John Deere implements e-document flow

On December 5, 2013 the SKB Kontur company announced transfer to an electronic form of 40 thousand documents on sale of spare parts of John Deere company with system implementation of exchange of the electronic legally significant documents "Diadoc".

Project Tasks

The Russian representative office of John Deere contains several branches, including the selling division "John Deir Agrikalcherel Holdingz" with head office in Moscow and John Deere, integrating in itself the central warehouse in Domodedovo and the production plants in Domodedovo and Orenburg. In the territory of Russia the company works with more than 30 dealers, delivering spare parts and the equipment more than in 120 dealer centers.

Process of a design of sale to dealers in John Deere consists of two stages: at first documents (invoices and consignment notes of TORG-12) between John Deere and the selling division of "John Deir Agrikalcherel Holdingz" company are processed. These are more than 40 thousand documents a year which at the end of every month were printed and brought in archive that took away considerable time from accounting department of the company. Drawing of invoices and TORG-12 to dealers of the company happens the second stage. It doubles the number of documents to 80 thousand a year and considerably increases housekeeping overheads of paper document flow: printing, processing and delivery of documents.

Project Progress

At the end of 2011 in the Russian representative office of John Deere work on system implementation of electronic legally significant document management (e-document flow) "Diadoc" began.

"The legal importance of electronic documents is provided with electronic signatures, documents do not require printout and are transmitted through the Internet. Accounting at once showed interest in the EDMS — Maxim Vdovin, the project manager noted "Diadoc". — It is natural as e-document flow is a method not only to reduce inevitable and to nobody the necessary costs for paper document flow, but also to optimize work of internal departments of the company".

Sales accounting of spare parts in John Deere is kept in the 1C: Enterprise 8.2 system, and selling the equipment - SAP, according to information of SKB Kontur. In the spring of 2012 built in the external integration module developed by SKB Kontur using which exchange of documents from the accounting system is allowed a 1C system. At the same time no completions of configuration 1C as the module is connected as external processing were required. There was a need for setup of a terminal server of a system to work with the integration module - users work by means of a remote desktop.

As of December 6, 2013 John Deere fully implemented e-document flow in the accounting system of 1C and connection of dealers to "Diadoc" is begun.

"Now, when accounting has no need to spend time for printing, signing and archiving of internal documents according to folders, process of closing of financial month became quicker and more effectively. If earlier at the end of every month it was necessary to employ trainees, then today accounting not only independently copes with document flow volume, but also solves additional problems of work optimization. The EDMS is the complementary filter of timely recognition of all errors in implementations, such, for example, as absence and length of obligatory details, compliance of units of measure and others — Anton Shimanov, the project manager in the field of information technologies of John Deere company told. — Before transfer of document flow with all dealers in an electronic form in the financial plan it is not necessary to speak about considerable benefit (in spite of the fact that it nevertheless is and it consists of economy stored and working time), but the big deposit to efficiency is notable in many ranges stated above".