Moet Hennessy Distribution Rus (Moet Hennessy Russia)

2018: Automation of the travel process based on SBIS

Moyot Hennessy Russia employees regularly travel on business trips. Prior to the transition to electronic document management in SBIS, the employee completed the travel order form in Excel and sent it to the manager by e-mail. And after approval by the head - the accountant.

"We discussed the task with Tensor and after two weeks received a ready-made process for the registration and approval of business trips to SBIS and a simple understandable instruction on use. Before the start, Tensor held a short job training for us. And without snags, we replaced the paper approval of business trips with electronic, "said Moyot Hennessy Russia.

Internal regulations

Moyot Hennessy Russia has 140 employees involved in the process of coordinating business trips and each of them has its own subordination structure, so the coordination scheme seems to be individual at first glance for each.

Flexible SBIS settings take into account different process structures, and with the help of setting up functional roles, the system can independently calculate matching managers. Therefore, even such a number of employees as Moyot Hennessy Russia managed to "put" into one common scheme.

Electronic Travel Order

According to the law, a business trip order is issued in writing. But Article 6 63-FZ equates electronic documents signed by a qualified electronic signature with paper. Therefore, the form of the order was transferred to electronic form. To make the order easy to view from any device, you selected a pdf format for it. And Tensor issued qualified electronic signatures to all sent employees of Moyot Hennessy Russia.

Tensor specialists formalized the business process in SBIS, created a new EDO scheme and set up functional roles for its participants:

• The employee creates the trip - specifies the dates and selects the target.
• The document shall be approved by its Head. He confirms the trip, rejects or sends back for revision.
• The trip is submitted to the Accountant for review. If all is right, he registers the order. To enable accounting to maintain document accounting according to its internal rules, the ability to change the date and number of the document has been added.
• After verification, the EDO document comes to the Director - he approves and signs the order of his EP.
• The employee receives a notification and signs the order with his electronic signature, completing the document flow.

Once the workflow is complete, the order with all signatures is printed for archiving.

Signing of advance report

Six months before the travel order, Tensor for Moyot Hennessy Russia integrated SBIS with 1C to download/unload and sign the advance report and set up the rules for its approval. Therefore, after the completion of the trip, the accountant draws up an advance report, uploads it to CBIS, signs it by electronic signature and starts the approval.

Before the introduction of SBIS, it took an average of 3-5 days to make a business trip with Moyot Hennessy Russia employees. Electronic registration and approval takes place within one working day.

Plans

The following automation steps:

• cancellation of the agreed trip (when part of the funds, for example, for tickets, has already been spent),
• coordination of leave,
• Harmonization of hospitality costs.