1C: Small Business Management 8 (1S: UNF) in network of jewelry houses "Will amaze"

The RESPONSE on control automation of network of retail jewelry houses "Will amaze" based on "1C: Small Business Management 8", executed by Logen company.

The network of jewelry houses "WILL AMAZE" appeared in the Russian market rather recently – in November, 2009, but in the first days of work shops of the company showed high rates of implementation and turnover of jewelry. The IZUMIT company is retail chain stores of Yuveliry Severnoy Stolitsy LLC - the largest producer and the wholesale distributor of jewelry products in the territory of the Russian Federation. Also the IZUMIT company works with some other leaders of the Russian jewelry industry. In 2009-2010 16 shops of retail network are opened, all for 2009-2014 it is going to build network of 80 shops across Russia.

With success of the company the problem of automation of financial management was updated. The management needs to see both the general indicators of the company, and a detailed picture on the state of affairs in each retail store quickly to manage business. But implementation of a traditional full-scale ERP system would demand significant investments in the form of a dopfinansirovaniye and labor costs, plus load of operational activity during implementation strongly would increase. It was necessary to build an information system "on the fly" since the company was in a stage of active growth, but with essential and flexible functionality and opportunities for further development. For implementation of a task invited experts of Logen company. The contractor was selected because of working experience of automation of the companies with a branched organization structure. After the analysis the decision to build an enterprise management corporate information system on the basis of the 1C: Small Business Management 8 program with integration into other programs "1C:Enterprise 8" is made.

Financial management and budgeting on a basis "1C: Small Business Management 8". Work took place in close cooperation of experts Logen with all services, is made:

• Maintaining budgets of cash flow. Drawing up budgets, passing of a chain of approval and statement.
• The statement of requests for a funds expenditure with check on compliance to lines of the budget for cash flow items (DDS). The possibility of distribution in the request of a payment amount on CFA (centers of financial accounting) is implemented. After formation of the payment order (on the approved requests) and data transfer of statements from a system the client bank a system automatically carries the actual payments on TsFU on the basis of data of the request. Thus the fact of an expense of DDS on the centers of accounting turns out.
• The simple chain of approval of the request is configured:
  • The initiator – writes out the request, submits for approval to the chief financial officer.
  • The Chief Financial Officer (CFO) either approves the request, or transfers to approval to the CEO, or returns on refining to the initiator.
  • The CEO – claims, cancels, FD tells to refining.
  • The financial manager (FD can perform his functions) – creates payment orders on the approved requests, enters actual data on payments using data loading mechanisms from the client bank.

• Opportunity payment planning – scheduling of payments directly in the request for an expense of DS is implemented. A possibility of drawing up the long-term payment schedule with inclusion in the operational payment schedule;
• Are made the notification mechanism by e-mail and the mechanism of more convenient work of users with planning documents of money;
• The reporting under budgets of DDS and the plan-fact analysis of execution of budgets of cash flow is made.

Also during the project it was necessary to look for solutions on integration of a managerial system (1C: Small Business Management) and the existing accounting systems:

• 1C: Retail 8 in which sales accounting on shops of the company is kept;
• 1C: Enterprise Accounting 8 CORP in which accounting and tax accounting is kept.

Creation based on "1C: Small Business Management 8" of the unified information system integrated with programs of retail accounting and the system of the regulated reporting.

Usually at integration there are numerous problems of directory synchronization and documents, there is a data entry duplication problem when data need to be entered in several accounting systems at once. These problems were solved systemically:

• It is regulated the only entry points of information, for example, reference books by partners are set, agreements are entered to small business management and transferred to accounting;
• Reference books of the managerial and regulated systems are one-time synchronized (transfer of the existing information on partners from 1C: Accounting CORP in small business management is made);
• Processings of data transfer about cash and bank documents are implemented:
  • The cash desk of retail stores is transferred to small business management from retail (by TsFU);
  • The bank is conducted in small business management and transferred in 1sbukhgalteriya CORP, and the fact that the payment amount can be carried on shops is considered, – on the basis of one document small business management several documents CORP are created.

At the moment the information system of the company on the 1C: Enterprise 8.2 platform is in commercial operation in 20 workplaces at office and more than 20 in network retail stores, all users are given about different access rights in a system, to someone – on the company in general, to someone – only on the shop. The executed project allows company management to see one-time data of operational accounting on all network of 16 retail jewelry houses and to prepare the regulated reporting. Sales accounting and formation of budgets for each retail outlet allows to conduct analytics and to perform reasonable short and long-term planning, including planning of opening of new shops. Up-to-date quantitative data based on work of each division give a basis for future projects according to schemes of motivation of the personnel and optimization of other sections of trade and retail business.

V.V. Konstantinov, chief financial officer of Izumit LLC: The main highlight of the project is implementation of financial planning and the cash accounting by the CFD (the centers of the financial responsibility - structural managerial units who disposes of the parts of the budget of the company) and TsFU (the centers of financial accounting where costs of these budgets are considered) – simply detailing of accounting on each shop and branch. Thus, the important step to management accounting to the Companies by TsFU is taken. There is a wish to note the attentive relation of specialists Logen to the interests of all services of the Customer and a responsible approach to the solution of assigned tasks.

A.V. Shpansky, Chief information officer of Izumit LLC: As a result of methodologically competent work of consultants Logen dead times on information input in several accounting programs are minimized. It is received convenient and, the most important, the regulated data entry mechanism. We did without purchase of expensive ERP, having constructed a system on basic programs 1C – 1C: Small Business Management, Retail, Accounting CORP. We recommend reliable work of specialists Logen for projects of the companies with a branched organization structure and the needs for integration of different business programs into a single system.