Implementation of Documentolog DMS at Magnum Cash & Carry

Our company continues to implement solutions based on the Documentolog platform in various Kazakhstani companies. Today we will tell you about another success - the implementation of Documentolog DMS at Magnum Cash & Carry!

The Magnum Cash & Carry network consists of 11 hypermarkets in 4 major cities of Kazakhstan. Daily, each location receives over 50 deliveries, and suppliers are sent over 1000 orders every day. Over the course of a year, the number of invoices exceeds 500,000. Such a huge volume of document flow requires a well-organized system and prompt decision-making in the face of increasing correspondence volume.

There was also a problem of periodic loss and damage of paper originals of documentation. For example, in one of the stores, goods and accompanying documents were received, which then had to be sent to the accounting department for recording and subsequent transfer to the archive. However, paper documents were often lost and did not reach their destination.

To ensure proper processing, storage, and systematization of data, it was necessary to create a unified solution where users could work simultaneously, spending much less time on processing, searching, and placing the necessary information.

To address these issues, software products aimed at automating the cashier/salesperson workplace and inventory accounting are used worldwide. In Kazakhstan, similar software is used by the computer store chain Bely Veter, supermarkets of the Green chain, and other large retail and wholesale networks. However, the problem with this software is that it only automates sales and product labeling, but does not address external and internal document flow, nor its integration with inventory accounting systems and third-party systems.

The client needed to focus on management solutions that would effectively address the following tasks:

– automate current business processes for the transfer of goods and other documentation and personnel management (so that documents would no longer get mixed up, lost, be stored in one place, and be accessible from any PC in the office);

– optimize time costs for delivering correspondence (so that instead of distributing paper copies to the necessary employees, everything could be resolved with a few clicks of the left mouse button);

– ensure automatic archiving of large amounts of data in electronic format (to eliminate the risk of document loss).

The choice fell on the web-oriented Documentolog DMS from LLP "Documentolog". We proposed a non-trivial solution for automating document management and the documentation management system. The standard configuration of Documentolog DMS allowed the client to automate the main business processes related to document flow, i.e., standard document management.

In addition, Documentolog DMS was successfully integrated with 1C Enterprise 8.1. As a result, a two-way data exchange was organized with the generation of automatic payment requests and subsequent entry into a special archival register, sending payments to the bank's electronic system.

Another advantage of Documentolog DMS during implementation was the ability to independently manage its configurations using a unique designer similar to BPM, which allows optimizing processes without programming. This provides unlimited functionality for automating any business processes. A detailed manual for administrators is provided with Documentolog DMS, and after studying it, there are no issues with development. In addition, we provided the IT staff of the Magnum Cash & Carry supermarket chain with a brief training course on working with Documentolog DMS.