einfach sichereinfach sicher

Your personal datasafe

e-Tresor MANUAL

with invoice

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Contents

Preface ............................................................................................................................................3Mobile phone signature: The most secure log-in option available in the market ....5Everything you need at a glance: Your e-Tresor interface ...............................................8Getting started is easy as pie: The Inbox ........................................................................... 10For the forgetful among us: The password safe ............................................................. 12No matter when and where: The signature binder ........................................................ 13Passing on secrets the safe way: Showbox ...................................................................... 14Trusting is great, double checking is good too: Verifying signatures ........................ 15Never before has data management been so smart: Creating invoices .................. 16Always A-OK: Archiving invoices .......................................................................................... 19Play it safe: Encrypting archived invoices .......................................................................... 20Seamless confidentiality: The data room ......................................................................... 21In a nutshell: The technical features of your e-Tresor ................................................... 22Legal notice ................................................................................................................................. 24

e-Tresor: Your personal data safe | Preface

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Preface

e-Tresor is your personal electronic data safe. The perfect place to keep all your im-portant digital business documents and have them secure and available wherever you are. By using e-Tresor, your project ideas, documents, contracts, invoices or passwords will always be available in a structured format. Organisation, if we are to believe the saying, is half the battle.

You find that wearisome? So do we. That‘s why we developed a product that simply relieves you of the task of keeping things organised.

We wanted to know what businesses need for their digital office and what they expect of e-Tresor.

„My data should be safe.“„Easy to use.“„I don‘t want to have to worry about anything.“„I want to be able to concentrate on my core business.“„I‘m not really versed in legal matters (correct way of archiving for the Tax Office,

etc.)“„I want to be independent – currently, my office is in Vienna, tomorrow it may be in

London.“„To sign and send invoices conveniently.“„My business partner does not work in the same city. We want to be able to sign

contracts without losing any time.“„I need a secure place to put my data with clearly defined access rights for my

team.“

Exactly. And what did we want? A safe that can do it all.

Today‘s companies don‘t want to compromise. You‘ve had enough of queuing up at the offices of the public authorities. You want to be able to move through the web and

e-Tresor: Your personal data safe | Preface

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communicate seamlessly without having to switch between various media. Without a paper trail. Entirely without any red tape. Conveniently. Securely.

Today‘s companies don‘t want to make any either-or decisions. They need smart solu-tions and maximum data security for their digital business. They want to take calcula-ted risks and feel safe and secure at the same time. They need their well-defined digi-tal identity just as they need the uniqueness of their company. e-Tresor keeps things in order for your business and provides structure in an ever more complex digital jungle.

The next few chapter will give you a rundown of your e-Tresor‘s key features.

P.S.: Any reference importing a gender shall apply to both genders even if only a mas-culine or feminine form is used for the sake of readability. The respective other gender is always intended as well.

e-Tresor: Your personal data safe | Mobile phone signature: The most secure log-in option available in the market

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Mobile phone signature: The most secure log-in option available in the market

It is for you to decide whether you wish to access your e-Tresor using a mobile phone signature, (citizen‘s) card or text log-in. The most secure method is with your mobile signature or card.

Overall, mobile phone signatures are the most secure identification method. It is your digital signature and, in legal terms, it enjoys the same validity as your personal signa-ture. You can use it to uniquely identify yourself in the digital world. Only you can be the author of your digital signature.

The mobile phone signature is based on a qualified certificate.1 This is where two-step verification2 comes into play. The widely used method based on username-password identification hardly compares. Nonetheless, your e-Tresor comes with a text log-in to ensure that you can access your documents even when you‘re having trouble connec-ting with your mobile phone.

Define the access details for your text log-in under „Settings“ – after first ensuring secure verification using your mobile phone signature3.

Insider Tip: Find out more about your mobi-le phone signature:

» Image film mobile phone signature

» Get your mobile phone signature now!

(1) Qualified certificates are needed to create qualified electronic signatures that have the same legal validity as your personal signature. The competent authorities are tasked with monitoring the issue of qualified certificates. In Austria, the Telekom Control Commission (TCC) is part of the company Rundfunk und Telekom Regulierungs GmbH (RTR). A company needs to be accredited before it can issue qualified certificates. A-Trust is a qualified trust service provider following the eIDAS-act. (2) Two-step verification requires a combination of two independent components (knowledge and possession as well as the signature password and mobile phone). Should either of the two factors be incorrect, a person‘s identity cannot be verified. Access will be denied.(3) Find out how to get your mobile phone signature as quickly as possible on the Mobile Phone Signature Platform.

e-Tresor: Your personal data safe | Mobile phone signature: The most secure log-in option available in the market

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You can then add a log-in or a username plus password for your text log-in.

Once that has been taken care of, you decide whether you wish to activa-te or deactivate your text log-in4 for read-and-write access to your documents.

(4) To edit documents and texts

e-Tresor: Your personal data safe | Mobile phone signature: The most secure log-in option available in the market

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e-Tresor: Your personal data safe | Everything you need at a glance: Your e-Tresor interface

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Everything you need at a glance: Your e-Tresor interface

Adjust your data safe features to meet your own needs: from a copy of your birth cer-tificate to important family documents and invoices that you need to have available while you‘re on the go. Your e-Tresor has a dynamic structure with a focus on your life.

In the welcome section, you get to select the folder you need. First, click on just any of the boxes.

This will take you inside your e-Tresor and your menu items will appear on the left hand side.

e-Tresor: Your personal data safe | Everything you need at a glance: Your e-Tresor interface

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MY FOLDERS: This section is the perfect place to deposit your personal documents, in-cluding birth certificate, passport, diploma certificates, flight tickets, hotel documents or important medical records (all in .pdf format5).

» Add a folder by pushing the plus sign and give it a name. » Right mouse click on the new folder to take further steps (e.g. download folder or

move folder).

PARTNERS: This section provides you with a delivery feature (incl. delivery and receipt confirmation). Have your mobile phone provider send their invoices, or your social security provider or a delivery service send their mail directly to one of your partner folders.

BUSINESS: Your business folder is just the right place for your invoices. And the folder called

BUSINESS Settings is where you get to define your customers, articles, product groups and users (for further information go to „Creating invoices“).

By the way: When you place the cursor of your mouse on a symbol, a pop-up tells you what it does: from signing documents to verifying signatures and sending, downloa-ding or moving document.

(5) Convert Word files (.doc) into .pdf format before importing them. Picture files (.jpg) are automatically converted into .pdf format.

Insider Tip: Lots of companies send their pay slips to their employees‘ e-Tresor ac-counts. That way, everything is kept safe in a secure place for your team and the method you use is environmentally friendly, besides.

The folder structure is user configurable

e-Tresor: Your personal data safe | Getting started is easy as pie: The Inbox

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Getting started is easy as pie: The Inbox

Consider your Inbox as a collection point for all the documents you haven‘t allocated yet. From your Inbox, you can move everything to where you decide it should be.

Drag and drop your documents in .pdf format to your Inbox or use the dedicated button to do that. Should you wish to sign a document in the process using your mobile phone signature or citizen card, use the „Upload and sign files“ option.

Whenever anyone e-mails you a document to your e-Tresor it lands in your Inbox. You can then decide what to do with the document.

You want to send a document directly to your e-Tresor? Use your e-mail alias for that purpose. You can define your e-mail alias in Settings (under Main Settings).

5GB storage

Signing with your mobile phone

signature

OCR text recognition

Insider Tip: Pic2doc

Take pictures of your invoices while you‘re on the go and simply place them in your Inbox. Your e-Tresor automatically indexes your invoice and formats the file according to your needs. To do this, follow the link » http://www.e-tresor.at/scan and define your mobile scan ID in your e-Tresor:

Settings

» Access | Log-ins » Mobile scan ID

e-Tresor: Your personal data safe | Getting started is easy as pie: The Inbox

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Decide in which manner you would like to be informed about a new document in your e-Tresor (under the item „Notifications“ in your settings):

e-Tresor: Your personal data safe | For the forgetful among us: The password safe

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For the forgetful among us: The password safe

Keep all your passwords safe in your password safe – naturally in encrypted form as well:

First, create a safety key in „Settings“ („Advanced encryption“).

Please note: The system does not store this safety key. If you forget your key, your documents will not be retrievable. Use your safety key to encrypt the password you created.

e-Tresor: Your personal data safe | No matter when and where: The signature binder

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(6) Your signature is provided by way of mobile phone signature or citizen card. This signature has the same legal validity as your personal signature written by hand.

No matter when and where: The signature binder

Your signature binder is the perfect tool to sign documents anywhere in the world6. Your business partner is travelling and you need her to sign a new pro-ject agreement? Perfect! Simply place the agreement in the signature bin-der and invite your partner to sign it. If you want her to sign more than one docu-ment at one go, you can use the feature „Sign all the documents in the stack“.

Insider Tip: You have lots of documents to sign and want to sign several documents with only one text message?

Perfect! Simply use the „Sign in stack“ feature.

Further practical information is available in our » Partner video on the signature box.

e-Tresor: Your personal data safe | Passing on secrets the safe way: Showbox

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Passing on secrets the safe way: Showbox

To make available important documents, which you would prefer not to send by e-mail, to others in a secure way: use your Showbox. For this purpose, all you need to do is define a Showbox release for the document with your username or e-mail address and password. Activate this symbol to activate the Showbox release feature:

The person whom you have given the access details7 can then access the Showbox on the www.e-tresor.at homepage and view and/or download the relevant document. You do not need to log-in to e-Tresor for this purpose and do not need to have an e-Tresor account.

Insider Tip: What we highly recommend: deposit your mobile phone‘s serial number permanently in your Showbox. Your provider will need this number in order to deactivate the mobile phone for „finders“.

Your mobile phone‘s serial number is display-ed after entering the key combination * # 06 #.

(7) As a precautionary measure, always use a second channel (e.g.telephone) to disclose your password.

e-Tresor: Your personal data safe | Trusting is great, double checking is good too: Verifying signatures

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Trusting is great, double checking is good too: Verifying signatures

Electronic signatures ensure that the data provides is authentic. The content of the document is converted into a hash value and signed cryptographically using a personal key (the hash value is like the file‘s fingerprint).

A certificate is attached to the document for the purpose of signature verification.

Naturally, you can verify the validity of signatures in your e-Tresor as well. Verification will tell you who signed (and when exactly), whether the content of the document has been modified and whether the signature and certificate are valid.

Signature verification is particularly important with sensitive documents.

e-Tresor: Your personal data safe | Never before has data management been so smart: Creating invoices

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(8) Internal company control procedure: this procedure documents the accuracy of an invoice (a kind of control procedure used by a company for reconciliation with company‘s payment claim or, as the case may be, its payment obligation).

Never before has data management been so smart: Creating invoices

No matter what method you have been using so far: you will not only like the tool we have developed for your invoices – using it will also save you time and lots of nerves.

Let‘s do a stress test:

Go directly to your folder called „Create a new invoice“. Without having to switch to other programmes, you can conveniently create invoices for your customers. You will now be advised that no articles or products have been created yet. So briefly switch to Master data administration.

» Customers: This is where you can create, edit or delete customers. » Articles: You can create, edit or delete articles here. » Products: Define your product groups with the applicable tax rates. » Users: Define the persons/business partners that you want to involve in joint

e-Tresor processes.

Insider Tip: Adapt everything that‘s import-ant for your invoice first

Accounting method: do you use the cash method of accounting or do you use doub-le-entry bookkeeping?

Do you have an internal control process? 8

Invoice number prefix

Do you wish to reset the invoice counter at year-end?

Sender of invoice

Field for free text (above or below the list of articles)

Invoice header and footer

E-mail alias invoices: Enter your company name here (this e-mail address will be used, for example, to send invoices directly from the system).

e-Tresor: Your personal data safe | Never before has data management been so smart: Creating invoices

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It‘s just as easy when it comes to creating articles or customers using the button at the top left corner.

Go back to Create a new invoice. Return to your business folder (Invoices) and create a new invoice.

Enter the invoice recipient‘s contact details. Alternatively, you can select a defined template – this option is very practical when handling ongoing projects and customers. You will find the invoice number in the field „Invoice information“. You also get to define whether an invoice or a credit note should be created. Any change to the text or mo-dification is immediately shown in .pdf format on the right hand side. Then enter your VAT number and set the invoice date. You also get to define any of the following points:

» Invoice date is identical with delivery date » Delivery is not subject to taxation9

» Tax liability is transferred to the recipient10

The Article (Products) section is also very versatile.

Quantity: days, hours, units, etc.

(9) tax-free intra-Community supply of goods (10) Reverse Charge

e-Tresor: Your personal data safe | Never before has data management been so smart: Creating invoices

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Designation: tables, workshop, advice, massage, apples, etc.

Unit price: Enter the unit price. The sum total is automatically computed for you once you have defined the applicable tax rate (0,10,13,19 or 20%).

You can then save the invoice for further processing at a later point in time or complete invoice creation (create invoice in .pdf format). Please note: Once you have completed the creation of an invoice, you will not be allowed to change the invoice number due to legal constraints.

Your invoice is then deposited in the Invoice folder. At this point you need to decide what is to be done with the invoice.

Do you want to save the invoice as a tamper-proof invoice suited for auditing purpo-ses? In other words, you will have all your documents stored in one place in the event of a tax audit – for as long as the law requires.11

In this case, remember to activate the „Start to archive“ symbol.

(11) What is known as a WORM storage device („write once read many“) operates in the background, which makes any modification or deletion of data impossible, ensuring compliance with the law. This type of storage device is needed to ensure tamper-free storage of documents for audit purposes as required by the tax authorities.

e-Tresor: Your personal data safe | Always A-OK: Archiving invoices

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Always A-OK: Archiving invoices

Whenever you wish to archive your invoices, enter all your general meta-data. De-fine your settings for invoice archiving in the dialog window that opens.

» Do you want to verify the signature? » Is the invoice accurate, both in terms of the subject matter and the numbers? » Approved for payment?

Meta-data:

» financial year » type of invoice (incoming or outgoing?) » name of creditor12 or debtor13

Then you need to enter the following invoice details:

» date of document » internal document number » bank statement number » payment date » retention period » currency » any comments

The invoice is displayed in the field on the right hand side. Activate „Start to archive“. You will then find the invoice you archived in the folder called „Archived invoices“. You can download the document from there. The „Delete or move“ feature is not available here, because you are in a disabled section14

(12) Creditor: the supplier/provider(13) Debtor: the company‘s customer(14) blocked folder type: tamper-free archive; changes may no longer be made for legal reasons.

e-Tresor: Your personal data safe | Play it safe: Encrypting archived invoices

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Play it safe: Encrypting archived invoices

One thing is sure: Your documents are secure in your e-Tresor. Your safe ranks among the most innovative and effective storage technologies worldwide. Encrypted archi-ving in the high-security computer centres of A-Trust GmbH and certificate-based identity verification (mobile phone signature) protect your documents against unau-thorised access.

To cap it all, you can also encrypt the invoices you archive („Advanced encryption“). To do so, you need to define a password first:

Please note: The system will not store this password. If you forget your password, your documents will not be retrievable. You will then be able to encrypt and decrypt your documents as needed.

e-Tresor: Your personal data safe | Seamless confidentiality: The data room

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Seamless confidentiality: The data room

The data room of your e-Tresor is our due-diligence15 solution for your business based on the multiple control principle: your documents are stored in a secure data room which only authorised persons can access.

This is how it works:

To access the data room, the mobile phone signature needs to be used to log into the system. Once you have been given access, click the button „Switch account“ located in your menu list (left top).

When you deposit your sensitive documents in the data room, your documents are wa-termarked. This watermark protects the documents against unauthorised disclosure.

(15) Audit and analysis to determine a company‘s economic, legal, fiscal and financial standing. This analysis is performed by a party interested in buying a company. As the information disclosed in the process is usually of a confi-dential nature, the secure deposition of documents in the data room is the perfect solution for sensitive due-diligence processes also because an exact record of document use is kept.

e-Tresor: Your personal data safe | In a nutshell: The technical features of your e-Tresor

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In a nutshell: The technical features of your e-Tresor

» Invoice archiving (WORM-based storage) » Indexing (tags) » Browser-based web application » Data room » Document library | 5 GB storage » E-mail receipt of documents (e-mail alias) » Invoice: Create a new invoice » Invoice master data administration (Customers | Articles | Product groups | Tax

rates) » Hosted in the high-security computer centre of Firma A-Trust GmbH (monitored

by the supervisory authority RTR) » Inbox | Recycling bin » Journal (record of activities) » Log-in using the mobile phone signature » Log-in via text log-in » Log-in administration » Multi-user capability » OCR text recognition » Access authorisations for folders » User-configurable folder structure » Password safe » Invoice creation: print invoice or sent directly by e-mail » Invoice layout: free design (logo | texts) » Scan feature (smart phone PictureToDocument) » Scan – automatic indexing

e-Tresor: Your personal data safe | In a nutshell: The technical features of your e-Tresor

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» Showbox (easy document release) » Signing with mobile phone signature » Search » Signature binder » Supported devices: browser-based clients (PC, Mac, notebook, tablet, smart

phone...) » Communication system by text message/e-mail » General delivery (SOAP interfaces) » Delivery partners (SOAP & confirmation)

e-Tresor: Your personal data safe | Legal notice

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Legal notice

e-Tresor: Your personal data safewww.e-tresor.at

A-Trust GmbH Landstraßer Hauptstraße 51030 Viennawww.a-trust.atwww.handy-signatur.at

We would like to thank our test users who supported us with their much appreciated feedback.

© A-Trust, Vienna 20161st edition 2016

We are at your service:0900 940 910 (€ 1.09/min.)Monday through Friday (on working days)from 8:00 am to 6:00 pm servicecenter@a-trust.at