The Peugeot Citroën Rus company implemented e-document flow "Diadoc"

June 09, 2015. The SKB Kontur company reported^[1] about system implementation of electronic document management "Diadoc" in Peugeot Citroën Rus company. Annually the company generates and sends 800 thousand documents to dealers across all Russia. By the customer's estimates, system implementation of electronic document management in SAP allowed to reduce costs for 70%.

Today "the Peugeot Citroën Rus" exchanges legally significant electronic documents from 90% of dealers and transfers the entering document flow to e-document flow. The modern technology of office-work allowed the company to save 30% of working time of employees because they do not need to control return of the signed copies any more and to exclude losses of documents, told in SKB Kontur.

Paper document flow led to considerable costs and complicated internal processes of the company. So, delivery of documents took from 3 to 14 days. Besides, paper documents were often lost both on the party of dealers, and in the course of delivery. As a result the documents requiring the signature of the dealer did not return to head office. It was necessary to duplicate the document and to send again that involved additional costs on printing and delivery. "Peugeot Citroën Rus" on implementation of electronic document management won the tender SKB Kontur developer with the Diadoc e-document flow service.

Optimal solution in this case was the cloud connector of "Diadoc" — the integration module via which the PDF documents from SAP systems is unloaded in e-document flow service and are converted into the XML format approved by the Russian legislation. As explained in the companies, feature of the cloud connector that all actions are made directly in "Diadoc", all necessary software is for this purpose set on the server of SKB Kontur operator. It was not required to enter changes into the accounting systems, except setup of the channel of interaction between systems.

As a result at the end of every day the connector unloads the documents created by the company in "Diadoc" and distributes them on those divisions where the staff of the relevant departments should vise them. Daily the staff of the company is included into service through the web version of the Diadoc system and finds documents which should sign with the qualified electronic signature (QES) in the divisions. They can sign as each document separately, and in large quantities.

"The Peugeot Citroën Rus" is included into the international group which all structures use the systems of SAP, and in the non-local versions. Their administration is made from the central European office. Therefore standard methods of integration through API in this case did not approach. Analysis results which was carried out by project team showed that it is possible to unload documents from SAP systems in this case only in the PDF format.

"Every day we are left by about 100 documents. Only for 2014 we sent more than 120 thousand documents through 'Diadoc' — Elena Zyryanova, the e-document flow project manager in Peugeot Citroën Rus company told. — The implementation project paid off in a year due to cost reduction. It is very important for us that it is not necessary to select additional technical resources for system maintenance of e-document flow: connectors and archive of documents. It provides SKB Kontur".

"Experience 'Peugeot Citroën Rus' confirms that it is possible to find the solution and to build the convenient working scheme of electronic document management even in rather complex cases when any interventions in structure of the corporate accounting system of the client are inadmissible — Kozlov Konstantin, the project manager "Diadoc", "SKB Kontur" considers. — We were faced by a difficult task — to finish the connector so that he learned to recognize the PDF files and to convert them into XML. A test stage when we transferred documents on one and traced whether there were no errors when converting, required high concentration of attention and painstaking. Implementation of this project really a victory for us".

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