Ask the Accounting Community

 View Only
  • 1.  Digital signature solution?

    Posted 08-04-2023 11:51 AM

    All of the monthly account recs, reviews, etc that we keep for internal control purposes are printed, signed, and stored in a file cabinet. I'd like to get away from paper based record retention and incorporate digital signatures into the workflow.  Simply scanning the physically signed document at isn't enough because it adds a step to the process instead of making it easier.  I also don't want to copy/paste an image of my signatures because I think that defeats the purpose of a signature.

    We are a private company and I have a small team - what's a good solution for say 5 users? 

    TIA



    ------------------------------
    Ryan Kuhn
    [Job Title]
    Amerequip
    Kohler WI
    ------------------------------


  • 2.  RE: Digital signature solution?

    Posted 08-05-2023 08:19 AM

    Adobe pdf has digital certificate which time/date stamps your digital signature. It's easy to save excel files as pdf, then you open the pdf for signature(s). You're also able to restrict updates but the people who sign after the first. Very easy. 



    ------------------------------
    Kristin McIntire
    Vice President Finance
    ABC Technologies
    Grand Rapids, MI
    USA
    ------------------------------



  • 3.  RE: Digital signature solution?

    Posted 08-05-2023 09:11 AM
    ADOBE has a signature function   

    Sledge
    Douglas A. Sledge, CPA Management Accountant
    Douglas A. Sledge, CPA, CGMA. CMA. MBA
    Certified Advanced QBO QuickBooks ProAdvisor
    256-443-1624

    Plan, Organize, Implement, Control.






  • 4.  RE: Digital signature solution?

    Posted 08-05-2023 12:43 PM

    I am not sure if it was a company created tool or something available from Microsoft but we utilize a plugin for manual recs called a tickmark tool which creates a comment, callout, or signoff with the user credentials and date based on buttons in the Excel ribbon.  For automated recs we utilize an Oracle based solution that captures workflows for approval.  If I had a small team and was part of a smaller company, I might consider keeping them Excel based and adding additional MRE throughout the rec but utilizing a text based approval with the MRE supporting your actual review



    ------------------------------
    Thomas Dietrich CMA
    Controller
    Buford GA
    United States
    ------------------------------



  • 5.  RE: Digital signature solution?

    Posted 08-07-2023 10:10 AM

    Tickmark is from TheSpreadsheetGuru. I use it as well. You can also use ShareFile's Feedback & Approvals workflow. A less expensive alternative to Adobe's E-sign is PDF Architect.



    ------------------------------
    David Belnap, CMA, CPA
    Belnap Accounting
    Hollywood FL
    United States
    ------------------------------



  • 6.  RE: Digital signature solution?

    Posted 08-06-2023 01:44 AM

    We are using DocuSign



    ------------------------------
    Khalid Qarooni CMA
    Director/Manager
    Nuwaidrat
    Bahrain
    ------------------------------



  • 7.  RE: Digital signature solution?

    Posted 08-07-2023 12:32 PM
    I worked for large companies all my career and I know that the IRS and other government entities here in the USA accept electronic signatures/approvals.  I think most outside auditors will as well and may actually prefer them.

    Most software products now have electronic signature capability.  I've seen pdf recommended, but Microsoft programs such as Excel also have them.  You might want to check if they're also incorporated into your financial software.  Wherever you've got them, I think you're good to go, but check with your company's auditor/tax preparer.

    Sincerely,
    Nancy

    Nancy McCleary 858.449.1895 ncm4595@...





  • 8.  RE: Digital signature solution?

    Posted 08-08-2023 08:38 AM

    When we document review of internal controls or processes, we use the stamp function built into Adobe which has multiple options for placing a "stamp" showing the name of the user and the time and an indication of reviewed or approved. When we approve internal documents that require signatures, such as a wire transfer, we use Adobe Sign because it's inexpensive. For external digital signatures, the only widely accepted one we've found is DocuSign, particularly with our banks so we have two seat licenses for it for our team and route any needs through those two. We have a broader licensing agreement with DocuSign, however, as it's used in Legal and elsewhere within the company. 



    ------------------------------
    Marcel Santiz
    Analyst
    Saline MI
    United States
    ------------------------------



  • 9.  RE: Digital signature solution?

    Posted 08-09-2023 10:11 AM

    In addition to the more well-known Adobe functions for adding digital signatures from your own device (which could work for you as others have noted), Acrobat has a "Request e-signatures" function that routes the document to specified email addresses. It will route back to you when complete with time-stamped records of which email addresses received and signed the document. If you're already paying for Acrobat and your license includes that function, you might play with it and see if it meets the need.



    ------------------------------
    Rob Teitelbaum CMA
    Other
    Falls Church VA
    United States
    ------------------------------



  • 10.  RE: Digital signature solution?

    Posted 08-17-2023 01:47 AM

    We're in a similar situation.  Our solution has been to take screen shots of the key portions of the file (totals, check figures, variances, review notes, etc) and paste those into a worksheet (we will have a worksheet named Preparer another names Reviewer in the workbook being reviewed) or at the beginning or end of the Word document being reviewed.  You might be able to use the Windows Alt-PrtScn but we generally use a screen snipping utility.  The key is to get the username (upper-right corner of Excel and Word) and the date-time (lower-right corner of Windows).  Both our third-party internal audit provider and external auditors have bought off on this.  No licensing fees!



    ------------------------------
    Scott Miller CMA
    Chief Financial Officer
    JAMCO AMERICA INC
    Everett WA
    United States
    ------------------------------