Syntellect Tessa Electronic archive of accounting documents of retail chain stores

Reduction of time for input and document handling due to process automation of processing of the entering and outgoing financial documentation.

The industry - the Main: wholesale and retail retail chain stores. Application in any organizations and at any enterprises with a big flow of primary financial documentation is possible.

Processes which were automated

Processing of the entering and outgoing financial documentation of the organization are automated. Main processing stages of incoming documents:

• scanning;
• automatic classification, recognition of attributes and creation of a card of the document with a binding to purchase in the accounting system and to an agreement card in EDMS (about 95% of all documents is automatically recognized);
• manual classification and input of details of the unformalized documents or documents which did not undergo automatic recognition (5%);
• document handling in electronic form by accountant officers;
• maintenance of logistics of paper originals in the company;
• check and packaging of paper originals in archive a box;
• transfer of archive boxes on storage in the external organization.

Main processing stages of outgoing documents:

• creation in the accounting system of a set of documents with barcodes, printing of documents, creation of a card of the document in EDMS;
• signing of documents in the company, sending documents to the partner;
• obtaining documents from the partner, their scanning;
• automatic binding of documents to cards by the barcode;
• Maintenance of logistics of paper originals in the company;
• Check and packaging of paper originals in archive a box;
• Transfer of archive boxes on storage in the external organization.

Using ABBYY FlexiCapture technologies the standard forms of accounting documents which both are strictly formalized, and poorly formalized are analyzed, including:

• invoice,
• consignment note (TORG-12),
• the act of the performed works,
• the act of acceptance of the performed works (KS-2 form),
• goods issue slip,
• the certificate of cost of the performed works and costs (KS-3 form),
• invoice for payment,
• commodity-transport laid on (form 1-T).

Tasks

Process optimization of processing and storage of financial documentation of retail chain stores, including:

• reduction of time for input and document handling;
• streamlining of processing of documents: documents come to accounting only in electronic form within one working day from the moment of their scanning;
• cost reduction, connected with search and loss of documents; creation of uniform storage of financial documentation;
• simplification of procedures of providing documentation to inspection bodies;
• possibility of grouping of employees — participants of processing — according to features of an organization structure of the company at the expense of the centralized document handling in electronic form;
• gain of positions of the company in the market.

Business effect

• 95% of documents are indexed automatically — significant reduction of time expenditure on input of documents.
• All business users work in one system — reduction of time for document handling.
• Process became transparent — the company management is always aware of the current situation.
• It is easy to control and scale an opportunity.
• Opportunity easily and quickly to modify the solution under any changes of process.

Principle of work

Upon completion of delivery or accomplishment of services the partner sends a set of documents. The responsible creates purchase in the accounting system, pastes on documents stickers with unique barcodes, misses documents via the stream scanner and attaches the scanned images to purchase.

Further purchase automatic document classification, recognition of the barcode and the main attributes for each document follows. The ABBYY FlexiCapture 10 OCR system is used for these purposes. In the majority (up to 95%) documents from the entering flow which templates were previously studied and configured by specialists of Syntellect on the basis of several tens samples of documents of each type ABBYY FlexiCapture will recognize types and key attributes.

Thanks to ABBYY Mobile Data Capture Solution technology, time for purchase creation is significantly reduced — actually from several minutes of manual filling to several seconds, the error probability, connected with a human factor also decreases.

Electronic documents are attached and classified. Paper documents expect sending to archive, and electronic images go to the Uniform center of processing to primary check and a dozapolneniye of details of purchase and then come to accounting on receipt and a fakturovka. EDMS manages the movement of documents on process, at the same time accountant officers also work with images of electronic documents directly from the interface of the accounting system.

After document handling by accounting the accounting system creates registers on sending originals of documents which the responsible transfers from the workplace to inspection department of documentary providing (KDO). A system automatically checks receipt of originals of all documents from the register for check in KDO. Further the checked documents are transferred to a workplace of the registrar.

The registrar accepts documents and packs them into file boxes, and then in archive a box. On all objects of this peculiar packaging "nested doll" unique barcodes are pasted, all marks in a system are made using the hand scanner of barcodes.

On the filled archive boxes of EDMS creates registers on sending to the outsourcing company on document storage. Upon placement of documents the company outsourcer sends response registers which are loaded into EDMS to storage, and documents are given the corresponding status.

For document retrieval in electronic archive in EDMS there is a special workplace where on a combination of attributes it is possible to find and unload any set of documents in case of audit or tax audit. For obtaining originals of documents there is a functionality of sending requests to storage of the outsourcing company.

Information systems

The electronic storage of documents and process management system are constructed based on Syntellect Tessa. As means of classification and recognition of documents the ABBYY FlexiCapture platform is used. The solution is integrated with the different accounting systems, including SAP, MS Dynamics AH.

The implemented projects

The solution is implemented in Group DIXY