AvtoVAZ (1C: Accounting CORP)

2021: Implementation of a centralized dealership accounting system

The management of Avtovaz JSC initiated a project to introduce a centralized accounting system for dealerships.

The key goal of the project is to centralize the accounting function, reduce operational costs, and timely reporting. It was expected to increase the company's efficiency by increasing the level of automation and optimizing the work of accounting departments of Lada-Service group dealerships. Among other things, it was planned to unify the methodology for keeping records of Avtovaz dealerships and introduce unified principles of accounting document management, including technical and organizational aspects.

Project Tasks:

• Implementation of the system on the pilot circuit (3 dealerships and central accounting "Lada Service");
• Automatic streaming scanning and recognition of copies of primary documents;
• Integration of the subsystem of streaming scanning and recognition of primary documents with systems of online accounting of dealerships;
• Automatic entry of primary documents in dealerships, storage of copies in the electronic archive and document management system;
• Transfer of data from dealerships (from systems of operational accounting, personnel accounting and payroll systems, electronic archive and document management) to a single system of accounting and tax accounting;
• Integration of the subsystem of streaming scanning and recognition of primary documents;
• Integration with centralized NSI system and Customer Central Treasury.

The project was implemented by Gradum specialists in a pilot group of three dealers in Togliatti. Prior to the implementation of the project, accounting and tax accounting systems were located on the dealer's site. Various products on the 1C platform were used to record wages.

As a result of the work done during the project by the Gradum teams and Avtovaz JSC, the work of the accounting divisions of the pilot dealerships of the Lada-Service group was streamlined and unified. The Gradum team developed a single centralized accounting and tax accounting system, a centralized personnel accounting and payroll system, launched an electronic archive and document management, developed a system for integrating a geographically distributed network of dealerships and implemented a subsystem for streaming scanning and recognition of primary documents in the field.

The functionality and performance of the new system were confirmed during the pilot operation of the system and load tests. As a result of the project, an important result was achieved: the condition of quick closure of the month (within 3 calendar days) was fulfilled. The result was confirmed during 4 months of pilot operation with the help of Gradum specialists, and from 5 months - by customer support.

The lack of integration with centralized accounting and the treasury led to the need to conduct settlements in manual mode. Deviations in dealers' accounting processes led to the need for periodic reconciliation of data with central accounting.

As a result of the project, a unique system was developed that combines the operational systems of dealerships and a centralized system of regulated accounting.

To increase transparency and stability of work, a system of streaming scanning of incoming documents based on ABBYY FlexiCapture 12 was implemented, their storage in an electronic archive based on 1C: Document Management, automatic reflection of scanned documents in Alfa-Auto: Auto Show + Auto Service + Auto Spare Parts, automatic transfer of documents to centralized accounting in 1C: Auto Accounting Centers and Corp. As part of the project, the system was integrated with the centralized NSI system and the Customer's Centralized Treasury.