Table of Contents
Digital inbox
Description
With the digital inbox you receive in DATAflor BUSINESS electronic documents, digitize paper documents and process them in a team according to individually defined workflows. You can quickly enter incoming invoices with just a few clicks.
Import files
The files of incoming digital documents (supported file types) you can import them manually into your digital inbox using drag & drop (e.g. directly from the e-mail) or using the Windows file selection. In addition, you can have the files that arrive in defined directories automatically imported. You can digitize incoming paper documents by scanning and digitally process the generated PDF file.
Process tasks according to individual workflows
Every imported file or scanned paper document becomes a task in the inbox. Each task is assigned to a workflow. In the workflow, you define which processing steps the tasks go through according to your individual company structure (e.g. review, approval). In addition, you determine by which employee the respective processing step is carried out. The tasks assigned to the logged-in user for processing are displayed in the digital inbox.
A view of the incoming file is displayed in the digital inbox. Here you can add various comments (e.g. mark text in color, “stick” digital post-its or apply digital stamps). For each task you can enter messages for the next processor.
Depending on the workflow to which the task is assigned, different fields are displayed for data entry. The automatic field recognition of the digital inbox reads the data of the incoming file and automatically enters the recognized data in the corresponding data fields. Data such as address, document number, document date, invoice amount, etc. can already be filled in automatically. Missing data can simply be taken over from the file view with a mouse click or typed in using the keyboard.
After completing a processing step, you forward the task to the processor who is assigned in the workflow definition for the next processing step. You can also delegate a task to another user for processing, regardless of the workflow definition.
DATAflor Construction file
When a task is processed in the digital inbox, the associated files are automatically saved in your DATAflor Construction file saved. In order to comply with the requirements of the GoBD, the original file is saved unchanged and all subsequent additions to the file are kept as separate versions of the document.
Digital invoice receipt
The digital inbox offers you the option of transferring the data from imported digital supplier / incoming invoices as well as digitized paper invoices to your incoming invoices. The automatic field recognition and the data assignment by mouse click from the file view means that the data does not have to be typed in and the supplier invoices are quickly and easily available for timely payment via the SEPA clearing interface and the timely evaluation of your construction sites.
Demo version / subscription
You can purchase the digital inbox by subscription. You can subscribe yourself at any time in the cloud manager of your BUSINESS-Close or cancel the program. Before taking out a subscription, you can order a demo version and get to know the digital inbox free of charge for 30 days.
If the demo version is ordered at a workstation or a subscription is taken out, the digital inbox in the network is available to all users.
Requirements
- DATAflor BUSINESS Version 2021 or higher
- DATAflor BUSINESS-Network installation
An BUSINESS- Single user installation can be done with the support of the DATAflor Service can be converted into a network installation. To do this, send us an inquiry about the Support tool.
- DATAflor Service contract
- Needed BUSINESS-Modules:
- DATAflor Construction file
The digital inbox is an extension of the DATAflor Construction file.
- Post calculation, controlling 1, controlling 2 or ZV vendors
To record the individual items of supplier invoices (split postings) as well as to evaluate the supplier invoices recorded in the digital inbox.
- Internet connection
- To process the files, the files are encrypted and transmitted to Microsoft cloud services via your Internet connection using the HTTPS protocol. A stable internet connection is required for reliable work with the digital inbox.
- Scanner - for digitizing paper documents
- TWAIN-enabled scanner
- TWAIN 2 compliant driver