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Directum in Leroy Merlyn: Unified electronic archive of financial documents

30000

incoming documents

2000

suppliers

over 330

users of electronic archive

Leroy Merlin is an international retail company selling goods for house building, decoration and improvement.

Leroy Merlin Vostok LLC is the largest DIY (Do-It-Yourself) retail company in Russia, which buys goods from over 2,000 suppliers. It is the most rapidly expanding company in the industry, which opens no less than 6 hypermarkets per year.

The company is going to open 52 more stores in the next 5 years. Business growth resulted in the increased amount of incoming financial documents from counterparties. That is why the company needed to arrange efficient document and archive management.

Project tasks

  1. Create an electronic archive for incoming financial documents of the entire network.
  2. Make it easier and less time-consuming to prepare a selection of electronic copies of documents for the inspection authorities.
  3. Provide company employees with quick access to electronic copies of documents.

Solution

The project team automated management of the following kinds of financial documents:

  • Universal transfer documents.
  • Delivery notes for goods movement.
  • Deed of conveyance (including the KS-2 form).
  • Statements of costs and expenses for completed works (the KS-3 form).
  • Customs declarations.
  • Acceptance certificates.

We offered a solution designed to integrate three systems:

  • ABBYY Recognition Server as the system for bulk entry and recognition of documents.
  • Oracle Enterprise Business Suite (OeBS) as the ERP system of the customer, which was used as the data source.
  • Directum as the ECM system for document storage and search.

Solution schema

When we deal with solutions for retail companies, we always keep in mind that documents will be processed in various geographically dispersed places.

Employees of hypermarkets do the following:

  • Receive incoming documents.
  • Stick barcodes on incoming documents.
  • Register incoming documents in the accounting system.
  • Scan incoming documents.
  • Store paper documents.

Employees of the head office do the following:

  • Get incoming documents recognized on a unified document recognition server.
  • Store electronic copies of documents on a unified e-document storage server.
  • Administer the solution.

Employees of the head office have full access to the electronic document storage. Employees of a hypermarket have limited access to such storage and can work only with documents that were processed in the hypermarket and documents with expenses that concern the hypermarket.

Managers responsible for acceptance of goods in hypermarkets receive all the required documents.

Process description

  • An employee responsible for printing barcodes prints bobbins with unique barcodes and hands them over to the accounting department.
  • A manager receives documents from a supplier and hands them over to the accounting department for further processing.
  • An accountant receives incoming documents, and then checks if such documents contain accurate information and are drawn up correctly. If everything is all right, he or she sticks a barcode on the first page of a document.
  • The accountant registers documents in an accounting system, get the barcode from a special field of the operation records recognized, and then posts the documents.
  • The ECM system receives operation attributes, including the barcode. The system creates a document card with no electronic image and waits for the document to be scanned.
  • The accountant hands the paper document package over to an employee responsible for scanning documents. The employee scans the whole package. The hypermarket accountants scan documents on their own.
  • ABBYY Recognition Server recognizes the text and the barcodes of the scanned documents.
  • Scanned documents, the text layer, and information about the barcode are transferred to Directum. The ECM system binds them to the existing document cards by barcodes.
  • As a result, a new document is created. Employees can find the document by its text or attributes.

Results

Unified electronic base of incoming financial documents

Quick document search

Transparent collaborative work

No lost or unaccounted documents

Solution used

«The electronic document archive significantly reduced the time our experts spend on document search and processing. All the departments dealing with financial document management now have an easy-to-use tool to organize, store, track, and manage documents».

Ayrat Gabidullin

lead project manager at Leroy Merlin Vostok LLC

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