) 4

6 C. Administration of Documents and Data: Administration of documents and data: The customer logs in and sends scanned documents via a scanning application to the central server of KBA DocumentBox, and then approves the documents and sends them to accounting, The people responsible for a project in KBA receive a notification of new documents, The Project Manager in KBA classifies documents according to a month and sends them to accounting or dismisses documents and sends them back to the customer, Documents are entered into the accounting application, The entered documents are recorded in the DocumentBox application and marked as posted. D. Scanning Application Scanning application is found at the beginning of the document circulation chain and is operated by the customer. Documents scanned in the application are sent encrypted to the central server, to the repository of the DocumentBox application. The application allows: Scanning and describing documents (via a wizard) Scanning documents without describing them (a document requiring later categorisation) Sending documents as PDFs In the Document Upload Wizard in the scanning application users adding a document to the application will be required to complete data for the categorisation of documents. If the user indicates a wish to add a purchase invoice, the system will suggest completing fields required for the proper description of such a document. This way the user will point to the location of the document which will then be properly saved automatically. The rule is similar for other documents. The wizard maintains order in the repository of files in the Central Application of DocumentBox that the files will be sent to. The Document Upload Wizard is editable from the administrative panel by the administrators of DocumentBox. This means that they will have a tool to describe all types of documents with full details required by the customer. It will be possible to edit wizards created previously. 5

7 1. Description of Documents in the Wizard: Description of documents scanned by the application required fields: o identification number of the document (assignment of identification numbers to link a scanned document with the original document, defining the number of pages of the scanned document) o date of scanning the document. 2. Detailed Parameters Used when Describing Documents: date the document is received by the company (date of scanning and manual date entering), type of document (including a purchase invoice, receipt, business trip, permanent document) a closed catalogue defined in the administrative panel of DocumentBox, description on document (cost classification) a catalogue to be selected (downloaded from DocumentBox and additional user's description), person performing approval (login), contractor information, name optional, form of payment (transfer, card, cash), other depending on customer's specifications. 3. Additional Functions in the Scanning Application: printing reports on scanned documents, printing stickers for source documents with system numbers assigned automatically by DocumentBox. E. Central Application DocumentBox The repository module (Central Application KBA Server DocumentBox) is the crucial element of the application. It stores all files and information on the structure of folders, modifications in individual files and their previous versions. The repository module is available in a browser window; it resembles the file explorer from Windows systems. 6

8 Depending on the permissions in the repository the user can: Browse documents, Download documents, Add notes to a document, Update descriptions of documents, Browse the history of revisions (author, date). Check status of documents (accepted, posted etc.) Browse accounting assignments (which accounts the document was posted to) 1. Permissions Module The Permissions Module is one of the most important elements of the application. It differentiates permissions between customers and users within a customer, and assigns permissions for external audits. 7

9 From the permissions module the administrator can allow access to functions of the application, including selected catalogues of the repository on three levels: Browsing of documents, Editing of documents, Upload of documents, The greatest benefit of the permissions module is the security of data stored in the repository; it can be accessed only by users with an account in the application given appropriate access by the administrator. 2. Administrative Panel The Administrative Panel is an integral part of DocumentBox. This is where additional modules and basic elements of the application are configured. The administrative panel can be accessed only by selected users of the customer and outsourcing. Limitations for individual groups may apply to: Access to individual modules, Access to individual customers, Access to categories of documents. 8

10 III. What is the purpose? DocumentBox, a system for the electronic circulation and transfer of documents, allows for: 1. Savings on fees for sending documents. 2. Constant access to original versions of documents stored in the main office of a company. 3. Quicker and more regular cooperation within an organisation and with outsourcing. 4. Constant 24/7 access to an electronic repository of transferred documents allowing for: a. Directing and sending documents for approval by predefined or individually assigned people. b. Tracking documents and clogs in their approval and transfer. c. Electronic approval of documents. d. Electronic transfer of documents to the accounting department. e. Remote preview of document status. f. Unrestricted sorting of documents. The combination of these benefits increases transparency and speed of information and document circulation in your company as well as in cooperation with outsourcing. 9

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