FAQ

General questions:

  • What is pre-implementation analysis?

    Pre-implementation analysis is gathering information about the current situation at a company as well as the client’s expectations regarding the new system. The analysis makes it possible to determine whether and to what extent integration with other systems is required, the form of such integration, and to prepare a price estimate for the implementation work (providing a quote for such work is impossible without precisely defining its scope). The analysis consists of several stages: description of the current situation; description of client expectations; preparation of the proposed implementation and the determination of its scope together with the client; the price estimate for individual elements of the implementation.
  • How long does the implementation take?

    The duration of an implementation depends on the scope and complexity of the project, as well as the specific requirements of the client and its commitment. Most often, a more complex implementation is divided into stages, with each stage completed in approximately three months.
  • Can Baseline be integrated with other systems?

    Yes, Baseline can be integrated with any database system. The scope of integration also depends on the system being integrated, i.e. the extent to which that system is able to exchange data with Baseline. Integration can be unidirectional or bidirectional (information may be exchanged in one or both ways).
  • Does the system enable setting replacements?

    Baseline can give access to different areas to individual employees.
  • How many users can operate the system at the same time?

    The system may be operated by any number of employees at the same time. The limitations depend on the hardware.
  • Does Baseline support any desired reports?

    Baseline offers a whole set of pre-defined reports, but at the special request of clients we adapt reports to their individual requirements or create completely new reports.
  • Can I create reports in Baseline myself?

    Our clients have the ability to create and modify reports in the system, but basic IT knowledge is required.
  • Can data be exported to Excel?

    If the data is in the form of a table, users can export it to a CSV file (which is supported by Microsoft Excel) with a single click.
  • Is it possible to export other reports that are presented graphically?

    Users can export selected reports to PNG, JPEG, PDF, and SVG formats.
  • Does Baseline support retrieval of data from the Central Statistical Office’s database?

    Baseline supports retrieval of data from the Central Statistical Office’s database.
  • Can I verify who and when is browsing or changing data in the system?

    Baseline records all user activity in an event log.
  • What does the system price comprise?

    The price covers a licence for system modules, user licences, add-ons, implementation and training.

Finances:

  • What is OCR?

    OCR (optical character recognition) is a mechanism most often used at the stage of invoice registration, which independently reads the financial data from a document image (names of entities, Tax Identification Number (NIP), amounts grouped by VAT rate, dates, account number, etc.).
  • What is the accuracy of OCR?

    The accuracy is close to 97%. To achieve such a level of accuracy, at the implementation stage we collect a package of client invoices from one month and run OCR on these. To improve the effectiveness, we adjust the internal Baseline algorithms to the conditions specific to the client.
  • Will OCR also handle invoices printed on a dot matrix printer?

    In the vast majority of cases, unfortunately no. Dot matrix printers produce a set of dots, while OCR recognises characters that are written in a line.
  • Can OCR be used for other scanned documents?

    Yes. This later makes it possible to search for any documents stored in Baseline based on key words in the text (full-text search).
  • What is the advantage of OCR in Baseline?

    Baseline, unlike other systems, has a built-in OCR functionality as an integral part of the system. As a result, there is no need to purchase third-party licences, which often represent a very high cost. There is no need to pay for each page processed with OCR, Baseline offers OCR processing for an unlimited number of scanned pages. It is not necessary to indicate where the data to be processed is located for each new invoice: our OCR software recognises where the required data is located, and each time it may be located in a different place in a given scanned document. Our OCR function automatically fills in fields that are subsequently required to be exported for the accounting system (and arranges separate groups of amounts by different VAT rates).
  • Can Baseline issue invoices?

    Yes, thanks to document templates we can have our own invoice form.
  • Can Baseline be integrated with other accounting systems?

    Most often Baseline employs an identical chart of accounts as in the accounting system, and after adding descriptions, accounting for, approval and review, all data is exported to accounting systems, e.g. SAP, NAV, Optima, Symfonia, Subiekt GT, Wapro and others.
  • Can I search for any invoice at any time?

    Thanks to additional and dedicated filters in the Invoices module you can quickly narrow down the search criteria.
  • Can I execute mass payments for invoices?

    By exporting payments to a file (e.g. in ELIXIR format) you can pay any amount of invoices in this way.
  • Does the system enable recording accounts under group 4 and 5?

    Most often Baseline employs an identical chart of accounts as in the accounting system.
  • Does Baseline enable accounting for amounts under projects that are different from amounts disclosed under cost centres?

    Baseline allows users to manage projects and makes it possible, for example, to account for other amounts under the same invoice in ledger accounts than are recorded for projects (thanks to which you can accurately control project costs).
  • Does Baseline support pro forma invoices and correction invoices? How are they linked to the main invoice?

    Yes, you can both register and create accounting documents of any type. Reference to the main invoice is ensured by linking (making a reference using a reference mechanism) to the related document.
  • How can we record in the system that the invoice has been paid?

    Here we give xamples for two types of invoices: a cost invoice and a sales invoice: For sales invoices, we can do it manually (after the payment is credited at the bank, we find the invoice and confirm its payment manually), or semi-automatically using a MT940 file downloaded from the bank. For cost invoices, we can do it manually (find the invoice in the system and confirm its payment manually) or export payments in an ELIXIR file, import the file to the bank and pay any number of invoices based on a single file (confirming in the system that an export of payments was made to a file submitted to the bank, which automatically means that the payment was made).

Documents and document flow:

  • DOCUMENTS AND DOCUMENT FLOW

    Thanks to document templates for example you can generate contracts, orders, requests, offers, letters, or create your own printouts etc.
  • Can we create workflow templates by ourselves?

    Yes, this can be done by using a dedicated modeller.
  • Can we control authorisations to view a document?

    Baseline supports advanced access control (not only to documents, but also to reports or modules). This access control takes place on two levels – either at the level of individual employee and document settings, or at the level of roles and its authorisations in the system.
  • Can we set up any filters when searching for documents?

    Yes, thanks to extensive mechanisms we can also apply individual filters to individual modules.
  • Can we send the documents generated from the system by e-mail?

    It is possible to send documents generated from Baseline by e-mail.
  • How much space does a scanned document occupy on the server?

    On average, one document page is approximately 250–350 KB. In this case, the document is scanned in a resolution of up to 300 DPI.

Hardware requirements and technical characteristics:

  • Can I install Baseline on my server?

    Yes, you can install Baseline on your servers if you purchase a licence for an unlimited period.
  • What additional licences do I need to hold to install the system?

    Windows Server 2012 R or higher and SQL Server 2014 Express or higher (the Express version limits the size of the database to 10GB).
  • Are the files stored in the database?

    No, the system structure provides for storing only metadata in the database, and all attachments are stored in a separate disk space.