You have many options when implementing an ECM strategy.  How quickly and how fast you acquire exemption certificates depends upon several factors.  Previous audit exposure, depth and accuracy of your historical, legacy database of paper certificates and lilely risk of audit going forward all play a role in making an appropriate choice.

What is Historical Conversion?

Historical conversion of  your existing legacy files of certificates can provide oversight and control over your historical potential audit liability.  Customers concerned with significant potential audit risk for past transactions typically look for this sort of service.

TEAMS Express Historical Conversion will take your existing collection of tax certificates and convert them for use in TEAMS Express. Documents are scanned into a uniform electronic format, for example, a bit image or PDF, and then the relevant metadata fields are populated with information read from the scanned document. The information and scanned documents placed in the system reflects the actual content of the legacy documents “As Is.” The “converted” document is finally checked for sufficiency. ISSI employs professional operators and scanning equipment for secure scanning, indexing and sufficiency review. All work is performed in-house at ISSI headquarters. Of course, full daily backups; interim storage and paper document handling and optional, document destruction are also handled in-house.

In addition, registration number validation is an optional add-on that will validate that the registration number on each tax certificate is correct and current for the relevant tax jurisdiction. In addition, the relevant state registration number is validated for form and format.

Our team of experts can work through your entire collection of certificates and have them ready for action rather than burden your busy staff with that tedious task. ISSI will help you sort out the exact state of your collection of tax certificates and import them into your TEAMS Express instance quickly and correctly.

What is Prospective Conversion?

Prospective conversion supports the acquisition of new certificates going forward from the point of TEAMS Express implementation.  Prospective conversion fully exploits the use of advanced TEAMS Express workflow technology that allows customers to fax or email certificates into the system more quickly and with less effort.  Once delivered, the received document is finally checked for sufficiency.  ISSI employs professional operators for secure indexing and sufficiency review.  All work is preformed in-house at ISSI headquarters.  Of course, full daily backups; interim storage and paper document handling and optional, document destruction are also handled in-house.

The choice is up to you and ISSI will be there.

When a new TEAMS Express instance is commissioned, a conversion of electronic customer and/or vendor data is typically performed where certificates are synchronized with customer, financial, receivables or other information managed in other information systems. A similar conversion from the vendor/supplier, payables side of the house in performed for TEAMS Express Use Tax. This Data Port connection provides a secure pipeline through which information flows periodically from your systems to TEAMS Express.  Through this service our team will port, clean up and upload existing, or legacy, tax certificates in electronic form and/or their related metadata.  This service is typically offered when there are one or more existing systems (e.g., ERP, Great Plains, QuickBooks,  SAP) or databases (e.g., Access, Oracle, SQL-Server, Excel) that contain relevant documents in electronic format and/or relevant metadata. The block of data (schema, data dictionary or dump) is usually delivered via CD, DVD or SFTP or web-services. Once received, our software engineers, working with you, perform the following steps for uploading the information into your new TEAMS Express instance. The data structure is reviewed and mapped into the new system. The existing database is cleaned up including a check for data inconsistencies (e.g., different spellings for the same name), duplicate data and other problems that may be encountered when migrating the data over. When the data has been cleaned and prepped, it will be uploaded into the new instance. Typically, a post-conversion report is generated that details what data was uploaded as well as what data didn’t make it and why.

Once your TEAMS Express and/or TEAMS Express Use Tax system goes live, Data Port continues on a periodic basis ensuring that your most current customers and vendor information are on file in TEAMS Express.  You may choose from quarterly, monthly, weekly or daily updates.  Greater update frequency can be accommodated upon request.