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 .

Interfacing with existing hardware

If customer uses for his economic activities any specific software, which produces invoices directly to his customers (for example, different CRM systems or online stores applications), then there is no reason to enter these invoices once again, our accountant just imports them directly from customer’s software into Arbalans Accounting system. More detailed actions’ division between the customer and accountant are described in agreed contract.

As a rule, actions are divided as follows:

Customer: 

1. At the end of each month provides us with two files from his own system (for example, online stores: MySQL):
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. Make bank account access for accountant (“read only” rights)
3. Sends all necessary data for salary calculations
4. Makes payments in the Internet Bank system
5. Forwards primary documents electronically

Accountant: 

1. Import CSV files (purchase and sales invoices) into Accounting system
2. Imports Bank transfers
3. Makes salary calculations
4. Based on the customer provided data makes accounting entries
5.Prepares and presents reports to the Tax Board and to the customer
6. Advises all customers’ accounting issues
7. Once a year prepares an annual report and presents it to Business Register