Applications and Workflow Solutions

In order for your organization to participate as a member of the e-Accounting Advisor Provider Network, your organization must first understand the appropriate use and application of the various technology services and solutions.  Following is a brief introduction to the e-Accounting services, and how they are best applied to the outsourced working model.

Virtual desktop and hosted desktop applications

The virtual desktop is the primary service upon which all other application services are based.  Users connect to a fully-functional Windows 2000 workstation over the Internet.  This virtual workstation, or desktop, contains icons for all eligible, subscribed applications.

The virtual desktop also provides an Internet browser, allowing the user to launch Web-based applications.  This provides a facility to rapidly transfer files or data to and from Web-based systems without involving the local bandwidth or workstation.  Many outsourcers use the virtual desktop to aggregate or report data from Web-apps (such as Oracle Small Business or Intacct) with desktop applications (such as Excel), or with data from other accounting applications (such as QuickBooks Pro).

QuickBooks Pro, Peachtree, Creative Solutions, and other accounting and related applications

The accounting applications subscribed are delivered on the virtual desktop.  Once the user connects, they are able to launch any application available on their desktop, and may open and process data files present and available on the system (based on user permissions, of course).  The processor must be running the necessary applications in order to process the associated data for the accountant or business client.

In most cases, an outsourcer will subscribe to a virtual desktop within the environment of the accounting practice they will be working with.  This allows the needs of the outsourcer - applications, access to data, etc. - to become a function of the TOP-LEVEL e-Accounting practice.  The e--Accountant retains control of the systems and the client data in all cases.

If the outsourcer has independent clients (clients not associated with an e-Accountant), then the outsource organization must subscribe directly to the desired application service as a TOP-LEVEL organization, and must be prepared to license those applications for which they want to process data.

eFileShare with eFileSafe backup agent

The eFileShare system is a secure Web-based file management system.  Your organization "subscribes" to a volume of space in the fileshare.  You can then create an unlimited number of user accounts, providing access to source documents and files for clients, accountants, and processors.  Since the fileshare service is Web-based, processors access and view files through one browser window, and enter data into the online system from a second browser window.

In cases where the client needs to provide a large volume of source documents or materials, the fileshare is also offered as the secure storage folder where scanned files can be uploaded and made available to the accountant and/or data processors.

the eFileSafe backup agent, associated with the fileshare system, offers an automatic method of uploading or updating documents in the fileshare.  Particularly where you have workgroups scanning bulk documents, scheduling them for automatic transfer to the fileshare can be very convenient.

If you work with client businesses that have only dialup Internet service, then the eFileSafe backup agent may be used to backup the QuickBooks or other accounting data files, providing data protection for the client and convenient access to the data file for the e-Accountant or outsourcer.

j2 Fax and Voicemail to email

j2 Global Communications is the provider of Internet-based fax and voicemail services (eFax, JCOM, JFax, etc.).  Where the eFax system is designed to work only with fax messaging, the j2 system is built to handle either fax or voice messages.  These messages are "packaged" as electronic files, and are sent to the email addresses you specify.  Outbound sending of voice and fax messages is also offered with the j2 service, along with a number of other features.

The j2 system provides for a simple, non-invasive method for obtaining source documents from clients.  By simply faxing the periodic stack of source materials to your j2 account, the client is able to provide source documentation in electronic format which can then be stored or distributed as necessary.  This is a much easier process than scanning, saving and transmitting files.

In situations where you receive verbal instructions from clients, or perhaps cash transaction information, the j2 voice services let you store the instruction as an electronic file, creating another source document for transaction entry.