CeBIT 2015: Free tickets here!

The countdown has started: CeBIT begins on 16th March in Hanover; this year the theme is d!conomy. EASY SOFTWARE AG invites you to come and participate at CeBIT 2015. Get your free ticket now. Read more

Purchase invoices. How to stick to deadlines

The need to optimise and accelerate processes is forever increasing – especially when it comes to the legal-compliant processing and archiving of purchase invoices. Read more

Data protection in the Cloud: Progress is being made

Microsoft is adopting the international data protection standard in the Cloud. This may prove to be an important step in the right direction, especially for business customers. Read more

Digital personnel files: Eagle eyes instead of dog-ears

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The audit-proof storing of documents that increases efficiency at work and reduces costs and company risk – it may sound like a flight of fancy, but it is possible. How? We will show you over the next few weeks, live in Dortmund, Frankfurt and Hamburg.

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From the field: From the purchase invoice to the construction file

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In this blog article, EASY employee Oliver Walhöfer reports on his experiences as Key Account Manager. In focus: A medium-sized construction company that wants to introduce a DMS system.

The company in question from Ingelheim called for tenders on a DMS system as part of its introduction of a central application for the planning of construction projects. The main objective is to optimise the handling of purchase invoices. The verification and approval of invoices for various construction projects has demanded an enormous amount of time to date. Younger staff members have entered the family-owned construction company and this has in turn increased awareness of the fact that a suitable DMS system would bring with it considerable financial advantages.

Reasons for introducing a DMS:

  • Shortening and streamlining of invoice processing
  • Invoices should be processed and checked at the same time
  • Double entries should be avoided: once logged in the computer, the information should not have to be re-entered (e.g. building site, invoice and creditor numbers)
  • Faster access to archives (especially with regard warranties or legal proceedings)
  • The bookkeeping should be able to process invoices with the help of a DMS
  • The company wants a computer-assisted allocation of delivery notes via DMS

Framework conditions:

  • The archive in question should fulfil the requirements of GDPdU and GoBS (Rules concerning data access and for the verifiability of digital documents / Rules concerning the orderly management of DV-assisted bookkeeping systems)
  • All incoming post, outgoing post, emails and faxes should be recorded, therefore
  • user-friendly integration into MS Office
  • Booking system interface
  • very user-friendly

Current solution based on DMS:

  • Generation of an electronic construction file based on paper construction files
  • Distribution of “normal” incoming post (orders, building site protocols, complete correspondence)
  • Automatic billing of suppliers, delivery note allocation
  • Automatic billing of subcontractors
  • Co-signers (administration & approval)
  • Demand notes
  • Legal disputes
  • Knowledge management (DIN norms)

Summary: The DMS is now the central application used by the management to run the company. Alongside the commercial processes, those responsible also manage and control current building projects via the DMS. Users utilise the DMS as intensively as they use the Outlook mail system. In short: The DMS has become a key component of the company’s IT.

EASY webcast: Email archiving can be this easy

On 6th March 2015, as part of our series of EASY webcasts, we will be showing you how email archiving can work reliably, conveniently and securely.

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“Olaf Westmeier* replies”: file solutions in conjunction with SAP – how do we go about it?

” We have now tried everything for our maintenance file: file system, Microsoft Sharepoint and the file solution provided by SAP. Everything has gone wrong.” – I take a swallow. What have I tripped over here?

 

The previous history of EASY Contract

Three years ago we successfully launched within the company the EASY Contract management system for all clients. And of course I had (in a good sales manner and inwardly convinced) said that we might like to do still more together.

 

The courage to tackle the problem

And now should I encourage people in a company which has already failed three times to find a solution? From a technical perspective the “automatic file structure from the SAP data”, the “branching from SAP” and also the “capture” of the old data were no problem. And as these two good references came from an investment group and from a big city in the Ruhr. “Very well,” I thought, “let’s get started”.

 

Experience helps everyone …

But how do we set about achieving such a solution? 15-day requirement specification phase followed by implementation? Actually, we knew exactly what the customer really wanted. But wait a minute! Can you make such a claim as a consulting company? Simply transfer licences and services from a previous project? It was worth a try using our template – not only because the project duration would be critically shortened, but precisely because the customer had already undergone three failed projects.

 

…and saves time

Following the first presentation the EASY Consultant, Rico Hoffmann, brought along with him the template for the solution. The anonymous specification from the previous SAP file solution projects served as the basis. Even though the parties initially discussed it at a very technical level – the project was completed, believe it or not, after only 30 days of consultation.

 

Taking RÜTGERS as an example

In September 2014 Malte Rodammer, the technical testing manager at RÜTGERS Infratec in Castrop Rauxel, gave a presentation with me on “EASY World” about our joint project. Meanwhile RÜTGERS had already been working on the solution for almost two years. And in his inimitable way Malte Rodammer convinced other parties who were interested in EASY with regard to “his” EASY SAP file solution.

 

Exchange welcome

I would therefore recommend: do not reinvent the wheel but rather learn from others! This soothes the nerves and spares the wallet. Are you planning a digital file project? Ideally in conjunction with SAP? Then please write to me if you have any questions or comments: olaf.westmeier@easy.de.

Kindest regards – Olaf Westmeier

*Olaf Westmeier is the Key Account Manager of EASY SOFTWARE AG. Since 1999 he has been assisting enterprises in their document-related processes. Browse EASY’s blog site for his hands-on examples of daily practice.

IT: Companies feel more secure than they are

On 10th February, the 16th Safer Internet Day took place. This year’s motto: “Let’s create a better internet together”. The aim: To put the topics of data security and cyber security on the agenda and to sensitise users to the issues.

 

Contradictory figures

Cyber security is actually a continuous battle – these are the findings of the 2015 Cisco Annual Security Report. It describes the latest trends in cyber security and in the IT security of businesses. The result is not especially reassuring: 90 percent of those responsible for security assume that their security measures are sufficient. Three quarters even deem them to be very or even extremely effective. But, only 40 percent of these people actually update their systems regularly. The others are seemingly not as precise with their updates. Similarly astonishing: Only one in every ten users of Internet Explorer uses the latest version.

 

Attacks are becoming more difficult to detect

It is easy to imagine that many companies have not even discovered that they have been infiltrated. After all, attacks are now often extremely difficult to detect – one reason for this is that Flash malware works together with JavaScript to disguise its activities. And this fact makes it even more incomprehensible that companies do not carry out critical updates or regularly check their systems.

 

The Cloud demands more security measures

This attitude has to change – not least because the use of the Cloud makes effective security mechanisms and routines even more vital. Unfortunately, the recently published State of Resilience Report, which surveyed some 3,000 decision-makers worldwide, points to a lack of awareness with regard security. Just less than one third of participants carry out measures to guarantee the high availability or the disaster recovery of the data hosted in the Cloud.

 

Hope springs eternal…

Maybe the findings will be somewhat more positive by the time the next Safer Internet Day comes around. We can but hope!

GoBD: What does this mean for my company?

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Since 2015, there have been new regulations governing the use of IT for bookkeeping and other business records. After numerous drafts, which were in part heavily criticised by trade associations, the new GoBD (“Rules concerning the orderly management and storage of books, records and documents in electronic form and data access”) replace the previously applicable GoBS and GDPdU.

One new aspect is that, alongside pure financial bookkeeping, the pre-systems and supporting systems, as well as the materials handling, inventory management and time recording, are regulated digitally and are, therefore, fiscally relevant. In addition, strict deadlines apply to the logging of business transactions.

The, in part, clear tightenings may have far-reaching consequences for companies. What does this mean for your company? What effect will the new GoBD regulations have on your business processes, bookkeeping and archiving obligations? And how can you get your company up to speed so it complies with the new regulations?

We will be answering all of these questions during our first informative breakfast of 2015, to be held on 25th February, from 9 am to 12:30 pm in Mülheim an der Ruhr. Make the most of this opportunity to find out about the effects on the booking and archiving of fiscally relevant documents. Our expert speakers – namely finance expert Bernhard Lindgens from the Federal Central Tax Office in Bonn, and Dirk Hupperich, Head of Sales Service at EASY SOFTWARE AG – look forward to seeing you at the event.

You can find more details, including the agenda and registration information, >here<. Please note that this information is currently available only in German language.

 

 

EASY 4 SAP Roadshow in Istanbul

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The EASY Group is specifically intensifying its activities in Turkey. Thus, on February 25, 2015, in Istanbul, EASY SOFTWARE Turkey will inform its customers and prospects about how to integrate EASY solutions into SAP and other ERP systems. The focus here will be on customer benefit for document and process management.

Since its foundation, EASY SOFTWARE Turkey has been intensively involved with enterprise customer projects, offering solutions for archiving and document management. One of its core activities includes projects with ERP integration, particularly SAP; but in response to legal requirements, its product suite also includes market-specific solutions such as e-Fatura, e-Ledger, and e-Archive.

Appropriate to the topic, the EASY 4 SAP roadshow will be set against the impressive backdrop of the river Bosporus. The venue for the roadshow will be the renowned Hotel Ciragan Palace Kempinski, right in the heart of Istanbul, near Taksim Square.