Automate an accountant’s work one day a week

 

If you use all available features efficiently, it is possible to automate at least one accountant’s work day a week. If you do everything correctly, you can automate even more. In this section, however, we are talking about automating one day as a real situation. This can be achieved if you take the accountant’s work automation plugin and deploy the workflow automation. 

A multi-organization here and in the future means a situation where you need to manage multiple organizations at the same time. For example, an accountant has 30 companies and needs to keep in mind the specificities of each company. 

The Multi-Organization plugin is a tool that shows which companies have done which required work processes in a given month. The following is a list of the processes displayed for each company: 

  • Pending files
    • Description: how many files are waiting in the purchase inbox.
    • Double-click: opens a specific organization’s purchase invoice inbox
  • Pending payments
    • Description: several automatically imported bank transactions, which could not be automatically linked, are waiting in the bank import queue. For example, if you have the Swedbank automatic connection activated, you can check in the morning which companies have new payments that have arrived in the last 24h that Books has not been able to connect automatically.
    • Double-click: opens the bank import for a specific organization.
  • How many sales invoices have been created
    • Description: since, depending on the specificities of the companies, a standardized template for the structure of the sales invoices cannot be set, the quantities of invoices created are indicated and some logic-based estimations are given as to whether or not as many invoices have been created as should have been. The interpretation is left to the accountant, who knows his/her business better. The quantities are taken from invoices that have not been deleted and do not include information on whether the invoices have been sent out. 
  • Data description: 
    • Indicates the number of sales invoices created in the entered period.
    • Indicates how many sales invoices were created in the previous period.
    • If there were no invoices in the previous period and there are no invoices in the selected period, then it will appear as white
    • If the number of invoices in the selected period is at least 75% the same as in the previous period, it will appear as green.If the selected period has less than 75% of the number of invoices as in the previous period, then it will appear as orange. If the selected period has less than 50% of the number of invoices of the previous period, it will appear as red
  • How many purchase invoices have been created:
    • Description: as it is not possible to impose a uniform model on the structure of the purchase invoices, depending on the specificities of the companies, the quantities of invoices created are indicated and some logical estimations are given as to whether or not the number of invoices created is as high as it should be. The quantities are taken from invoices that have not been deleted. If you wish to examine whether statistically all the purchase invoices have been created, find the missing invoices in the search module. 
    • Data description: 
      • Indicates how many purchase invoices have been created in the period
      • Indicates how many purchase invoices were created in the previous period.
      • If there were no invoices in the previous period and there are no invoices in the selected period, it will show in white
      • If the number of invoices in the selected period is at least 75% the same as in the previous period, it will show as green.
      • If the selected period has less than 75% of the number of invoices as the previous period, then displays orange.
      • If the selected period has less than 50% of the number of invoices of the previous period, it will show red
  • How many transactions have been made
  • Description: allows you to check how many transactions have been made in total and also to send invoices to your customers more easily.  
  • Data description: 
    • Indicates how many transactions have been made in the selected period.
    • Indicates how many transactions were made in the previous period. 
  • Number of depreciation transactions made
    • Double-click: opens the depreciation module for a specific organization
  • Data description: 
    • Indicates how many transactions have been made in the selected period.
    • Indicates how many transactions were made in the previous period.
    • If there were no transactions in the previous and selected periods, it will appear as white.
    • If there were transactions in the previous period and no transactions in the selected period, it will appear as red.
    • If there are transactions in the selected period, it will appear as green.
  • How many payroll transactions have been made
    • Indicates how many transactions have been made in the selected period.
    • Indicates how many transactions were made in the previous period.
    • If there were no transactions in the previous and selected periods, it will appear as white.
    • If there were transactions in the previous period and no transactions in the selected period, it will appear as red.
    • If there are entries in the selected period, it will appear as green.
  • Locking dates for cash accounts – it is wise to start locking cash accounts when a bank import has been made on a given day. Therefore, if you need to ensure that all transactions for the month of May are completed by 20 June, all cash accounts should be locked as well.
    • Shows each cash account and its lock date.
    • Displays in green those accounts whose lock date falls within the selected period.
  • Search for missing purchase invoices

Every month, the phone operator needs to send invoices. But if there are 30 companies, how can you easily check which invoices are missing and regarding which companies? For this purpose, we have created a search option for missing purchase invoices. It will tell you based on statistics which invoices are missing in which companies. 

 

Process automation for the accountant

 

Processes to go through to make sure you are using all the right processes:

  • Bank export – the workflow needs to be in use in every company where possible. It is often thought that the function is intended only for large companies.
  • Bank import – in theory, it is also possible to automate bank import 100%, but real life shows time and time again that transactions occur in the style of “Stella pays for Roger” and the description merely states “transfer”, which cannot be automated.
    • If there are companies where automatic bank sync can be configured, it will be activated.
    • If there are other banks whose bank statements are sent via email by the company manager, they can be sent directly to Books.
    • Bank rules – we review some of the company’s transactions and draw up banking rules together to make the process clear. we review the transactions of some companies and together we draw up bank rules so that the process becomes clear.
  • Purchase inbox – the most powerful feature in ERPLY Books. For this, we will conduct a separate training and make sure that all its nuances become clear. If you use the function correctly, you can automate up to 80% of the processes related to purchase invoices.

Plugin price: 599 EUR + VAT per accountant.

Implementation price: EUR 599 + VAT for one day of implementation.