The Docsvision platform ensured the continuity of business processes of the "Accounting for settlements with suppliers" unit at AGC enterprises

2024: Ensuring the continuity of the business process of the unit "Accounting for settlements with suppliers "

The Docsvision platform ensured the continuity of business processes of the "Accounting for settlements with suppliers" unit at AGC enterprises. Docsvision (DoxVision) announced this on February 9, 2024.

AGC is a representative in the production of glass for architectural, construction and automotive applications. In Russia, the company has been operating since 1997 and as of February 2024 it meets the needs of the Russian market. Production complexes operate in the Moscow and Nizhny Novgorod regions, and each 4 building is glazed using AGC products. The distribution network for February 2024 has more than 30 offices and warehouses throughout Russia.

In 2022, the Russian division of AGC was withdrawn from the IT perimeter of the group, which led to the loss of access to international IT services. The accounting department was left without an IT infrastructure to reflect accounts payable transactions.

To ensure the continuity of a critical business process, the Russian AGC cluster had to quickly organize business processes in the created IT environment. For 3 months, the process "Accounting for settlements with suppliers" was deployed on the Docsvision platform as a result of a project implemented by an experienced integrator "Smart-Docs."

By this time, the Russian division of AGC had already used the service of external electronic document management with suppliers. Specialists from Smart-Docs quickly configured the integration of external and internal EDM systems. Data from the document received from the counterparty is uploaded to the internal system, passes along the approval route and goes to the accounting service for payment. The accountant in the accounting system creates postings, records payment data in the document card.

In the case of processing paper documents, the employee receiving the work or delivery from the counterparty enters the data directly into the Docsvision system and initiates the process of processing and payment of the document. At the end of the document life cycle (the original is sent to the head office for storage in the consolidated archive), the data in the EDMS are also transferred to the archive.

Thus, in 3 months, the Russian company AGC migrated a critical business process for accounting and payment of debts to suppliers. In addition, it was possible to implement an archive of accounting documents, which in the future can be used to organize access to internal data within the framework of tax monitoring. Employees received a single window to work with suppliers of raw materials, materials, works and services.

2021

Automation of the internal document flow of the company, contractual activities, work with personnel documents.

2020: Transition to electronic document management based on the Docsvision platform

On May 22, 2020, Docsvision reported that employees of several divisions of the AGC group of companies - from production sites to the head office - switched to working with documents in electronic form, in a system configured on the Russian Docsvision platform. The implementation made it possible to revise internal processes, facilitate and speed up work, minimize the risk of errors in working with documents, including orders, memos, travel lists and advance reports. In addition, an effective tool for controlling performing discipline has appeared, which is important for companies of such a level as AGC. 1,200 people are connected to the system.

AGC, which is actively developing the business, needed a tool to track the stages of fulfillment of tasks, control their completion and reduce the time spent by employees - for example, to search for documents. In addition, a single electronic database was required in which documents would be created, agreed and stored. The project partner for the implementation of such a system was Smart-Docs, which offered the optimal solution to the client's current tasks on the Docsvision platform.

The project was implemented in 2019. Orders for business trips, travel lists and advance reports, orders for representative expenses, memos were translated into electronic form, the block of work with powers of attorney was automated. The direct supervisor agrees the orders with a simple signature, and the head of the organization and the chief accountant with an enhanced qualified electronic signature (KEP).

Distribution warehouses automobile The AGC glass network was organized in all major cities, RUSSIAN FEDERATION which determined the start of the platform implementation precisely from the geographically remote locations of the AGC automotive glass division in. Russia Employees who sent copies of e-mail scan documents for centralized processing quickly mastered the created system.

The introduction of the system made it possible to abandon the processing in paper form of more than 10 types of documents, create an electronic archive of documents, free up the time of managers, removing the signing of paper documents, and reduce the cost of purchasing paper. The process of approving and recording documents has become more convenient, transparent and controlled. Structured document master data operations in the system are easier and faster than out-of-system scanned document copies. Documents that were previously drawn up in the personnel service, following the results of the project, are initiated in the EDMS by the employees themselves. The task of the Joint Service Center is to control the operation of the system and processes, and not to manual operations.

It is also configured to stream scans of paper documents (using the Fujitsu fi-6230z scanner) into Docsvision, including for filling an electronic archive.

As of May 2020, as part of improving the efficiency of processes, Smart-Docs specialists are integrating Docsvision with external systems, in particular:

• "1C: Salary and Human Resources" - to upload travel information from Docsvision to the time sheet;
• With the SAP ERP accounting system to automate the posting of journal entries to advance reports
• with a full-service provider platform in the field of business travel - for uploading documents related to travel on a business trip to the Docsvision EDMS, thereby excluding manual processing of ticket information, booking a place of residence, etc.;
• with the Contour service . Focus "- to automate search, trustworthiness assessment and creation of counterparties in AGC Group systems.

In addition, Smart-Docs specialists in the first quarter of 2020 introduced functionality in the AGC Group of Companies to register and further process incoming and outgoing correspondence, as well as to automate work with such internal documents of the company as applications for issuing EDS to employees, applications for issuing corporate cards and other types of applications.

"Docsvision is a tool for improving the efficiency and transparency of internal document management processes of the AGC Group of Companies, based on their standardization with the simultaneous transfer of these processes to electronic format," noted A.A. Lazarev, Head of AGC Russia Joint Service Center

"The functionality on the Docsvision platform, developed by Smart-Docs experts as part of the implementation project carried out in the AGC Group of Companies, is a confirmation of both the scalability of the Docsvision platform (the system employs more than 1000 users) and the ability to translate into electronic form most of the company's business processes of any industry, regardless of the number of employees and territorial structure." noted Dalmatsky D.A., CEO of Smart-Docs