Digitisation & procedural documentation - ACCONSIS - Wirtschaftsprüfung, Steuerberatung, Rechtsberatung, Unternehmensberatung, Finanzierungsberatung

The days of the paper folder are over. Modern, forward-looking companies are discovering the numerous opportunities offered by digitalisation – whether in accounting or payroll. Digitalised processes not only provide a quicker overview, but also generally save money. With increasing digitalisation, process documentation is also becoming increasingly important in order to ensure compliance and transparency.

We actively support our clients in the transition to digital business management. We accompany the processes and work with them to develop future-proof solutions that also make our collaboration more efficient and cost-effective.

Digitalisation

The digitalisation of accounting primarily means that processes will be almost paperless in the future – a crucial step when dealing with receipts. By introducing a digital receipt process, accompanied by thorough procedural documentation, physical receipts can actually be destroyed at the end. In our direct cooperation, the times for invoicing, processing incoming invoices, documentation, accounting or controlling can be reduced to a minimum.

Paperless accounting is the future

Would you like to optimise and digitise your bookkeeping? We can help you digitise your workflows using the DATEV Unternehmen online software solution. You don’t need to purchase any extra software for this cloud solution; all you need is an internet connection and a scanner with a multi-feed function to digitise physical receipts. Switching to e-invoices is also easy with DATEV.

This digitisation solution has numerous advantages.

No investment costs
Original documents do not leave the company.
Bookkeeping can be processed on an ongoing basis, i.e. current analyses can be viewed online at any time with protected access.
The tax audit is based on the digital receipts, i.e. heavy file folders or boxes of receipts are a thing of the past.
Free app for mobile uploading of receipts on your smartphone
Audit-proof cash book management in accordance with GobD
Up-to-date overview of outstanding outgoing invoices and unpaid supplier invoices for better liquidity management
Integrated banking programme (DATEV Bank-online) – functions may be limited depending on the bank
Quickly find documents in the audit-proof document archive

Other DATEV solutions support you in the digitalisation of your commercial processes.

DATEV Auftragswesen next – creation of outgoing invoices, from quotations to reminders

DATEV SmartTransfer – supports digital invoice approval and invoice dispatch

DATEV Beleg2Buchung – provides an interface to an upstream system, e.g. to merchandise management

Digitised payroll accounting

DATEV Unternehmen online also makes it possible to efficiently digitise payroll accounting.

Recording of employee movement and master data
All payroll analyses can be accessed online (stored for 10 years)
Keeping a digital personnel file
Salary transfers are automatically available for authorisation in DATEV Bank-online.
Employee online: Employees receive digital access to their payslips.

Digital DATEV law firm & official partner of Personio

ACCONSIS has already supported many companies in the digitalisation of their commercial processes and can draw on a wealth of experience in this area.

DATEV has regularly awarded us the ‘Digital DATEV law firm’ label for this expertise since 2019.

We are also an official partner of Personio, the holistic HR platform for recruiting, personnel administration and payroll accounting.

Procedural documentation

Inadequate process documentation can be an annoying and, above all, costly matter for any entrepreneur. Only legally compliant documentation of all company data can protect you from damage. We can also support you in this area so that you can concentrate on your actual tasks.

What is procedural documentation?

In November 2019, the Federal Ministry of Finance specified the requirements for procedural documentation.

According to these requirements, clearly structured procedural documentation must be submitted for each data processing system used, from which the content, structure and results of the data processing system can be seen in a complete and comprehensible manner. The scope of this description is determined by the respective company and its business model. The procedural documentation must be comprehensible and verifiable by an expert third party (tax official) within a reasonable period of time.

Obligation for procedural documentation

Every entrepreneur who uses a data processing system (e.g. merchandise management system, cash register system, accounting or invoicing software, digital document storage) is obliged to maintain procedural documentation. The widespread assumption that only cash-intensive businesses are obliged to create procedural documentation because of their cash register system is incorrect. The group of obligated parties is actually much larger.

If there is a lack of procedural documentation, in the worst-case scenario this fact alone can lead to the entire accounting system being rejected. As a result, the company has to deal with additional assessments from the tax office. It is also possible that the tax authorities will assess a so-called security surcharge of 1-5% of the total turnover in the absence of procedural documentation.

Your customised path to procedural documentation

You do not yet have proper procedural documentation? We will be happy to support you and take a holistic approach. As a rule, companies today do not just use a single data processing programme. Many companies only focus on the procedural documentation for the digitisation of documents (replacement scanning) and usually forget other data processing systems such as their cash register or merchandise management system. In these cases, the procedural documentation is incomplete, which harbours the risks described above. Our aim is therefore to look at the entire business and create standardised documentation with an integrated ‘internal control system’. Depending on the individual business situation, it may make sense to combine this with a tax compliance management system.

Depending on your individual needs, you can

have us create procedural documentation for you,
draw up procedural documentation together with us in a ‘division of labour variant’ or
create your procedural documentation yourself using the smart ACCONSIS VD application.

For further information and to register for ‘ACCONSIS-VD’, please contact our procedural documentation team.

Our recommendation

Do you remember the last time you booked a hotel by mail, looked up a phone number in the Yellow Pages or used a camera with film? Digitalisation has revolutionized our private and working lives and offers countless advantages and conveniences. We are here to help you make full use of these digital possibilities and always act in a legally compliant manner. Whether it is process documentation or other aspects of digitalisation – we are at your side with our expertise.