SKB Kontur implemented electronic document management based on "Kontur.Diadok" in VKontakte company

Choosing a Solution

In SKB Kontur companies, need to expose and receive primary documents exists at any organization. But at a large number of partners document flow requires considerable temporary and finance costs. For their minimization the management of VKontakte at the end of 2013 made the decision on transition to legally significant electronic document management (e-document flow). Recently the project passed into a stage of commercial operation. As well as most the large companies, VKontakte needs to make out, sign and send thousands of documents monthly: accounts, acts, delivery notes, invoices and other. All documents need to be systematized and stored. On a decision instant about transition to e-document flow document flow of social network "VKontakte" was about 3 thousand outgoing documents a month, or 36 thousand a year. The number of partners from the most different corners of Russia came nearer to 1000. Sending one document package cost approximately 300 rub, and on time transfer by Russian Post took on average 1.5 months.

Goals and Objectives

By a preliminary estimate, implementation of e-document flow with partners had to save about 70% of expenses on document flow and pay back the project for half a year. Besides, among the expected results there was an increase in transparency of business processes, efficiency of interaction with partners and the level of their loyalty. SKB Kontur became the second operator with whom VKontakte started the project on transition to e-document flow. The company was already familiar with the Kontur.Diadok system as with its help the social network received electronic documents from one of partners, noted in the company.

Project Progress

According to SKB Kontur as "Diadoc" is integrated with any accounting or accounting system (1C, SAP, Oracle and others), the staff of VKontakte could work with electronic documents directly from the accounting program. Adaptation to specifics of the accounting program of VKontakte took place successfully and quickly because " circuit.Diadoc " has a developed solution for integration with a 1C system. The integration module was finished and configured according to requirements of the company. After the first work experiences in e-document flow it completely passed to exchange of electronic documents with all the partners. The majority of legal addresses of partners in the accounting system of VKontakte ("1C: Manufacturing Enterprise Management" 8.2 edition 1.3) was kept not in the structured type, and in one any line. Such situation arose because of the registration form on the website in which partners of the company gathered a legal address manually. Constantly it was impossible to edit the addresses manually, for automatic sending the structured type is necessary. Programmers of SKB Kontur within a week developed the standard integration module in which verifiability of correctness of filling of a legal address of the partner and in need of updating was implemented by its data from " circuit.Diadoc " for the solution of this task (provided that at the partner these data are completed).

Result

The solution was successfully implemented, and in three months from the moment of transition to e-document flow employees VKontakte sent more than 3 thousand electronic documents via "Kontur.Diadok". At the same time, due to implementation of e-document flow, on a withdrawal of VKontakte, the movement of documents accelerated (especially in a case with geographically removed partners), a postage was reduced, accounting work performance increased.

The company took an active position in relation to the partners and clients in a question of transition to e-document flow via "Kontur.Diadok". So, for the first three months more than 500 partners were connected. "Key factors in this process was acceleration of obtaining documents till a couple of minutes which are legally significant and do not require duplication on paper and also can be provided to the tax inspection, courts and other instances" — specified in SKB Kontur.

Eduard Shiffman, the head "Electronic Document Management and Interaction between the Enterprises" of SKB Kontur, said: "Transition to e-document flow was carried out by joint efforts of specialists of VKontakte and the Kontur.Diadok command to a short time. On adjusting sending outgoing documents, week was required".