Accounting Regulation Investors

This article describes the document management and work flow in an accounting outsourcing process.

Accounting outsourcing normally is done in two ways, namely working on the back up files of the accounting package or through remote access of data and the accounting file.

1) Folder and file management at server level

In the second process i.e. remote access of the data and the accounting file, no accounting files are transferred. The source documents may be stored at Client/ASP's server or at the service provider's server. The service provider logs into the client server and accesses the software application (accounting package) running on the server and enters the data present in the source documents. The service provider has access to only the predefined areas of the accounting file.

Work-flow Management

An effective team structure comprises of a manager, team-leaders and team-members (process associates). The scheduling and allocation of work within the team is done through discussions between the manager and team leaders.

Also, a well defined and clear segregation of clients and work responsibilities makes the work-flow management easier. o All work-related communication (if not emailed directly by US end to team leaders) is automatically forwarded to the team leader through a work-flow system (some-times client email a generic id like ) o The work-flow system also automatically routes the mail to the relevant client folder in the mailing system of the team leader. o The process associate logs into the client server remotely and access the relevant folders housing the data and the accounting files. o Corrections (if any) are carried out by the team-leader.

Document Management ; Work Flow in an Outsourced Accounting Process