What we have gained with increased computerisation, however, is that whereas finding paper misfiles manually can take days and, sometimes, forever, finding electronic misfiles is much more straight forward.
It is, however, still time consuming and onerous.
There is a solution in Softology’s Document Management System which we call Softology's Accounts and Financials Enabler or SAFE!.
The concept is that we take reports, in an Excel compatible format, load them into Excel and use the variety of information therein to locate the relevant document images.
In practice these reports are generally statements, expenditure reports, reports for client VAT, service charges, automatic payments and supplier transactions etc
There is, however, as much potential for this as there are reports in your accounting system.
Once in Excel we can very easily report on missing documents, invoices in the majority of uses.
SAFE! identifies misfiles (digits transposed maybe) conjoined fields and multiple field searching.
It can, in the twinkling of an eye, help locate misfiled or missing documents and save many hours of personnel time.
