URSA (URSA Eurasia) (Tensor: SBIS electronic document management (EDO))

2016: Sending 44.5 thousand electronic documents to SBIS

Over 2 years, 44,500 electronic documents for 212 distributors have been sent to SBIS. 80% of all submitted documents have been approved.

2014: Switch to EDO

Increase employee efficiency

One of the main motivations was the optimization of the customer service department, which is responsible for the initial accounting documentation. URSA wanted the submission of documents to be quick and not to distract department specialists from the main tasks.

Since counterparties are located throughout the country, the issue of sending and especially returning documents was very acute. Returning signed documents is one of the service department KPIs.

Reduce the duration and cost of shipping

Tensor's specialists calculated the time costs for preparing and sending one package of documents (2 invoices and 2 TORG-12) in paper form. It turned out that the employee spends an average of 86 seconds on this. According to calculations, electronic document management reduces this time to 5 seconds and until only one button is pressed.

We wanted to reduce the financial costs of paper and express mail. EDO is more economical, even if you consider cooperation with the most expensive operator. And all this is without taking into account the work time of employees, which is spent on document management. And this is a significant expense item.

Thus, switching to EDO saves employee time, paper costs, mail and document storage.

Integration with SAP

The company decided to use the finished SAP integration package with SBIS, which was proposed by Tensor. The Tensor solution is easily placed on top of SAP. It took only 3 months to set up and visualize documents - in June, URSA entered into an agreement on work in the SBIS, and in September it already sent documents.

There is a convenient interface for uploading documents from SAP to CBIS. You only need to specify a few fields, click the upload button, and the documents are uploaded to the interface in the SAP package.

How URSA works with EDO

The company operates in SBIS and stores EP in the cloud. This was easier because the cloud does not require each person sending documents to install the program on their computer. For work, it is enough to go under the login and password to your personal account on the SBIS website. URSA has converted the act of granting bonuses to distributors into electronic form. All exchange of documents with them takes place in the personal account of the SBIS.

Following the standard TORG-12 and invoice, the act of granting bonuses to distributors was converted into electronic form. This document is generated in SAP and has a non-standard form that specifies to whom and what amount will be accrued.

Transition Results

30% of customers switched to electronic document management immediately, in 2014. At the same time, the company added a clause on the possibility of exchanging documents electronically to supply agreements with new distributors. In order not to renegotiate contracts with those who have already worked with URSA in EDO, they have entered into additional agreements. Documents are approved by 83% of distributors. But the goal is 100%. To do this, negotiations are underway with company leaders, since it is they who are interested in a quick and cheap exchange of documents.