"Solar circle" started e-document flow with partners

On June 20, 2016 Gendalf Group announced the project final on system implementation of electronic document management (e-document flow) in the Rostov supermarket chain "Solar Circle"^[1].

Project Tasks

"Solar circle" - grocery retail chain from 18 supermarkets. Annual document flow of the company more than 1.1 million documents.

Solar Circle supermarket, (2014)

"The solar circle" annually spent more than 8.2 million rubles for preparation and delivery of paper documents. For reduction of monetary and time expenditure on conducting document flow the company management made the decision on transition to e-document flow.

For project implementation "The solar circle" selected Gendalf group.

Project Progress

The project was separated into two stages:

• e-document flow system implementation in supermarket chain;
• establishing exchange of documents between "A solar circle" and 360 partners.

The project proceeded six months. The company integrator resolved technical issues of connection of e-document flow, helped the customer to build in work with technology of document flow business processes. After necessary completion of functionality and adaptation a system was brought into operation.

Exchange on e-document flow is connected from two accounting systems of "A solar circle", proceeding from identifiers of partners:

• with service providers exchange is conducted by means of "1C: Enterprise Accounting 8" of edition 3.0,
• with suppliers of goods — from the program "1C: Client of e-document flow" editions 2.0. To each program there correspond certain business processes. So, for exchange with suppliers of goods the document of an actual receipt automatically approaches the electronic document. If data meet, the electronic document is signed by the digital signature (EDS). In case of distinction the electronic document is rejected under the act of disagreements.

Project Results

The centralized system of formation, approval, processing and document storage in general integrated 18 divisions of "A solar circle". Employees should not spend hours in archive in search of the necessary documents more — everything is near at hand in the accounting system.

Speed of vendor interaction including when providing by them the corrected documents increased. If earlier the corrected document could go several weeks and get lost as a result, now receives such documents "Solar Circle" during the day. According to a response of the customer, due to the automatic unloading and check on compliance of numbers and the amounts of invoices implemented by Gendalf Group, "The solar circle" timely hands over declarations on the VAT, in them there are no discrepancies.

Thanks to system implementation of electronic document management of costs for work with documents were reduced by 15%. Earlier sending one registered letter cost 13.5 rub, now for 10 rub it is possible to send a packet from three documents. So, at transfer to an electronic form of 10 thousand documents "Solar Circle" saves more than 100 thousand rubles Besides, after implementation of electronic document management need to keep in each shop of the employee responsible for primary documentation was gone. At the moment the staff, responsible for supporting documents, is reduced by 3 times, and it allows to save more than 300 thousand rubles a month in addition. Our purpose — to pass to exchange of electronic documents with all suppliers of goods. And connection to e-document flow of suppliers of alcoholic products will be the next step of our company. Lyubov Podgrushnaya, chief accountant of "Solar circle"

According to the statement of the press service of Gendalf Group, the main part of the project is executed. From the very beginning of works the integrator in a complex approached solving of tasks, having undertaken system implementation, a technique and consulting. Thanks to it it was succeeded to transfer to e-document flow as "A solar circle", and his largest partners — "the 21st century", "Two captains", Polar bear, Arctic trading house, etc. Customers received confidence in efficiency of providing and correctness of filling of each document. In the next 3 months specialists of Gendalf company will implement an important problem of connection to exchange of the remained partners.