| A well defined and structured approach should be | | | | approach. The starting point is the delivery |
| involved for making the outsourcing accounting | | | | team-structure which is the foundation of an effective |
| process work. This article describes the document | | | | service delivery platform. An effective team structure |
| management and work flow in an accounting | | | | comprises of a manager, team-leaders and |
| outsourcing process. | | | | team-members (process associates). The scheduling |
| Document Management | | | | and allocation of work within the team is done through |
| Accounting outsourcing normally is done in two ways, | | | | discussions between the manager and team leaders. |
| namely working on the back up files of the accounting | | | | The team typically handles a specific set of clients/ a |
| package or through remote access of data and the | | | | single large client. The onshore staff can communicate |
| accounting file. | | | | directly with the team leaders and of-course the |
| In the first process i.e., working on the back up files, the | | | | delivery manager. The associate in turn performs the |
| source documents and the back-up copy of the | | | | work for a specific set of end-clients and reports to |
| accounting package are uploaded by the client on to | | | | the team leader. |
| the service provider's server. The service provider | | | | Also, a well defined and clear segregation of clients |
| then downloads the documents and post quality check | | | | and work responsibilities makes the work-flow |
| and review; a back-up of the updated accounting file is | | | | management easier. The standard operating |
| uploaded back. The client then downloads the file and | | | | procedure (SOP) for the outsourced processes would |
| restores the file at their end. | | | | also cover work-flow practices. |
| The management of source-documents is done at | | | | The work (task) allocation procedure (in remote |
| two levels- | | | | access version) followed is-o The US end contact |
| 1) Folder and file management at server level | | | | point sends the email to the specific team-leader |
| A well defined and layered folder and file structure | | | | handling the client, with the list of instructions |
| should be followed for storing all the data. At least two | | | | clarifications.o All work-related communication (if not |
| copies of data are always maintained in a uniform | | | | emailed directly by US end to team leaders) is |
| way. The documents are grouped according to their | | | | automatically forwarded to the team leader through a |
| transaction type- bank statements, accounts payable, | | | | work-flow system (some-times client email a generic id |
| accounts receivable etc. They are then searchable | | | | like )o The work-flow system also automatically routes |
| based on relevant key fields. For e.g. vendor invoice is | | | | the mail to the relevant client folder in the mailing |
| indexed using invoice date, invoice amount, vendor | | | | system of the team leader. This not only organizes all |
| name and invoice/reference number. | | | | the emails client-wise but also eliminates the possibility |
| 2) Tagging of the scanned/faxed documents to the | | | | of missed/not read emails.o The team-leader receives |
| specific transaction in the accounting file. This is done | | | | the instructions and the files are stored and shared in |
| only for processes where the accounting software is | | | | the internal LAN server (only accessible to the delivery |
| accessed remotely. It is done by using specialized | | | | team working on the specific client). Usually the |
| add-ons (like SourceLink) to software like QuickBooks. | | | | process associates are not provided email-access for |
| In the second process i.e. remote access of the data | | | | data-security reasons.o The process associate logs |
| and the accounting file, no accounting files are | | | | into the client server remotely and access the relevant |
| transferred. The source documents may be stored at | | | | folders housing the data and the accounting files. (All |
| Client/ASP's server or at the service provider's server. | | | | other folders would be inaccessible)o Post completion |
| The service provider logs into the client server and | | | | of the work by the process associate, the |
| accesses the software application (accounting | | | | team-leader would log-in and access the software |
| package) running on the server and enters the data | | | | application to review the work.o Corrections (if any) |
| present in the source documents. The service provider | | | | are carried out by the team-leader.o Clarifications are |
| has access to only the predefined areas of the | | | | raised by the team-leader by directly emailing the |
| accounting file. | | | | specific contact point.o All communication through email |
| A digital filing structure and document management | | | | (attachments and text) should be archived for easy |
| structures stated above can be followed for the | | | | retrieval in future. This data is archived using a clear |
| management of source documents. | | | | folder structure which helps in organizing and storing |
| Work-flow Management | | | | data. Clarifications/communications to client is through |
| An effective work-flow management should be | | | | specific formats which capture all relevant detail clearly |
| implemented through a comprehensive multi-pronged | | | | and standardizes communication styles. |