DATART fully launched EDI communication in the Czech Republic and Slovakia and plans further expansion20. July 2015
9 July 2015, Brno – Reducing costs associated with processing and archiving of tax documents, improving ordering service for contractors and eliminating errors caused by manual processing of documents; these represent just some of the objectives in the area of business documents exchange that DATART managed to achieve by introducing the EDI (Electronic Data Interchange) communication from CCV Information Systems. Following a successful launch of digitalisation of documents with Czech suppliers, starting from June, DATART has initiated the transition to EDI also in Slovakia.
Paper accounting documentation in rapid decline
DATART has initiated electronic exchange with its suppliers in the last quarter of the last year through EDI messages Order (ORDERS), invoice (INVOIC) trading objection (COMDIS) and relevant confirmation messages. In the first phase of the project, already during the first few months, more than 30% of suppliers got involved, representing over 60% of sent documents that have been converted into structured electronic documents, and the numbers are still increasing. Since June, suppliers for the Slovak part, of the chain of shops with electrical appliances, have also been included.
Thanks to integration of EDI with enterprise information system of DATART (Microsoft Dynamics AX) not only the data is automatically transferred into the system, but also, processing of tax documents is simplified. The aim is a comprehensive processing of documents electronically.
‘Introduction of EDI communication is advancing faster than expected. First practical contributions, especially with processing of documents, are very positive. After signing the relevant contracts with suppliers, we are further looking forward to elimination of paper by using the electronic achieve. It is expected that the full automation of processes will occur during processing of documents in our company system. EDI is therefore the necessary, yet not sufficient condition for achieving full benefits. I am glad that we agree on this also with our developers’ says Petr Nekola, representing financial department of DATART and continues: ‘Involved suppliers can use benefits of more efficient ordering system already today. Moreover, they have an overview of processing of their documents right in our system. During the summer, we will also contact all suppliers of our organisation part in Slovakia.’
Faster and cheaper also on receipt
The expansion of electronic communication will continue not only in terms of the number of connected suppliers, but also in terms of the number of used EDI messages. Digitalisation of other processes brings, above all, higher speed of transfer of documents, immediate feedback, elimination of errors and significantly reduces labor intensity. In the near future, DATART plans to introduce an additional EDI message DESADV, which is the electronic equivalent of a delivery note. Owing to automatic transfer of data, the process of receipt of goods will be significantly improved.
‘With increasing proportion of commercial and logistics documents managed through electronic data interchange, the benefits brought by EDI multiply. Specifically, in case of the electronic delivery note, the undisputable contribution is the elimination of manual interventions related to receipt of goods,’ says David Reichel, director of eBusiness division of CCV Information Systems. ‘The result is then a faster acquisition of more accurate and detailed information about the receipt. Besides the ease of receipt of goods; this allows to prepare a stock location prior to reception, and also helps with subsequent processing of invoices and streamlines the control of compliance’, adds Reichel.
Electronic listing of goods – the next logical step
In the next phase of streamlining business processes, DATART intends to focus on the elimination of the volume of work that is associated with listing of information about goods, on both sides of the supply chain. The company intends to use ORION eKatalog solution, which is used to manage and share master data. For identification in EDI communication, DATART fully relies on the function of identifiers through global standards GTIN (Global Trade Item Number) and GLN (Global Location Number). Thanks to clear identification of goods through GTIN (known as a bar code on products, earlier EAN) and of each segment of the supply chain thank to GLN, more efficient exchange of information is achieved for master data and manual operations connected with flow of goods are reduced.