‘The cooperation with Primesoft has resulted in the implementation of IT systems at Polipak, as well as increased awareness among the team and employees of what benefits digitization brings.’IT Manager in Sarnatis Polska SA, Robert Pelc
Goals to gain with implementation: organization and standardization of invoice workflow processes
Solution: V-Desk system implemented in cloud infrastructure, OCR system by Primesoft
Sector: manufacture of plastic packaging
Polipak Sp. z o.o.
is currently the largest manufacturer of PE (polyethylene film) bags in Central and Eastern Europe. The origins of the company date back to 1986. The company has thrived from the very beginning to finally join the international Sarantis Group in 2015, known for such popular brands as Jan Niezbędny and Grosik.
A state-of-the-art laboratory, engaged in research projects with Polish universities, innovative solutions, leading to patented proprietary products have placed the company in the position of a technological leader in the industry.
Today, Polipak employs more than 300 people, in plants covering a total area of
approx. 11 000 m². It has its own warehouses, including high storage, and modern automated machinery. The company produces 1million bags each year.
Taking environment into account, they process more than 50 tons of recyclables daily.
Implementation of the V-Desk System in Polipak
Effects and benefits of the solutions used:
- saving time, reducing costs, eliminating errors and smooth transfer of accepted invoices to the accounting system
- invoices are paid on time
- Transparent access and control of expenses, the ability to optimize costs with budget realisation included
- facilitated search for necessary information, access to data for authorized persons takes only a moment
- paper printouts eliminated
“The flexibility of the system, we have implemented, makes the possibilities of its expansion, to suit the Company’s needs- as they arise on an ongoing basis – an additional and valued asset for our company.”President of the Management Board in Polipak, Tomasz Tramś
What was the challenge
Constant focus on continuous development and staying ahead of trends yielded dynamic growth of the company. Then the number of incoming documents, especially invoices, increased. There were problems related to the timeliness of their processing, caused by bottlenecks in the process of submission for approval, triggering the need to automate these processes.
The stress associated with the proper and efficient transmission of documents to approvers, the risk of overlooking a lost invoice, are the main reasons for the decision to take action. The solution was to introduce systemic approaches and greater digitization of the invoice area.
In 2017, it was decided to cooperate with Primesoft Polska, a company that offers systems supporting digital workflows.
Solutions to address the challenges
Analysis and consultation meetings led to the decision to digitize processes around cost documents. The electronic system includes the process of description and allocation, as well as the transmission of invoices for approval by superiors. Cost and purchase invoices are included in the system.
The entire workflow has been simplified and standardized. Already at the registration stage, invoices are digitized, which results in the fact that the original does not circulate around the company, while employees describe and verify documents in the system. The original invoice, after being scanned and labeled with a barcode, goes to the archive, while its processing takes place in the system. The further journey of the invoice depends on its type.
In the case of goods invoices—purchase documents are forwarded to users in the warehouse, where the invoice is combined with the corresponding goods receipt.
On the other hand, a different path in the system is taken by the cost invoice, which only after approval can be transferred to the integrated accounting system. The process of invoice circulation has been greatly simplified and shortened, thanks to the fact that it immediately goes to the right approver, who, after being notified of pending tasks, can start working on the document.
‘Thanks to the solution, control over the flow of information in our company has been increased, the timeliness of payments has been met, in addition to standardizing and unifying processes across business units.’IT Manager in Sarnatis Polska SA, Robert Pelc
OCR by Primesoft
The implemented system of intelligent data reading from the document, so-called OCR, automatically applies the recognized information. It relieves the burden of the person responsible for registration. If necessary, the completed document can undergo verification giving the opportunity to complete the document.
- unloading the administrative burden by means of automated registration
- documents are registered without undue delay
Integration with other systems
Two-way data exchange between V-Desk and Exact was provided
Contractor data are completed automatically from the ERP system. With cases where supplier data have not been previously entered into the EXACT system , a request for completion is sent, ensuring that the task is closed and passed on to the next stage in the process. Only after approval by the supervisor, does the system allow the invoice to be transferred to the accounting system.
The implementation resulted in a number of benefits for the company:
- time saving
- cost reduction,
- elimination of errors and swift transfer of approved invoices to the accounting system,
- invoices are settled on time,
- transparent access and expense control,
- possibility to optimize and control costs,,
- data access for authorized employees,,
- simple search
„The V-Desk platform has positively influenced processes, increasing the efficiency of operational work, at the same time reducing administrative time and costs..”IT Manager in Sarnatis Polska SA, Robert Pelc