Invoices need to be created (by Jobs in our case, by Commerce or manually), so we need edit and delete (mind the number), but when the invoice is finalized (or sent / failed to send), it must be
- non-editable
- non-deletable
- shown in the customer portal
It should contain following:
- file(s) sent (PDF + XML)
- Recipient
- User
- Sent status with Timestamp
- Read status (optional, could be catched when we send a portal link instead of attached files)
- MS Graph Message ID
- $hash = hash_file('sha256', $path);
- MIME-Mail als .eml (optional)
Eventually we need Document Archive as extra entity. That would be like a DMS.
- document_type z. B. invoice, credit_note, cancellation
- source_type / source_id polymorph zur Invoice
- finalized_at
- archived_at
- storage_disk
- storage_path
- mime_type
- file_size
- sha256
- verification_status
- last_verified_at
moox Audit can add more information to the creation and sending process.
We could run a job that compares the hashes to have another kind of audit that runs nightly accross the complete DMS, writes an Audit and notifies someone, when a document is sha is not proven valid.
DE: Für Wirtschaftsprüfer benötigen wir eine deutschsprachige Verfahrensdokumentation.
We could also have a dashboard widget that contains:
- Invoice count
- Credit note count
- Other docs count
- Last validation (last night)
- Validation result
The system could also have:
- direct access for auditors and the "Finanzamt" (Z1 Unmittelbarer Zugriff)
- Search and Filters (all of 2024)
- Audit-PDF showing the status of all 2024 docs
- Export of the archive (per year)
The cheesy crust for this solution:
- Own Process Doc Entity for Versioning of the process, tracking all changes
- Readymade Process Docs (commercial service maybe)
- Auditing of nightly audits, to show the archive is actively monitored
- Validation history as view/export for all/year - last_verified_at + validation_status
- Tenancy, Companies?
- Export always including Manifest file (year, document_count, exported_at, sha256)
- Backup Verification (Backup Server)
- Retention (default 8 or 10 years)
- Relations (Invoice to Cancellation or credit note) with type (replaces, cancels, credits, references)
See:
Abgrenzung (zu Elo)
Klassische DMS-Features
- OCR
- Volltextsuche in Millionen Dokumenten
- Scan-Workflows
- Outlook-Integration
- SAP-Integration
- DATEV-Integration
- Dokumentenklassifizierung
- Freigabeworkflows
- Aktenstrukturen
- Archivierung auf Spezialstorage
- IDW PS 880 oder bei Wikipedia, Zertifizierung kostet 30.000 und mehr
Invoices need to be created (by Jobs in our case, by Commerce or manually), so we need edit and delete (mind the number), but when the invoice is finalized (or sent / failed to send), it must be
It should contain following:
Eventually we need Document Archive as extra entity. That would be like a DMS.
moox Audit can add more information to the creation and sending process.
We could run a job that compares the hashes to have another kind of audit that runs nightly accross the complete DMS, writes an Audit and notifies someone, when a document is sha is not proven valid.
DE: Für Wirtschaftsprüfer benötigen wir eine deutschsprachige Verfahrensdokumentation.
We could also have a dashboard widget that contains:
The system could also have:
The cheesy crust for this solution:
See:
(https://de.wikipedia.org/wiki/Grunds%C3%A4tze_zur_ordnungsm%C3%A4%C3%9Figen_F%C3%BChrung_und_Aufbewahrung_von_B%C3%BCchern,_Aufzeichnungen_und_Unterlagen_in_elektronischer_Form_sowie_zum_Datenzugriff)
Abgrenzung (zu Elo)
Klassische DMS-Features