The Alfresco platform provides a place to store documents. It can be divided into business areas with limited access. Documents can be added to the repository through several channels: adding a file from a computer disk, from an e-mail box, from a network resource, FTP. Recognition of the content of scanned documents is carried out using OCR technology.
The platform includes a process modeling tool in accordance with BPMN 2.0. The system controls the created processes and prevents the formation of illegal associations of objects. Process definitions are versioned, thanks to which it is possible to complete a running process in accordance with the previous definition. The preparation of a matrix of rights based on the organizational structure and roles allows to establish general patterns of processes for the entire organization.
The system allows you to store documents in many formats, including: PDF, XLS, DOC, CSV, PPT, JPEG, PNG, TIFF. The repository module allows for full-text search of documents, it is also possible to search by attributes. For stored documents, it is possible to define document flow rules (statuses, stages, approvals), as well as set notifications and rules for individual stages or tasks.
The incoming correspondence handling module is used for documents coming to the organization through various channels. It may be open or confidential correspondence in paper form, registered by secretariat employees or any employees, incoming correspondence in any or standardized electronic form. For each type of channel, it is possible to create a specific approval path or tasks in the process. In the case of paper documents, it is possible to generate barcodes and archive document packages while maintaining information about the content, order of documents, shipment status and physical location.
The Alfresco platform enables the handling of incoming correspondence by many law firms in a given organization. Part of the document data can be downloaded from external systems – e.g. contractor data from the Finance and Accounting database based on NIP.
To record incoming and outgoing correspondence, you can adjust the attributes needed for the specifics of a given company. Also, individual stages of document circulation, acceptance rules or types of tasks are flexibly adapted to the requirements of the organization.
Interest notes and requests for payment are attached to the invoices they refer to, which facilitates the process of explaining arrears in payments. For the Accounting department, it is possible to generate a report containing information on requests for payment and interest notes received on a given day.
Registration of outgoing correspondence is intended to control documents sent from the organization. It is possible to connect the Alfresco platform with the e-sender system of Poczta Polska and automatic registration for letters sent by traditional means. It also allows you to generate billing statements with Poczta Polska, including ordered shipments.
The module includes support for mail merge – it is possible to download values from an XLS file and support electronic correspondence, including archiving e-mails with attachments.
As in the case of incoming correspondence, it is possible to set the necessary attributes and acceptance rules, if required by the organization.
Invoice workflow proces
The natural consequence of registering an accounting document at the stage of incoming correspondence (VAT invoice, correcting invoice, advance invoice and other documents, e.g. insurance policies, debit notes) is the process of its description, acceptance and accounting. Attributes used for invoice registration, in addition to standard fields such as invoice number, net amount, gross amount, VAT, may contain information useful for the Accounting Department of a given entity – MPK, accounting accounts, payment information. The system allows you to link documents, e.g. invoices with pro forma invoices, invoices with correcting invoices, advance payments with invoices.
The workflow process of accounting documents should include the stage of substantive description and acceptance for payment. The Alfresco platform allows you to build these processes, taking into account the situation when a document needs to be corrected or the payment is withheld until the non-compliance is clarified.
The posting task can be started automatically based on completed data, but it also allows for manual changes by authorized users. The booked document number from the Accounting and Finance program is assigned back in order to facilitate document identification.
The system can facilitate the settlement of employee advance payments. Applications for an advance payment are registered along with the approval process, as well as settlements based on submitted and registered accounting documents confirming the expenses incurred. It is also possible to mark the employee’s expenses from private funds, which are subject to reimbursement.
From the level of the Alfresco Platform, it is also possible to issue corrective notes. Fields in a user-generated document are filled in automatically based on the entered data.
The register of contracts is a record of documents. In the case of purchase agreements, it is possible to link a document with a purchase invoice, and in the case of agreements for which invoices are not issued, it is possible to generate a periodic payment document. Versioning functionality is available in the contract register, thanks to which each change to the contract terms is added to the history and allows you to track previous parameters.
The Alfresco platform allows you to create links between registers. This allows you to control contracts and fees or view the association of contracts with resources
The Alfresco platform can also be a register of resources such as own and third-party fixed assets. You can assign a responsible person to each resource and, based on the data entered in the form, generate an fixed asset receipt document and integrate the data with the financial and accounting system. It is also possible to perform operations such as transfer or liquidation of a fixed asset. Operations can be confirmed with an electronic signature.