Edo what are the programs. Automated document management system. Document processing processes
Our society is only on the way to introducing electronic document management systems everywhere at all enterprises.
This is because so far the majority of enterprises cannot do this for a simple reason - the lack of experience in using electronic documentation.
SED Docsvision
Docsvision EDMS as a process automation tool beyond the workflow
ELMA
ELMA EDMS is implemented as part of several ECM+, Projects+, ELMA CRM+ packages, which are selected according to user requirements. There is even a package with KPIs.
The peculiarity of the interface is its adjustment to the user's role with the help of built-in design tools.
It implements accelerated access to reference data and automation of a number of processes, in particular, the processing of documentation from various sources.
As for data search, there is a search procedure by details. The search result can be generated into a report, and templates can be generated from search queries.
For operations with BP, a special subsystem has been allocated that allows you to plan replacement, set up tasks, manage and simulate BP.
The security block supports a number of authorization methods, clearly delineates user rights for the type of access to objects.
Additionally, an EDS is used, and the number of active users can be determined programmatically.
This SED also has its downsides. For example, there is no local mail. There are restrictions on creating and assigning tasks, and registration from office applications is not implemented.
In addition, there are no built-in tools for viewing attachments, only typical requests are executed, and automatic search duplicates are not provided.
What tasks does 1C solve: Document management 8
What tasks does 1C solve: Document management 8: office work; storage and retrieval of information; business processes; document routing; working time accounting.
Today, 100% of documents in the office are created in in electronic format, but still more than 80% of them are printed out (for approval, familiarization, start-up). Can such an approach be effective?
It seems that the introduction of electronic document management is the most reasonable action on the part of decision makers. But the business need for automation is far from instantaneous. And only after receiving a number of signals, the management comes to the conclusion that the enterprise needs a special information system for content management (ECM-system). It is then that there is a need to manage information at all stages of its existence, until it becomes obsolete.
What is an electronic document, EDMS, ECM
There are many definitions. We will try to give you the most understandable and capacious.
Electronic document- a set of information (text, image, sound recording) stored on a computer (Word, Excel files, etc.). It is accompanied by a card with attributes, just as books in a library are accompanied by a file cabinet. By attributes (title, author, date of creation, etc.), a document can be quickly found.
Workflow(workflow) - a sequence of actions of employees within a specific business process. An example of such a sequence is the receipt of a document, its registration, consideration and execution of the document, and a business process is work with citizens' appeals.
Electronic document management(EDI) is a way of organizing work with documents, in which the bulk of documents are used in electronic form and stored centrally.
Do you need an ECM system
To assess whether an EDMS or an ECM system is needed, answer the following questions for yourself:
- can you find it quickly desired document talking on the phone with an important partner?
- it will be possible to say exactly which of the instructions you have issued for this moment unfulfilled and overdue?
- Are you sure that the existing speed of document approval creates a positive image of your organization?
- Are you satisfied with the volume of papers that are on your desk?
- Can you confidently say where the document that was sent for approval is currently located?
Advantages of electronic document management
Transparency of business processes. Thanks to the system, you can track all stages in the activities of the organization. Business processes become absolutely transparent for management, they are easier to control.
Higher performance discipline. According to statistics, 20% of the tasks received are not carried out by the employees responsible for them. With full control of all stages of work, the ECM system directly affects performance discipline employees.
Lower labor costs for managers and employees. The system reduces the time employees spend on almost all routine operations with documents: creation, search, approval, etc. Accelerates document flow. And as a result, all processes in the organization go faster.
Information confidentiality is ensured. A data breach can cost an organization millions of dollars. Unlike the traditional "paper" workflow, the ECM system provides access to documents strictly in accordance with the assigned user rights. All actions on the document (reading, modifying, signing) are logged.
Complies with ISO 9000 standards. Setting quality management has now become one of the priority tasks in Russian companies. Among the requirements for the quality management system (QMS) is a transparent document flow, as well as information exchange between employees.
Easily innovate and train newbies. Thanks to the notification system built on the basis of the ECM system, you can quickly bring new work rules to all employees. The training time for new employees is reduced due to the quick search for the necessary information (regulations, instructions, etc.). It is easy to change routes and document templates, after which employees automatically start working in a new way.
Development corporate culture . The introduction of an ECM system establishes and maintains the internal policy of the company, leads to team building. At the same time, the responsibility of each employee for the qualitative performance of the task given to him is increasing.
More competitive advantages. The ECM system directly affects competitive advantages companies in front of other market players. The speed and quality of customer service are increased due to the rapid movement of information flows and precise control of all processes. The work of even large enterprise becomes more mobile and less dependent on some "irreplaceable" employees.
ECM Technologies
Enterprise content management can be approached both from the side of practice and theory.
Let's start with the last one. Pay attention to the components of the life cycle, indicated in the canonical definition from the AIIM (Association for Information and Image Management) glossary:
- capture (Capture),
- management (Manage),
- storage (Store),
- protection (Preserve),
- delivery of information (Deliver).
It is necessary to manage information throughout its entire life cycle: from creation or receipt to the organization, to delivery end user or destruction after the end of the storage period.
Information permeates all the processes of the organization, it is created and processed in different software and with the help of various applications. But only an ECM system focuses on a unified approach to data management throughout their life.
From a business point of view, life cycle document important steps that have a direct impact on business processes when it participates in workflows (workflow). But from a technical point of view, they do not carry a pronounced semantic load and are designated by the general term "document management".
Functionality and classification of EDMS and ECM systems
According to the research company Gartner, systems that support at least 3 of 6 functions can be classified as ECM:
- document management: check-out/check-in, version control, security, document grouping, etc.;
- teamwork over common documents and support of project teams;
- document scanning and paper document image management;
- records management for long-term archiving, automating retention rules and regulations, ensuring that records comply with laws and regulations;
- workflow for business process support, content routing, assignment of work tasks and states, route tracing and execution control;
- web content management for publishing automation, dynamic content management and user interaction management for these tasks.
You can learn more about this topic in the headings of the "EDMS and ECM functionality" section:
An example of a business process in an ECM system
What not to expect from an ECM system
Currently complex automation enterprises are built by integrating several systems, each of which solves a certain range of tasks. Therefore, it is very important to understand what exactly to implement within each system.
Consider the most common business requirements, the implementation of which in the EDMS and ECM system should be reasonable.
HR records management. Despite the fact that it is directly related to documents, the task of this area is not the document flow itself, but accounting and personnel management.
An employee needs various selections by personnel - by education, gender, specialties, date of admission / dismissal, etc., for this information should be stored in a structured form in a database, and not in the form of separate unstructured documents.
The creation of each document should be reflected in a change in the state of personnel, therefore, to automate personnel records management, it is better to use specialized personnel management systems that can be integrated with an ECM system for storing unstructured information (summaries, photographs, personnel orders etc.). In addition, it is useful to automate the processes of approval of these documents in the ECM system.
Accounting for financial documents.The situation is similar with structured financial documents: invoices, waybills, acts of work performed, etc.
For tax administration and accounting, which are based on primary documents, are specialized accounting systems, as well as specialized modules of the ERP system. The ECM system cannot replace them, although scanning and organizing an electronic archive of scanned images of financial documents are the tasks of the EDMS. The need to implement such solutions usually arises when there are a large number of documents and business process participants who will work with financial documents as with EDMS documents, taking into account access rights, electronic signature, etc.
In addition, it is now possible to exchange financial documents (invoices, contracts, waybills and acts) with counterparties in electronic form. And the storage of such documents in the EDMS will give an additional advantage. .
Analysis and modeling of business processes.
As a rule, systems of the BPM class () are used for the analysis and modeling of processes. These are specialized business analyst tools for an enterprise or external consulting firm. The simulated business processes may contain actions that are not related to documents, performed manually (for example, delivery of documents by courier), external entities (for example, suppliers) or with the support of other classes of systems (ERP, CRM).
Classical EDMS can provide information for the analysis of business processes (for example, in the form of reports on delays in the execution of certain types of tasks). But this is only a small part of the data needed for a full analysis.
It makes sense to integrate EDMS with modeling systems for reference data, for example, types of documents or organizational structure.
Implementation of an ECM system
Implementation effect
Evaluation of the results of an ECM project is no different from an analysis of the effectiveness of an IT project, and the latter - from the evaluation of any company project.
Here, the motive is the maturity of the company's technologies, without which the enterprise simply cannot be considered effective. In other cases, the benefits are almost impossible to calculate, although the need for implementation is beyond doubt. And sometimes the calculation of the effect is more expensive than the technology itself (as, for example, providing employees with unlimited access to the Internet). In all of these cases, the focus is rather on the cost of the project and the potential of the solution, including how easily the implemented system will solve other problems of the company.
EDMS and solutions based on it can not always be attributed to systems, regarding the effect of which everything is clear. Traditional methods of analyzing the effectiveness of the use of assets are not applicable to information, as well as the formula "the ratio of profit to total costs is efficiency." This is due to the fact that information is an intangible asset that participates in production together with tangible and labor resources. The introduction of an ECM system is accompanied by a change in business processes and labor costs. The costs of information systems, including ECM, are in most cases indirect, which can be calculated per unit of output only with the help of some economic planning model. And formalization is often quite difficult.
Stages of implementing an ECM system
The choice and purchase of an ECM system is only the first step towards building an electronic document management system in an organization. Before it starts to work and really starts to bring an effect, there will be an implementation process.
The implementation of an ECM system usually consists of the following steps:
- organization of the project, allocation of personnel (project manager and working group);
- research of the enterprise and design of solutions for the use of the ECM system;
- setting up and adapting the ECM system;
- training;
- trial operation.
In any case, the following rules are mandatory for successful implementation:
- active participation of management in the process of implementation and use of the ECM system;
- allocation and in-depth training of key employees for the implementation and support of software;
- organizing training for all users and providing instructions on how to work with the system.
Problems and risks of implementing an ECM system
In many ways, they coincide with the implementation projects of other information systems and lead to the following negative consequences:
- the deadlines and budget of the project are violated;
- not all goals are achieved (the system works, but not in full: less/worse than planned);
- implementation is completely disrupted (the system does not really work).
Risk specifics due to the fact that most of the employees of the enterprise need to short term transfer to completely new methods of work for them (reading documents in electronic form, receiving resolutions and signatures of management in electronic form, etc.). The most characteristic risks of implementing an ECM system include:
- conservatism of users, rejection of new methods of work;
- low computer literacy of ordinary users and senior management;
- unstructured processes (lack of regulations);
- insufficient/inadequate technical equipment;
- fuzzy project management.
Ways to prevent risks standard:
- detailed and preliminary design of the operation of the ECM system on this enterprise;
- clear directives and personal example of leadership;
- staff training and operational support in solving problems;
- phased implementation.
Reliability and legality of the electronic document
The field of electronic content management and paperless interaction in companies is now actively developing. The legislation is also changing, some rules are fixed in it after they have settled in life, and some, on the contrary, are introduced after the adoption of new norms at the state level.
Determining the authenticity and legal significance of a paper document is a clear procedure for everyone: the document must have the necessary signatures and seals. But how to determine the authenticity of an electronic document?
Created for this electronic signature (ES)- details of an electronic document designed to protect it from forgery. You can identify the owner of the signature, as well as establish the absence of changes in the electronic document after its signing.
In its simplest form, the EP mechanism works as follows:
- a certification authority is allocated (subdivision or external organization), which, using specialized software, generates so-called "key certificates" for each user;
- an ES key is created - this is a unique sequence of characters. It consists of a private key, which is available only to its owner and they can sign the ES document, and a public key - available to everyone, with its help you can determine who and when signed the electronic document.
When using an ECM system, all the "difficulties" that the user may encounter are hidden. The user, as a rule, should simply select the desired function: “Sign the document” (the document signed by the ES will be closed for changes at the same time) or “Get information about signatures”. The legitimacy of electronic documents is recognized.
parting word
We wish you success in mastering new knowledge, and our materials will always help you with this.
It is no secret that the successful conduct of any business primarily depends on how the mechanism for streamlining documentation works. After all, work with paperwork, although it does not bring pleasure, is an important link in the management of a company.
In addition, documentation should be dealt with in a timely manner, otherwise it will begin to accumulate and be lost. In order to avoid possible losses, an electronic document management system was introduced.
In this article we will explain: What is EDMS? What are its types, advantages and disadvantages?
With the development of the Internet, the time of thick folders and dusty archives is a thing of the past. Now the process of working with documents is fully automated. The necessary papers can be found in one click, and archiving is done without human intervention at all. EDMS opens up such opportunities for enterprises.
An electronic document management system (EDMS) is a software through which documents are processed electronically. In other words, thanks to the EDMS, it is possible to transfer documents between employees, issue individual tasks, archive, etc.
Surely many organizations are able to create electronic documents, store and transfer them. However, just electronic format will have no legal effect. In order for an electronic paper to gain weight, it is important that it be signed by both parties. In this case, the documents must be sealed with a special electronic signature.
Therefore, SED can be divided into two types:
- Document flow within the company between employees;
- Document flow between various enterprises and organizations through special communication channels.
To use the EDMS within the organization requires special software. Usually such a program is called an EDI platform. In addition, for the smooth operation of such software, additional hardware is required. For example, servers, network channels, and so on.
An electronic document management operator will be needed if you need to work with papers between two different companies. Such an operator will be a good helper. After all, he knows how to deliver messages, checks the format in which documents are sent, requires and controls the affixing of an electronic signature, stores and archives papers on his own, etc.
Thus, EDMS is the “circulatory system” of the entire business. It saves a lot of time, and, of course, has a positive effect on the work of the organization as a whole. But is there always a benefit to this type of information processing? And is EDMS capable of harming a business? To answer these questions, you need to consider the positive and negative aspects of electronic document management.
Pros and cons of EDI
Like any other process, EDI has both pros and cons. The main parameters are presented in the table below.
 Advantages |
 disadvantages |
|---|---|
|
|
The real cost of electronic document management for small businesses
(*) If the company is small, and the owner of the business (or the individual entrepreneur himself) is going to sign the documents personally, then the costs will be minimal. They consist of the purchase of an electronic digital signature - 1,500 rubles and access to an electronic document management service - from 100 rubles.
For small volumes, our editors recommend the Kontur.Diadoc service. If you select the tariff Universal“, then the costs will be only 9 rubles per document sent. When compared with sending original documents by mail, here sending one registered letter within the region will be at least 50 rubles. The difference is obvious:
The system gives all new users 50 welcome bonus transfers of electronic documents.
As can be seen from the table, despite the positive aspects, the EDMS also has negative points. Basically they boil down to material costs, which, as it turns out, may not be small.
The company will incur significant costs not only for the installation of software, but also for the purchase of necessary equipment, but must also hire an employee, without whose special skills, the electronic document management system simply will not work. Such an employee also needs to pay a salary. And this is another cost item.
But do not forget that the efforts expended will pay off in the future, and firms working with EDMS will only benefit. After all, they will save not only on the time of information processing, but will also significantly reduce the cost of paying for services, for example, an archivist. In addition to everything else, the electronic archive does not require additional premises, the purchase of additional stationery and other points.
What is an electronic document management system?
As a rule, this is an electronic document management system (EDM), in which you can generate, send, receive and sign electronic documents. They are equivalent to paper with a handwritten signature. To conduct electronic document management, you need an electronic signature certificate.
The interface usually consists of 2-3 tabs, including contractors (your partners and clients participating in EDI) and the main tab - Documents. In this tab, the Incoming and Outgoing sections will contain documents sent and received by you.
Types of EDI
Undoubtedly, when introducing electronic document management, organizations place great emphasis on efficiency. It is difficult to say which type of EDI for a particular organization will be most effective. It all depends on the direction of the enterprise and on its business processes.
However, there is a general qualification of EDI in terms of functionality, control technology, constituent components, etc. In this regard, the main types of SED can be distinguished:
- Office system. This type is intended for conducting office work of the enterprise. Moreover, the work is carried out according to all accepted rules with vertical control, i.e. from superior to subordinate;
- Electronic archives. The main purpose of such a system is the organization of work on the storage of documentation. Among other things, the program allows the user to easily find the necessary paper. However, the transfer of documentation in such a system would not be possible;
- Workflow systems. This type of system is widespread among users due to the fact that its main task is the organization and automation of business processes. It is easy to do business with such software, and the workflow is just an excuse for the existence of working moments;
- ECM systems. The software allows the user to introduce novelty into the organization management system. With the help of complex systems, it is possible to manage: documents, signatures, workflows, employee knowledge, and so on. This type EDI will be much more expensive, because it offers the user advanced functionality.
It is worth noting that each type of EDMS becomes larger than the previous one, and gives more opportunities to users. However, in order to appreciate the full benefits of electronic document management, you need to make the right choice.
How to choose the right SED
As already noted, the choice of an EDMS is a complex process that requires special attention. Among other things, the management of the company needs to take into account a huge number of decisive factors, such as the direction of the enterprise, staff, etc.
For example, for commercial organization it will be correct to install EDMS both between employees and between partners. Only in this way the enterprise will be able to obtain the necessary economic benefits.
For public institution it is better to focus on the specifics of his work, and pay more attention to the creation of electronic archives. And it is also required to train employees to work with them.
When choosing one or another EDMS, it is important to consider whether the system meets the stated requirements. These include:
- Completeness of functionality;
- The convenience of use;
- With what speed this system will be introduced into the workflow;
- The presence of settings, and they must be flexible;
- Does the system have the ability to expand the functionality;
- Is it possible to adjust the EDMS to the existing software of the enterprise;
- Ease of adaptation;
- Availability technical support. It is important that such assistance be at a high level;
- Manufacturer's reputation, etc.
Taking into account this fact, the user should adhere to the following actions:
- Explore functionality. Particular attention should be paid to the chapter "Opportunities". It is important that the manufacturer specifically specifies the list of tasks performed by the program. If there is no specifics, then it is worth abandoning such an EDMS system;
- Availability of thematic presentations. It is important that the program contains demo material, thereby explaining to the user how to use the functionality;
- Study screenshots. So the manager will be able to make sure whether the functionality is really simple, and whether it has the stated requirements;
- Be sure to read reviews from real users. Most the best way- is watching videos on YouTube;
- Many manufacturers offer executives free trials. So the user will be able to understand whether the selected product is suitable or not;
- As for the cost of the goods, it is obvious that this item cannot but excite the buyer. It is difficult to determine what the real cost of an EDMS should be, but it is worth exploring what this or that figure adds up to. Therefore, a detailed study of the price list will help the buyer to avoid unexpected costs and expenses.
It's worth remembering what to do right choice only a specialist will help. Therefore, the selection and installation of an EDMS should be carried out only under the close attention of a person who has special skills.
Due to the high cost, not all organizations in our country work with EDMS. At the moment, only large firms do the processing of papers in electronic form. But things are changing, and it is likely that in the near future the need to work with the help of an EDMS will be appreciated, and many firms will be able to afford to conduct electronic business. So, they will become the most effective and successful!
Currently, the exchange of documents between business entities and individuals is gradually moving from paper to electronic. The electronic document management system has a number of advantages over plain paper - it saves time and increases the efficiency of decisions. EDMS can be built both within a company and between different companies via the Internet.
Electronic document management is a system of processes for processing documents in electronic form. Most modern accounting and personnel programs are able to generate electronic documents in a standard format established at the legislative level. But in order for such a document to have legal weight, it must be signed by both parties with an electronic signature.
Electronic document management can be divided into two large types - the exchange of documents within the company or between different companies via communication channels. It is allowed to combine these two systems into one global one.
The use of electronic document management within the company requires the purchase of the necessary software package (EDI platform), as well as equipment for its operation (network equipment, server, etc.).
In order to exchange documents between two companies, an electronic document management operator is needed. It guarantees the delivery of messages, controls the format of sent documents, requires certification of work with data with an electronic signature, and stores an archive of documents.
Attention! One of these services is . Documents received through it are legally significant if they have a mark from the EPC of both parties to the document flow.
Advantages and disadvantages of EDI
Main advantages
Electronic document management has undeniable advantages over paper:
- Organizing paperwork - the system will not allow you to assign the same number to different documents, since this will happen in order and automatically;
- Tracking the position of each document - at any time you can find out exactly who is working with the document. The employee will not be able to spoil or lose it. A document deleted accidentally or on purpose can still be restored;
- Acceleration of document processing - if the company's departments are scattered across several buildings, then a paper document must be personally carried there for approval. With EDI, the necessary document reaches the employee in a fraction of a second;
- Convenient work with versions - when editing, the system saves each version. If necessary, you can track who and when made changes to the document;
- Round-the-clock remote access - if necessary, access to the EDI system can be arranged via the Internet from any computer in the world. An employee can work with documents while on a business trip, on vacation or on sick leave;
- Work scheduling - by specifying the creation date and due date, you can plan the execution of incoming documents according to the queue;
- Search for documents - you can search in the general database of documents by keywords and expressions;
- Paper saving - there is no need to print all the documents in the required quantity.
Main disadvantages
Despite the obvious advantages, EDI systems also have disadvantages that can stop a company from implementing it.
These include:
- Need to spend cash for the purchase of the system, which, depending on the number of users, can be up to 100 thousand rubles;
- After the purchase, it takes a long time to install, implement and debug;
- It is necessary to conduct training for all users who will be involved in it;
- Ensuring the security of the system - access control between users, issuing the necessary electronic signatures, protection against intrusion from the outside;
- The staff of the company must have an administrator who will monitor the functioning of the system, perform service actions, and resolve user issues;
- In order to preserve information, it is necessary to back up the database with documents;
- If partner firms do not have an EDI, both an electronic and a paper system must be ensured.
Functionality of electronic document management
Any workflow system should provide a set of actions:
- Work with any kind of documents - create them, draw up, process, register, control their implementation, coordinate, etc.;
- Organize workflow flows - define routes within the company, restrict access between individual users, provide the ability to work with one document to several people at once;
- Organize an archive of documents with the possibility of their search, storage.
Attention! Electronic document management should provide the same ability to work with documents as traditional paper.
Large advanced systems provide opportunities for:
- Registration of all passing documents - incoming, outgoing, internal, with their further redirection to the head;
- Ensure a uniform procedure for working with documents in each division of the company;
- Work with the document both individually and collectively;
- Exchange documents between departments and specific employees;
- Limit access to documents;
- Use standard forms for all documents;
- Control that approval, execution and other work with the document will be completed on time;
- Generate reporting - analytical, statistical, etc.;
- Organize archival storage with fixing the date and time of access to them by users.
Is it possible to combine paper document management with electronic?
After the transition to electronic document management in an organization, at first it will still not be possible to completely abandon paper documents.
This can happen for several reasons:
- Not all contractors use EDI;
- The company already has a lot of paper documents in the archive.
However, there are fundamental differences in working with electronic and paper documents. For example, a paper document needs to be printed and brought to the head for signature, while an electronic one is signed in the system itself. Paper accounting documents, sent to the counterparty, may be lost in the mail during shipment, while electronic ones reach the addressee.
The main difference between working with two types of documents is their storage. Electronic documents immediately enter the system, where all users can work with them. For paper documents, an archive should still be organized where they will be stored in an orderly manner. At the same time, after entering the company, the paper document must be scanned, and this scanned copy must be uploaded to the system for further work.
Attention! Thus, work within the company should still be carried out only in electronic form. If a paper document arrives, then only those who receive it or sign it see it. At the same time, working with electronic copy allows you to protect the original from almost or loss, and allows you to work with it at once for several users at the same time.
What are the ED programs?
There are many document management systems on the market, each with its own advantages and disadvantages. The most common systems:
| System | Peculiarities | Price |
| A business | One of the largest EDI programs. Great functionality, simplicity and ease of use. | From 11 to 13.5 thousand rubles. for one job |
| Logics | Can be used in companies of any size, easy to learn, flexible customization | From 4900 to 5900 per seat. |
| Euphrates | Considered the most advanced of the systems, the delivery includes own system database, light and nice design | From 5,000 rubles per workplace when deployed on an organization's server, from 10,000 rubles. when placed on the developer's equipment. |
| 1C:Archive | Full integration with any 1C products, the ability to store any files - text, graphics, video and audio. | From 12 to 57 thousand rubles. for the entire program. |
| DIRECTUM | The optimal system for small and medium-sized enterprises, you can combine electronic documents with paper ones. | From 7 thousand rubles. up to 2 million rubles for a license |
| OPTIMA-WorkFlow | A new system that is just starting to develop actively. There are several features unique to this system. | From 55 to 75 thousand rubles. for a license. |
Interaction of an electronic document with other programs
Taking its place in the electronic environment of the organization, the EDI system should freely support other business applications that are already operating in it during operation. For example, it is necessary to freely process accounting documents - invoices, acts, invoices, powers of attorney, etc.
In addition, the electronic document management system must work with everyone in a consistent manner, and operate with the same data. Therefore, it is necessary that the system be able to support directories used in the electronic environment and be able to update the data in them.
In addition, it is necessary to take into account the work with external data - e-mail, trading platforms etc.
When choosing an EDI, it is necessary to pay attention to the possibility of its interaction with other means and data sources available in the enterprise. Usually, popular, and therefore actively developing systems, incorporate many modules for the most popular programs - 1C, Parus, Oracle and many others.
For example, the electronic document management of the 1C program can allow you to generate, receive and send electronic accounting documents directly from it, while confirming them with a qualified signature.
Electronic Document Management (EDM)- aggregate automated processes on working with documents submitted in electronic form without the use of paper carriers.
Electronic documents according to approved forms are components of all accounting programs, but in order for an electronic document to be legally recognized, it must be signed with an electronic signature.
Types of electronic documents
An electronic document signed with an electronic signature can be used if the legislation of the Russian Federation does not contain a direct prohibition on its use.
Thus, contracts, various invoices, applications, reports, statements, as well as waybills, acts and invoices can be electronic documents.
Also, electronic documents are divided into non-formalized documents and formalized documents.
Non-formalized documents - letters, contracts, powers of attorney, technical documentation and other correspondence - are free from strict regulation by the state.
For formalized documents, separate legislative acts stipulate strict requirements for the format and transmission rules.
Formalized document - a document created according to the format of the Federal Tax Service.
Formalized documents directly affect the correctness of tax calculations, so compliance with all transfer procedures is important for them.
Formalized documents are, for example, electronic invoices.
For some primary documents, the Federal Tax Service of Russia has developed a recommended format for a consignment note in the form of TORG-12 and an Act of acceptance and delivery (work) of services.
Despite the fact that for such documents it is indicated the recommended nature of the format, it is in this format that companies should send these documents electronically upon request. tax office if it is necessary to confirm income tax expenses.
Options for electronic document management
There are two options for organizing an electronic document management system. The first is to conclude an agreement on electronic document management with counterparties and exchange documents signed with an electronic signature through email. In this case, you can use a simple electronic signature.
The second option is to organize electronic document management through a special operator.
With this method, the company joins the rules for the exchange of electronic documents and can exchange with counterparties both formalized documents (for which the Federal Tax Service of Russia officially approved the format) and non-formalized ones (contracts, agreements, reconciliation acts, etc.).
The main functions of the electronic document management system
The main functions of the electronic document management system are:
registration of documents;
control over the execution of documents;
creation of directories and work with them;
control of the movement of paper and electronic documents, maintaining the history of work with documents;
creation and editing of details of documents;
formation of reports on the document flow of the enterprise;
import documents from the file system and the Internet;
creating a document directly from the system based on a template (direct integration);
work with document versions, complex multi-component and multi-format documents, attachments;
electronic distribution of documents;
work with documents in folders;
receiving documents through scanning and recognition.
reducing the cost of access to information and processing of documents.
Advantages of electronic document management
The main advantages of electronic document management include the following:
centralized, structured and systematized storage of documents in an electronic archive;
reducing the cost of printing, postage and storage of paper invoices;
a uniform approach to the procedures for the formation and processing of a document (registration, approval, etc.);
reduction of time for delivery, registration and approval of documents;
speed of signing documents;
the ability to perform any operations with documents online around the clock: search, download, print, verify, reject, as well as track their movement;
quick search documents.
Confidentiality of the exchange is ensured by encryption of documents.
Electronic digital signature(EDS) ensures the identification of the signatory and the integrity of the transmitted documents.
Delivery of electronic documents is guaranteed by the document management operator.
Implementation of an electronic document management system
To operate an electronic document management system, you must:
develop and approve the procedure for electronic document management;
assign responsibility for its maintenance;
organize Electronic archive received and sent documents;
prescribe in the accounting policy the rules for creating, receiving and storing electronic documents, appoint those responsible for the formation and signing of electronic documents.
Each employee who is authorized to sign electronic documents must have an electronic signature.
Having created an electronic document management system, an organization may not print documents, but store them in an electronic archive.
If necessary, the documents stored in the archive can be printed out for inspectors, while presenting a document signed electronic signatures parties, having duly assured them in advance.
EDI (electronic document management): details for an accountant
- Entering the era of EDI
Service "1C-EDO". Advantages of "1C-EDO" Service "1C-EDO" is the most profitable ... make single shipments through EDO, the service "1C-EDO" is available without payment. ... identifier of the EDI participant”. Creating an EDI settings profile EDI settings profile After creating... proceed to "EDI settings". EDI settings In the window that opens, you need to... exchange EDI documents List of EDI settings The "EDI Settings" displays sent... controlling bodies. EDI Archive Using an EDI system, organizations reduce costs...
- When changing the e-mail address and EDI operator, you need to notify the tax authorities
And there are several contracts with EDI operators, so to communicate with them ... . If a company decides to change an EDI operator, as a rule, the electronic document also changes... -6/ [email protected] You must also notify the tax authorities about the change of the EDI operator. In addition ...
- 8 arguments “for” connecting to electronic document management when working with a leasing company
Which is issued by any accredited EDF operator. – There are many operators on the market. ... as originals. The EDI process itself is regulated by laws Russian Federation and... and support of the electronic document management system (EDM) with lessees and is... which is issued by any accredited EDF operator. - There are many operators on the market ... a simple procedure. Usually, the EDI operator provides access to Personal Area... In 2018, specialists of EDI operators predict an increase in the flow of legally significant...
- How to prepare for mandatory product labeling
Connect to the electronic document management system (EDM). Get GTIN code - for... goods. Connect to the EDI system. Register in the "Honest ... marking" system is an electronic document management (EDF) that accompanies the goods with confirmed ... "Purchases" - "Current EDF affairs". Workplace EDI allows you to control the work with ... transfer document). As part of the EDI, the base nomenclature must be compared ... You can compare the nomenclature in the EDF form by clicking the button of the same name or ...
- Responsibility for late submission of a tax return
Conclude an agreement with the operator of electronic document management (EDF) on the provision of services for ... providing EDF with the tax authority; or grant... authority for EDI with IFTS to an authorized representative (intermediary...) who has an agreement with an EDI operator and a qualified verification key certificate...
- Features of choosing an electronic reporting system
EDI reporting systems are offered by several developers. Each software... ? EDI reporting systems are offered by several developers. Each software... service is offered by more than a hundred EDI operators. Each of them has the status of ... solutions oriented to different EDI tasks. As for choosing an operator for ...
It might be useful to read:
- Radiation: impact on humans and its consequences;
- Arts and Crafts Download Presentation on Arts and Crafts;
- Presentation on the topic "Addition and subtraction of polynomials" Addition and subtraction of polynomials presentation;
- Radiation: impact on humans and its consequences;
- Open lesson "capacitors" Energy of a charged capacitor application of capacitors presentation;
- Presentation on the topic "Nikolai Nosov "Live Hat"";
- Presentation "globe" presentation for a lesson on the world around on the topic;
- Presentation on the topic: "A walk in kindergarten;