Keep all fiscally relevant documents and e-mails in electronic form and in compliance with VOI standards. Your SAP outbound documents are also archived automatically and are unchangeable. And you can find each document in a matter of seconds using the full text search or the linked SAP documents.
Documents that are needed during the specific workflow of your business before posting can be accessed by employees from their personal inboxes. For example, a scanned invoice can be linked with the SAP document and sent for approval. Without anyone needing to see the original paper document, it can then be viewed and approved for posting or a note can be added to it. In this scenario, a new revision will also be archived automatically.
Archive correspondence with your business partners and customers from within Outlook and link archived e-mails with the SAP master data for the vendor or debtor. Or link it directly with the SAP business transaction. You can therefore see all relevant e-mails and the attachments that are archived alongside them.
Create quotations, delivery notes and invoices as usual in SAP Business One. When you send a document to a printer or e-mail address, it will be archived automatically with the business transaction. New revisions are created with each change e.g. when you alter a quotation or if you add a note to an invoice.
Why does audit-compliant archiving not already exist for outbound documents?
Point 4 of the VOI standards for audit-compliant archiving stipulates that original documents should be reproduceable but not changeable. However, this is not the case with SAP Business One on its own. It is possible, for example, to change the address of your business during the retention period of the document. This is enough to violate the conditions for audit-compliant archiving as any outbound documents that are reproduced will no longer have the original address and they will not match the original document.
Point 9 of the VOI standards stipulates that business must produce procedure documentation – regardless of whether archiving is done electronically or with paper files. The entire procedure must be capable of being verified at any time by a third-party expert. This third party must be able to see how your business archives certain documents, step-by-step. Creating this procedure documentation is child’s play when using CKS.DMS for SAP Business One.
Prices and implementation
Nobody knows your SAP Busienss One better than you and your SAP partner. And because our add-ons should fit perfectly into your infrastructure and have to implement your requirements exactly, we always work with your SAP partner.
Please ask your SAP partner directly for prices!
Extract from GoBD
Certification from financial authorities
„An audit certificate confirming that bookkeeping is in order – and for bookkeeping systems supported by electronic data processing – is granted neither in the context of an external tax audit nor the context of a legally binding ruling.“
Acceptance by your tax authority
As there is no mandatory certification by tax authorities (see the extract from GoBD above), we cannot state whether your tax office will accept the software. However, our archiving solution CKS.DMS for SAP Business One is already in use by hundreds of German companies and no tax office has ever raised any concerns.
What we guarantee: we’ll confirm in writing that our software meets the VOI standards and that you can work in accordance with GoBD (the Generally Accepted Accounting Principles of Germany). On request, we’ll even create a stamp of approval for you!