Komatsu of the CIS implements functionality of EDMS in document flow of the company

The branch of the engineering company in the Russian Federation of "Komatsu of the CIS" expects to save 4.7 million rubles a year due to transition to exchange of electronic invoices and other documents with the distributors. As a technology platform in the project serves solution 1C: Enterprise 8.2 and additional functionality 1C: Electronic Documents Library 8.2.

Goal

Turnover of documents between the company and its distributors - not less than 70,000 units. According to estimates, leaving from paper document flow at such volumes will allow to save not less than 4.7 million rubles a year.

The company entered into business practice exchange of electronic orders, accounts, TORG-12 and invoices at the end of 2011. However an opportunity to refuse their duplication in paper form appeared only after entry into force of the order of FTS of 3/5/2012 No. MMB-7-6/138 @ which approved electronic formats of the invoice, the magazine of the received and exposed invoices and sales ledgers and purchases (including formats of additional sheets of books) and also the order of FTS of 3/21/2012 No. MMB-7-6/172 @ Russia which approved formats of primary documents – TORG-12 and the act of acceptance of works (services).

Solution

Since August 1, 2012 the company stops using these documents in paper form. In plans – transfer to an electronic form of agreements, reconciliation statements and other documents.

Exchange of electronic documents is performed directly in programs of 1C – in 1C: Manufacturing Enterprise Management at head office "Komatsu of the CIS" (the party of the seller), in programs"1C: Trade Management", "1C: Accounting 8" and other applications on the 1C:Enterprise 8 platform developed by partners "1C" which are installed at distributors (the party of the buyer).

In standard programs the built-in functionality of 1C Taxcom is for this purpose used, and in the applications developed by partners of 1C this functionality it is added using 1C: Electronic Documents Library 8.2 – a special configuration for embedding of functionality of exchange of electronic documents to application solutions on the 1C: Enterprise 8.2 platform.

Opinion

Among advantages of paperless document flow Olga Kulikova, the associate director of finance department of Komatsu of the CIS company, notes the following:

• quality improvement and speeds of interaction with partners;
• high information transmission rate – that is especially important during the work with the remote cities;
• cost reduction on preparation and signing of documents;
• economy of working time of employees;
• simplicity in the address with documentation, its search and storage;
• the archive of paper documents ceased to grow, there was an opportunity to release the respective office spaces;
• higher level of control of performing discipline;
• simplification of selection of documents at tax audits, acceleration of interaction with tax authorities.