Storage of primary documents and contracts

Digital documents are archived using Ellrex software. 

Primary documents, including monthly financial statements, contracts, purchase and sales invoices, etc. Primary documents are stored in the electronic archive regardless. Documents are divorced from the accounting software. Metadata or information about the content of the document is always easy readable from the file name. The service is independent of the current accounting services and e-archive can also be used after the expiry of the accounting contract. Primary documents are stored in the universal form and their reproduction does not depend on the software.
Documents are systematised and easy to find.

To have an access into the documents for closed period we recommend that you enter into an agreement that includes an obligation on Arbalans to keep the customer’s e-documents for 7 years period. Archived documents can be downloaded at any time and, if it’s necessary, can be reproduced on paper as well. Primary documents files will be kept separately. Metadata or information about the content of the document is always easy readable from the file name.

Customer always has the ability to save documents in the archive in any convenient view for storage.
There is a time limit until the end of the year from the moment the annual report was approved to make this. After this period to access the closed periods a separate contract will be needed. According to the agreement, access to the electronic archive is guaranteed beyond the end of accounting services. Documents are deleted automatically after expired retention period.

Technical solutions:

  • Primary documents are stored in PDF or DDOC or ASICE format
  • Different registers are saved in TXT, CSV or XML etc. format
  • After the accounting entries, stored files always have specific names, what mean there is no need to use any special software for finding these files
  • You can use any browser to find the required document
  • Just before the close of the period customer digitally signs the register of all stored files

Accounting systemization

The services we offer:

  • We will fully restructure or restore your accounts, based on the original documents. In most cases, this will include a thorough reprocessing of all the documents for the period being restored.

  • We prepare an annual report based on your aggregated data and prepare it for approval.

  • We will give you a professional assessment of your current accounts.

  • We provide auditing services for housing associations.

If you need regular bookkeeping services in addition to tidying up, head on over to the appropriate estimator:
a business calculator or an apartment association calculator .

Interaction with existing software

If the customer uses some kind of business-specific software for its business activities, through which it also invoices its customers. (e.g. various CRM and e-commerce applications), there is no point in the accountant having to re-enter these invoices, the accountant imports them directly from the client's software into our accounting software. The division of activities between the client and the accountant will be specified in the contract to be concluded.

As a rule, actions are divided as follows:

Customer: 

1. At the end of each month, provide us with two files from your information system (e.g. MySQL for e-shops):
1.1. sales invoices 
The second character in the CSV filename must always be M, e.g. xMxxxxxxxx.csv
1.2. purchase invoices
The second character in the CSV filename must always be O, e.g. xOxxxxxxxx.csv
2. Gives the accountant access to the bank account (with viewing rights only).
3. Send payroll data to the accountant.
4. Makes transfers via Internet Banking
5. Transmit electronically to the accountant all the remaining original documents.

Accountant: 

1. Imports CSV files (purchase and sales invoices) into the accounting software.
2. Imports receipts and payments from the bank.
3. Keeps payroll records
4. Makes accounting entries based on customer data
5. Prepares and submits reports to the tax authorities and the client.
6. Provides advice and information to the client on accounting.
7. Once a year, prepare an annual report and submit it to the Business Register.