CableStar (1C: Document Flow)

2019: Building a document management system based on 1C: Document Flow product

Specialists 1C-integrator Wiseadvice-IT automated the company's document flow. "CableStar"

In October 2019, the companies announced the end of the project for the implementation of a new system created on the basis of Solution 1C: Document Flow 8 of the PROF. All contracts of the company have been translated into electronic form, automated control over the terms of their validity has been established, and a system for controlling offers from suppliers has been established. The time for finding a supplier for a particular product has decreased. At the same time, the average purchase price decreased.

In 2019, the management of CableStar decided to introduce an information system that would create an electronic archive of contracts and certificates, ensure their quick search in the electronic archive, speed up coordination, and organize operational control over the terms of their validity.

Pre-implementation situation

The supply of cables and wires is associated with the need to provide licenses and certificates within the framework of concluding contracts and conducting transactions. In turn, the data business processes requires careful reconciliation and coordination, as well as clear compliance with the conditions and deadlines. In addition, there are a lot of offers from suppliers Russia (about 70 enterprises each, plus countries CIS and). China It is necessary to promptly monitor the validity of contracts with them and timely plan their prolongation or reissue.

Previously, all documents were drawn up and stored only in paper form. It took a lot of time to transfer documents between suppliers hundreds of kilometers away. Agreement of contracts was often delayed. Their validity periods were controlled by "hands," it was not always possible to extend or reissue this or that document on time. Due to the lack of an electronic archive, employees had to re-scan the found originals each time.

What was done in the framework of the project

To solve the tasks, the 1C: Document Flow 8 system was chosen. Wiseadvice-IT has become an implementation partner. In just three months, the system was deployed to 30 workplaces, combining several departments of the company.

Within the framework of the implementation project 1C: Document flow of the TRP version, the following works were carried out:

• Delimited user access rights (various roles and profiles are implemented);
• Document types are set up: Lead, KP, Tender documentation, Contracts, Accounting and constituent documents, etc.;
• Integration with 1C accounting systems is implemented;
• Set up numbering boxes by document type;
• The possibility of entering several resolutions has been added to the document cards;
• Accounting of documents for several organizations is organized;
• Configured to notify users by. e-mail

Project results

• A single information space has been created for the joint work of users of different levels in the context of process management activities accompanying the conclusion of contracts and transaction management, with a clear distinction between access rights.
• In addition to automating key transaction and contract management processes, the 1C: Document Flow program has created a single space for employees to work together while maintaining a clear separation of access to information.
• "From and to" process the entire pool of documents related to the activities of the company, from the first contact to the provision of a "guarantee." A single electronic archive of documents has been created;
• Within the framework of the joint work of users, an alert system has been put into operation, which allows you to respond to events in a timely and prompt manner;
• Operational control of documents return is ensured;
• Multi-stage coordination with simultaneous work of employees has been created, which avoids loss of information, duplication and inconsistency of decisions on documents. The speed and accuracy of working with documents, respectively, with the agreement of the terms of transactions, has increased.