Are you sick and tired of those old file cabinets in the back room, collecting and breathing in all that dust, managing file folders with peeled off labels, punching holes, filing away Accounts Payables invoices, as well as documents such as well and lease documents, and all that other stuff that gets piled up for filing later. It’s back‐breaking, tedious and time‐intensive work getting documents filed away and it generates no income.
Here’s a flash! It doesn’t need to be that way. We’re all eco‐conscious, time‐conscious, and most of all dollar conscious. Time is money and it takes lots time and energy to file away hard copy documents when there’s a much better way. A more techno‐advanced and planet‐friendly way. All it takes is a scanner and SSI’s eContracts/Document Imaging tandem products. Scan any kind of document and your SSI Oil and Gas Accounting Software provides the ability to attach a scanned document to any data record.
You probably already know how SSI can attach backup documents to transactions in the General Ledger ‐ invoices in Accounts Payables, hand‐written ledger sheets for General Ledger journal entries, Accounts Receivables check copies for payments. With Document Imaging, at any time those scanned‐in backup documents for transactions entered in SSI can be retrieved and reviewed with just a mouse click. The actual copy of the actual invoice. Once attached, the hard copy documentation can be destroyed, no filing.
What about other types of documents? Oil and Gas Leases, Joint Operating Agreements, Division Orders, Gas Contracts, W‐9s, Certificates of Insurance? Virtually any type of document related to your business can be attached to something in SSI. Whether it’s a hard copy that is scanned, a Word doc, a PDF or an excel document attached to an email ‐ Election letters, AFE Budget proposals, AFE prepay invoice requests, you name it – it can be attached to data in SSI.
How about eContracts and its companion, Document Imaging.
The tree‐tops version on how it works. Start by categorizing the types of documents you have and to what you want those documents attached. Think about ‐ if looking to find the Joint Operating Agreement, where would you look? Where would it be filed in the back room? Under the well? Under the owner? With SSI’s eContracts/Document Imaging duo you can have it both ways and never leave your chair.
Once the types of documents have been categorized as to where to look, WM01 – CoNtract Types is where the Contract Types are added, with a Primary and optional Subordinate link. Add a Contract Type for each contract document, then pick a Primary Link (owner, well, lease, vendor) and a subordinate link if applicable. For example ‐ a Joint Operating Agreement is related to a well master record and also to an individual owner. So that one document can be tied to and retrieved for viewing from the well side and also from the owner side. For a Vendor Certificate of Insurance, you probably don’t need a subordinate link because the Certificate isn’t really applicable to anything but the Vendor record. See?
Whether in the form of a scanned document, a PDF, a Word doc or an Excel doc, a document can be attached and retrieved from eContracts at anytime, anywhere. The Document appears in the document viewer, can be annotated to reflect internal notes, changes or strike‐outs for an investor’s unique agreement, AND!! With a choice of including annotations or not when printing the doc.
Documents can be attached to Owners, Wells, Well Groups, Leases, Vendors/Payees, Purchasers, or Business Associates.
Manage the time spent by your staff on more profitable ways to add to the bottom line. Cutting out all the paper creates more time for staff to work on tasks that will have a positive effect on your bottom line. Paper, file cabinets and storage space costs money and isn’t time effective.
If you’d like to know more about the SSI Oil and Gas Accounting Software eCabinet, Document Imaging and how they can save you time and money, call us! We can explain it and help you set it up.
And oh! Here’s a dangling carrot for you! Another awesome product enhancement scheduled to be included in our next release. Integrate Workflow into your eCabinet/Document Imaging processes. More details on Workflow will be in a future INSIGHTS, coming soon. But quick and dirty? Generate a report, or attach an external document and auto‐email to reviewers and approvers. Workflow it through the system and when it’s gone through the hierarchy of reviewers/approvers that you establish, it will route back to the originator. It’s so cool and so time‐effective! So much better than running coffee‐stained reports up and down the hall. In it’s most simplistic, think of the JB11 approval process. The JB11 can be emailed to reviewer #1, approved then routed to #2, etc., until all have reviewed and signed off (stamped), then routed back to the originator as ok to continue the process, or to make annotated changes and re‐routed again. And…you can give ‘em a deadline…hee hee!
After all, we are here to make your job EZier!!!
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