Setra Lubrikants optimizes purchasing activity by means of DirectumRX

On July 18, 2018 the Directum company announced that the Setra Lubrikants company continues to develop an ECM system. At the first stage of the project office-work, contractual processes and financial archive were automated. At the second stage purchasing activity of the organization is optimized.

Since 2017 Setra Lubrikants LLC works in DirectumRX. Office-work, work with agreements and primary accounting documents is completely in electronic form conducted. Users quickly mastered systems capabilities. Already according to the results of trial operation plans for further development were drawn up.

The second stage of the project of optimization concerned purchasing activity. It was necessary to provide the maximum transparency of such processes as:

• entering of planned limits of expenses for a year (Purchase requisition);
• approval of purchase of goods (service) at the specific supplier (Purchase order);
• control of limits of purchasing requests (Purchase order);
• control of annual limits of expenses by suppliers.

The individual module "Purchases" which considers specifics of the company was developed for the solution of assigned tasks.

The project team developed the following document types:

• the planned budget of expenses for a year on any project or activity (purchase requisition). Of the amount on budgets for year and accountable money there is the vista financial plan of the company.

In a document card with the budget it is possible to look at an available balance and all purchasing requests which concern to it.

• the purchasing request within earlier approved budget for year (purchase order). According to the results of approval of the request the agreement or the account is created.

At approval of the request the total amount of the actual supplier payments for calendar year is automatically checked. Information on the approved limits of such payments is stored in a card of the organization. It contains information both on the current limit, and on the history of its changes on this partner.

According to the results of the project the staff of Setra Lubrikants LLC has an opportunity to plan purchases and in advance to approve the amount of acquisitions. The complete transparency of processes is provided, it became simpler to monitor compliance to the budget: the amounts of actual expenses are considered in DirectumRX. Also a system automatically checks whether is at the employee of the right to approval of the corresponding amount according to the document.