HMRC and Document Management – What Sage users need to know?

Unlike what many Finance Professionals think, HMRC does not specify any rules on how you must keep records. You can keep them on paper, digitally or as part of a software program (like bookkeeping software).

In fact, HMRC can charge you a penalty if your records are not accurate, complete and readable so make sure you store your documents in a digital format and well organized making sure that you can have easy access to them. Click here to check what HMRC says about keeping digital records

Sage 50 Accounts and Sage 200 Business Suite users can keep all their documents properly stored and organized with the Sage Developer solution, PaperLess software, a powerful document management solution with build-in OCR that integrates seamlessly with both Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online allowing accountants and finance professionals to easily manage all accounting and non-accounting documents having them directly linked to transactions in Sage.

Besides being a Sage Developer, PaperLess is also listed on HRMC Record Keeping Software Providers List, which presents to users a number of software suppliers that have produced simple record keeping applications to help accounting professionals manage their documents and, in the case of PaperLess software, to have those documents directly linked to transactions in Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online. 

What our clients say about PaperLess

"The use of PaperLess has helped tremendously… We can now see when the document was received, added to the system and the workflow allows the authorisation to be controlled…"

Gary Robinson, Real Group’s Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

HMRC & Digital Record Keeping - All you need to know...

HMRC does not specify any rules on how you must keep records. You can keep them on paper, digitally or as part of a software program (like book-keeping software). In fact HMRC can charge you a penalty if your records are not accurate, complete and readable so make sure you store your documents in a digital format and well organized making sure that you can have easy access to them.

Visit PaperLess Website to Know More 
Check here what HMRC has to say about Digital Record Keeping 

PaperLess software is a powerful document management solution that integrates seamless with Sage allowing accountants and finance professionals to easily manage all accounting and non-accounting documents.

Besides being a Sage Developer PaperLess is also listed  in HRMC Record Keeping Software Providers List, which presents to users a number of software suppliers that have produced simple record keeping applications to help accounting professionals manage their documents and, in the case of PaperLess software, to have those documents directly linked to transactions in Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online.

Just follow the link to know more about PaperLess Document Management for Sage 

What our clients say about PaperLess

"The use of PaperLess has helped tremendously… We can now see when the document was received, added to the system and the workflow allows the authorisation to be controlled…"

Gary Robinson, Real Group’s Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

Document Management with OCR Technology now available for Sage – How does it work?

OCR stands for Optical Character Recognition, a powerful technology adopted by an increasing number of companies, especially the ones dealing with large number of documents, to reduce time spent on manual data input. However there are challenges when choosing the best software, since one thing is to get the data from the documents another thing is to know what to do with that data.  

That is precisely why Sage Developer – PaperLess Europe – developed a document management software that also integrates a powerful OCR engine for Sage, enabling businesses to convert PDF to OCR and afterwards automatically post all this data directly into Sage 50 Accounts, Sage 200 Business Suite or Sage 200 Extra Online. This way you not only automatically capture the data from the documents but you also have a software that knows what to do with that data, being that this is something that only a solution seamlessly integrated with Sage could offer to Sage users.

Take a look at this 30 seconds video to find out more or Click here to visit PaperLess Europe website

PaperLess uses two layers of sophisticated OCR (Optical Character Recognition) technology to extract information from your invoices directly into PaperLess workspace. PaperLess also supports XML invoices. PaperLess can run invoice recognition on multiple invoices at the same time. Configuration to handle many different invoice formats is easy to manage. Automatic Invoice Recognition saves time and reduces manual data entry so that your office clerks can work more efficiently.

Converting PDF to OCR is crucial in the document workflow process because businesses have been relying heavily on the paper document management. With PaperLess, automated invoice processing is simple and smart.

First of all, use Add Document function in PaperLess to drag and drop your PDF documents from emails or computer into the PaperLess workspace. Alternatively, print the document into PaperLess by choosing PaperLess Printer in the option area. Once PDF documents are added, convert PDF to OCR by using PaperLess Automatic Invoice Recognition which takes only few seconds to recognise the relevant data from your invoices.

Converting PDF to OCR is quick and easy at the start of the workflow process. PaperLess integrates with Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online and many more accounting applications because synchronisation happens instantly at background.

After documents are converted from PDF to OCR, PaperLess invoice recognition for Sage and other accounting applications allows businesses to post transactions directly to your existing accounting application. All transaction types can be prepared and then posted from PaperLess saving time and increasing efficiency. Documents are available to view in the Accounting Archive instantly without any waiting because PaperLess integrates with many accounting applications such as Sage 50 Accounts, Sage 200 Business Suite, Sage 200 Extra Online, Pastel, Microsoft Dynamics NAV, and Mamut.

Additionally, all PaperLess functionality is available in Remote Access. Paperless Remote Access is a convenient function that enables businesses to have access to documents anywhere and anytime. The secure Remote Access via the Internet looks and feels the same as PaperLess workstation. Bandwidth requirement is low as documents are only viewed when needed.

What our clients say about PaperLess

"The use of PaperLess has helped tremendously… We can now see when the document was received, added to the system and the workflow allows the authorisation to be controlled…"

Gary Robinson, Real Group’s Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

The Best 7 Ways to Handle Your Documents in Sage

Do you already have software that manages the output of documents, and now you need software to manage incoming documents?

Some software applications help you handle outgoing documents and even document filing for these outgoing documents too. But when you are still receiving loads of paperwork every day sent from suppliers, authorities and customers, you need software to ensure you can avoid drowning under extra paperwork.

In this white paper you can find 7 new ways to handle your incoming documents and what a good document management system can do for your business:

• Increase Productivity Levels and Revenue Margins
• Increase efficiency levels with system automation
• Reduce operational costs across the entire company
• Communicate live and exchange information with clients
• Gain competitive advantages and differentiation factors

PaperLess Document Management for Sage focuses on managing your incoming documents which means managing your entire workflow process in the organisation from adding documents to processing data, from approving documents to saving all types of transactions in the accounting or non-accounting archive.

So here are 7 new ways you can now improve in your day-to-day operations and how PaperLess can make your business more efficient:

1.    Adding incoming documents to PaperLess

• Adding any type of incoming paper or electronic document in multiple file formats including office documents or any scanned image
• Comprehensive user rights control so that certain users have restricted access to certain documents or folders
• Multi-user, multi-company functionality so that certain company documents are restricted for certain users
• PaperLess users do not have to be users in your accounting application

2.    Managing incoming paperwork

• Never lose any time working out where your documents are in the business process
• Locate any document quickly and easily
• View all your documents in the PaperLess workspace, different views mean you can always see where your paperwork is within a business process
• Create accounting transactions directly from the source document images and post the transactions directly into your accounting application
• View the document in PaperLess from within your accounting application

​3.    Automatic Invoice Recognition

• PaperLess reads the document image and extracts accounting data ready for posting directly into your accounting application
• Two layers of invoice recognition technology means high flexibility so that manual data entry is reduced

​4.    Workflow Approvals

• Any document, accounting or non-accounting related, can have one or more recipients attached to it for approvals
• Full audit trail for each documents approval process

​5.    Secure Remote Access

• Remote Access application (9MB file) can be run anywhere via the Internet and has all PaperLess functionality available

​6.    Other Document Archive

• For non-accounting documents such quotations, HR documents, policies and procedures there is no need for any other external database or application
• Any business document can be archived with its own meta-data so that it can be located within the PaperLess search functions

7.    Reporting

• Extensive reporting options with output to Excel that enable reporting on documents posted in the accounting, outstanding in workflows and stored in non-accounting documents archive.

The PaperLess Benefits

Save Money

• Increase efficiency in your business process by saving time and reducing errors. Reduce business costs for processing, printing, copier and storage.

​Increase Profits

• Communicate more effectively within the organisation by centralising document management, using workflows to manage business processes, approving documents during the process and reducing environmental impact of business.

Reduce Risk

• Protect data within your business, archive all documentation securely, manage a complete audit trial of processes and locate information quickly.

What our clients say about PaperLess

"The use of PaperLess has helped tremendously… We can now see when the document was received, added to the system and the workflow allows the authorisation to be controlled…"

Gary Robinson, Real Group’s Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com