Electronic document workflow in a company has a significant meaning for the implementation of the most important business processes. It speeds up and seals the activities connected with documentation processing, provides transparency of conducted actions, lowers the operating costs, as well as allows eliminating the risk of human errors, and ensures the highest level of data safety.
In particular, the digitization of document workflow is applied in companies and capital groups that feature high inspection requirements. Due to the convenient access to information, implementation of EDW may also be advantageous for multi-entity companies and enterprises which, due to being geographically dispersed (having many offices in various locations), experience problems with the standard, traditional document workflow.
The Flexi Workflow system, developed by the MDDP Outsourcing team of experts, allows efficient document management at your company. The solution is dedicated for you both as a part of comprehensive accounting services as well as a tool that you can use for your own accounting department.
In order to address your expectations, thanks to embedded mechanisms, the system provides intuitive, multi-dimensional assignment of documents, division into cost centers, designs, etc. Thanks to the convenient functionality, such a classification can be done by any employee that is substantively responsible for the approval of documents in the system.
The electronic workflow of documents Flexi Workflow offered by accounting office MDDP Outsourcing provides you, among others, with:
The system has been prepared to provide the user with a convenient way of scanning whole bundles of purchase documents received from contractors via traditional ways and, at the same time, creating individual records for every document in a completely automatic manner (scan and specification), subject to an individual authorization path.
The system can be integrated with an e-mail inbox intended for receipt of electronic invoices sent by contractors. PDF e-invoices will be automatically loaded into the system.
What is worth mentioning, importing of an invoice (after proper settings are made by the administrator) takes place automatically in the system for the electronic circulation of documents, without the user’s interference.
The electronic module of document circulation allows comprehensive implementation of rules and procedures for the circulation of document approvals that applies in every company – in an electronic form. When invoices reach the final recipient, they are sent to the accounting department – they are booked and transferred to the accounting system.
The Flexi Workflow system offers a completely separate circulation of payments that do not influence the process of substantive approval and booking of accounting documents. Regardless of the accounting circulation of the invoice (which results in cost records), it is possible to set a parallel circulation of payments in the system, so that one process will not withhold the other one.
Flexi Workflow covers a comprehensive approach towards the purchase process at a company: the creation of a purchase order, its verification and arrangement of the purchase order with an invoice, along with a parallel and independent circulation of payments – all those actions in one system, until the payment is made.
When we were creating the system of electronic circulation of documents, we paid attention to its compliance with the accounting rules, automation of processes, and the maximum simplicity of such processes. For example, in the case of recurring transactions of the same nature, we created so-called transaction classes and many booking patterns for recurring invoices, which helps optimize the organization of work by distributing the tasks among employees with various levels of knowledge.
Flexi Workflow offers the function of the so-called e-archive, which is a separate module for archiving and classification of documents in the division into categories. It can be used completely independently from other modules of the system. However, it performs perfectly in conjunction with the invoice processing module.
If you have any questions or would like to learn more about our offer, we highly encourage you to contact us or one of our stationary accounting offices: in Warsaw (Mazovian District) or in Katowice (Silesian District).
MDDP Outsourcing Experts remain at your disposal. We will be glad to answer any inquiries regarding our services, offer quotations and other issues related to our company.
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