The company produces medical items and equipment, medicaments, and consumer goods for health. 265 units of the company are established in 60 countries across the world.
The subdivision of one of the largest health care corporations organizes financial documents workflow with suppliers via Directum RX. Thanks to it, an effective external and internal electronic collaboration was organized.
The company’s activities entailed processing a great number of financial documents. A significant part of this work was done manually with the help of outsourcing companies. The special department scanned the originals and entered them into the EArchive system to then process them and send to SAP.
This process became too time-consuming and ineffective. Company's ERP system was outdated and did not support some types of financial documents. That resulted in difficulties in the implementation of new processes and optimization of the current ones.
In 2020, company management has decided to standardize document processing using Directum RX:
As a result, end-to-end integration of paper and electronic document workflows was organized.
Financial documents management is organized through Directum RX “Financial archive” solution. Thanks to it, there is an effective tool for a quick search and upload of documents for tax inspections and audit. Auto formatting of PDF files made browsing original documents more comfortable.
All financial electronic documents and scan copies of the originals are stored in a unified archive.
During the project, a new document type – “Dossier” – was developed. It is a set of simultaneously processed financial documents with meta-data. Dossier card has information on details on the bank, a counterparty, reception date, contract’s link, payment reference number, etc.
Integration with the electronic document management system allowed users to interact with the counterparties in the “single window” of Directum RX: the documents are uploaded into the system automatically. To approve and sign incoming originals the eSignature is used. In Directum RX it is easy to monitor any changes of the structured document; the initiator can easily control the whole process.
Today 5% of all financial documents are processed via electronic exchange services. Interaction is going with the suppliers registered in various exchange systems. In the future, full-scale transfer to the digital exchange is planned.
To support the company’s processes the end-to-end integration was organized with:
Gradually all processes in the company are becoming digital. In the near future company management plans to digitalize contractual and Rebates processes.
days in a year are saved
time reduction for inner reports preparation
documents per year are uploaded for audit and tax requests
systems are integrated end-to-end
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