Kaliningradnefteprodukt optimized work with financial documentation using DirectumRX

On January 17, 2019 DirectumRX reported that the network of Kaliningradnefteprodukt gas stations optimized work with financial documentation. Thanks to electronic archive the company refused the large volume of paper documents and accelerated processes of management of supporting documents. In plans – integration of EDMS with the accounting systems of the enterprise.

The enterprise needed to reduce costs for the increased volume of primary accounting documents, to simplify their storage and search and also to accelerate exchange between territorially spaced points of gas station. For these purposes the company decided to implement an electronic document management system.

EDMS DirectumRX whose advantage was played by the friendly interface and simplicity of mastering was selected from the products presented at the market. The concurrent factor was the fact that in PJSC Surgutneftegas – parent organization of the enterprise – document flow is conducted in the DIRECTUM system.

To accelerate processing of supporting documents, in DirectumRX templates and regulations for those document types most of which often are printed and move to the companies between oil depots, points of gas station and accounting were configured.

For January, 2019 about 300 employees of the company manage commodity reports, commodity-transport delivery notes and other accounting documentation in DirectumRX:

• create documents on the basis of the files unloaded from management systems of gas station;
• send them according to regulations for approval and signing to responsible;
• transfer the documents for check and wiring signed with the electronic signature to accounting.

Also preparation for checks of regulators became simpler – in DirectumRX mass unloading of supporting documents for providing in tax authorities is configured.

Already a month later after DirectumRX implementation the volume of paper documents of the company decreased several times – the areas of paper archive were reduced. The specialist of oil depot does not need to print 5 copies of commodity-transport delivery notes now, commodity operators and operators of gas station fill out not 4-5 documents, but only 1. Transportation costs were reduced – need of physical movement of a large number of documents between divisions was gone. Completely excluded risk of loss of documents during transportation. Preparation to tax and to audits requires many times less time. Andrey Kuimov, head of information technology of Kaliningradnefteprodukt LLC

Further in the company it is going to configure integration of EDMS with the accounting systems of network of gas station for an exception of double entry of information, to automate other document types and to organize a mobile workplace for drivers of fuel trucks.