Polish flower capital changes invoice workflow system to V-Desk

Implementation objective: to digitise documentation and enable remote working without the need for physical possession of the document

Solution: Electronic document workflow V-Desk – invoice workflow module: goods, costs, B2B invoices

Effects obtained: increased work efficiency, acceleration of tasks, access to structured data

JMP Flowers is now one of Poland’s largest flower production companies. Impressive figures indicate the global scale and broad momentum of this Polish, family-owned business.

Today it is the largest wholesale network in Poland, consisting of representative branches with their own delivery vans. Outside the country, the Czech, Slovakian, German, Hungarian and, above all, Austrian markets are served, where the foreign company is based.

Due to the scale of sales, the company from Stężyca has also become an important importer and exporter of potted plants, cut greenery and ceramics. Its own professional transport fleet enabling precise control of transport parameters, the expansion of the logistics centre and call centre are to enable JMP Flowers to increase its range of services, sales volume and faster and more efficient fulfilment of orders. Following the ancestral spirit of innovation, a high-tech Research and Development Centre is being built on the company’s premises with an ambitious research plan.

“The EOD system used so far could not keep up with the dynamic growth of the Company. A modern, scalable solution was urgently needed. Our requirements were met by V-Desk from Primesoft.”

IT Manager

Jarosław Gaik

Situation requiring diagnosis and action

The dispersed nature of the company, the move to remote working, but also many employees in the field. In this situation, the electronic system was supposed to do the job by organising and standardising the processing of invoices for posting. However, our requirements were growing and the system we were using up to that point could not keep up with the needs of the company.

Invoice workflow optimisation solution

It was decided to implement the V-Desk system. In its current form, all types of invoices are processed in it: cost invoices, goods invoices and, separately, B2B invoices. The solution works in integration with SAP Business One through a two-way data exchange via REST API.

Automation at the invoice registration stage

Since invoices arrive at the company both as attachments in the mail, but also by regular mail in the form of a printout, the V-Desk System takes into account various feeder sources for registering documents. Thus, invoices can be registered via forms directly in the system, from a scanner as well as automatically from an email inbox.

In the case of the automatic completion of a form from an email as well as from a scanner, an OCR service is activated. This ensures that the data is completed quickly and can be checked for correctness in real time.

Because the system recognises and completes the data on the form itself, the employees have been relieved of tedious work. The data is filled in by an automaton, verification is done by a human being, which has introduced great time savings.

The following information is recognised:

  • Contractor: NIP
  • Counterparty: NRB
  • invoice number
  • date of receipt
  • date of sale
  • due date
  • Net amount in currency
  • Gross amount in currency
  • VAT amount

Avoidance of duplicate invoices, access to statements with relevant data

Automation has also been introduced in the subsequent stages of working with a document. The system independently selects the persons responsible on the basis of the document description, and it is also possible to describe the document-invoice with a single click on the basis of a previously completed document.

Extensive reporting capabilities provide access to data summaries according to parameters such as counterparty name, Nip, payment date, invoice number and amount. Backlog reports and other reports necessary for analysing the financial situation are created.

“We are now not wasting time looking for invoices, we have eliminated situations where tasks were not monitored and responsibility was diluted. With the V-Desk System, we gain fluidity in document processing.”

IT specialist

Dominika Sor

Integration with SAP Business One

An important stage of the work was to guide the project towards integrated interoperability of the newly implemented system with the organisation’s field accounting system. The two-way exchange of information guarantees a smooth process thanks to the REST API provided.