How do you draw up procedural documentation in accordance with GoBD when there are no guidelines on its structure or content? Opti.Tax Doku, together with the „Procedural Documentation in accordance with GoBD“ taxonomy developed in-house by hsp GmbH, provides the solution to precisely this challenge.

With the introduction of the GoBD in 2015, companies were required to draw up procedural documentation for many areas of their organisation. The aim is to enable an expert third party to gain an overview of the organisation’s IT-supported procedures within a short space of time. Unlike the e-balance sheet, there are no detailed guidelines on the format and content of the procedural documentation.

hsp Handels-Software-Partner GmbH has taken on this challenge and developed its own taxonomy. The aim of the taxonomy is, much like with the e-balance sheet, to provide users with a structure against which procedural documentation can be drawn up. In the Documentation module of the Opti.Tax, the interview assistant helps with data entry. Detailed information can be entered and managed directly within the taxonomy items at any time. The LiveReporting feature, which is highly valued by many users, generates the documents at runtime; these can then be printed or shared as PDFs.

Digital collaboration – without any disruption in the workflow

It is extremely rare for a member of staff within the company or an external consultant to have all the information required to draw up procedural documentation independently. To simplify digital collaboration within the project team and ensure transparency, Opti.Tax Release 18 introduces the first interface to a cloud-based process management system.

„Simply using Outlook to involve other project members – whether external or internal – in the preparation of procedural documentation would in itself constitute a change in medium,“ says Paul Liese, Managing Director of hsp GmbH. “With our interface for connecting Opti.Tax to process management systems, the entire creation process is digital.„

Within the taxonomy, it is possible to create tasks and assign them to internal and external project stakeholders. The person assigned the task is notified by email and processes the task directly in Opti.Tax or via the cloud-based app. Once the task is complete, the data is imported into Opti.Tax and added directly to the relevant taxonomy item. Requests and queries can be dealt with immediately, placed on hold or forwarded to third parties. Decision-makers within the company are immediately informed of who has requested which data. The transparent flow of information within the company, facilitated by task and deadline management, integrates those responsible into the documentation preparation process, complements the internal control system and forms part of tax compliance communication (IDW PS 980).

You can also create a data protection report using Opti.Tax.Doku

The EU General Data Protection Regulation (EU GDPR) will replace the BDSG and standardise and harmonise data protection legislation across the EU. This means that, in future, corporate groups and service providers in EU Member States that were previously exempt from formal obligations will be affected. Companies must rise to the challenge and either acquire the necessary knowledge of the documentation process themselves or make use of a structured software solution such as Opti.Tax.Doku.

About Opti.Tax

Opti.Tax is the premium product for overcoming the digital challenges involved in capturing and transmitting data. This flexible and universal taxonomy software enables data to be captured in a structured manner and transmitted in the required XBRL format to various recipient interfaces. Since 2014, the taxonomy software has established itself on the market with over 40,000 submissions per annum, meeting the statutory requirements of the tax authorities for the electronic submission of e-balance sheets or the electronic disclosure of annual accounts in the Federal Gazette. Our customers and partners are delighted with how simple and user-friendly the software is to use, and our customer base is growing steadily.

The Annual Accounts module forms the new basis for both new and existing submission methods and is the logical next step towards preparing annual accounts directly on a taxonomy-based system, where all report components – such as the notes to the accounts, the management report, cash flow statement, statement of changes in equity, etc., into structured fields – and can be integrated with any financial accounting system. The Annual Accounts module renders the previous practice of creating notes to the balance sheet in Word or Excel obsolete – the data for a given year is transferred, item by item, to the following year for revision. Existing MS Office documents are stored in an audit-proof manner, edited and transferred to the taxonomy using the OfficeFiler add-on module. The effort required to prepare data for the electronic submission of balance sheets to banks in accordance with DiFin – Digital Financial Report – is significantly reduced.

The Opti.Tax.Doku module is also based on taxonomy structures and can be used and run both as a standalone product and as a modular component. The module is the logical addition required to comply with the statutory documentation requirements for digital processes and IT infrastructure. To meet the various statutory requirements for documentation relating to data protection and digital business processes (procedural documentation in accordance with GoBD), hsp has developed its own taxonomies.

Opti.Tax is complemented by innovative apps for digital collaboration designed for the cloud, Apple tablets and Microsoft Office.

Press contact
hsp Handels-Software-Partner GmbH
Paul Liese

9 Notkestraße
22607 Hamburg
Tel.: +49 (40) 53 43 69 201
Email: p.liese@hsp-software.de

About hsp Software-Handels-Partner GmbH

hsp Handels-Software-Partner GmbH has been operating successfully in the market since 1991. Since 2001, the company has been developing and marketing its Opti.X Compliance Suite through a steadily growing network of OEM partners and has access to a comprehensive distribution system.

As an OEM solution, the taxonomy software is available either as a complete package or as individual modules in any required branding, and thus integrates seamlessly into any other solution without the user even noticing.

Opti.List ensures that legacy ERP systems are archived in an audit-proof manner and decommissioned in accordance with the law. Opti.View assists with preparations for tax audits and enables the analysis of GDPdU/GoBD export data.

Further information: www.hsp-software.de

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