Outsourcing Bookkeeping Articles
Document management and workflow in an outsourced accounting process
A well defined and structured approach must be involved to make the accounting work process outsourcing. This article describes the document management and workflow in the process of outsourcing of accounting.
Document Management
Accounting outsourcing is normally done in two ways, namely work on the backup files of accounting software or access remote data and the accounting file.
In the first process namely, work on the backup files, the documents source and the backup copy of the accounting software is downloaded by the client on the server of the service provider. The service provider downloads Then the documents and post quality check and review, a back-up accounting file update is downloaded back. The client downloads Then the file and restores the files to their end.
The management of source documents is at two levels:
1) records management and records at the server
A well-defined layers folder and file structure must be followed to store all data. Atleast two copies of data is always maintained in a uniform manner. The documents are grouped by type of transaction bank statements, accounts payable, accounts receivable, etc. They are then searchable based on key areas relevant. For a supplier's invoice is indexed using for example the invoice date of the invoice amount, vendor name and invoice number / reference.
2) The marking of scanned and fax documents to the specific operation in the accounting file. This is done only for processes in which accounting software is accessed remotely. It is done using specialized add-ons (such SourceLink) software such as QuickBooks.
In the second process, namely access to remote data and the accounting no accounting files are transferred. The source documents can be stored at the customer / s ASP "server or server provider. The service connects to the server and client accesses the application software (accounting software) running on the server and enters the data in the source documents. The service has access only to predefined areas of the accounting file.
A structure of digital production and management structures of documents mentioned above can be followed for the management of source documents.
Labor and management flow
Effective management of the workflow should be implemented in a comprehensive multi-pronged approach. The starting point is the team delivery structure that is the basis of a platform for effective service delivery. An effective structure of the team consists of a director, team-leaders and team-members (partners process). The planning and allocation of work within the team is done through discussion between the manager and team leaders. The team generally manages a particular set of customers / one large customer. The ground staff can communicate directly with team leaders and Dishes delivery manager. The shareholders, in turn performs work for a specific end customers and reports to team leader.
In addition, a well-defined and clear separation of clients and work responsibilities makes the flow management job easier. The standard operating procedure (SOP) for outsourced processes would also cover the practical work flow.
Work (Task) allocation procedure (in the version of remote access), then is
• The focal point of the United States end sends the e-mail the team-leader in handling specific customer with a list of instructions / clarifications.
• All communications related to work (If not emailed directly to the end of the U.S. team leaders) is automatically transmitted to the team leader through a workflow (sometimes email client as a generic identifier info@xyz.com)
• The workflow system routes also automatically mail to the relevant customer file in the distribution system of the team leader. This not only organizes all email client wise but also eliminates the possibility of missed / not read emails.
• The team leader receives the instructions and files are stored and shared on the server internal LAN (only available to the Delivery Team working on the specific client). Usually, the process associated are not provided by e-mail access for reasons of data security.
• link the process connects to the server and remote client access to housing because the data records and accounting files. (All other files are inaccessible)
• Post completion work by the partner process, the team leader would log on and access to the software application to review the work.
• Corrections (if any) are made by the team leader.
• Details are raised by the team leader e-mail directly to the specific point of contact.
• All communications by email (attachments and text) must be archived for easy retrieval in the future. These data are archived using a folder structure that clearly contributes to the organization and data storage. Clarifications / customer communications with specific formats that capture all relevant information clearly and normalizes communication styles.
About the Author
Priyankar Baid is an experienced accountant who has consulted small businesses in US, Cananda and UK over the last few years. He also runs a firm http://www.outsourcinghubindia.com specializing in online accounting. He helps businesses set-up accounting systems, clean-up existing books and implement outsourcing agreements. His firm specializes in providing accounting and reporting services to small medium businesses in North America.