CCH Scan Management. ...clear thinking. Information. Fee Protection. Software. Magazines. Professional Development

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1 CCH Scan Management Information Fee Protection Software Magazines Professional Development...clear thinking

2 CCH Scan Management enables accountants and tax professionals to sort, scan, bookmark and review source documents in the course of preparing their clients SA100 tax returns. By converting source documents to secure PDF files at the earliest possible opportunity, CCH Scan Management makes the process of preparing tax returns faster, easier and entirely paperless. The unique automatic bookmarking feature in CCH Scan Management makes it possible to eliminate or de-skill much of the work previously involved in tax return preparation.

3 Four simple steps 1. Sort Challenge - When your clients bring you their source documents, they leave behind more than just a carrier bag full of papers. They leave behind a problem for your professional staff who have to collate, sort and organise the information before they can even begin working on it. Solution - With CCH Scan Management, this task can be safely delegated to administrative staff. They simply identify multi-page documents (for example, a year s worth of bank statements) and put these together, in any order they want, heading each set with a target sheet. These are produced from CCH Scan Management but they re entirely generic and reusable and can be printed in advance. Single page documents (for example, a P60 or a dividend voucher) are placed above these again, in any order and the stack is topped off with a cover sheet which identifies the client. 4. Review Challenge - It s easy to annotate paper documents as you review them, ticking figures as they re transferred to the tax return, adding notes to yourself and others. PDF files are undoubtedly more secure and convenient, but can they ever entirely replace the paper originals? Solution - CCH Scan Management includes our PDFlyer plug-in for Adobe Acrobat which has been developed specially for accounting practices. You can add notes, tick marks and other annotations directly to the PDF file to create a secure, paperless audit trail. The inbuilt accountant s calculator allows you to perform quick calculations and write the total back to the PDF, and connectors enable you to create hyperlinks between pages. Of course PDFlyer can be used to review and annotate any PDF document, for example a set of accounts. 2. Scan Challenge - Scanners turn documents into images. Traditional Optical Character Recognition software can turn these scanned images into searchable documents. While this can significantly reduce paper within the practice, it fails to meet the particular needs of professional accountants. Solution - Having assembled a stack of source documents, administrative staff scan the entire pile together to create a single TIF format file using any suitable scanner and scanning software. CCH Scan Management can either be run on selected TIF files or it can be configured to automatically process new files as they re created. The software, which converts the TIF into a PDF file, has been optimised for better management of greyscale images and clearer, sharper lines essential for accurate form recognition. 3. Bookmark Challenge - Most scanning software will produce a PDF file. Some will even allow you to re-order the pages within a PDF, but this requires professional staff to manually check, categorise and re-sort the information. Solution - CCH Scan Management includes a comprehensive data dictionary that allows it to recognise source documents; it can spot a dividend voucher, a P11D, a pension statement and a host of other tax-related information. No matter what order the original documents were scanned, CCH Scan Management will automatically group like items together when it generates the PDF, adding bookmarks to identify individual documents and document types (Income, Expenses, Deductions & Reliefs etc). It does this without any intervention from professional staff.

4 Tax return preparation becomes a paperless process with CCH Scan Management Receive paper files from client 1. Sort 2. Scan Sort documents into single page and multi-page groups (inserting target sheet between each multi-page document) Use existing scanner and scanning software to create a scan file (TIF format) COVER Generate cover sheet for each client admin staff tax specialists CCH Scan Management TIF Convert TIF files to PDF, automatically or on demand Add review notes and accounting-specific marks with PDFlyer Bookmark and re-order pages based on the type of tax information detected in the scan 4. Review Review, annotate and approve the PDF file, transferring the information to personal tax software 3. Bookmark CCH Scan Management analyses source documents and produces a separate bookmarked PDF file for each client in a consistent format for review Produce tax return

5 Paperless workflow Many accounting practices already scan documents for archival purposes, but CCH Scan Management enables you to make scanning part of a wider process to improve workflow within the practice. Clearing the desk Although scanning, on its own, will reduce the amount of paper within the practice, it can be difficult to work from a collection of individual, scanned documents. The key feature of CCH Scan Management is its unique ability to recognise source documents and create a single, bookmarked PDF in which pages are uniformly labelled and ordered. This makes it easy for staff to work through the PDF and transfer the figures into tax preparation software, especially when running in dual screen mode. Used like this, scanned documents can completely replace the paper originals, making tax return preparation an entirely paperless process. Integrated document management Scanned softcopies can only replace their hardcopy originals if you re confident they can be filed, found and retrieved quickly and easily. The obvious solution is to store the softcopies within a document management system. CCH Document Management is the natural compliment to CCH Scan Management. It brings together the three main sources of information within a practice scanned paper originals, existing files on the network and s so that you can work with all the information you have, no matter where it comes from. With the unique CCH Client Portal you can even share documents securely with your clients. Source documents are identified and automatically bookmarked within the PDF that CCH Scan Management creates Because the bookmarks within the PDF file are always in the same order, it s much easier to review the information and transfer it to your tax preparation software, especially when used in dual screen mode. PDFlyer* provides a set of accounting-specific review and annotation tools *PDFlyer requires a copy of Adobe Acrobat Standard or Adobe Acrobat Professional.

6 About CCH CCH enjoys a unique position within the tax and accounting communities, having provided them with first class business solutions for more than 100 years. In April 2008 Wolters Kluwer added MYOB UK Accountants Division to the CCH family. CCH now services more than 3,000 professional firms of all sizes, from sole practitioners to most of the UK s top 100 accounting practices. A wide variety of products and services are available from software, professional development programmes and fee protection services to training and consultancy, reference books, CDs and online information. Whether you re looking to build client relationships, improve your firm s profitability, develop new revenue streams or reinvigorate your business processes, CCH has solutions that can help. The CCH ProSystem Suite Central The core products in the CCH ProSystem Suite work within CCH Central. CCH Central provides a single point of entry for data, and enables cross-product reporting and data mining. Personalised home pages allow individuals to bring together all the information they need on a single screen. Practice Management CCH Practice Management helps partners and practice managers organise staff resources and maximise chargeable time. The software supports multiple offices and remote access and data entry for staff working offsite. Document Management CCH Document Management stores and manages the full range of documents used by an accounting practice, giving 24/7 remote access to client files. Sophisticated search options and integration with Microsoft Outlook make it easy to find and use any item of client correspondence. Audit Automation CCH Audit Automation automates the process of conducting an audit, minimising risk, enforcing standards and reducing costs. Paperless working allows tasks to be divided easily between staff. Accounts Production CCH Accounts Production turns raw accounting data into finished statutory accounts quickly and cost effectively. Regularly updated accounts formats are available for a wide range of entities, including charities, partnerships, pension funds, farms and group accounts. Tax CCH provides a comprehensive suite of applications to handle tax administration and planning for a wide range of taxpayers, including individuals, companies and other entities. CCH Personal Tax CCH Partnership Tax CCH PKF P11D CCH Trust Tax CCH CGT & Dividend Scheduling CCH Corporation Tax Trust Accounts CCH Trust Accounts supports the specialist accounting requirements of trusts, estates, charities, pension funds and similar entities. It also supports the investment management needs of high net worth individuals and links to CCH Tax. Insolvency CCH Insolvency handles personal and corporate cases, both trading and non-trading, and is particularly suited to deployment in multi-office environments. Want to know more? For more information about CCH Scan Management or any of the other CCH products and services: Call us on Send an to cchsoftware@wolterskluwer.co.uk Visit CCHS0609