Possibilities of document receipt with Cosedat E-Mail transmission

Possibilities of document receipt with CoSeDat
Basically, electronically signed documents are the original documents – i.e. the delivery to
the recipient has to be traceable. It is not sufficient for tax audits to present the
printed document – please refer to the archive which we maintain for you as a service
provider for 10 years.
You are already a partner on the CoSeDat Internet market place – thus, some tips for
handling:
The standard procedure provides that you get a notficication as soon as new
documents are available for you. After having downloaded the documents you are
requested to confirm the collection. The document is moved into the archive where
we archive it for you for 10 years. Notifications are sent every 3 hours – at 6, 9, 12,
15 and 18 hours.
If the document is not collected/confirmed, one makes sure that not document gets
lost following a 3-step escalation process
1. You – as the recipient – are reminded after 5 working days
2. After another 5 working days the sender is informed that the document has
not yet been collected
3. After another 5 workings days (thus 3 weeks altogether) Common Sense gets
a “help ticket” and has to try to organise the collection – in the worst case the
document has to be reversed.
We recommend that there are at least 2 users per receiving company in order to
ease the substitute problem (holiday, sick leave etc.). This is not always possible in
small organisations – however, archiving the documents fulfils the requirements of
the legislator (European VAT law) at any rate.
E-Mail transmission
Apart from notifications there is a new possibility to get the document delivered by
e-mail – i.e. the documents are sent directly instead of the notification. The sending
is considered as a confirmation – i.e. the document is automatically moved into the
archive – and may – as at present – be seen and downloaded at any time!
In order to prove the correct delivery, the document may only be sent to ONE email
address per recipient.
The ideal approach would be
• An e-mail address with NO access to the portal - thus established exclusively
to receive the documents - e.g. rechnung@firma.com invoice@firma.com etc.
The access to this mailbox has to be organised in your company (e.g.
assigned to several mailboxes).
• And 1- to 3 users who can access the portal at any time (as up to now) and
who also use the functions of the CoSeLigna wood portal. These addresses
are protected with a password.
• However, the document may also be sent to one existing user e-mail
address.
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Delivery
There are the following types of e-mail delivery:
1. Only the signed invoice/credit memo
a possible „attachment“ is also sent as a special offer of teh CoSeLigna wood
solution
useful if you only store the document and/or forward it to the
accounting department and are not able to implement automatic posting
2. The signed document, a possible attachment and the posting record in
EBInterface format (www.ebinterface.at)
useful if you do not have an unalterable archive – thus, the original is in
CoSeDat, but you store the document and/or forward it to the
accounting department AND you have the possibility of automatic
posting in your merchandising planning and control system.
3. The complete data record
a. Signed document
b. Possible attachments
c. PDF and XML signature verification
d. And the posting record in EBInterface format
useful if you want to /can be completely autarkic as a recipient – thus, if
you are able to/want to unalterably archive the document electronically
with the verification log and have the possibility of automatic posting in
your merchandising planning and control system.
All documents are combined in a ZIP file. If you cannot process ZIP files, we request
you to get in contact with support@commonsense.at - we are able to assist you.
Computer centre to computer centre
In order to receive a great number of documents we can offer you a direct connection
between your IT and the computer centre of Common Sense. If you are interested in
this solution, please contact your IT – we offer you a connection based on AS2 (see
also Wikipedia AS2). The contents are equal to the ones with e-mail transmission.
Based on this method it is also possible to return the sent and signed documents for
your own archive system. Please find a presentation about that on
www.cosepost.com - if you are interested, just write to support@commonsense.at -
we are glad to assist you!
If you have questions about these possibilities, EBInterface, AS2 or also about the
further optimisation of the process in your organisation, please don’t hesitate to
contact us. Simply send an e-mail to support@commonsense.at and we will assist
you.
Your Common Sense Support Team
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