The Viseven Group of companies is engaged in the supply of interactive content, sales of a content management platform, CRM and CLM systems, development of mobile applications, websites, and conducting training sessions. The company’s official representations are located in 3 countries around the world.
Prerequisites and Goals
The extensive and branched structure of the international company sets the highest requirements for the corporate accounting system.
Before the implementation project, the company used various information systems for accounting: “Бухгалтерія для України”, “Бухгалтерія підприємства”, Zoho, HansaWorld Enterprise, Excel.
The main goals of implementing the new accounting system in the initial stage were:
- Keeping records of all legal entities of the company with different taxation systems and currencies in a single information database.
- Obtaining regulated reporting.
- Integration with existing systems: BPM On-line, Jira, and Client-Bank.
- Using the information system with maximum utilization of standard functionality.
To implement the automation project, we chose the CONTO implementation center. The company has deep expertise in automating both trading and manufacturing, as well as service enterprises of any scale, as well as a positive reputation in the market and good reviews from other domestic and foreign enterprises in Ukraine.
Based on the set goals and analysis of the company’s information needs, CONTO specialists proposed choosing the “BAS ERP” solution as the basis for the new information system, because:
- This solution, in its standard version, largely meets the requirements of the enterprise.
- The system offers great flexibility and adaptability to the unique processes of the company.
- It is a modern platform with the potential for functional development, with excellent integration capabilities with other systems.
During the project implementation, a rapid business process assessment was conducted, and a project automation concept was developed. Based on this, technical specifications were created for each functional block, and the configuration of “BAS ERP” was customized for our enterprise.
In the initial stage, the following areas of accounting were automated:
- Regulatory (local) accounting
- Accounting according to IFRS standards
- Personnel accounting and payroll calculation
- Financial results analysis
- Integration with external systems.
To achieve the automation goals, an additional organization, “UPR,” was added to the system for calculating project costs and generating management reports.
The new information system includes three chart of accounts plans, with two plans used for each country. For Ukraine, the plans are regulated and international, while for other countries, they are local and international. This decision is driven by the requirement to use the regulated chart of accounts for reporting in Ukraine, which serves as the basis for all regulated reporting forms.
The functional currency for international accounting corresponds to the currency used for local accounting, while the reporting currency (for generating international reports) is either euro or dollar. The source for currency exchange rates (for consolidation purposes) is the data provided by the National Bank of Ukraine (https://bank.gov.ua).
Now, thanks to the new information system, the company automatically receives regulated reporting, generated based on legal entities-residents of Ukraine and using the regulated chart of accounts.
For the payroll calculation module, the standard functionality of “BAS ERP” was utilized with enhancements: transferring accruals from managerial accounting to bonuses in regulated accounting; automatic determination and calculation of overtime based on data from the JIRA timesheet; calculation of vacation and sick leave according to specified formulas; tracking periods spent on business trips to calculate meal compensation, automatic calculation of coworking space/laptop rental reimbursements, and more.
The system was launched into industrial operation on January 1, 2020, with 30 workplaces. Currently, an average of 30 users operate within the system.
During the preparation and launch of the system into operation, user training on the new system, data migration from old systems, and workstation configuration were conducted.
An important component of this project was the integration of the corporate-wide system based on “BAS ERP” with BPM and JIRA systems.
Project results
As a result of the project implementation, the company obtained a comprehensive information system that unified the legal entities of the company operating in different countries into a single information space.
We would like to highlight the following benefits of the project:
- Receipt of reports on margin analysis regarding the profitability of commercial projects implemented for external clients.
- Synchronization of regulatory and reference information across all information systems involved in accounting.
- The system provides the company’s management with comprehensive, timely, and reliable information about the enterprise’s activities in all regions of operation.
The second stage of the project involves the implementation of planning, budgeting, treasury, international, and consolidated reporting systems.
After several months of operation, we can confidently state that the automation project has overall positive results. We evaluate the “BAS ERP” system as meeting the requirements for modern, scalable enterprise management systems.