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You know where a document is and what happens to it next

Documents arrive from counterparties, are born inside the company and have to reach the books. Usually that means three different systems and one shared problem: nobody knows where a document is right now. This section brings them together and separates them exactly where it matters: correspondence with a counterparty is not yet an accounting fact.

The Documents section of Akeda ERP keeps two flows side by side: exchange with counterparties through an EDI operator (currently Saby) and the internal document flow — contracts, approvals, cases and the archive. The exchange is stored as the system's own copy of what the operator knows about us, so the feed opens instantly. A package at the operator stays a fact of correspondence and writes nothing into the books; a document becomes an accounting one after deliberate acceptance and then carries a link to the original package. Operator failures are separated by cause so it is clear who fixes what.

Request a demoSee the screens
  • Two flowscounterparty exchange and internal documents side by side
  • Acceptancean incoming document becomes an accounting one in one action
  • Qualified signaturesigning and cancellation by mutual agreement
  • Own copythe feed opens instantly rather than at another service's expense

01Who gets what

  • For the accountant

    Incoming documents sit in the operator's account, the books are in another system, and the transfer is done by hand with a risk of duplicates.

    An incoming document is accepted into the books in one action, and the accounting document keeps a link to the original package.

  • For the lawyer

    A contract is approved in a chat, and nobody can answer where it is now.

    An approval is a route with people and deadlines: it is visible who holds the document and for how long.

  • For the manager

    An exchange failed, and the reason is worded so that the accountant is sent to hunt for it.

    Failures are separated: operator tariff, revoked access, counterparty decline — each has its own addressee.

02Key points

  1. 01

    An incoming delivery note reaches the books without manual transfer

    • The document arrived from the supplier and sits in the incoming feed.
    • Acceptance creates an accounting document with a link to the original package.
    • Duplication is impossible: the package is marked with the accepted document.
  2. 02

    Approval stops being a chat thread

    • A contract has a route: who approves it and in what order.
    • It is visible who holds it now and how much time has passed.
    • The history of decisions stays with the document, not in someone's chat.
  3. 03

    An operator failure names who is responsible

    • The tariff ran out — fixed by whoever renews it with the operator.
    • Access was revoked — the credentials need to be entered again.
    • The operator did not answer — it fixes itself, no action needed.
  4. 04

    Correspondence does not pretend to be accounting

    • A package at the operator is a fact of exchange, not a posting.
    • It writes nothing into the registers until deliberate acceptance.
    • A document that arrived by accident therefore does not distort the reports.

03One day with the module

  1. 09:30

    What needs action

    The accountant opens the feed filtered by “needs action” and sees only what waits for them.

  2. 10:15

    Accepting incoming documents

    Supplier notes are accepted into the books, and each accounting document keeps a link to its package.

  3. 12:00

    A contract under approval

    The lawyer sees who holds the contract and how long it has been there.

  4. 15:00

    Outgoing documents

    Documents go out to counterparties signed, and their status is visible in the same feed.

  5. 17:30

    Cases and archive

    Closed documents move into cases, and search across them remains.

04Works together with

05In brief

  • operatorExchange through an operatorA legal entity connects to an EDI operator; incoming and outgoing documents with counterparties.
  • signatureSigningQualified electronic signature, cancellation by mutual agreement.
  • booksAcceptance into the booksAn incoming document becomes an accounting one in a single action, with a link to the package.
  • internalContracts and approvalsA route with people and deadlines, cases and the archive inside the company.

MCP tools: akeda_go_core_documents akeda_go_core_document akeda_go_core_document_links

Integrations: Saby (SBIS)

06Questions

Documents and EDI

Which EDI operator does the system work with?

One operator is connected today: Saby (SBIS) by Tensor. Internally the system talks to an operator through a separate layer, so adding a second one does not rewrite the section; Kontur.Diadoc is declared but has no adapter yet.

Does the section replace the operator's own account?

For day-to-day work, yes: incoming, outgoing, signing and statuses are visible here. The tariff and the credentials stay in the operator's account.

How does a package differ from an accounting document?

A package is a fact of correspondence and writes nothing into the books. A document becomes an accounting one after acceptance, and then it carries a link to the original package.

What is an approval in this section?

A route with people and deadlines rather than a chat. It shows who holds the document now, how much time has passed and which decisions have already been made.

What happens if an exchange fails?

The cause is named separately: the operator's tariff ran out, access was revoked, the operator did not answer, or the counterparty declined the document. Each cause makes clear who fixes it and how.

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