Softline automated digitization of the entering financial documentation

On February 22, 2017 the Aflex Distribution company announced an implementation project of technology of automation of scanning and recognition of documents in Softline company.

Project Tasks

Staff of financial department of Softline processes and files about 500 thousand documents in a year. Document retrieval is problematic and takes several days. Before the management of financial department there was a question of problem solving, work-related paper archive.

Staff of regional representative office of Softline, (2015)

The need for reduction of finance costs on archive and optimization of work with it became the pacing factors which influenced our decision on need of transfer of paper storage in an electronic format. Oksana Osipycheva, deputy manager of department of financial accounting of Softline company

The project team was faced by problems of reduction of rent expenses of the areas of archive, to growth of document flow without attraction of additional resources, to reduction of terms of providing documents in IFTS and auditing organizations, to increase in processing speed and archiving of documents.

System implementation of scanning and recognition of documents for their further transfer in 1C was required. A choice was made for benefit of Kofax TotalAgility. The Aflex company became the partner in software integration in Softline.

Project Progress

Kofax TotalAgility is not just the system of recognition of documents, this solution using which it is possible to build business processes (BPM solution), a chain of the movement of the document in the organization: approval, check of completeness, request of missing documents, etc. And all this is in the automatic mode. Nikolay Kryukov, head Kofax of Aflex company

Specialists of Aflex:

• conducted examination of IT infrastructure,
• prepared technical specifications,
• implemented the solution Kofax TotalAgility in the IT environment,
• created the list of users;
• configured access rights,
  • to the logician of classification and recognition for all types of finance documents,
  • data sources (network folders),
  • export of data retrieveds for entering in 1C;
  • developed instructions for user training to work in Kofax.

Project Results

Integration and system testing of Kofax are complete within four months. Five employees of archives department of financial department were trained.

By our calculations, economy in general on the project will make about two million rubles a year, including, rent expenses of the areas under archive are three times cut down. Speed on processing and archiving of documents increases by 100%, time for search and selection of documents for auditing organizations many times decreases. In our further plans – drawing up technical specifications on digitization of new document types the Kofax system and their placement to electronic archive and also distribution of archive on the following divisions of group: personnel management, department of logistics, legal management. In the long term, we are going to integrate Kofax with an electronic document management system, for recognition as already saved up document file, and again arriving documents in the PDF format, with further entering of data into cards of documents in electronic archive. Oksana Osipycheva