"Batyr" transferred document flow to e-document flow of SKB Kontur

On January 26, 2017 the SKB Kontur company announced transition to an electronic document management system of Retail chain stores Batyr.

Retail chain stores Batyr (2016)

Project Tasks

To EDI in the company the system of the autoorder worked. The manager who controls orders is assigned to each supplier in network and if necessary can edit them.

The manager sent the order for e-mail of the supplier, the call or correspondence of the parties followed further to specify the order, the supplier shipped goods, accompanying delivery with paper documents according to which the network accepted goods. If discrepancies were not, the network signed the document if were – drew up the statement of discrepancies. Then the parties looked for the reasons of discrepancies and eliminated them.

Project Progress

In March, 2015 Batyr held the tender in which the leading EDI providers participated. The network analyzed the tender documentation, number and the list of the suppliers connected to this or that provider, held meetings and as a result selected SKB Kontur. Within May, 2015 Batyr and SKB Kontur created a project team, analyzed the existing scheme of the order, developed the project charter and thought over technical implementation.

"Batyr" uses the stock count RunRetail system. Directly to exchange EDI messages with suppliers, the network used the special integration module. As it is developed for this system, it was not required to change business processes cardinally. On setting and configuring the module three weeks left.

Project Results

As a result the network received a chain of four standard EDI messages: ORDERS (order) – ORDRSP (order confirmation) – DESADV (shipping notification) – RECADV (the notification on acceptance). The integration solution gives the chance afterwards to expand it at the expense of legally significant documents which need to be signed with the certificate of the qualified electronic signature (QES). Then Batyr will be able to exchange the closing documents necessary for accounting and tax accounting with suppliers.

After implementation of the integration module the turn came to connect the first suppliers. At the first stage two suppliers participated in it. Quicker to receive representative results, the number of pilot suppliers increased to 10. The test period passed successfully and did not reveal serious obstacles and errors between the parties at the electronic order. Therefore by results the project team made the decision on mass connection of suppliers to the Edi.Kontur system.

In the same time the network worked with the employees who should get acquainted with new service: mentors explained a process essence, trained and showed what will change in their work.

In the period of a pilot project the network finished documents which regulate vendor relations, under new conditions. In particular, added to the standard agreement of delivery of regulations on work through EDI and developed the supplementary agreement which regulates exchange of EDI messages.

The most part of suppliers of Batyr for the first time faced the system of the electronic order. Big and laborious work of a project team was necessary to tell and explain that such EDI in what advantages of such order form and what for this purpose is required specifically from each employee. Training took place in different formats: seminars, webinars, individual meetings.

"The volume of paper documents increased, reconciliation of documents took more and more time, acceptance was carried out slowly. At some point we understood that we are in great need in the additional tool using which it is possible to manage vendor relations, to improve work with orders, to simplify acceptance and reconciliation of supporting documents. EDI is just such tool. It bore fruits. Today the suppressing part of suppliers work with us through EDI. Not covered was very small percent which small suppliers, or suppliers with the exchange price of products entered. Now we cannot wait to transfer accounting documents to an electronic form. We calculate that it and to us, and suppliers will significantly save operating costs, will accelerate our document flow and will save us from discrepancies and errors". Evgeny Pinemasov, representative of retail chain stores