Karcher (1C: Document Flow 8)

2021: Automation of the financial archive based on "1C: Document flow"

The company "Kerher," a representative of the German concern Kärcher - the world leader in innovations in the field of products, technologies and cleaning and cleaning systems, in December 2021 automated the financial archive in the electronic document management system.

It was necessary to automate business processes reconciliations and accounting of primary documents based on the solution: 1C Document flow. The automation partner was chosen as the company - WiseAdvice-IT the official certified partner of the company "" since 1C 2003 with confirmed experience of similar projects and the certificate "1C: Competence Center for Document Management."

Pre-Project Situation

During the regular automation of the company's business processes, it was decided to finally move away from paper primary financial documentation.

Previously, source documents were created in the SAP master accounting system. Some of the documents were printed, signed and sent to the counterparty, some of the documents were signed by electronic signature and sent to counterparties under EDO. The paper originals signed on both sides were also stored as a paper archive in separate folders. No scan copies were stored at all. A third-party solution for building business integrations in the company was used to store signed document files received by EDO.

What was done

The development took place in several stages:

• Parsing of the TN/PDA register. Automatic creation of document cards in 1C: Document Flow: TN, PPD.
• Develop a mechanism to import barcodes from the main accounting system.
• Development of a mechanism for group distribution of documents with selection by the Responsible Accountant.
• Develop document statuses.
• Configure streaming scanning.

The main uniqueness of the project is the development of a mechanism in solution 1C: Document Flow 8 for recognizing a scan copy, searching for the barcode value, which is a combination of the document number, in the main accounting system and the identifier of the printed form of the document in it. And also search the barcode of the card of the corresponding document and attach a PDF file of the scan copy to it.

Result

As a result of the project, with the help of ED1C: Document flow 8, the process of processing primary documents and attaching scan copies to document cards was fully automated, which made it possible to get rid of paper document flow and reduce the time to access archival documentation. This significantly reduced the costs of paper, office, logistics and storage facilities for storing documents.

Excel files received from the mailbox are loaded into 1C, where the system automatically parses the downloaded files for further processing. It is ensured that delivery notes and universal transfer documents get into 1C: Document flow with the possibility of linking them with reconciliation acts. Plus, the labor costs of employees when working with paper documents were reduced by 40%.