Other Systems
AUPOS DMS 4.0 – Document Management and Archiving
Almost every activity produces a document. You are required to archive that document in an audit-proof, GoBD-compliant manner for later audits by the tax authorities.
Within our AUPOS ERP software, automatic archiving and versioning in the background saves all outgoing documents directly to our AUPOS DMS document management system, while using hardly any system resources.
Supplier invoices, order confirmations, drawings, other handwritten notes, etc. can be archived in AUPOS DMS with ease – either using standard document scanners or, when they arrive by email, using our DMS Outlook add-in – and assigned to existing transactions there.
But AUPOS DMS can do much more. Based on defined document types, the system recognizes fully automatically, as part of AUPOS Workflow, which action is due next for a document and conveniently guides you there within the software.
GoBD-Compliant Archiving
- ›Since January 1, 2017, the German “Principles for the Proper Keeping and Retention of Books, Records and Documents in Electronic Form and for Data Access” (GoBD) have applied in full. The transition period ended on December 31, 2016.
- ›All electronic business documents must be archived in their original electronic form. Copying tax-relevant documents to a file share or network drive is not enough, because tampering cannot be ruled out that way. The archive must guarantee that documents cannot be altered, must be available at all times and must be both human-readable and machine-readable – for the entire retention period.
- ›Analog (paper) business documents may be digitized and then archived. An incoming paper invoice may therefore be scanned and then archived in electronic form.
- ›AUPOS DMS uses fully automatic versioning to ensure that archived documents cannot be altered. Every change to the original document creates a new version, which is then archived as well. The original is therefore preserved unchanged.
- ›If the tax authorities conduct an audit and find that VAT-related archiving obligations have not been met, substantial fines may be imposed. It is therefore strongly advisable to use a document management system such as AUPOS DMS.