Foton Novelty Group

Implementation objective: to improve work organisation in administrative areas

Solution: V-Desk system for processing cost invoices (OCR, verification with VIES list) for contract processes

Foton Novelty, based in Szczecin, is a company that has been active in the renewable energy sector since 2013. It carries out modern and technologically advanced projects for the construction of photovoltaic power plants and a network of energy storage facilities throughout 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 one company meant more challenges in key business areas.

“In our business, we are primarily concerned with the well-being of the environment and therefore support our customers in investing in environmentally friendly sources of energy generation. As the business grows, there is a growing need for improvements in the organisation of work, particularly in administrative areas. Too many documents to process is not just a question of chaos or lost invoices; it is also an issue of environmentalism. We have recognised the need to eliminate unnecessary paper in essential processes.”

Chief Financial Officer at Foton Novelty

Marek Putzlacher

Needs analysis

Together with Foton Novelty, we took on the challenge of introducing an electronic document circulation system in the organisation in order to digitise the areas of cost document circulation and, with them, the recording and archiving of contracts.

Implementation of the system

The issue of paperlessness, as well as the automation of document entry into the system, has been resolved by introducing intelligent data reading using advanced OCR technology. Both cost and contract documents are efficiently entered into the system and further verification and approval is done electronically.

It should be mentioned that integration with government APIs including automatic white-list verification and control of VAT payer status are functionalities that have also been provided from within the V-Desk System.

Authorised users are given the possibility to browse documents in an advanced way and search for the information they need from them. For management staff, information can be provided in the form of ready-to-use reports based on data that is collected in the system during the registration or processing of documents.

The multi-step acceptance of invoices and the generation of payment parcels to the bank are a must have for the system, which has brought processes up to speed and put us in control.”

Chief Financial Officer at Foton Novelty

Marek Putzlacher

Further areas of process optimisation

Following the improvements in the area of cost documents, there was also a strong need to tidy up and standardise processes relating to legal documentation. The conclusion of agreements with counterparties, their annexing, as well as formalities related to the circulation of documents were also reflected in the system. In this area, the company has, above all, gained transparent and ordered records and a guarantee of data security as well as proper document archiving. In a word, an improvement in the management of the contract preparation process with contractors.

Following the implementation of the V-Desk System, we provide FNG 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 developments arise.

Customer benefits

With the introduction of the 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 streamline in areas where it is important to have access to hard data, reliable information, as well as efficient communication with counterparties.

Introducing digital invoices and contracts Foton Novelty Group:

  • reduced operating costs, lowering the labour intensity associated with document circulation,
  • has eliminated paper, reducing the costs associated with copying and printing documents,
  • increased and optimised the efficiency of the tasks involved,
  • standardised and structured processes,
  • has ensured the automation of processes and tasks, relieving the burden on staff.