EBA DMS is linked with SAP. We provide interface for posting and/or parking incoming invoices (FB60 and MIRO transactions), outgoing invoices and Archive Link connection so all documents in EBA DMS can be easily accessed directly from SAP.
When the company decides for the document system it is recommended not to implement all processes at the same time but to implement them step by step. Incoming invoices liquidation process is often the business process our clients start with. The reason is that in the companies this process is stable and standardized but in many case time-consuming and with no efficient tool to overview and monitor the workflow.
With EBA DMS solution the automated process, more fluent workflow, transparency and control over the incoming invoices workflow and less paperwork is achieved.
EBA DMS solution supports the whole process from capturing, through approval and liquidation of the incoming invoice to transferring it to the business information system. The process can be partially or entirely automated.
Usually the first step is scanning the paper-origin incoming invoices and in further steps electronically received invoices are included.
Often it is needed to reorganize, if necessary centralize the existing archiving process. In many cases before the implementation of the document system in the companies there may exist duplicated local archives of the incoming invoice. Implementing the EBA DMS all the incoming invoices are accessible within the document system and there is no need to print or store the invoices locally.
After a while, approximately a year after going alive with EBA DMS, our clients decide to drop-out the permanent archiving of the paper documents.
Usually the process of approval and liquidation of incoming invoices is well defined. Sometimes during the implementation is found out that in some details the process is not clear and clients decide to optimize the liquidation process.
The invoices work flow is managed by the rules which are set in EBA DMS. With the document rules almost all the process requirements can be realized.
The process can be fully or partially automated or can be manually managed depending on user's decision.
During the workflow the invoice can be rejected. When an invoice is rejected the accompanied letter of rejection is created. It is possible to create the letter of rejection on EBA printer or by a template. EBA DMS automatically link the letter of rejection with the rejected invoice. The rejected invoice gets watermark “Rejeceted” and its status is set to “Rejected”. The letter of rejection and the rejected invoice can be printed or electronically issued to the supplier.
To set the authorization model the organization schema and users have to be defined. Authorizations are assigned to a work place meaning the all users on the specific work place have the same privileges.
EBA DMS is an open and adaptable system and can be integrated practically with any software solution.
Invoice in EBA DMS is usually accompanied by the supported document where the additional data, needed for posting into the accounting system, are entered. Integration enables automated transfer the data of the incoming invoice to a business information system. Through the workflow an invoice is equipped with additional data (e.g. tax codes, cost centers,...) which are required for the posting in the accounting system.
The integration also enables data transfer in both direction. From the business information system a user can directly access and open the adequate invoice in EBA DMS. Usually the invoices numbering is different in both systems and after the posting the invoice number is sent to EBA DMS which links the posted invoice with the EBA DMS invoice.
EBA DMS is already integrated with the ERP systems such as:
- Datalab Pantheon 5.5.
- Microsoft Dynamics AX
If needed the interface is modified and adjusted to a customer's process.
EBA DMS is widely used by utilities and electrical companies. Beside using EBA DMS as their central DMS system, they user EBA DMS for mass issuing of electronic invoices. EBA DMS serves as a collection of outgoing invoices from other information systems. Invoices are then digitally signed and distributed via various channels. EBA DMS can distribute documents via email, AS2, several banking protocols and provides powerful infrastructure for implementation of specific protocols
EBA Accounting DMS is a solution for Accounting service Companies. The solution provides important rationalization of work at both the accounting service and at the client. It significantly improves speed of handling documentation, generates savings in time and money. It enables accounting service company to expand geographically and reach remote clients without the need to establish local branch offices.
Have You ever did the math how time consuming is collecting documentation by accounting clerk? With EBA Accounting DMS documentation collection is significantly shortened. Clients can capture their own documentation via user-friendly application. Hence more time for real accounting work for clerks.
With faster documentation handling and processing, elimination of excess trips to physically bring documentation for clients, and less distractions at work. Using OCR and template recognition technology at scanning also eliminates the need of manual data input and significantly lowers input errors.
Once documents are in the documentation system they are available to you and your clients form everywhere.