Project of automation of the Russian representative office of retail chain stores of Motivi

The 1C: Accounting and Trade company (BIT) completed the project of automation of the Russian representative office of retail chain stores of Motivi using the solutions "1C: Accounting 8" and "1C: Payroll and HR Management 8". Exact conducting accounting and tax accounting is provided, by 4 times preparation of the consolidated statements for management company in Italy is accelerated. With the help of "1C: Payroll and HR Management 8" the effective system of material stimulation of employees is implemented, the salary is calculated 3 times quicker.

The Motivi company is large retail chain stores of clothing stores, footwear and accessories of different Italian brands. Motivi brand stores are bred in many cities of the world. The Russian representative office ‑ Motivi LLC which opened the 2000th year in Moscow so far has in the management tens of shops in Moscow and St. Petersburg and also retail network in other cities of Russia opened on the terms of franchizing. The head office is located in Italy. The head office and management company in Moscow keep operational accounting using a foreign information system. Accounting in divisions was organized using separate information systems and spreadsheets earlier, process of consolidation of data on the company was complicated, there were difficulties by preparation and delivery of the regulated reporting. Managerial reports formed slowly that deprived the direction of a possibility of operating control of organization activity.

In the company about 400 people work. The salary to personnel is calculated proceeding from actually worked time. At the same time employees bear responsibility for shortages which are also considered when calculating remuneration. Besides in the company the system of material stimulation providing charge of awards for accomplishment of the set sales plans is applied. Earlier spreadsheets were applied to a time recording and payroll, awards to employees were also calculated manually, accounting of shortages was not automated. Managers regularly had to spend time for phone calls in divisions and outlets to obtain real data on accomplishment of implementation plans and shortages. Often errors in calculations resulted that led to complaints and discontent from personnel.

The company management made the decision on implementation of the software product which would allow to organize operational accounting of shortages, to accelerate formation of the consolidated statements for the management, to automate processes of personnel records and payroll and also would provide exact conducting regulated accounting.

After market research of domestic software products the solutions "1C: Accounting 8" and "1C: Payroll and HR Management 8" were selected. The 1C: Accounting and Trade company (BIT) having successful experience of automation of the large trading companies became the partner in implementation.

System implementation of 1C: Accounting 8 provided exact conducting accounting and tax accounting according to requirements of the Russian legislation. Time for preparation of the regulated reporting was reduced.

The data transfer mechanism from 1C: Accounting 8 in a corporate system in which the head office and management company in Italy keep account is also implemented. Now the management obtains up-to-date information about results of activity of divisions in all necessary cuts at any moment. The consolidated statements for head office is prepared 4 times quicker.

Thanks to "1C: Payroll and HR Management 8" it was succeeded to reduce considerably labor costs at payroll. The number of errors which were connected with need of application of manual work is minimized. In the program the mechanism of calculation of shortages is implemented. Now the staff of management company in Moscow does not spend time for "call-down" of outlets for collection of information about shortages, all data quickly are reflected in a system.

Using the program the effective system of motivation of personnel is created. Now for each employee two types of an award are established. The first type of an award is paid for the number actually of hours worked. The second ‑ in dependence of accomplishment by shop of the plan for revenue in a month. At the same time depending on a position to the employee the individual bonus percent is established. The value of percent on each type of an award can change depending on its personal achievements and quality of work. The number of hours worked and percent for charge of awards on each employee and also data on accomplishment of plans by shops are on monthly results considered in the program, calculation of awards is performed automatically. The management can receive within several minutes the report on the added awards as separately on each employee or shop, and on all company in general. Speed of payroll to the employees increased by 3 times.

Besides, the data exchange mechanism about salary accrual with the corporate website of the company is fixed. The staff of the company can use an Internet resource at any time and obtain information on the current earnings with justification of all surcharges and deduction for the last reporting period. As a result the number of complaints was reduced by 80%.

Andreja Bellucci, the CEO of Motivi LLC, so comments on results of implementation: "We addressed to the different Russian companies which are engaged in business automation considered options of implementation of different software products. And as a result selected solutions 1C as they as much as possible conformed to our requirements and allowed to implement data exchange with a corporate system of accounting. The implemented software products allowed to create the information system which is completely corresponding to conditions and specifics of our work. The regulated reporting is prepared precisely and in time. The salary is calculated much quicker. There was an opportunity to control the sizes and justification of charge of awards to employees. Using the "1C: Payroll and HR Management 8" program we could implement the convenient scheme of motivation of work. As a result the loyalty of personnel to the company increased. We are happy with results of implementation, and we thank 1C: Accounting and Trade company (BIT) for the help in project implementation".