Ledvance passed to exchange of documents into Synerdocs

On September 17, 2018 the company Directum announced that Russia LEDVANCE it passed producer of fluorescent lamps in the company on electronic document management with clients. The integration solution Synerdocs also SAP allowed the enterprise to reduce clerical costs and also to simplify and accelerate process of shipment of products.

Prerequisites of the Project

From the moment of opening of production both the number of partners, and number of shipments from warehouse increased. For September, 2018 at the plant about 150 supply requisitions of products are daily processed. In recent years considerably the volume of the paper documents necessary for shipment of products increased. Employees of logistics faced difficulties of preparation, printing and sorting of papers. Serious difficulties were also caused by adjustment of documents as delivery of the corrected versions to the receiver sometimes dragged on for several working days. There was no guarantee also that documents will not be lost or damaged in way.

Project Progress

The plant's management made the decision to optimize process, including due to transition to electronic document management with partners. Before the enterprise there was a question: configure exchange through the operator E-DOCUMENT FLOW (Synerdocs service) or EDI- providers which solutions were used in JSC LEDVANS. Having estimated legal risks, stopped on the first option.

"Legally significant exchange of electronic invoices can be provided only if the service is provided by the operator of e-document flow. This factor became defining when choosing provider for the client". Iraida Bakayeva, specialist with key clients of Synerdocs

The project of transition to electronic document management with partners started in 2017. The command of JSC LEDVANS and Synerdocs performed tuning of integration of service into SAP R/3 system. As the solution the simplest and reliable mechanism of data exchange — via the intermediate server on the protected SFTP protocol was selected. The employee saves documents in a XML-format on the selected SFTP, then service of integration loads them in the web client of Synerdocs — into the section "To sending" then the user can sign and send them to the partner.

Project Results

"For September, 2018 in service of exchange we send to clients over 50 documents (UPD) a month. The digit is small as transferred only a small part of our clients to electronic document management. However the solution already proved as the reliable and convenient instrument of optimization of document flow. For this reason we are going to increase the number of the clients connected to service every month". Dmitry Kosilov, head of department of support of applications of JSC LEDVANS

Advantages of exchange of electronic documents were estimated also by partners of the enterprise. Among them cost reduction on paper, decrease in wear of a printing equipment and labor costs on preparation, printing and sorting of documents and also their quick search. Also, in Synerdocs there is an opportunity to trace a current status of the document, and use of service exempts from need to physically keep a huge number of documents — all necessary available online.

JSC LEDVANS is going to transfer to electronic document management not only most of clients, but also to connect to service of suppliers. Also at the enterprise consider the possibility of transition to exchange of electronic way bills.