In the purchasing process of companies, in addition to accounting documents, a large number of documents - own and from suppliers and vendors - are generated for each order transaction. The systematic archiving of these business documents in the conventional way, consistent with the data records in the ERP system, is a costly undertaking when complying with the legal regulations.

The transaction-related electronic archiving of documents and records in a document management system, linked to the ERP data, reduces the effort, ensures consistency and has to guarantee that the requirements defined by commercial and tax law for the archiving of documents are met, such as unchangeability, prompt retrievability, exclusion of loss, indestructibility, etc.

This Procedures Directive contains the necessary clear, detailed rules and guidelines. It regulates the entire organizational and technical process of the transaction-related archiving of documents and records that must be retained, in all phases of the purchasing transactions, from their creation (recording), indexing, storage, unambiguous retrieval, protection against loss and falsification, and reproduction

It is customized for the application of an electronic DMS for the documents that arise in the company's purchasing process: Inquiry, invitation to tender, attachment to enquiry / invitation to tender / order, offer, attachment to offer, protocol of offer opening, offer comparison, negotiation protocol, award decision, order / order changes / cancellation, order confirmation, invoice etc. The transfer forms for NCI (scanning in "early" and "late" procedure) and CI documents are taken into account.

The linking of an integrated ERP data processing system, a workflow functionality and a DMS software is basically described in a manufacturer-neutral manner.

Document data: 1 MS-Word file with 55 pages, 960 kB