Live Talk

Contracts 2021: Time of Digital Assistants

Intelligent Processing of Incoming Documents

100

documents per year

500

sets of documents per day are processed with the help of artificial intelligence

300

users work in the system

it takes 2.5

minutes to prepare a request to create or change a supplier data

15

major suppliers exchange invoices electronically

The Russian branch of L'Oréal has a geographically distributed structure: a high-tech factory in the Kaluga Region, academies for training beauty professionals, and a wide retail network.

Daily work with suppliers and distributors is a significant part of company operations. Document management with counterparties is a complex integrated process that includes internal and external interaction. Its effectiveness directly affects the success of the company in the market.

Documents were managed in a paper form. Information on the accounting entry was entered into the accounting system manually.

There were a lot of errors, documents were lost, work slowed down. The company management decided to implement the Directum system to optimize the interaction with counterparties and simplify the processing of paper and electronic document flows.

Scope of a project

The goal was to automate the most time-consuming processes:

  • Maintaining the supplier base, transfering data on suppliers between SAP and Directum systems.
  • Contracts approval within the organization.
  • Sending contracts to suppliers both through exchange systems and in paper form.
  • Processing of incoming paper and electronic invoices.

Also, it was required to minimize manual operations, organize work with documents archive with the opportunity to manage access rights, and organize work via mobile phone.

Solution architecture

Maintaining the supplier base

It was time-consuming for the employees of L'Oréal and contreparties to prepare a paper request for creating or changing information about a supplier in the accounting system. Communications lasted from a few days to weeks. Thanks to the Directum system, the time for processing a request was reduced to 2.5 minutes and the process has been fully translated into electronic form.

Data does not need to be duplicated manually: information about new suppliers is transferred from Directum to the accounting system automatically.

Solution architecture

Contract management

Contracts are created in the Directum system from up-to-date templates. Contracts are approved in accordance with the company’s regulations. A list of approvers is set up for each category of the contract Currency control is automated. After the contract is approved with a supplier within the Directum system, it automatically becomes available in SAP.

Employees can easily find information about the history of contractual relations with a counterparty. Documents are stored in a convenient electronic archive. Now it is possible to work with contracts completely in electronic form: documents are signed by a qualified electronic signature and sent to the supplier through exchange systems.

Intelligent processing of paper incoming documents

All incoming paper invoices are scanned. After intelligent services process documents, the system automatically fills in the requisites of these documents. Then they are sent for approval and validation. The data is transferred to the SAP system. Re-scanning versions are automatically replaced by signed versions and transferred to storage in the Directum financial archive.

Results

L’Oreal Russia managed to build an end-to-end process with two flows of invoices - paper and electronic. Interaction with contractors is optimized. The company partially rejected the papers and moved to a new level of culture of working with documents and suppliers. The use of intelligent tools helped to accelerate the work with the invoices.

Project results in numbers:

60000

documents per year

500

sets of documents per day are processed with the help of artificial intelligence

300

users work in the system

it takes 2.5

minutes to prepare a request to create or change a supplier data

15

major suppliers exchange invoices electronically

Do you have similar tasks?

Schedule a personal demo!

More than 2600 organizations in 20 industries across 10 countries rely on us: