KORUS Consulting, roaming agreement

Roaming Between E-invoicing Operators in Russia is On

E-Invoicing operators SKB Kontur and KORUS Consulting (an affiliate of Sberbank of Russia, JSC) have signed the first roaming agreement in Russia on launch of e-documents interchange commercial operation.

Suppliers have introduced in the market a key-turn roaming solution for legally valid e-documents including solution for tax-invoices and waybills. Since August, 2013 the solution is used by «Procter & Gamble», METRO Cash&Carry, «Nestle Russia» and X5 Retail Group (such network chains as «Pyaterochka», «Kopeika», «Perekrestok», «Karusel», etc). The development of roaming technology was started in Y2012 as a part of project on e-invoices and waybills interchange between «Procter & Gamble» and METRO Cash&Carry. All the operations on business processes optimization, internal systems integration, connection settings and adjustments were done in close cooperation with customers’ experts.

“We realized all the complexity of such a task, but we did not escape the difficulties as roaming is one of the key backgrounds to e-invoicing implementation countywide, — says Anna Klimova, e-invoicing implementation program head in «Procter & Gamble», Ltd. – Our project team consists of the strongest experts. We are thankful to our suppliers who managed to complete the project and after long months of hard work to provide such a necessary solution”.

«Nestle Russia» and X5 Retail Group (such network chains as «Pyaterochka», «Kopeika», «Perekrestok», «Karusel», etc) roam e-invoices in commercial mode.

“Our plans are really great: we would like to introduce e-invoicing everywhere possible, — shares the plans Andrey Busygin, Business process optimization and integration head in ″Nestle Russia″, Ltd. — The possibility to interchange e-documents in roaming increase significantly the list of contractors we can cooperate in e-form”.

Connection between SKB Kontur and KORUS Consulting is ensured through encrypted channel and complies with all requirements to legally valid documents interchange, developed and approved by working group in non-commercial partnership «ROSEU» («Electronic service systems developers and suppliers»).

“Technical part is not the most important in roaming setup between EDI suppliers, — thinks Jury Kushpel, EDI.Kontur PM, — The main difficulty lies in the fact that because of the differences in service and security levels it is not easy for e-invoicing suppliers to differentiate scope of responsibility towards their and not their clients. That is why the higher is service level, the sooner we can get common roaming space for all the suppliers”.

Comment

“Realization of described cooperation makes it clear that e-invoicing suppliers can overcome technical, legal and organizational roaming challenges if they are interested in client’s satisfaction, — says Igor Zelenko, Commercial Directos of KORUS Consulting, Ltd, (an affiliate of Sberbank of Russia, JSC). This is the first case of roaming between suppliers enabling clients of SKB Kontur Production, KORUS Consulting and Sberbank of Russia interchanging e-invoices and other e-documents without preliminary operations”.

Другие вопросы рубрики «Success story»

  • BILLA, hypermarket chain

    Situation

    1. Huge costs of document generation and storage:
      Due to large amount of suppliers every month BILLA generates and sends huge number of documents supporting business operations. Only on bonuses and on goods return it generates 51 000 documents (on 127 400 paper sheets) including 20 000 invoices. They spend more 120 KRUR on consumables and post. Most part of the documents is stored in BILLA archives and takes a lot of area.
    2. Long time to generate and send documents:
      From the moment of generation till receipt by the supplier each document goes through one and the same procedure — it is printed, signed, sealed, sent by post. Sometimes it takes near a month to reach the supplier. Of course, it raises some difficulties in cooperation between partners and sometimes leads to unpleasant problems. For example, retailer calculates bonuses and sends supporting documents by post. And supplier receives documents in a month when it is already late to argue with the conditions stated thereon. 

    In order to ret rid of huge amount of paper documents, and make their flow between retailer and supplier more operative and controllable BILLA took a decision to change over to EDI.

    Solution

    1. SAP adjustment:
      The first try to partially switch document flow into e-form was adjustment of SAP to sending of e-mails containing notification on invoice generation and calculation of bonuses to all the suppliers. This made it possible to inform the suppliers, but not to get rid of documents — it was still necessary to print and send document by post. BILLA was trying to fund some other solution.
    2. Diadoc implementation:
      In May, 2011 BILLA together with SKB Kontur started realization of a pilot project on EDI with suppliers via Diadoc.

    Switching to e-documents started from documents on bonuses and returns. As BILLA operates on Austrian system transferring documents of a specified format we had some problems with standardization of document loading into Diadoc on initial stage. But Diadoc team solved this problem and developed a special application automatically sending documents to suppliers.

    Results

    A special developed for BILLA application enables easy and quick preparation of e-document files and sending to supplier. As a result, documents of bonuses and returns are transferred in e-form and cause no inconveniences neither to supplier nor to retailer. 

    All costs on document departure are borne by BILLA. Supplier shall only connect to Diadoc. For three month period of Diadoc implementation and testing, BILLA has spent means comparable with monthly costs of paper, boxes, etc. (120 KRUR). Money invested into project was spent on solution development and document sending costs.

    At present BILLA together with SKB Kontur is actively working on switching of invoices to e-form.

    Comment

    «New things always cause fears. Many people think that there is still no practice in e-documents signed by e-signature, that there can be a lot of troubles with auditors and tax inspectors. But it exists! There are almost no companies still carrying paper payment orders into bank. Everybody sends them from the office signed by e-signature. Has anybody had any troubles with tax inspection? No. The same is true for other documents, companies can interchange documents in e-form making their work easier and increasing their efficiency. Due to wide Internet spread and PCs in any office this becomes a reality», — comments Alexandr Gribanovsky, BILLA chief accountant.

  • Kirovsky plant, JSC industrial holding

      

     

    Situation

    Main supply volume of Kirovsky plant, as a governing company, is internal. All the supplies are accompanied by set of documents, that is why huge document flow — more than 30 000 documents per year on more than 10 types of activities — is internal. All basic documents flowing in-between affiliated companies go through a matching system: they go to contract controllers, are approved by several departments, and only after that they are in accounting.

    The challenge in such a scheme is to deliver correct document to accounting on-time (especially during closing of reporting period). This was not always possible due to long matching system. Some mass was added by the fact that internal document flow system was not integrated with accounting systems (with 1C on affiliated companies and with SAP R3 on Kirovsky plant). Due to this accounting department did not know where the document is at the moment. 

    Choosing the solution

    In spring, 2011 Kirovsky plant one of the first in North-West region decided to change over to e-basic documents.

    «E-documents are real and near future. We target at continuous production improvement and quality increase, and we could not ignore such a business optimization tendency, — tells Marina Pashkova, chief accountant deputy of Kirovsky plant. – It was clear that sooner or later we will change over to EDI and to be ready to active implementation of e-documents in Russia we decided to start with document flow inside our holding».

    Holding required a universal solution enabling:

    • receive and send e-documents;
    • interchange legal documents within activity participants;
    • sign/ reject to sign e-documents;
    • process e-document: register, generate bundles, approve documents.

    Main requirements to EDI system and provider were:

    • «turn-key» implementation;
    • analysis and processing of all internal processes including work-flow;
    • integration with accounting systems SAP R3 and «1С: Organization»;
    • wide experience on IT services market;
    • on-going technical and informational support.

    The holding has chosen Diadoc by SKB Kontur in the bid.

     

    Solution

    They decided to start EDI implementation from Kirovsky plant and three affiliated companies.

    The following actions were defined as necessary to integrate Diadoc with internal approval systems:

    1. Existing document flow system was excluded. Generation and approval of e-documents was organized in “1C:Document flow” in affiliated companies and in SAP R3 on Kirovsky plant. Their functionality was enlarged by additional modules and components;
    2. Integrate Diadoc EDI system with “1C: Document flow” and SAP R3.

    Approval of basic documents on affiliated companies was realized in “1C: Document flow” module, developed by SKB Kontur experts based on  packaged Diadoc integration solution for “1C” products. Functionality of Archive with web-access enabled organization of unified storage for documents of Kirovsky plant affiliated companies. Archive was also used for tracking of approvals in affiliated companies: accounting of parent company could control over e-document navigation.

    Results

    All system components providing EDI between the companies with necessary functionality are being tested. Legal documents are interchanged in Diadoc.

    As a result Kirovsky plant has solved all the initial tasks: document processing efficiency and speed have increased, automatic recording system was created. In March 2012 they started system beta testing: document interchange on all 10 activities.

    Comment

    «Now we have paper and electronic document interchange in parallel: in beta testing there are some mistakes possible (beta testing will last for three months), we double all the documents in paper. We are waiting approved e-invoice formats appearance in Diadoc in order to start interchange by legal documents», — says Sergey Kulabuhov, IT department head in Kirovsky plant.

  • Rostelecom Ural Macroregional Branch Office

    Situation

    «Rostelecom-Ural» is one the largest IT service provider for its client branch offices (hereinafter referred to as Bank). Huge branch network of the Bank and wide range of services provided by Rostelekom-Ural reflects in more than 100 service contracts. Every month the company issues a set of documents (service acceptance certificate, invoice, detailed information, proforma invoice) per each of these contracts.  I.e. the total volume of the documents transferred from Rostelecom-Ural to the Bank is more than 500.

    Bank employees spend about 30 KRUR per month on service input in money equivalent. Rostelecom-Ural spends about 2KRUR per month only on issue and delivery of one set of documents for the Bank. And number of document sets send by Rostelecom-Ural monthly is over 150 000.

    Solution

    Contractors together with SKB Kontur decided to launch pilot EDI project via Diadoc.

    They designed general communication scheme between Rostelecom-Ural and operator’s subscribers via Diadoc. During realization of the scheme they faced some difficulties with conversion of document files uploaded from Rostelecom-Ural billing system into readable format. But this was overcome by creation of file conversion system on Diadoc server. 

    Results

    Converted documents amended by e-invoice have been signed by e-signature of Rostelecom-Ural employee and transferred via Diadoc to the Bank.

    The Bank has received the documents signed by e-signature and confirmed them to be viewable and can be loaded into information system. Service acceptance certificate received via Diadoc was signed by Bank chief accountant deputy e-signature.

    Execution of all the operations such as issue, signing and transfer of e-documents, their check and signing by the Bank takes 10 minutes maximum.

    Comment

    Of course, process of changing over to new scheme of Rostelecom-Ural communication with its subscribers won’t be a snapshot. But even now it’s obvious that both schemes (existing one and pilot) may efficiently operate in parallel what enables for Rostelecom-Ural to switch their subscribers connected to Diadoc to paperless operation stage-by-stage.

    More than 1000 companies are connected to Diadoc on Rostelecom-Ural coverage area. Many of them use this operator services. Number of companies connecting to Diadoc is constantly increasing, what means Rostelecom-Ural together with its increasing number of subscribers using Diadoc will every month decrease their costs.

    Dmitrii Lvov, Key Account Department Head, on pilot project: “Rostelecom, JSC is the largest telecommunication company in Russia. Our clients rate high our universality, reliability, and quality of service, I’m pretty sure that Diadoc will ensure additional advantages of work with Rostelecom-Ural to our clients. Also it is important that Diadoc can solve one of our most important tasks — increase of efficiency of communication with our corporate clients together with effect of economy caused by decrease of costs”.

  • Nestle Russia, food producer

    Situation

    Nestle-Russia uses EDI technologies for quite a long time — all the reports to Federal Tax Service are transferred in e-form. From Nestle-Russia point of view paper is a throwback in many business processes: paper documents may be lost, shall be stored within 5-year period, information contained in paper documents is input to accounting systems only manually. Nestle-Russia spends around $100 000 only to deliver paper invoices to its contractors.

    “Taking into account said above, as well as size of our country, distance to some partners, and the requirement to submit invoice within 5 days after transaction, e-invoices are the real solution for businesses, — says Andrey Busygin, head of business optimization direction in Nestle-Russia. – To calculate profit gained from e-document flow is of no use, it’s clear that e-document flow is more efficient and profitable than paper one. We call it best practice without additional substantiation”.

    Solution

    Drive of Nestle-Russia to be as ready as possible to the moment when FNS approves e-invoice format initiated cooperation with SKB Kontur and Diadoc implementation.

    “We have developed joint project, where SKB Kontur plays the role of e-invoice e-signature provider, — reports Andrey Busygin. – METRO Cash&Carry was chosen as a contractor. METRO takes an active part in all the discussions and projects related to e-invoices, mainly due to important economy not only on paper, but on its storage”.

    Results

    Secured and reliable connection was established between Nestle-Russia and SKB Kontur servers. Based on e-messages submitted in format convenient for Nestle-Russia, SKB Kontur:

     

    1. Generated e-invoices;
    2. Automatically signed them by digital e-signature;
    3. Delivered e-invoices to the contractor — METRO Cash & Carry retail chain.

    During project implementation we have perfected e-invoice interchange process in accordance with the requirements stated by Minfin procedure.

    Comment

    “Public agencies state strict requirements to e-document. In order to ensure equivalence of e-documents to paper ones you shall take into account many nuances, — notes Andrey Busygin. – SKB Kontur makes it instead of us. The company with huge experience in e-reporting to tax authority, for instance. We are not programmers, and we can’t track on-time all news and changes in e-documents, as well as legal requirements. But SKB Kontur can. For us switch over to e-invoices is a process with high priority, and we are going to do our best to give our contractors the possibility to switch to e-documents together with us. This is a fruitful economy and efficient business-process. I’m sure, both, our contractors and we, and final customers as well, will gain thereon”.