TMS (Docsvision)

2023: Creation and implementation of the Contract Management System at NIIPI TOMS LLC

Earlier, RKIT introduced NIIPI TOMS LLC Basic workflow system, but initially there were no tools to work with contracts. The contract curator had to independently ask the accounting department for data on invoices and payments received.

A system was needed that would show up-to-date information on the implementation of the contract stages, on the receipt of payments from customers and on the availability of signed certificates of work performed.

As a result, RKIT has developed the Contract Management system, which covers the entire cycle of working with contracts: from registration of a document in the system to its execution. The solution provides high speed of operation, transparency of all stages of the contractual process and reliable integration with existing systems.

Now, to create a contract, the user just needs to select a template, fill out a card, specify those responsible and approvers, as well as specify dates. The contract card displays all related documents with the possibility of grouping - additional agreements, invoices, invoices and other related documents. The system organizes the approval process, allowing each approver to leave comments. The progress of the agreement in the contract card is also noted. Approval participants receive notifications on email and can make a decision on approval directly from the letter or transfer it to another employee for approval. In the contract card, information is available about each action of users with the document.

RKIT employees have improved the search form by adding additional parameters. The search form allows you to search for contracts using multiple criteria at the same time.

In addition, RKIT employees have built integration with 1C. The new system analyzes the data on acts and accounts in 1C and, when making changes in 1C, binds documents or individual data to an existing contract card in Docsvision. Employees and counterparties are also automatically downloaded from 1C. Synchronization helps to reduce routine operations, minimize errors, and prevent loss of data on acts and accounts.

Employees of NIIPI TOMS LLC note the convenience of access and the effectiveness of tools that ensure the timely update of information. Consolidation of contract data on a single Docsvision platform allows a comprehensive analysis of the contract process.

In the future, it is planned to develop the system with the output of information in a format convenient for financial analysis, as well as an increase in the number of users and documents.