E-signature workflow

Harkanwaljit Singh
Harkanwaljit Singh
Third Anniversary Name Dropper Facilitator 1
in Blackbaud Financial Edge NXT® General Discussions

Hi i wanted to know from those who have e-signatures enabled what's your workflow process and controls. Especially regarding approval and usage of signatures for 2 signatures.

Comments

  • Dragana Zulfic
    Dragana Zulfic
    Third Anniversary Kudos 1 Name Dropper Participant

    @Harkanwaljit Singh, I know it is not perfect and it creates extra steps, but every time you need to use them you can turn them on and once you are done turn them off.

  • Tyler Brown
    Tyler Brown
    Fourth Anniversary Name Dropper Facilitator 1

    @Harkanwaljit Singh:

    Hi i wanted to know from those who have e-signatures enabled what's your workflow process and controls. Especially regarding approval and usage of signatures for 2 signatures.

    We write a 100+ checks a month and use the E-signature on ALL of them. We also have a two signature rule in place that adds the second signature if the check if over $5000. As our signers are our CEO, and a couple VP's, they may not be available or want to sign 100+ checks a month.

    Our process relies on the Accounts payable clerk and the Controller for a two person verification of checks printed. I have created a report that shows all checks to be printed on the “check run”. It shows Vendors, description of invoice, invoice coding and dollar amounts. Unfortunately there is no directly built-in report from FE-NXT, so there is some column manipulation required.

    Once this report is created, it's exported as a PDF. Through Adobe or any digital signature program, sent to the control to review and digitally sign. Checks are printed. A Check report for that day is created. This shows all of the checks that were printed that day. This is sent to the controller (along with the signed PDF) to compare grand totals, checks printed, and vendors printed. All of these files are stored on the company server so that and auditor can track and verify that checks were not printed maliciously. Files include: The unsigned preliminary check run report, the signed preliminary check run report, PDF of printed checks, signed printed checks report.

    We have been doing this for over a year now and have had NO trouble from vendor or the bank. It also takes the pressure off of the signers to find time to sign checks. Hope this helps!

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