Enhancing Internal Controls with Jobcan's New Departmental Authority Function

Jobcan, the cloud accounting system developed by DONUTS Co., Ltd., based in Shibuya, Tokyo, has released a new optional feature called the "Departmental Authority Function" within its document management system, Jobcan Document Management. This latest addition aims to streamline document management for companies operating across various departments, enhancing internal controls and authority management extensively.

As businesses increasingly switch to digital document management due to revisions in electronic bookkeeping laws, the digitization of invoices, receipts, and other related documents is on the rise across numerous companies. However, as companies grow in size, new challenges concerning security and governance have emerged, such as the risk of unauthorized access to invoices from other departments and the need to limit operational authority based on employee roles.

To address these business needs, Jobcan Document Management has integrated the Departmental Authority Function. This addition maintains the convenience of centralized document management while allowing for a more secure management system tailored to departmental requirements and employee roles, significantly enhancing internal control efforts.

Key Features of the New Departmental Authority Function

1. Secure Document Management by Department

By linking employees to their respective departments, the new function permits them to view and upload only documents pertinent to their departments. This targeted access reduces the risk of information leakage and makes it easier for staff to locate documents relevant to their work, allowing them to focus more on their tasks without the burden of sifting through unrelated information.

2. Flexible Authority Settings Based on Role

Jobcan allows for detailed authority configurations based on job roles, such as granting full access to the accounting department head or restricting general employees to their specific department's documents. This system ensures a well-regulated document management process that aligns with corporate operational realities.

3. Automatic Departmental Sorting of Incoming Emails

The new functionality also enables email addresses to be linked with departmental settings, allowing for automatic sorting of received invoices and other documents based on designated departmental email addresses. This feature enhances efficiency and minimizes manual sorting efforts.

What is Jobcan Document Management?

Jobcan Document Management is an optional component of Jobcan Accounting that fully complies with the requirements of the revised electronic bookkeeping law, including scanner preservation systems and the storage of electronic transaction data. This management system enables the centralization of national tax-related documents such as invoices and receipts into electronic data, promoting paperless operations and improving overall business efficiency.

Overview of Jobcan Accounting

Jobcan Accounting combines the ease of use typical of packaged accounting software with the advantages of cloud technology. It retains the familiar operations such as keyboard entry for ledgers, automatic aggregate updates when total values change, and the ability to switch between multiple ledgers with a tabbed display. The system also allows users to access previous year's ledgers without switching years and see other users' reference points during simultaneous editing—features designed to assist in accounting tasks. Jobcan also includes functionalities for budget management and cash flow tracking, making it suitable for a wide range of businesses. To add to its value, the service offers free data storage, automatic updates, and straightforward web login, showcasing the benefits of cloud-based solutions.

Jobcan: A Comprehensive Back Office Support ERP System

The Jobcan series includes an array of nine services designed to streamline back-office operations, such as attendance management, expense reimbursement, workflow, recruitment management, labor HR, payroll, accounting, estimates/invoicing, and business process outsourcing (BPO). The system caters to businesses at all stages, from startup to maturity, with a cumulative installation record of over 250,000 companies and more than 3 million paid IDs. Jobcan has also been recognized in IT Trend's Annual Ranking 2024 for various categories, including attendance management and accounting software.

For more information, visit the official Jobcan website.

About DONUTS Co., Ltd.

Founded on February 5, 2007, DONUTS Co., Ltd. is located in Shibuya, Tokyo, and specializes in cloud services, gaming, video/livestreaming, healthcare, and publishing media. For more details, visit DONUTS official website.