How to switch to EDI and save your nerves: Megaplan's experience

[jisansorkar12]

The last year has changed the way companies interact with their clients, partners, and employees. Many people continue to work remotely, it is increasingly difficult to find them in the office, and not everyone is comfortable receiving a courier at home. Electronic document management has come to the rescue. We tell you how we implemented EDI in our company and why we recommend it to you too.

The article will be useful for managers, HR specialists, secretaries and office workers. If you are going to switch to EDI and are choosing an operator or are still in doubt whether it is worth giving up paper, then it will be easier for you to make a choice and make a final decision.

When Megaplan switched to EDI
Let us recall that electronic document management in organizations can be different. We ukraine whatsapp list distinguish three main ones for ourselves.

External concerns work with clients and partners: supply or service contracts, closing documents.
Personnel concerns the hiring of employees and their subsequent activities: employment contracts, orders and instructions.
The internal one operates within the company, regulates work processes and approvals: regulations, charters, meeting minutes.
We seriously started to think about external EDI with contractors in early April 2020, after everyone was forced into self-isolation and it became clear that the coronavirus would be with us for a long time. The "evacuation" from the office was quick: we needed to take the most necessary things for work. The CEO took home a seal and a printer with a scanning function. A couple of days later, we created a task in Megaplan "Scans and sending documents in the era of disunity" to sign urgent documents and then send them to addresses with couriers.

But if it was clear how to interact with clients and contractors, then with personnel document flow it is the opposite. We continue to send couriers with paper copies of documents to employees who work remotely. But when this takes a lot of time, for example, when sending to another city, we additionally ask them to send us signed scans of these documents by e-mail.

For internal document flow and all kinds of approvals, Megaplan’s capabilities are quite sufficient for us.

External EDI with counterparties
As usual, we started the transition to electronic document management with clients and partners by choosing an operator. It is also possible to exchange documents via email, but this is unsafe and inconvenient. No one is immune from hacking, and documents can easily get lost in a large number of letters. Then we were puzzled by the purchase of an electronic signature. Keep in mind: if you submit reports via the Internet, you do not need to additionally purchase an electronic digital signature - the one used for reporting will do.

We chose between the two most popular systems: we tried Diadoc and Taxcom. In the end, we chose Taxcom because it has free integration with 1C. And if you have an ITS:Techno subscription, you can send 50 documents per month for free, if you have an ITS:Prof subscription, you can send 100 documents.

The transition to EDI gave us a huge saving in labor costs. Compare work with documents for counterparties when the organization has electronic document flow and when it has paper.