Elena Kodak,
head of the Corporate Consulting Department of OJSC "Industrial
Information Systems"
Studies show that electronic document management systems increase productivity by 20-25%, and the cost of archival storage electronic documents It is reduced by 80% (compared with the cost of storing paper archives).
What is good memory?
Good memory lies not only and not so much that a person remembers the mass of the necessary and completely useless things, and when he can quickly remember what is needed at the moment. One of the signs of sclerosis is that the man's man is perfectly remembered what happened to him 20 years ago, but does not remember what was yesterday. The company's document flow often happens the same.
Effectively established document revolution has the following characteristics:
● Quick access to necessary documents;
● Access to documents have only those employees they need. It is possible to fix attempts to unauthorized access;
● No one besides you (or the limited circle of employees known to you) cannot be made to the change document. What is an ineffective document flow, most of us probably remember. For those who do not remember - a little history.
Traditional document flow
This is a huge number of documents neatly fitted in the folder. In order to at least "take a look" for one of them, you need to approach the secretary and, if it is in place, ask: "Is it possible ...?" She, naturally, will ask: "Why?" And, if he deerates the reason for respectful, will give you the required document (count how much time to get it). However, adventures do not end. With the document you returned to the workplace. What's next?
The scenario is the first: "prosperous"
In this case, the Secretary notes that the document "A" is issued to such something, such a number, "and if you do not return the document in the agreed deadlines - it will remind you of this.
Scenario Second: "How to go to the water"
However, often accounting of documents given to the employees of the company "for work" is not conducted, and many employees, having worked with the document, forget to return it. This is usually due to laziness: "I'll have time, he will not run away anywhere." With this approach to work, after a while you discover that there are no most sought-after documents on the spot, and where they are not known to anyone. And they lie at some employee in the table, who has long forgotten that he once took them for a while and promised to return. In this case, we are dealing with "progressive corporate sclerosis", when "remember" the necessary information is becoming increasingly difficult.
Scenario Third: "Not to Break"
This is a logical completion of the second scenario. Suppose all documents are found and returned to their places. Now for all wishing to familiarize themselves with them, there is a strict "impossible". "Nobody to take, not to carry anywhere, barely found." And if you really need? The case suffers, a reason for conflicts.
Scenario Fourth: "Criminal negligence"
It is often encountered when the documents are standing, and no nobody is responsible for the safety of the documentation. It is available to everyone. In this situation, the threat of loses with confidential information is high.
Problems of traditional document management
1. When employees leave work, paper archives disappear forever. Of course, only the most necessary documents disappear. There is an on-site document or not, you can find out only when it needs.
Suppose one large enterprise Manages airplanes on a contract basis. A few years ago, one of the countries of the Third World ordered an airplane and paid a stipulated tranche. Work began, but after a while the customer suspended the financing of the project. The work was temporarily stopped. A year later, the customer resumed funding. However, the year for modern Russia - very large time. The company has experienced no better times, wages were small, many of the developers of this order quit. A significant part of the documentation on this order the company had to develop anew and at his own expense. The remaining employees remember that these documents were created, but do not represent where they can be now. After this incident, the enterprise management decided to introduce kis.
2. When we need to find some kind of document - we know that it was exactly: "I did this help in the past quarter," but I don't remember where he is and maybe even as it is called. As a result, it is very difficult to find such a document, and we spend your precious time that can be used much more efficiently.
3. Another common disease: "Let's save it - suddenly it will ever need it." As a result, the documents accumulate very quickly. Papers are formed, and the likelihood that they will ever need someone, very low. Immediately answer the common question: "Is it possible to know in advance which categories of employees of which of the documents may be needed"? Can. And even need.
4. Only one person can work with one document. It looks like a situation in the library with one copy of the book: "Who did not have time ...", at best, put in the queue and inform when necessary document Return. And if it is necessary urgent?
The inevitability of the development of the corporate document management system is understandable. Next stage - setting goals.
Why company corporate document management system?
Before developing a corporate document management system (CCD), it is necessary to determine the purpose and purpose of this system in the company and get answers to the following questions:
1. Why did the company have the need to optimize document management?
2. What does the company plan to do with documents?
3. Why should the company do this?
In each organization, the answers to these questions will be different. For example, in the airline priority is efficiency, and in the design office, it is important to be able to work with large amounts of information and limited tolerance to documents.
Objectives of the documentation management system
Most often, the objectives of the documentation management system are:
● Increase the efficiency of employees with the help of limiting the number of documents with which they work. To ensure this purpose and you need to know who from employees and which documents can be needed. In this case, the company regulates access to information on the criterion of sufficiency / redundancy. For example, the financial director today prepares for the general director of receivables on all customers, and customer service managers have access to only those fragments of the report, which relate to "their" customers;
● increase productivity due to optimal use of documents;
● Getting the highest possible benefit from the information contained in the documents. To ensure this purpose, completeness and composition of information are thought out in advance to avoid duplication;
● Simplify the sharing of documents;
● Ability to trace the decision-making process and reporting on documents;
● reducing the cost of obtaining, processing, using and destroying documents;
● Definition of employee responsibility for reporting and monitoring the use of documents. To ensure this goal, each document appears its "curator", which knows the answer to questions: "Where is the document located? When is it released? Is it possible to get acquainted with it "?
Causes of the development of a corporate document management system
The main reasons why the company is developing a system of corporate document management (CCD), most often are:
1. Solving the problem of the loss of funds due to lack of opportunity to quickly find information.
2. Get advantage over competitors.
These reasons are relevant for a highly competitive market, such as a pharmacy network. If the right medication is not in one pharmacy, the buyer will not wait until it is delivered. He will go to another, because the medicine needs him now. And if the buyer is prompting the address of the pharmacy, where there is a medicine, and they will reserve the required number - it will not turn to the competitor, but will go to the specified address.
On the image A fragment of the diagram of the documented pharmaceutical network required to ensure the buyer's request is presented to ensure a particular drug in a particular pharmacy.
If it is already clear why the company needs, what benefits and advantages the company will receive as a result of its implementation, problems are known from which the company will get rid (loss, delays, errors, delay), the next step is to design the sequence of stages to build a corporate documentation system. Consider each of these stages in detail.
Stage First: Documentation Analysis
1. We compile a list of documents that should be included in the LCD.
2. We are building a document management model and reduce documents in the LCD.
3. Comparison the model with the documents actually existing in the company.
As a result of these actions, we will get:
● Full list of company's external documentation;
● The list of documents inherited from the old system, which, in turn, is divided into "Backscripts": documents, convert that in the CCD is necessary; documents convert that cannot be converted, or there is no need for this; unclaimed CCD documents;
● List of documents required in SCD, but missing in the old system. The most frequent documents are different reports. In a situation with a pharmacy network, this can be reports on the timing of turnover, commodity balances, unfulfilled queries (according to suppliers, pharmacies, drugs).
Stage Second: creating a set of documents
At this stage, the needs of each division of the company are determined. For this purpose, employees survey are conducted in all its divisions. Based on the results of this survey, a list of requirements is drawn up (often mutually exclusive and insufficiently argued, formed by the old principle: let it be, it may be useful, "No, we don't need it now, and for all the work here, the documents did not appeal here, but suddenly they need them "). Then it is agreed and the optimal list of corporate documentation is approved.
Stage Three: Development of the parameters of the corporate documentation management system
At this stage, we get the answer to the question "What exactly should the system do and what rights do certain employees do?". These parameters flow directly from the objectives of the CCD. For example, it is necessary to obtain answers to the following questions to establish documentation management rules:
● Who and when created the document?
● Who and when edited the document?
● Number of versions of the document?
● Who and when the last time I got access to the document (this option of the CCD makes it possible to track each user who has access to information and remembers the date of the last editing)?
● Who and when passed the document to the archive?
● Who and when deleted the document from the system?
● Who is responsible for the created document? If the author, what happens in this case after its care? If the department, then what is the principle of documents are distributed among employees of the department?
After that, the rights of each employee are determined: who and which documents can edit, who has the right to edit and delete, and who is just viewed.
In addition to the specified functions, the system can:
● At any time, trace the entire history of document processing by various users creating different versions;
● Unambiguously install what was sent when, to whom and why, generate reports on various parameters, control the execution of orders.
The system establishes the relationship between the author and the document created by it, tracking by key data who and when it is created. An important property of the system is the security supported by the means of separating access rights (from the lack of information on the presence of a document until the possibility of removing the document from the system), the possibility of assigning access rights to both role and personal sign.
Important moments
It is advisable to start creating a management system for the management of the company's documentation, having complete document flow diagrams and documentation management tasks. Otherwise there is a risk of getting not the result that is expected, but what is easier to do, buy, maintain, etc.
Another important stage preceding the introduction. Before you run the program, it is desirable to debug a paperwork on paper, i.e. to form a paperwork on paper, and only after that apply software, Electronic paper-turn media. In this case, it is easier to determine whether the company is enough to buy ready-made LCD or tasks are so specific that individual development is required.
If you have already chosen the company - the developer-introduction of the CCD, pay attention to the next circumstance, which is often omitted by the developers. In parallel with the development of a corporate document management system, you need to develop instructions for users:
● creating;
● enhancing;
● saving;
● search;
● transmission;
● distribution;
● classification;
● archiving;
● destruction.
In parallel with the creation of the instructions, the user training schedule is developed. In the period of implementation, it is advisable to create a "hotline" where any user can apply with questions arising in the process of work on the new rules: "Why?" "How?", "Esley?".
When the steps of creating a clear, logical and easily managed system of documentation will be passed, you can evaluate all its capabilities. Do you want your company to have a good memory?
Documentation and inventory
1. Document and documentation.
2. Document proceed and requirements for documents.
3. Classification of documents.
4. Procedure for verification and processing of documents.
5. Inventory, its meaning and types.
6. Accounting registers and business registration techniques.
7. Forms of accounting.
8. Ways to correct errors in accounting records.
The term "document" comes from Lat. "Decumentum", which means "evidence, proof".
Document and documentation.
The prerequisite for reflecting economic operations in accounting is the registration of their relevant documents.
Documents are written evidence of the actual implementation of the economic operation or a written order for its commitment.
The method of registration of economic operations by documents is called documentation. The documentation is an important element of the accounting method: it serves for primary observation of economic operations and is mandatory condition To reflect them in accounting.
Order documentary Economic operations and requirements for the preparation of documents are governed by the Regulations on documentary provision of records in accounting, approved by the Order of the Ministry of Finance of Ukraine of 24.05.95 No. 88.
Documents are applied to preliminary and subsequent control over the legality and feasibility of economic operations, compliance with state discipline. Preliminary control is carried out by management employees: signing a document, they take responsibility for the legality of the operation made by this document. Subsequent control is carried out by accounting workers when accepting and processing documents, as well as employees of tax, financial and auditing bodies.
Important "The Values \u200b\u200bof Documents are in ensuring control over the safety of the enterprise's property, rational use.
Documents have both legal (legal) importance as written evidence of economic operations, and therefore are used by the judicial authorities when considering economic lawsuits. Judicial authorities Recognize evidence for documents legal force only if; They are drawn up in a timely manner and correctly decorated.
With the use of electronic computing; To collect and process information, along with paper documents Machine carriers of accounting information are widely used. Some of them fix economic operations at the time of its commission, others are compiled according to the primary carrier information and are used for the convenience of its development and automatic input to the computing machine.
Perhaps no aspect of quality management does not cause so many hatred and irritation from employees and managers of divisions as documentation management.
The reasons for such a hostility are quite understandable - a lot of papers, they need to follow them, spend a bunch of time to write, control the use and they (paper) are the goal of any verification of the work of the unit and / or employee.
Why, despite the irritation of his colleagues, quality specialists are fighting so fiercely for these same hated papers?
To understand the importance of documentation, let's start with the definition - what is documentation?
Yes, they forgue me multi-faceted connoisseurs for a simple explanation:
"Documentation is a description of how we make our work."
Why do I need documentation?
Documentation is needed by workers for proper coordination His work. Documentation is management instrument, she needs leadersif they personally do not control performing work subordinates.
When do I need documentation?
Documentation is needed when we want to coordinate our work.
The rule of thumb - survey several employees as they make a certain job. If explanations differ - you need to write instructions or regulations, for sure Describing the execution of this work.
What amount do I need documentation?
The simpler, the better, provided that we carry out the main goal of creating a document - to explain to the reading, as Work is performed. That is, the goal of any document is to accurately and unequivocally describe activities. However, simple texts are perceived easier and remembered, so any documentation is a compromise between the simplicity of assimilation and sufficient information for describing the work.
Documentation management is similar to the care of things. Some clothes are lying down with piles on the floor, some are neatly folded in the closet on certain shelves. Slow loses his time in his personal life, and in business - money and time of the company.
Absence necessary documentation Or improper use of it leads to errors and losses in the work of the organization.
There are various types and types of documentation, I will try to tell about them in a simple form.
Types of documentation
Organization standards (enterprises) - Usually these are large documents describing important activities, major processes. They are the basis of quality system documentation. Ideally, all the information collected in them should fully describe how the organization works.
Examples of such standards are a standard for claim work, "Production" Standard, Supplies Management Standard, Standard for Warehouse Activities, etc.
Please note that quality management focused on processes And not on the divisions, therefore the standard usually describes the process in which several units can interact.
Regulations -documents describing a specific process. They are usually smaller than standards, and narrowly focused on the process. Historically, it was so far that the regulation was tied to production, so they are called often "technological regulations", "banking regulations", etc.
Often the confusion occurs and the same type of documents in some organizations are referred to as standards, in other regulations. I see no particular sense in establishing clear criteria, how to call one or another document. Therefore, for simplicity, a large document (more processes) call the standard, the document is less than the size and in nature attached to the production - regulations.
Instructions - Usually this is a smaller document than the standard / regulation. The instruction describes a specific operation (small process).
There are several types of instructions.
- officialdescribing responsibility, responsibilities and rights of the employee
- operating equipmentdescribing how to use equipment unit (device)
- workers / technologicaldescribing how to perform a specific operation
Almost all previous forms of documents describe processes. There are other types of documents of the organization that do not focus on processes.
Regulations on divisions - Documents similar to official instructionsBut describing the rights, duties and interaction of units. The task of such a document is to clearly explain to the reading, which processes are in the area of \u200b\u200bthe responsibility of the division, which rights the unit has and how interacting with other units.
Entries (logs, reports, protocols, working notebooks) -media of information, documents in which information about various operations in the organization is stored.
The main difference of records from standards, instructions and regulations - records describe specific performance results, while instructions, regulations, standards describe how activities should be performed.
External documentation -often the organization uses external documentation in its activities, which is developed and created out oforganizations (directories, magazines, technical literature, etc.). Despite the external origin, such documentation also requires accounting, control of adequacy, proper use and storage.
All documents described above are elements of the documentation system.
Like any other system, the documentation system requires instructions for use. Such a document is usually called quality guide. It briefly describes the main documentation processes and documents containing more detailed description Process systems in the organization.
Common elements of the quality system document (what is the document?)
Document name, editorial number and its number in the documentation accounting system. Mark original or copy, copy number.
Why do you need? - Each document must be identified (different) from others. The name of the document and its numbering decide this problem.
Preface / Introduction - Briefly, who is designed when entered into action, new document Or replacement of old.
Why do you need? - Know who developed what other document / old version was to the current version.
Why do you need? - as in any book, we sometimes want to quickly find a specific partition.
2. Approval - the signature of the responsible person who approved the document, the date of approval.
Why do you need? - Someone has the right / duty to check the document and resolve it to use. This person is responsible for all aspects related to the use of the document.
3. Scope - briefly outlines, which describes the document and which units / employees affect.
5. Definitions - if we use internal term or professional expression in the document, such as "qualifying tests, you need to explain it in the" Definitions "section.
6. Designations and abbreviations - repeatedly used in the text of the document and the mysterious reduction of KFi should be decrypted in the relevant section "Designations and abbreviations". In this case, we are talking about qualifying tests.
7. General provisions / Introduction - The structure of the document and the processes that it describes are briefly described.
8. Document body - a phased description of the activity, for which a document divided into
- sections
- pages
- paragraphs
9. Control of changes - here describes who, how and when can make changes to the document
Why do you need? - Avoid confusion. You can always check out the new version on your hands or old. Find out who made a change and find out why. Find an old version and check how work was done in the period of interest.
10. Storage of the document - here is described as who, in which copies and how much time does the document stores.
Why do you need? - The document itself is paper.
It receives the value only at the time of development and its use. It is very important to establish clear order How much, how and where the document is stored. In this section, we define who and how to read the document (the one who keeps the document either reads it itself or provides access to other employees).
11. Signs of document developers and signatures of coordinating staff / managers.
Why do you need? - Signatures are proof of document harmonization. The signatory gives consent to this version of the document and on all actions that the document describes.
12. Appendices - operations schemes, tables with data, etc.
Why do you need? - Visual perception of information is much clearer text, so I always recommend drawing simple schemes instead of long explanations.
Schemes and tables as an application more conveniently change - no need to change and coordinate the entire document, but only an application.
They are also convenient to extract - it is easier to print and hang on the wall in the office application from the standard on which there is a number and mark that this is an application, which is someone unknown table, printed unknown from where.
13. Registerment list - here we note the changes made and the date of their introduction.
Why do you need? - Here is registered by the same control of the changes I spoke about in paragraph 11.
Several important explanations about the elements of the document:
Not all the above elements of the document are necessary in each document. But the more complicated the document, the higher the need for the above elements.
Some elements are mandatory. In any document, at a minimum, the document name, document approval, document body and coordination should be present.
Performing other requirements can be performed by monitoring and registering in third-party documents (for example, the requirements for storing forms can be described in a separate record management standard).
Stages of the life of the document
The life of the document in the organization is similar to the life of a living organism. It is born, lives and dies, leaving the archive and / or disposal.
Creating a document (Development)
Since the document determines the process of performing the work, employees endowed with the right / responsibility of documentation development can develop documents. Usually, the document is developing a person who is familiar with the process that will be described in the document.
In some companies, documentation is developing specially designated people. Nevertheless, I would recommend to share the work on the development so - the one who knows the process is responsible for the content of the document, the documentation specialist is responsible for the form of document.
The inflection in the division of work on the development is unacceptable. Incorrectly executed document will result in errors in the use of the document. Incorrectly described process will result in errors in the work described in the document.
Coordination of the document
Very often, the document affects the work of various employees and units. Hence the need to coordinate the activities described in the document with these people. Often, the document causes disputes and objections, so it is necessary to coordinate the introduction of changes in the process of coordination, conducting meetings and discussions. In other words, it is necessary to have a responsible for coordination of the document, which runs from the head to the boss, smoothes disputes, offers compromises, stands up to confusion, etc.
Approval of the document
So, behind the dispute and approval, the document is ready. But in each company who confesses the principle of uniqueness, one leader is responsible for approving each document of a certain rank. Therefore, someone must take responsibility and resolve the document to use.
Document registration in the general list of documentation
This is not a simple formality! I have already said that the document is the coordination of work. That is, each new document is part of a whole system of coordination of work in the organization.
For example - new instruction Must be mentioned in the appropriate equipment management standard. It must be mentioned in the quality guide in the overall list of the instructions of the enterprise. It is necessary to determine the timing of its storage and responsible for its use. All this important activity begins with the registration of a new document in the system.
Distribution of the document in the organization
Usually documents are created to coordinate the work of various employees and units.
Therefore, it is necessary
- determine who will use the document
- who will be responsible for its storage (there is a difference, for example, the instructions enjoy the workers, the master is responsible for storage)
- replace the old version of the document (old version, in case of replacement)
- delete outdated documents
- disseminate copies of a new document established employees (the original must be stored in the center of the documentation with other originals)
Briefing / learning
Any document is created to read it. Surprisingly, this banal idea is absent in the activities of many organizations. There documents are simply created and fall on the shelf, justifying the mocking definition of ISO 9001 - "Paper Factory". In other organizations, everything ends with semi-dimensions - "on, read at leisure", and the document falls on a dusty regiment after a minute scrapping.
Only in a few organizations there is a knowledge verification procedure after familiarizing with the new document - "read and tell the content", which guarantees a real acquaintance with the new document.
Alteration
Over time, the organization changes, the work changes, and the documents are changing.
It is very important to control the correct introduction of changes to the document. We must not forget that any change may affect not only the initiator of the change, but also other employees.
Therefore, it is important
- agree on change with all interested employees
- approve a change from a responsible manager after agreeing
- replace outdated original and copies on new edition document (the most common error in document management)
Periodic actualization
Despite the tough control of the introduction (and not making) changes, they accumulate. And from time to time we must regularly (let's say, once a year) check the correspondence of what is written - the fact that in reality occurs.
In case of detection of differences, there are two outputs - do, as written or change the document.
Delivery to the archive (extraction from use)
The moment comes when the document stops being used and is deleted in the archive or disposal.
Despite the fact that the process of job descriptions in the document is already outdated, the fruits of this work may exist, therefore, the documents are usually stored for some time in the archive. It is important not to forget to delete all outdated copies, otherwise it can lead to confusion and errors.
The average head of the department in any organization deals with a large number of documents. It requires compliance with the regulations for the management of documentation. In most organizations, these rules are described in extensive documents thick in tens of pages. It is difficult to expect from the busy heads of jagging these rules by heart.
Experience with a large number of employees in different organizations showed me that much more efficiently use the documentation control memo.
An example of such a memo:
Memo on the management of documentation in the division
- Make up and approve a list of documentation (quality guidelines, standards and regulations of the enterprise, provisions and instructions, external documentation) used in your division. Keep it in the division.
- Requests from quality service Shelf life for each document (if not received a response - store 3 years).
Documents should have a print "Accounting Installation". If your document does not have such a seal, contact the quality service.
- Defended who will use the document where it will be stored? Remember that all documents should be available for intended employees and employees should know where the documents are stored.
- When receiving a new or updated document from the quality service - check it. If any questions arose - contact immediately in the quality service. If you accepted the document without comments - fulfill it. Destroy all old copies.
- You can not change anything in the document yourself. If something does not suit, organize change through the quality service.
- We have a briefing staff. They should know what is written in the document. Check what they know the content of the document.
- Any excerpt from the document (diagram, table, drawing, data column) - the multiple use document must be approved by the signature of the relevant manager or it should be an entry that this is an extract from the relevant document indicating the number and name of the document and the signature of the person who has done This extract.
- If the documentation store in folders, the folder must be signed. If in the folder is stored heterogeneous documents, then the documentation registry should be in the folder.
- The applications to the memo contain the following forms:
Appendix A "The form of a list of documentation used in the unit" with examples of filling.
If you use external documentation (GOST, reference books, magazines, textbooks, etc.) in your work or work, contact them as well as with ordinary documentation. Also ensure the presence of printing, recorded, regularly update. - Annually update (checking the shelf life) of all documentation in the division. Keep all the documentation with the quality stored in the quality service. Check the compliance of the List and Documents.
- When adopting a new employee to the division, provide his familiarization with all the documentation necessary for him.
- If you find a contradiction or discrepancy in various documents - contact the quality service. If you need to act immediately - take the document with the highest hierarchy.
- quality quide
- Standards and regulations
- provisions and Instructions
- entries
In the speech of people associated with electronics, the phrase is found: "You need to see Datashet." What was meant and where to take the notorious datasheet?
Loudly borrowed from of English language And originally written as Datasheet. If you translate it into Russian, it will see a "list with information". The document is on various devices and electronic components. Therefore, it is correct to say that datashet is a manufacturer.
Search datistry electronic components
Perhaps it will become clear what kind of chip chip, after it is open. But the question is: "Where to take it?"
In the Soviet Union, the documentation has been standardized. If required to find information about the transistor or chip, it was necessary to take the appropriate guide. Today, the need for reference books disappeared. They are replaced search engines - It is enough to drive the word Datasheet and specify the name of the desired device. The second option is to receive a datashite - go to the site where the documentation is collected, and it is already searching for it.
Specifications on components are provided as PDF files. You can open them directly in the browser.
The first page of Datashita
After the document is loaded to the computer, you need to open datasheet. What does it contain, what to pay attention to the first?
Starting with the first page. It provides information that emphasizes the uniqueness of a particular device, such as a wide frequency range, reduced power consumption, a small dark current.
The initial page of the technical specification comprises:
- component properties (Features);
- configuration of outputs in the form of a table or schema (Pin Configuration).
It should be noted that the information provided is not always enough, so you should not trust it completely. Answers to emerging questions must be sought in the relevant sections of the document. The purpose of the first page is to give an idea about him, that is, tell what.
Datashitis of the transistor compared to a similar document for chip is small, so on the first page immediately indicate information about its parameters and connections.
Most often, users ask about datasheet: "What is and how to read it?" If the first question was considered, the second remains to be learned.
Electronic engineers pay attention to the following sections of the document.
- Cobweb.
Describes the purpose of each pin chip or transistor. The designer is important conclusions under the labeling VCC and GND. The first one is designed to supply the supply voltage (most often +5 V), the second - to connect the "land". Microcontrollers can have several such conclusions. Their location depends on the type of housing (PDIP / TQFP / MLF).
- Device diagram (Block Diagram).
Pictures the internal content of the component. For example, for a microcontroller, the memory, the clock frequency generator, I / O ports are displayed.
- Inclusion scheme (Circuit Schematic).
Defines the typical connection of the device. In practice, the scheme differ from the documentation cited, since in each case, the chip or transistor is part of a complex electronic devicein which all its components should be taken into account.
- Temperature and electrical parameters.
These values \u200b\u200bare given in the form of graphs reflecting the dependence of one parameter from the other.
A beginner developer of electronic equipment does not always understand how to read datashet, what is the device diagram and why the base is needed. Nevertheless, it is recommended to read reference materials when developing a new device or repairs of the facility.
IN federal Law 402-FZ "About accounting" describes all accounting and source documents. They are needed mainly for tax - as documents that confirm the costs incurred and correctly determining the tax base.
Primary documents need to be stored for 4 years. During this time, tax can at any time request them to check you or your counterparties. "Permit" is also used in judicial processes With disputes with counterparties.
Primary accounting documents are drawn up at the time of the exercise of economic operations and indicate their commitment. The list of documents accompanying one or another transaction, depending on the type of transaction may be different. Preparation of all necessary primary documents, as a rule, is engaged in the supplier. Special attention needs to be paid to those documents that arise during the transactions where you are a buyer, because it is your expenses, and therefore you are more interested in complying with the letter of the law than your supplier.
Separation of primary documents for business stages
All transactions can be divided into 3 stages:
Stage 1. You negotiate the conditions of the transaction
The result will be:
- contract;
- an invoice for payment.
Stage 2. Payment is paid by the transaction
Confirm payment:
- cash checks, receipts for profitable cash orders, forms of strict reporting - if payment was made in cash. In most cases, this method of payment use your employees when they take money under the report. Calculations between organizations are rarely in the form of cash.
extract from the current account if the payment was non-cash, or by acquiring, or through payment systems, where money is listed from your current account;
Stage 3. Obtaining a product or service
Be sure to confirm that the goods are really obtained, and the service is provided. Without this tax will not allow to reduce the tax on the money spent. Reaffirm receipt:
- commodity invoice - for goods;
- a commercial check - usually issued a couple of cash receipt, or if the product sells IP;
- act of work performed / services rendered.
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Mandatory primary documents
Despite the variability of transactions, there is a list of mandatory documents, which are made for any type of transaction:
- contract;
- score;
- forms of strict reporting, cash register, commercial check;
- invoice;
- act of work performed (services rendered).
Treaty
With the client, in the implementation of the transaction, a contract is concluded in which all parts of the upcoming economic operations are specified: the procedure for calculations, shipment of goods, the timing of the work or the terms of the provision of services.
The contract is regulated by the rights and obligations of the parties. Ideally, each transaction must be accompanied by a separate contract for the supply of goods or services. However, with long-term cooperation and the implementation of the same type of operations, you can conclude one general agreement. The contract is drawn up in two copies with prints of seals and signatures each of the parties.
For some transactions, the written form of the contract is not required. Let's say the contract of sale since receipt by the buyer of the cash or commodity check is concluded.
An invoice for payment
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An account for payment is an agreement, according to which the supplier records the price of its goods or services.
The buyer accepts the terms of the agreement, producing respective payment. The payment form for payment is strictly not regulated, so each company has the right to develop its own form of this document. In the account you can register the terms of the transaction: time, notice of prepayment, payment procedure and delivery, etc.
In accordance with Article 9-ФЗ "On Accounting", the presence of a signature of the Director or the Chief Accountant and the Print is optional for this document. But they should not be neglected to avoid questions from the counterparties and the state. The account does not allow you to prevent the Supplier Requirements - it only fixes the price of goods or services. At the same time, the buyer remains the right to refund money In case of unreasonable enrichment of the supplier.
Payment documents: Cash checks, strict reporting (BSO)
This group of primary documents allows you to confirm the fact of payment of purchased goods or services.
Payment documents include commodity and cash checks, BSOs, payment requirements and orders. The buyer's order can get in a bank, having paid payment by non-cash payment. Check cash register or commodity buyer receives from supplier when paying in cash.
Commodity invoice or commercial check
Commodity checks, as we have spoken above, are issued when selling goods to individuals or individuals themselves.
Overheads are used primarily by legal entities for making holidays / sale of goods or commodity values \u200b\u200band further recovery by their client.
The invoice follows two copies. The first remains from the supplier as a document confirming the fact of transfer of goods, and the second instance is transmitted to the buyer.
Data in the invoice must match the numbers in the invoice.
The authorized person responsible for the vacation of the goods must put his signature and printing the organization. The party accepting the goods is also obliged to put painting and assure it with the seal in the commodity invoice. The use of facsimile signature is allowed, but this should be fixed in the contract.
Act of services rendered (work performed)
- This is a bilateral primary document that confirms the fact of the accomplishment of the transaction, the cost and timing of the implementation of services or work.
The act is issued by the Contractor to his client following the provision of services or work performed. This primary document confirms the compliance of the services provided (work performed) terms of the contract.
Invoice
The invoice is a document that is needed exclusively in order to control VAT movement. Involving invoices are usually drawn up in a couple of commodity invoices or acts. Found invoices for paid advance.
This primary document is strictly regulated. It contains:
- information on cash amounts;
- the textured part.
The invoice is the basis for the adoption of VAT sums to deduct. It is obliged to write down all VAT payers.
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