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Electronic exchange of primary accounting documents in the cosmetics store chain


stores in the chain


accounting documents per week

Up to3hours

daily time savings on accounts payable


completeness of data extraction with AI

Project goals

The company has a distributed structure with many branches all over the country. The specifics of the trade network involve interaction with hundreds of suppliers. The scale of the document flow is impressive. The transition to electronic interaction with counterparties and the introduction of artificial intelligence in the accounting department have helped to minimize costs.

Electronic exchange of primary accounting documents

Since the counterparties work with different Electronic Document Exchange operators, the client connected to several exchange services at once. Because of the high volume of document traffic in each area and the specifics of processing primary accounting documents, a serious overhaul of the entire process was required.

«Our company was already running an electronic document flow with some commodity vendors. But since the Electronic Document Exchange operator is obliged to store only receipts and protocols, but not the digital document itself, the primary task for us was to organize an electronic archive.

It was also important to digitize the document verification process, guarantee easy access to the documents from the accounting system, and provide multi-operator support».

Head of the software department in the client company.

Prerequisites for optimizing the processing of primary accounting documents:

  1. Necessity to work with several exchange services;
  2. The lack of a unified electronic financial archive of documents;
  3. Labor intencity of processing incoming documents;
  4. Need for a convenient approval tool;
  5. Focus on centralization of the company's business systems.

Stage 1: Non-commodity primary accounting documents


  1. Minimize manual processing of non-commodity primary accounting documents coming from exchange services.
  2. Organize an electronic financial archive of documents.

Non-commodity transactions related to the rental of premises, advertising, business purchases have an important feature - the terms of each transaction are individual. That is why the work with such documents implies additional approvals and checks.

How it works

  1. . Primary accounting documents come from the exchange service directly into the Axirum system. There they are automatically linked to the transaction agreement and form a single set.
    The user can easily find all the necessary information if he has access rights.
  2. The system automatically determines the person responsible for processing - usually it is the employee responsible for the contract or the counterparty organization.
    The person responsible for processing receives a task to review the incoming primary accounting documents - he needs to check whether the contents of the document comply with the terms of the transaction.
  3. After the responsible person approves the primary accounting documents, the task is sent to the accountant.
    As soon as the document is approved in the system, it is automatically signed by the qualified electronic signature of the responsible person and entered into the ERP system for accounting. The answer is sent to the counterparty via the exchange service.
    The signing of documents with a qualified electronic signature guarantees their invariability and legal value.

Stage 2: Primary accounting documents of the basic products


  1. Transfer completely into electronic format the work with commodity primary accounting documents that accompany the process of ordering and accepting goods.
  2. Organize the storage of received files in a single financial archive.

Documents on commodity transactions related to direct activity - the purchase of products for subsequent sale - are usually of the same type and their number is large. The processes for checking and processing such primary accounting documents have been clearly established for a long time.

How it works

  1. A purchase order is sent through the EDI system. The supplier completes it and sends it, and the client company receives a shipment notice with a full list of product information (size, weight, name, quantity, etc.).
  2. After acceptance of goods, the client company’s employee sends the supplier a notification of acceptance with information on the actually received goods, this helps to generate a correct invoice. On the basis of this notification, a draft posting is created in the accounting system.
  3. After receiving notification of goods acceptance, the supplier creates a universal transfer document, which is sent to the company client through the exchange service.
  4. Received universal transfer document is automatically loaded into the system. The data of the universal transfer document is checked against the draft entry in the accounting system by the order number:
    • the amount of the order;
    • the sums of VAT;
    • GLN (international code used in electronic data exchange and e-commerce systems).
  5. If the reconciliation was successful, the system automatically signs the documents with the approver's qualified electronic signature (depending on the counterparty).
  6. After the document is signed, a posting is automatically created in the accounting system, and then the universal transfer document is sent to the supplier through the exchange service.
  7. If a document was not found in the accounting system or discrepancies were identified, Axirum instantly generates a task for an accountant with the result of the reconciliation. After the discrepancies are resolved, a copy is sent for reconciliation or a rejection is issued. The counterparty receives a response through the exchange service.

If the project entries in the accounting system and the universal transfer document were compiled correctly, the process from the moment the document is received in the exchange service to sending a signed copy to the counterparty goes without human intervention.

Intelligent Services in Accounting

Every month the customer receives thousands of accounts payable, 90% of them on paper. The accountants had to process them manually, including the voluminous tables with nomenclature lists. This work took up to 3 hours a day, and human error was inevitable. The company decided to free the accountants from this routine by using Axirum intelligent services to process the incoming invoices.


  1. Speed up work with documents and minimize errors using Artificial Intelligence (AI).
  2. Integrate AI services with the accounting system to simplify the creation of payment orders and obtain payment status for individual invoices.

How it works:

  1. Accounts payable come to the company electronically through exchange services or on paper - by mail or by courier. Then digital originals and scanned copies are then sent to a special email, and from there go to Axirum.
  2. The AI services extract the invoice details, including the tabular part. Even if there is no text layer in the PDF, the information is still recognized.
  3. Based on the extracted data, a document card is filled out in the system and is sent to the person in charge for approval via an automatically defined route.

Integration with the accounting system helps to quickly perform all operations without switching between different systems.

Project results

A single financial archive, organized in Axirum system, securely stores information in accordance with access rights, while supporting work with both formalized and informalized documents. In addition, there are special scenarios of preparation for tax and audit checks: financial reports of the organization are formed in a few clicks, and the documents are unloaded in accordance with the requirements of regulatory bodies.

Due to the digitalization of the process of registering and sending universal transfer document to the counterparty, the costs of delivering, checking and signing documents have been significantly reduced. The facts of sending, receiving and returning are strictly controlled.

«Our retail chain accepts more than 3,000 documents a week.

One of the advantages of the project is that we were able to optimize transportation costs for document delivery, the goods acceptance procedure became faster, the number of errors in working with primary accounting documents decreased, and the cost of the payroll was reduced».

Head of the software department in the client company.

The implementation of Axirum Intellectual Services has accelerated document processing in the accounting department and freed up a few hours a day for more important tasks. At the same time, the completeness of data extraction from accounts payable is 90%, and the classification of details is 95%, which is 15-20% higher than the planned indicators.

«The AI services relieved employees from approving documents on paper. Now all heads of the financial centers perform these operations in the system, including remotely. Labor costs for routine work have decreased significantly».

Head of the software department in the client company.

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