"The Stavropol pharmaceutical warehouse" completed implementation of technology of document flow

On April 14, 2016 the Business of IT company announced system implementation "1C: Document Flow 8 CORP" in Stavropol Pharmaceutical Warehouse company^[1].

Project Tasks

Document flow at the enterprise, before project completion, was not exposed to the automation impact. The status of request, a processing stage, existence of result, a phase of signing of the contract on delivery of goods or rendering services did not move to control. The performing discipline of employees was not controlled, requests were lost. On preparation and approval of commercial offers and the tender documentation a lot of time left.

"The Stavropol pharmaceutical warehouse" (Street Google service is used) (2014)

The company management made the decision on creation of an electronic document management system for acceleration of processing of incoming requisitions, exceptions of their loss, gain of control of performing discipline of employees, reduction of terms of approval of the tender documentation and agreements.

For the solution of assigned tasks selected the 1C: Document Flow 8 CORP system. Business IT Group became the partner in implementation.

Project Progress

In three months a system was unrolled in 60 workplaces in all divisions of the company:

• department of auctions,
• purchasing department of medicines,
• department of products of medical appointment,
• sales office of medicines,
• department of certification
• etc.

1C: Document Flow 8 was integrated with the solution "1C: Trade Management 8". From 1C: Trade Management 8 information on the organizations partners quickly comes to an electronic document management system - it reduces time of filling of details and reduces quantity of errors at document creation. During creation in 1C: Trade Management of the request for an order complete set in a warehouse, the similar document is automatically created in 1C: Document Flow and goes to a warehouse with fixed term of execution of the order. It helps to observe delivery time under agreements.

Project Results

As a result of the project registration and processing of all types of requests is automated:

• external - requests of clients for delivery of products or rendering consulting services,
• internal - requests of stock remainders, requests for shipment of goods under the contract, etc.

The sequence number is assigned to each request in a system, employees fill out obligatory details (the correspondent, the content, answer term) and attach an electronic image of the document. After registration a system automatically creates tasks to contractors for consideration of requests and preparation of commercial offers. On each task terms of its execution are established. It helps employees to respond timely to all requests, without having missed at the same time not one potential customer. Processing of requests accelerated twice.

Work on preparation for participation in tenders is systematized, there was an opportunity to quickly control and analyze their results. In a system routes of approval of decisions about participation in auctions and packets of the associated documentation are configured. Approval of competitive documents considerably accelerated. Documents are provided on auctions timely and in full now. As a result the company began to take part in the bigger number of tenders: if earlier the company managed to take part in 50 tenders a month, then now their quantity increased to 80.

Operational processing and approval of agreements allows the enterprise to build up more effective vendor relations and customers. Term from consent to cooperation before real deliveries of products was reduced twice - from 10-12 to 5-6 working days.

In a system the mechanism of issue of instructions and control of their execution is fixed, the notification of users by e-mail about assigned tasks and terms set for them is configured. Now heads in real time can estimate, what is the time each document was on processing at the specialist. The performing discipline of employees increased.

The project of workflow automation based on the solution "1C: Document Flow 8 CORP" became significant and demonstrative for all company. A system allowed to adjust control over the implementation of instructions, to systematize processes of preparation and approval of documents, to reduce terms of response to requests of buyers, all this allowed to minimize risks of loss of clients and positively affected service quality. Eduard Hurumov, director of Stavropolsky aptechny sklad LLC

Notes