Process optimization of approval of accounts based on ABBYY FlexiCapture, "Galaktika ERP" and DIRECTUM

"The Tyumen plywood plant" – one of the largest enterprises of the woodworking industry in Russia, annually supplies to the market of Russia and the abroad of 90 thousand sq.m ³ products.

The plant develops together with partners – the companies of the construction sphere and mechanical engineering. Thanks to it the Tyumen plywood plant achieved special respect of clients from Japan, Italy, Denmark, Poland, the CIS countries and other states.

Save from a routine

In 2016 daily more than 100 invoices for payment come to finance division and department of supply. Earlier manual entry of data in the ERP system took away the most part of time from employees. Besides the risk of emergence of the errors connected with a human factor was high. The number of the documents requiring operational approval steadily grew, as well as time for search of the necessary papers.

Having estimated problem scale, the plant's management decided to minimize participation of operators in processing of documents and to exempt highly qualified specialists from a routine. It was offered to automate input of accounts in Enterprise resource planning, their approval and payment.

The task was closed due to integration of three systems: ABBYY FlexiCapture, "Galaktika ERP" and DIRECTUM.

ABBYY FlexiCapture is the solution for stream input of data and documents. The product automates information extraction from paper documents and saves data in an enterprise information system.

At the plant the consulting company "Tyumbit-ASU" was engaged in automation of process.

Integration of ABBYY FlexiCapture with "Galaktika ERP" and DIRECTUM gave the chance to autocomplete the document in both systems on the basis of recognized the scan images. Seamless integration of processes from input of the document before approval and payment became important feature of the solution.

Now the employee participates in process only at a decision-making stage. The reconciliation statement and history of the prices of earlier bought goods comes to the DIRECTUM system together with the invoice for payment. Thus, the specialist who received the document has all necessary information to make the decision on payment of account or failure in approval.

Processing of the recognized data

The special script works with the files recognized by ABBYY FlexiCapture.

Automatically for each separate account the card in DIRECTUM is created and the document in the Galaktika ERP system forms. The employee at the same time sees not only "heading" (date, number, the partner, etc.), but also the specification of the document. Both cards are connected among themselves. If in the course of a design of a card it was not succeeded to find the information about the partner in the Galaktika ERP system, then it is created without the relevant data. At the same time responsible receives the Fill the Partner Manually task. If based on recognition and creation of the specification of the account on purchase it was not succeeded to find the name Inventories in Galaktika ERP base, then new entry in the reference book of Inventories is created and substituted in the document.

After filling of cards in both systems there is a start of the document for approval along a standard route.

Example of a task in DIRECTUM

Not only the invoice for payment, but also the documents received automatically from the Galaktika ERP system namely - Price analysis of purchase of Inventories for the last 6 months (from a card of an inventory control transactions with the Arrival from the Supplier type undertake) and the Reconciliation statement with the partner invests in a task. As note at "The Tyumen plywood plant", the lack of these data prevented to make quickly decisions – to approve or reject a supplier account, it was necessary to address in accounting.

Project Results

Due to automation of routine transactions "The Tyumen plywood plant" managed to increase employees productivity of finance division and department of supply several times.

After implementation of the integration solution with ABBYY FlexiCapture:

• approval of one account takes only 2 minutes instead of 4 hours;
• data input rate in information systems increased at 3-10 times;
• total expenses for document handling were cut down more than for 50%;
• the number of the errors connected with a human factor was reduced;
• the security level of confidential data raised.

"You "won" a half of my desktop from paper. Earlier the pile of accounts on approval was every day more than 20 centimeters, were discontent from suppliers on untimely payment. But now it in the past, reality of today – an empty table, timely payment to suppliers and the specialists of the plant who are engaged in intellectual work, but not a routine", – Guzaliya Uchar, the chief financial officer of the Tyumen plywood plant comments.

In plans of the company – to use possibilities of ABBYY FlexiCapture for processing of other correspondence, for example, of cargo customs declarations and consignment notes from clients.