Digital Archive for Purchase Invoices
Starting in 2013, the legislator allows us not to keep invoices received from suppliers. Yes, those stacks of paper that the CPA requires the organization to keep for 7 years… so what are the conditions that allow us to get rid of these invoices?
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The invoice must be scanned, and the text “Scanned Document” must be added to the scanned file
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Each file must be signed with two approved digital signatures (from comsign or personalId only)
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The file must be stored in a digital archive that meets the requirements of the law, through which the invoice can be easily retrieved by searching by supplier, number, etc.
If we have met these three conditions, we may discard the paper only after submitting the annual report
It should be emphasized that this refers to invoices that were not received digitally but rather on paper. Invoices received from suppliers by email, etc., do not need to be printed and can be saved directly in the company’s digital archive.
What is this digital archive? Broadly speaking, it is a computerized system that meets the legal requirements (for example, preventing deletion of records, etc.). With us, at procee, this system is an integral part of our procurement system.
So how do you get started? First, you need to purchase two approved digital signatures from comsign or personalId at a cost of a few hundred shekels, and then upload the invoices to our system and… that’s it!
If you’re interested, you are welcome to read the wording of the law here
The procee system meets the legal requirements for a digital archive, and includes full synchronization with the common ERP systems in Israel – SAP, Priority, Hashavshevet, and more