ReFIS delivered a comprehensive solution for internal purchasing at Hedin Automotive

Results:

• Simpler and clearer purchasing processes across the company – from creating internal purchase requests and approving them all the way to issuing purchase orders and tracking delivery and invoicing.
• Automatic generation of purchase orders speeds up their processing
• Higher efficiency thanks to a digital overview of document status, reporting and automatic matching of invoices to purchase orders

The client's brief:

• Create an internal company e-shop and digitize the processes that speed up purchasing of goods for the company and give responsible managers simple and effective control over documents.

The proposed solution:

Creating an internal e-shop within ReFIS in which employees, instead of paying, create purchase requests that are approved by managers. How the proposed solution works:

• The relevant employee creates a purchase request within ReFIS by adding the goods or services the company needs to a shopping cart
• The responsible employee approves the purchase request according to their authorization, and the purchasing department then creates purchase orders from the approved requests and sends them to suppliers.
• Receipt of the goods from the supplier is confirmed by the responsible employee when they confirm the invoice; the invoice no longer goes through approval as long as its amount does not exceed the amount approved on the purchase request.

The client Hedin Automotive also uses electronic document handling within ReFIS – which is why the supplier's invoice is automatically read using OCR (automatic text recognition) and archived as well.

Implementation:

Employees adapted to ReFIS smoothly, in separate phases.

Results:

The internal e-shop at Hedin Automotive Bratislava made work more comfortable for employees in the purchasing department and saved them time. Today they create and approve purchase orders far more easily, and the whole process runs faster and digitally. At the same time, thanks to ReFIS, Hedin Automotive gained a better overview of documents (purchase requests, purchase orders, invoices), and the archive of electronic documents also gave them a simpler overview of their status and faster retrieval, including identification of who is responsible for approving them.