| Technology Tools - Sertifi
Sertifi is a tool which allows electronic approvals for anything submitted.This allows finance committee members to efficiently monitor wing finances, without having to come to wing headquarters.
Wings have two "administrative" logins, which means two different people can submit items for approval. The administrator scans the documents that need to be approved, enters the email addresses of the approvers and waits for approvals. Sertifi summarizes for the administrator the items still out for approval.Sertifi displays which documents approvers have looked at, approved, or have not viewed at all. With traditional email, the administrator must track return emails. This can be cumbersome when you have several items out for approval.The finished document includes all of the approvals, with time/date stamps, on one page.
Since the documents are on line, the administrator, the reviewer, the WFA, and CAP's external auditors can review the approved documents at any time. This allows more internal controls as the documents cannot be altered once submitted and approved. It also allows the reviewers to reference that document at any time without having be at Wing.
- Smart Vault Document Storage
SmartVault is a QuickBooks add-in that allows scanned documents to be attached directly to entries in the QuickBooks file.SmartVault also stores these documents in the “vault” on their website.This allows efficient remote access to your documents at any time.As CAP continues to pursue paperless processes, utilization of SmartVault will be mandatory by 1 September 2011.
The wing administrator or Director of Finance has a “SmartVault inbox” on their desktop.At any time the user scans or saves a file, they can simply drag and drop it into their SmartVault inbox.When s/he is ready to attach these files to QuickBooks, simply log into QuickBooks, log into the SmartVault login from QuickBooks when prompted and go to the transaction—whether it is bill payment or deposit, etc.Click on the paperclip in the SmartVault menu to attach the document.After logging into SmartVault through QuickBooks the first time, you can click the box to remember your login.Now you will automatically see the SmartVault toolbar once you log into QuickBooks.
Once documents are attached to a transaction, the folder icon will note the number of attachments included, typically 1.To view the attachment, simply click on the folder, then on the document name to open.Files can also be viewed from the SmartVault website.After logging into SmartVault from the website, drill down to the appropriate document folder (bill payment or deposit, etc).Once there, the list of attachments can be viewed, or saved to a hard drive.
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