• Abstract
• System architecture
• System functions
• Development software and environments

Abstract

PayDox document management system is a next-generation corporate system. Its corporate functionality (balance calculation for payment documents, reporting, and accounting) exceeds that of ordinary document management systems, and its operation and maintenance are much simpler than those of ordinary management systems. The system was designed to work with payment documents, namely, to control payment documents; to create reports for contract payment balances; and to create reports for enterprise payment balances, payment control, and debt and arrears reports. The system administrators and advanced users can form new types of documents and reports by themselves.

The system is completely based on the Internet technologies and information security means that are used by western financial institutes to ensure the safety of financial transactions. The system can be used via both a local corporate network closed from an external access and the Internet to set up a common corporate document management system between distributed company offices and branches. The system is integrated with MS Office so that the data from document forms are on-fly inserted in MS Word or MS Excel documents loaded by the user from a web-server. User's operation with documents becomes much easier because the user operates with conventional MS Word and MS Excel files added to the system by him/her (or a system administrator) and changed by him/her if necessary (e.g., according to changed tax report requirements), and the system inserts actual data into the documents during loading these documents. The system has the maximum flexibility and functionality because documents can be received as conventional MS Word or MS Excel editable files and the data in the documents are in the system database to be used in control and accounting functions. References to documents related to the user goes through e-mail notifications, and each user can have a list of e-mails with active references to required documents on his/her computer. The user only clicks an e-mail to have a required document ready. The documents hold in the server rather than in user's computers, which significantly increases the security. Documents required for work can be downloaded from the system to a user's computer. The system requires no special software to be installed on a user's computer, and users work with the system through an ordinary Internet browser.

System architecture

The system was developed using the latest approaches to designing corporate systems.

Three-level software model:

A thin client at the user work place is an Internet browser; an application server is a web server with business-logic applications; and a database server is data storage and processing subsystem.

Common company information space:

The whole corporate information such as documents and, most important, the data from the documents are located in the database. The database structure is designed so that new types of structured documents and corresponding data can be added to this database without changing the principal database structure.

Increasing the efficiency and reliability of performing routine operations including the preparation of outgoing paper documents and information queries:

All reports and MS Word/Excel documents are adjusted and stored in the system, and then a required document or report can easily be prepared by choosing from a menu and pressing the button. Typical queries are performed by choosing a query from a list and pressing the button. Untypical queries are formed by filling a query form and storing the query in the list, and then this query becomes typical.

Storage of information about not only happened but expected events as well:

The system allows reports, balances, and forecasts (financial or material) based on designing (not in force) documents by predicting the enterprise status of approved or disapproved documents.

Ideal corporate information system should close the activity of all company staff to itself. The functionality of the system is considered to be the ratio of the time employee works in the system medium to that of working in office applications:

The integration with MS Office realized in the system allows users to rapidly study the system without refusing conventional MS Word and MS Excel documents. The system automatically prepares conventional MS Word and MS Excel documents for the user and fills the documents with the data from a corporative database.

The principle of developing the system "from the data" gives the system flexibility to execute most standard operations for data inserting, searching, and editing:

The system is designed as a corporate database with a flexible structure for users or administrators to build almost any types of queries (reports) and documents over this system. The system core is ready to work, and additional business logic can be added after the system is putted into operation. The system was developed using ASP (Active Server Pages, state-of-the-art Microsoft development technology); therefore, its adaptation and further adjustment are possible even by customer programmers.

System functions

1. Modern architecture

• Three-level arrangement - client, application server, Database server
• Central enterprise Database containing the whole corporate information
• Separation of an accounting and management documents
• Possibility of creation any new types of documents
• Automatic preparation of MS Word / MS Excel outgoing documents
• Reports created by users

2. Documents can be both operated in e-form and created as hard copies.
3. Control tools

• Task control
• Contract control
• Control of employee operation with documents
• Document access control

4. Monitoring the movement of goods and materialsCreation of records of the movement of accountability units

• Specifications for the good compositions
• Product mix handbooks
• Fast information search in the handbooks for data written in document cards
• Real-time reports for the movement of goods and materials and real-time in-stock balance for distributed stocks

5. Payment records

• Payment document control and accounting
• Reports for contract balance of payments
• Reports for enterprise balance of payments
• Handbook of the types of financial operations
• Fast search of payment documents and information inside them

6. Operation with documents

• Reconciliation and approval of documents by managers in distributed offices
• Operation with complex documents having tables such as specifications, invoices, bills, payrolls, etc.
• Arrangement of documents by types and subjects
• Receiving printed MS Word documents from the system with data on-fly inserted in the document form from the database
• Fast document search by the document details, context, time, reconciliation/approval, control.

7. Adjustment to new documents

• Adjustment to documents with an arbitrary number of details e.g., bills, invoices, etc.
• Automatic calculation of details that can be calculated e.g., sums with the taxes taken into account, total sums, percentages, etc.
• Editing document fields with user handbooks e.g., partner handbooks with company names and addresses, employee handbook, etc.
• Simple adjustment of document printed forms as ordinary MS Word documents: users can easily adjust the system to new documents by themselves

8. Automatic MS Word document output
9. Handbooks and databases

• User handbooks
• Department handbooks
• Position handbooks
• Handbook of document types and document specifications
• Operation handbook that allows adjusting the system to financial, payment, or accounting operations used at an enterprise.
• Accountability unit database that allows controlling the whole bill of accountability units
• Counteragent handbook containing information about business partners of an enterprise.

10. Simple report designer

• Users can create reports by themselves
• Reports can be both detailed and summarized (final accounts)
• Created reports are saved in the system.
• Reports can be viewed or printed.
• One can go from a report to any document making up the document to control its content.

11. E-mail notifications and broadcast messages

• E-mail notifications for users to reconcile or approve documents
• E-mail broadcast messages for all users having a right to vies the documents
• Creation of a list of documents required for users to operate with documents.

12. Security

• Protection of data transferred via a corporate network by the means of strong cryptography used by financial institutes for financial transactions
• User document access separation by confidentiality, department, action, accounting or management documents.
• Setting up an automatically controllable user access period
• Storage of all electronic documents in the database rather than in a user computer.

13. Capacity

• The system was developed using the latest development tools for Internet applications: one installation can serve a few thousands of users.
• The system is scalable: the capacity can be increased by only increasing the power of computer equipment for the system web-server and database

14. Operation and maintenance

• Operation and maintenance simplicity: the system is only installed on a server and should not be installed on user computers
• Users work with the system through an ordinary Internet browser and receive completely prepared MS Word documents from the system.
• End users or branch employees can work with the system through both the Internet and a direct modem connection to a corporate server in case of high security requirements.

15. Simplicity for users

• Easy training: PayDox uses an MS Internet Explorer well known for all users and MS Word as a client software
• To use PayDox end user can be trained in one hour.
• The system can be adapted to provide user access via WAP protocol
• The system functions can be modularized for a certain user.

16. Required software and hardware

• Operating system MS Windows 2000.
• Server, web-server MS IIS.
• Database management system MS SQL Server or Oracle.
• Computer server Intel Pentium III-900, RAM 512 Mb, HDD 20 Gb.

17. Integration with existing corporate applications

• The system open architecture allows it to be adapted to virtually any customer requirements
• The use of standard tools of connection to databases allows one to integrate the system with database-based corporate systems already operating in the enterprise
• The use of standard tools of working with a web-server and e-mail allows one to integrate the system with an enterprise corporate web-server and e-mail

18. Service for affiliates, representative offices, and business partners

• One system installation allows for servicing an infinite number of remote distributed affiliates and representative offices
• One system installation can serve for an infinite number of legal entities (companies joined by a common business)
• One system installation allows for communication with different languages such as Swedish, German, English etc.

19. One system for all employees, branches and business-partners

20. System-induced efficiency

• System provides real-time control of business processes
• System allows for actual business information at any time
• System saves money and time owing to the ability of efficient decisions

Development software and environments

MS Windows 2000 Server, MS Internet Information Server (MS IIS), MS SQL Server, MS Active Server Pages (ASP), MS Visual Basic Script Edition, MS ActiveX Data Objects (ADO), Java Script.

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