FAQs CLX.ArchiveBox | Questions and Answers at a glance
Signing and Archiving
What do I need to archive?
Accounts Receivable and Payable, all types of documents that make up your main business documents.
Why can't I just archive documents on my hard disk?
Because invoices and documents on your hard disk without a digital signature are not archived in compliance with the law. That means they also need to be stored in paper form. The CLX.ArchiveBox signs and archives your documents automatically in full compliance with the law – that makes your paper archive redundant.
What sort of formats can be digitally signed?
All electronic documents can be signed. With PDF and XML the signature is integrated. With all other documents an additional signature file is created.
Do digital signatures mean extra work for me?
No. Your CLX.ArchiveBox signs and archives your invoices and documents automatically.
Does the CLX.ArchiveBox also check the signature of incoming documents?
Yes. The CLX.ArchiveBox automatically checks the signature of account statements (financial institutions), transaction receipts (asset management) and other documents. This means you can be sure that all documents, your own and those of others, are archived in compliance with the law.
I manage several businesses – do I need a separate CLX.ArchiveBox for each one?
Each CLX.ArchiveBox manages one Value Added Tax number. Multi-client capability is possible; please contact us for more details.
Are the documents archived in encrypted form?
Documents can also be encrypted if required. This is not a legal requirement however. The signature is sufficient for legal compliance as it guarantees integrity.
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Invoices and Documents
One group of customers wants our invoices in paper form, the other by electronic means. Can the CLX.ArchiveBox make a distinction?
Yes. The CLX.ArchiveBox offers different simple possibilities – all you have to do is chose the solution that suits you best.
How do I archive Accounts Receivable that are not electronically generated, but issued only in paper form?
We have a solution for this, too; please contact us for more details.
What exactly do you mean by "Documents"?
Any important business document as well as sensitive data in PDF, XML, DOC, etc. But also scanned data, e.g. certificates, contracts, test reports, medical reports, X-rays, tax returns, and much, much more.
Can I sign unsigned documents and then carry on using them in signed form?
Yes. The CLX.ArchiveBox is capable of reading in, signing and archiving documents and then re-issuing them immediately.
Does the CLX.ArchiveBox support EDIFACT?
Yes, it does.
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Communication and Security
How do I access the CLX.ArchiveBox?
The CLX.ArchiveBox features a user-friendly web interface. You can access the CLX.ArchiveBox from any PC and then conveniently use and control all its features.
Can I also access the CLX.ArchiveBox remotely?
If your company network allows you to, of course. You can use a VPN connection for example.
Can the auditor or the VAT authorities also access the CLX.ArchiveBox?
Yes, providing you grant the corresponding rights. You can set up separate logins for the auditors or outside bodies.
Can several CLX.ArchiveBoxes communicate with one another?
Yes. With the integrated mail client, that's no problem.
Do I have to reckon with additional costs if I send invoices electronically?
If you work with an e-invoice provider, the provider will charge its costs. Sending invoices from Box-to-Box is free.
How do I receive documents from the outside?
Documents can be received from another Box or by email.
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Integration, Installation and Technical Aspects
Does the price include installation?
Yes, providing you have purchased a standard product. For special requirements, please contact us for more details.
Is the CLX.ArchiveBox compatible with my system / ERP?
Yes. The CLX.ArchiveBox is compatible with any ERP solution.
Do I need additional software to run the CLX.ArchiveBox?
No. The CLX.ArchiveBox can automatically sign and archive all documents without additional software.
Do I need a separate PC to run the CLX.ArchiveBox?
No. You can access the CLX.ArchiveBox from any existing PC in the network.
Does the CLX.ArchiveBox need special connections?
No. All you need is a free network connection.
How do I know if the CLX.ArchiveBox is not working properly?
All the "transactions" on the CLX.ArchiveBox are logged – the main ones are even sent to an email address using a notification service. So the CLX.ArchiveBox indicates if something is not working properly.
Do I lose my data if the CLX.ArchiveBox becomes defective?
No. The CLX.ArchiveBox automatically creates backups at regular intervals. The backup can be downloaded by CREALOGIX onto a new CLX.ArchiveBox within 48 hours.
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Legal Aspects
Does the CLX.ArchiveBox comply with the legislation?
Yes. The CLX.ArchiveBox is GeBüV and EIDI-V compliant. This means that all the statutory provisions for archiving electronic documents are met.
What does GeBüV and EIDI-V stand for?
Here is the answer straight from the federal authorities of the Swiss Confederation:
GeBüV
EIDI-V
And if the law changes, does that mean the CLX.ArchiveBox is redundant?
No. The CLX.ArchiveBox has an online update mechanism. CREALOGIX ensures that the Box always complies with the latest requirements.
What invoices can be archived electronically in the CLX.ArchiveBox in compliance with the law?
Accounts Receivable from your business or accounting software are signed and archived in compliance with the law.
Accounts Payable are also stored in compliance with the law, either as scans or e-invoices per email, PayNet or PostFinance.
Do I also need to keep a hard copy of the invoices alongside the electronic archiving in the CLX.ArchiveBox?
No. A hard copy is no longer required; the CLX.ArchiveBox archives all the invoices in compliance with the law.
Does the CLX.ArchiveBox only archive invoices or can other documents also be stored electronically in compliance with the law?
Yes. The CLX.ArchiveBox also provides a document archive in addition to the invoice archive. All documents can be archived with a signature that is in compliance with the law.
How long do VAT-related data and documents need to be kept?
The legislation stipulates a period of 10 years.
Can I also store electronic bank documents in the CLX.ArchivBox in compliance with the law?
Of course; e-documents from financial institutions are archived in the CLX.ArchiveBox in compliance with the law.
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