Document Management
Audit-compliant archiving from directly within SAP Business One
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.
Archive documents
Documents can be imported into the archive in different ways. Paper documents can be added directly with a scanner, electronic files can be saved to a specific Windows directory, and you can access documents via the usual “Open file” command.
Retrieve documents
Documents are saved and archived in their own database. You can link documents to relevant business transactions or creditors/debtors and then retrieve them via a direct link. You can also use the full text search to search for specific terms.
Reproduce documents
Revisions and new versions are made automatically as soon as a change is made to a document. This means that documents can be reproduced from any point in time – from the unchanged original right up to the moment of the last change.
Approval procedures
Archiving revisions for draft 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 document
Add a digital version of a document to the draft SAP document.
Forward document
Send a document to a colleague’s inbox in accordance with the workflow of your business.
Check document
Open the draft document and display the document attached to it.
Release document
Release the document for posting or send it back for corrections. A revision is archived automatically.
Practical
Archive e-mails from within Outlook
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.
Automatic
Audit-compliant archiving of outbound documents
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.
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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.
Always necessary
Procedure documentation
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.
Powerful performance
Overview of key functions
Propose a new function!
Tell us which additional functions you would like. Individual adjustments are something we are always willing to accommodate.
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!
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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.“
Certificate
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!
Register for an online LIVE demo
Find out more about CKS.ADC. See for yourself how documents can be captured, checked and posted in an SAP Business One environment.