LOccitane en Provence automated purchases and budget control

On July 1, 2016 the TerraLink company announced process automation, connected with purchases and budget control in L'Occitane company.

Project Tasks

When processing purchases in L’Occitane several different automation systems which were combined with paper document flow were used. Processes of accounting of purchases were executed in Excel, their statuses were often not relevant, approval of documents was carried out on paper, budget control was carried out in the isolated system of corporate budgeting, and the facts of goods receipt, services and the closing documents were fixed manually in 1C.

Chart of system operation, (2016)

The company selected a way of increase in transparency of purchasing transactions for what the decision to automate all processes connected with purchases and budget control was made. In the analysis of a situation four processes were selected:

• Registration and approval of the purchasing request (5 types of purchases with certain routes of approval and conditions include)
• Contract management processes on purchase (creation of the project, registration, approval, receiving the scan copy of the signed document, storage)
• Processing of requests for payment (registration of the facts of goods receipt or services and the closing documents, approval of requests for payment, information transfer in 1C for registration and implementation of payments)
• Budget control with a purchase binding to planned and actual budgets, limits of expenses and a possibility of formation of the operational reporting

When choosing the supplier of the solution compliance of the architecture offered by TerraLink company to politicians of accounting of the customer became a significant factor. Functions of a system satisfied to requirements of the company regarding accounting, processing, storage and control of information on supplying processes.

Project Progress

The project is executed on the SharePoint MS platform. As a modeling tool and automation of processing of processes Nintex Workflow superstructure is used.

Project Results

As a result of implementation:

• Operating costs on supplying processes were reduced by 40%
• By 3 times terms of approval of documents decreased
• Risks of loss of documents and quantity of errors decreased