The Construction Yard company constructed a system of accounting of primary documents using ABBYY FlexiCapture

The ABBYY company announced in November, 2011 the implementing solution ABBYY FlexiCapture in the automated control system of the Construction Yard company specializing in a complete set of construction objects, reconstruction and repair.

During two-month work with the help of the solution of ABBYY the problem of stream input of outgoing primary financial documentation in the SAP ERP system installed in "The construction yard" is implemented. For accomplishment of this task the ABBYY FlexiCapture system with a distributed architecture was selected: scanning is performed in regional offices of the company then the scan copy of documents on communication channels is transferred to the center of processing which is in head office of "The construction yard". Exactly there pass stages of recognition, verification and export to the ERP system. So in a week 15,000 copies of invoices, consignment and commodity-transport notes are processed.

Especially for this project engineers of ABBYY finished flexible descriptions of documents, and now verification of documents for existence of the sign and seal is automatic. It allows specialists of accounting and warehouse economy of "The construction yard" to reveal incorrectly processed documents at the earliest stage and to apply measures to their replacement. If documents are processed correctly, the solution of ABBYY provides export of the recognized data to the ERP system to a document card to which attaches its scan copy. Thanks to it employees of "The construction yard" can obtain all data on the document entered into a system at any time and directly print from it the copy of the necessary document.

"The construction yard" – the largest wholesale and retail company in the Urals which is engaged in retail and equipping of construction objects, reconstruction and repair. The organization has filial structure with centralized operation and accounting. Regional branches send all originals of documents to the central office in Tyumen where they are processed by accounting. Transfer of documents to the companies usually takes a lot of time during which they are unavailable and in process can be lost. And considering that the centralized electronic storage of all finance documents was not earlier, loss of originals and time expenditure on transfer considerably affected business processes of the organization.

Daily accounting of the central office processes several thousands of documents. Prior to the beginning of the project with ABBYY employees of the customer checked all outgoing documents for existence of signs and seals: invoices, consignment and commodity-transport notes. Check was performed manually and required considerable resource costs.

To system implementation of stream input of the documents ABBYY FlexiCapture processing of each request for obtaining the copy took away a lot of time from accounting – it was necessary to find the original in paper archive and to make the copy of it. At the same time a part of the documents which are in a stage of transfer to the central office at this moment could be unavailable to viewing and copying.

Thus, it was necessary to solve a problem of implementation at offices of the company of a system of the distributed scanning of primary documents, their automated verification for existence of the sign and seal and the centralized storage the scan copies of outgoing documents in the ERP system of the company. As a result of ABBYY FlexiCapture implementation time for providing copies of primary documents to clients of the company was reduced from a month to several minutes.

Such key features of ABBYY FlexiCapture as scalability, deployment speed, stability of data processing and capability to interact with the ERP system, allowed specialists of ABBYY to execute rapid and reliable implementation of functions of scanning and recognition in the company. The modern technologies of stream input of documents and data implemented in the system of ABBYY helped to increase efficiency of key divisions of "The construction yard" – accounting and legal service.

"It is very important for us that the innovation allowed us to increase the level of service during the work with clients. Today we can quickly print from SAP ERP documents with the signature of the client that considerably accelerates process of signing of acts of reconciliations and increases the speed of the solution of disputable situations with buyers, – Shevelyova Svetlana Ivanovna, the chief accountant of the central office of Construction Yard company says. – We look forward to further product introduction of ABBYY in our company, it will allow us more quickly and to effectively process the large volume of primary documents and to organize accounting at the highest level".

At the moment within the project the problem of stream input of outgoing documents in the ERP system is implemented. Further in addition to processing of outgoing documents, it is going to automate input of the entering finance documents of the organization.