Unified electronic archive of financial documents

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 the country, 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.

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.
• Axirum as the ECM system for document storage and search.

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 Axirum. 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.

Solution used

Invoice Management