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How you can handle commercial processes digitally with DATEV Unternehmen Online
4. September 2020
The Corona crisis has impressively demonstrated the advantages of companies that are already able to work more or less completely digitally. In the second article in the series „Digitalisation of Commercial Processes“, we explain how you can handle commercial processes digitally with DATEV Unternehmen Online.
In our first article, we have already described which typical commercial processes we regularly find at our clients.
A large part of these processes can be mapped digitally with DATEV Unternehmen online and its additional modules. In this way, you can make the exchange between tax office and client as well as the internal processes as efficient as possible.
Talk to suppliers to avoid printed invoices
Incoming invoices are received by your company in the form of paper or digital.
Documents that arrive in your company in paper form must be scanned first. It is therefore advisable to ask all regular suppliers to transmit invoice documents digitally in future.
At best, you should set up a separate e-mail address for the digital invoice receipt (e.g. firstname.lastname@example.org) to simplify the compilation of the invoice receipt and the further invoice verification and release process.
For unavoidable printed invoices: Find a suitable scanning system
Should it still not be possible to avoid a higher volume of incoming invoice documents on paper, we are at your disposal to advise you on the selection of an adequate document scanner. With the right scanner and the appropriate software, an efficient process can be achieved in this case as well.
Talk to us about document scanners! We can configure the scanner for you so that documents can be transferred online from the scanner directly to DATEV companies without further work steps.
Use mobile upload options for documents
On the road, it is also possible to scan receipts via smartphone (e.g. with the DATEV Upload mobile app) and send them directly to DATEV Unternehmen online. This is a useful tool, especially for the digitalization of processes concerning travel expenses and company credit cards, which we are happy to bring into play as part of our process consulting.
These opportunities result from the digitalized receipt of invoices
Implementation of digital processes from receipt to payment
GOBD-compliant audit-proof storage of the documents
Document management with search function
Digital information for accounting purposes
Centralization of accounting
Much faster access to documents both within the company and from the consultant’s side
Digitize your banking transactions
Due to the end-to-end digital process, data from the previously digitised documents is read out automatically and made available to you as a transfer proposal. DATEV Unternehmen online has the functionality of banking software, so that the transfer can also be carried out directly. This prevents manual entries and transfer errors.
In addition, you can call up all account transactions in DATEV Unternehmen online, which are compared simultaneously with the transferred vouchers and linked automatically. You can check bank transactions and mark them as checked.
It is understood that the bank statement information is automatically available for posting in the tax office. You no longer need to transfer this information manually.
Keep cashbooks online
With the DATEV Kassenbuch online application (part of DATEV Unternehmen online), you can keep cash books online in compliance with all legal requirements. This ensures audit security.
Basis are digitalized cash vouchers. The digital cashbook is checked by the program (cash minus, chronology and completeness) and is made available for posting after the tax office has fixed the data.
Faster processing due to digital processes
Digital processes enable a much faster processing of the accounting at the office. This also means that reporting can be carried out at shorter notice and can be accessed digitally online via the portal DATEV Unternehmen online.
Please discuss with your consultant the frequency with which the accounting and reporting should be prepared. For example, it is conceivable to process the accounting once or twice a week instead of the usual monthly period. Digitisation creates flexibility and tighter reporting intervals.
Use the additional module DATEV Auftragswesen Online
DATEV Auftragswesen Online brings an increase in efficiency due to location-independent and flexible work in order processing.
The solution allows you to create easily sales documents – from quotations and invoices to payment reminders. All documents can be transferred easily to the next processing stage, for example, a quotation can be converted directly into an invoice. This allows you to react quickly to customer enquiries. At the same time, the sales documents can be transferred to DATEV Unternehmen Online and thus be made available to the tax consultant at the same time. With this tool, you have fulfilled the requirements of the tax authorities for audit-proof creation of outgoing invoices. Word and Excel invoices that are not accepted by the tax authorities are then outdated.
DATEV Unternehmen Online ensures optimal cooperation between the law firm and the company. The digital exchange of all documents enables the prompt preparation of accounting records in the office and access to daily updated evaluations for you as a client. This solution also enables you to make processes in your company more efficient. Due to the revision security of the application, you are also on the safe side with regard to the tax authorities.
Please contact us at any time with detailed questions.