e-Solutions
e-Archive
e-archive invoices produced in Microsoft Dynamics ERP are sent to the revenue administration's system, delivered to recipients by e-mail, and can be found again later alongside the record they belong to.
The path of a document
Issued, kept, found again when needed.
An archived document is worth keeping only if it can be reached later.
Issued
The invoice comes out of a transaction in the ERP.
Kept
The sent document stays with the record it belongs to.
Found again
When a question comes up, you go back to it.
Starting point
A document is not finished when it is issued.
Once an invoice has been issued and has reached the customer, the work usually counts as done. Yet the same document is looked for again months later, in a customer query, an accounting check or a review.
What matters then is not that the document is stored somewhere, but that you can see which transaction it belongs to and whether it reached the recipient.
So we treat e-archive not as a place to store documents, but as a flow that runs from issuing the invoice to finding it again.
Common situations
- The invoice is issued in one place and looked for in another
- Whether the recipient received it has to be asked separately
- The transaction behind a document is traced by hand
- Reaching an older document depends on one person
- Questions about documents pile up at period ends
Workstreams
Issuing, delivery and retrieval, handled together.
Scope is set together based on your existing ERP set-up and process needs; regulatory detail is confirmed with the relevant specialists.
Mapping the invoice flow
We map which transaction produces which invoice, and which record that invoice is tied to on the ERP side.
Sending and delivery
e-archive invoices are sent to the revenue administration's system and delivered to recipients by e-mail; the responsibilities and control points for those steps are agreed.
The link to the record
The document is tied to the transaction behind it, so that later on the document and the record can be seen from the same place.
Monitoring and support
After go-live the flow is monitored, the steps that do not work are addressed and improvements continue regularly.
Delivery approach
We move while invoicing carries on.
Issuing invoices is part of daily work, and the transition is planned accordingly.
Mapping the current flow
We map the processes that produce invoices, the responsibilities, and how a document is reached today.
Adapting the ERP side
The flow is planned on the Dynamics side, and it becomes clear which step stays in the system and which stays in the process.
Controlled rollout
Work starts with limited scope, is tried with real invoices and adjusted based on feedback.
Monitoring and improvement
The flow is monitored, and the points where reaching a document gets harder are addressed regularly.
Scope note
Retention and access scope is agreed at the start of the project
Where documents are kept, in what scope and for how long follows regulation and your organisation's own decisions. That is why this page carries no retention, format or scope claims.
The scope that applies to you is confirmed with your finance team and the relevant specialists once your current systems and processes have been reviewed.
Let's talk from issuing the invoice through to finding it again.
Let's review your current flow and ERP set-up, and agree the scope and the sequence.