Implementation goal: orchestrate and automate processes while eliminating paper circulation

Solution: electronic workflow system V-Desk for invoice processing with integration to the accounting system, incoming and outgoing correspondence, credit limit processing, purchase orders, new supplier forms.

Industry: automotive, car dealership retail chain

BMW Dynamic Motors

represents luxury brands of premium vehicles. The customers are offered the wide range of products, they can choose from the new or second hand BMW cars and motorcycles, to a highly specialized auto servicing that guarantees excellent quality, and finally enjoy a newly opened coating center.

The company has grown successively over the past years, opening more new locations in the country. Currently, there are 4 showrooms in 2 provinces, Mazowieckie and Pomorskie. The entire Dynamic Motors staff makes every effort to meet the highest standards of service quality and to make sure that each customer is very satisfied with their visit to the showroom. The team’s work philosophy is that every visitor is a Guest at Dynamic Motors.

Keeping the benchmark high means constantly raising the standards of work that includes reaching for new solutions, including digital technologies. Thus, together with Primesoft Poland at BMW Dynamic Motors, areas were determined where to begin the company’s digitization. Keeping in mind optimization and increased service efficiency as the main goal..

The Challenge, analysis and actions Taken

Areas of work were identified that involved repetitive manual activities, required very good work organization and were costly due to their time-consuming nature, in addition, generated paper printouts.

The challenge we faced was to introduce automation of selected processes, to streamline the flow of documents and information between geographically scattered locations, eliminating or significantly reducing paper circulation. The realization of these goals was possible with the application of an electronic workflow for several processes.

Solutions introduced

So we took steps towards implementing a dedicated solution. As a result, V-Desk platform was setup ready for implementation to support several processes in the company. Digital workflows were introduced for the following areas:

• Invoice management and integration into the accounting system
• mailroom and workflow of correspondence
• credit limits processes
• procurement process
• new vendors forms

All components of the system are integrated with ERP systems and support workflow processes, as well as have an electronic document archive.

Solutions introduced

Invoices and procurements

About 1,000 invoices are processed monthly in the organization. In the V-Desk system, documents travel their path from registration, description and posting to acceptance according to the hierarchy of authorizations assigned and established during the analysis. Integration with the Optima system makes it possible to pass already-processed documents for settlement in the financial-accounting system. Everything is done automaticly, reducing human factor to a minimum.

The system also allows comprehensive order processing, a module which, in linked to invoices, gives full control over expenses. Orders processed in the system are verified and accepted on an ongoing basis, and the included value of the order can be controlled against the invoice. The system’s functionalities make it possible to recalculate and keep an eye on the value of the order and the invoice, and when the invoice is not fully written down the employee receives an appropriate message.

In addition, the system has extensive search options for efficient retrieval of necessary information, such as searching for invoices in connection with an order.

Mailroom

Incoming correspondence is handled electronically in the system. The system provides control over the proper flow of incoming documents it also supports outgoing correspondence.

Forms for new vendors

The company’s business includes cooperation with many contractors. In the V-Desk system, the forms of a new supplier are processed more efficiently and quickly, allowing you to decide on further cooperation with a given contractor. Integration with the government’s list of active VAT payers enables the verification of the entity, and this is one of the necessary stages that now takes place automatically optimizing the entire process.

Document storage is a properly organized and executed archiving. So we have introduced solutions to archive digital documents in dedicated repositories easily accessible from all locations.

How beneficial was the solution

The implementation of an electronic workflow has brought optimization and increased process efficiency. The main benefits are:

• streamlined communication,
• documents are approved with no unnecessary delays,
• process transparency means greater control and quick identification of task responsibility,
• mitigating the handicaps of paper usage,
• digital archives,
• decision-makers accessibility to information – creation and generation of reports.