Ariadna S.A. Fabryka Nici

Ariadna S.A. Fabryka Nici is the first thread factory on Polish soil, established in Łódź in 1897. Today, it is one of Poland’s largest factories involved in the production and export of a wide range of knitting yarn and sewing threads with a wide range of applications both in industry and for domestic use. In 1992, the factory was transformed into a joint stock company, whose range is popular for its high quality and variety among customers in Poland and abroad.

Challenge

The Company processes nearly 500 cost invoices per month. Documents arrive in both paper and electronic form. With their attachments, they are subject to an approval process that varies according to the type of invoice. At the final stage, they are exported to the Pulsar ERP system. Invoices are accepted simultaneously by many departments and are sent to authorised persons for coding and approval. It was necessary to design the system with the possibility of authorisations to accept individual cost lines as well as organisational hierarchy within the company. Due to the high number of invoices, duplicates occurred.

For the purposes of the Company’s purchasing process, procurement processes are carried out that require approval and, in some cases, a cost estimate before a decision is made to proceed with a purchase.

Human Resources faces every day with the processing of staff requests, on a varsity of matters related to the company’s employment, these include benefit, perk requests and others. Completing these tasks means working with emails, often accepting paper documents. Document storage is done traditionally in binders.

Solutions implemented

At Ariadna, the solution was implemented based on prior analyses. The prepared and configured processes in the workflow engine of the V-Desk system were adapted to the requirements and specifics of the business.

The following solutions streamlined and automated business processes:

• Data extraction with OCR (Optical Character Recognition) – verifies data, reduces duplicates. The system identifies if a document is already introduced to the system . Recognition of: Vendors TAx id, invoice data, posting date of a document.
• White list verification- checking if the vendor is active tax payer. A functionality which relieves the employee of the need to verify VAT status.
• Pulsar integration to exchange data. Integration with ERP saves the time needed to capture and record the contractor’s data in two places. At the appropriate stage of invoice processing, the V-Desk system prompts user to complete the contractor’s data in the accounting system.

Project results

• System implementation resulted, as expected, in more efficient and streamlined document management. Digitally, the documents are easy to locate and the requests and coded invoices quickly approved when compared to traditional way.
• One centralized place to work on the documents has been established. Now, there is no need to send e-mails or pass the documents in paper between staff members.
• Information flows smoothly between the systems, so the need to enter the same invoice or vendor data into two systems has been eliminated.
• System is in control of the process by alerting awaiting tasks.