Foton Novelty Group SA (joint stock company)
‘Our business is primarily about environmental well-being, which is why we support our customers to invest in green power generation methods. Along with the growth of the business, there is a increasing need for improvements in the organization of work, especially in administrative areas. The excessive number of paperwork being processed is not just a matter of chaos or lost invoices it is also a matter of environmentalism. We recognized the need to eliminate unnecessary paper in vital processes.’
Finance Director in Foton Novelty, Marek Putzlacher
Implementation goal: to streamline the organization of work in administrative areas
Solution: V-Desk system for invoice management (OCR, VIES list verification) and contracts processing
Sector: Renewable Energy Resources
Foton Novelty Group SA
Foton Novelty, headquartered in Szczecin, is a company that has been operating actively in the Renewable Energy Sector since 2013. It implements modern and technologically advanced projects for the construction of photovoltaic power plants and a network of energy storage plants all over Poland.
Rapid growth, as well as the merger of two companies (Novelty OZE Group sp. z o.o with Foton- Elektrownie słoneczne i Magazyny Energii SA) into a single enterprise meant more challenges in key business areas.
Analysis
With Foton Novelty, we faced the challenge of introducing an electronic workflow system in the organization in order to digitize the areas of cost document management their list of evidence and archiving.
System implementation
The issue of eliminating paper, as well as automating the entry of documents into the system, has been overcome with the introduction of intelligent data capturing with advanced OCR technology. Both cost and contract documents are efficiently entered into the system, and further verification and approval is done digitally.
‘The multilevel acceptance of invoices and the generation of payment packages to the bank are a must have for the system, thanks to which the processes have gained momentum and we have control over them.’
Finanance Director in Foton Novelty, Marek Putzlacher
It should be mentioned that integration with government APIs including automatic verification of the whitelist and control of VAT payer status are functionalities that have also been provided with the V-Desk System.
Authorized users have been given the ability to view documents and to search the information they need with the usage o advanced tools. In the case of management, information can be provided in the form of ready-made reports based on the data collected in the system during the registration or processing of documents.
Optimization in further areas
Further to the improvements in the area of cost documents, there was also a strong call to organize and normalize processes related to legal documentation. Agreements with contractors, their amendment, as well as formalities related to the circulation of documents were also reflected in the system. In this area, the company first of all gained a transparent and orderly record and a guarantee of data security as well as proper archiving of documents. In a word, an improvement in the management of the contract preparation process with contractors.
After the implementation of the V-Desk System, we provide FNG company with a comprehensive support and maintenance service in which we guarantee the expansion of the system with new modules and functionalities as business needs and development arise.
Benefits for the Client
With the introduction of a digital platform and the use of modern and innovative solutions, the company has definitely increased its competitiveness in the market. This is mainly due to the ability to improve areas where it is important to have access to hard data, reliable information, as well as efficient communication with contractors.
By introducing digital invoices and contracts Foton Novelty Group:
- reduced operating costs, lowering the labor intensity associated with document processing workflows,
- has eliminated paper, reducing the costs associated with copying and printing documents,
- increased and optimized the efficiency of the tasks under procedure,
- orchestrated processes,
- ensured the automation of processes and tasks, lifting the burden off employees.
