Real projects of accounting automation

Case 1: Synchronization of the Retail Network 

Problem: Desynchronization of stock and fiscalization failures in 50+ stores of the network.

Solution: We optimized the data exchange between the website, retail databases of points of sale, and the PRRO in real time.

Case 2: Specific Retail Accounting 

Problem: The need for accurate control of additional services, the lack of automated accounting for paid packaging.

Solution: Developed business processes for jewelry accounting for the automatic write-off of packaging materials.

Case 3: Engraving and Certificates 

Problem: Difficulty in transferring engraving parameters from the website and accounting for payments with certificates.

Solution: Integrated the engraving service into the ERP and the application on tablets for the warehouse, optimized payment with certificates.

Case 4: Loyalty and Meest 

Problem: Complicated customer registration, delays in bonus accrual, and suboptimal delivery.

Solution: Simplified registration, implemented real-time birthday bonuses, set up direct integration with Meest.

Case 1: Accelerating Big Data Processing 

Problem: Significant delays in loading checks, bank statements, and generating sales reports.

Solution: Identified "bottlenecks" in the code, optimized SQL queries and loading algorithms. The exchange speed increased tenfold.

Case 1: Technical Audit of Servers

Problem: Disk overload from event logs, risks of SQL performance degradation, and suboptimal scheduling of background tasks.

Solution: We optimized SQL databases, redistributed the load of background tasks, and implemented a monitoring system.

Case 2: Description of Front Office Business Processes

Problem: Inconsistency of actions between the Diagnostic Center, marketing, the Contact Center, and human resources.

Solution: Conducted an audit of workstations, developed BPMN diagrams of the organizational structure and processes of the Diagnostic and Contact Center.

Case 3: Access Rights Matrix

Problem: Risks of leakage of medical and commercial secrets due to excessive full user rights.

Solution: We checked the roles in the system, closed unnecessary interfaces, removed outdated accounts, and restricted access.

Case 1: Filling out the NSI, starting balances, and historical information necessary for reports throughout the entire employee lifecycle (form P-2, accounting and calculation of vacations)

Problem: Labor-intensive transfer of large reference databases (counterparties, contracts, employees, etc.) and the presence of historical data in several accounting systems, as well as the need to maintain old systems for the preparation of form P-2.

Decision:​ ​​A tool has been developed for data migration without loss of information, taking into account different data structures.

Case 2: Integration with Other Systems

Problem: Manual creation of primary documentation and submission of documents for approval (electronic signature) in document management systems ("Vchasno", "Almeks"). Labor-intensive processing of bank statements and linking to primary documents..

Decision: Algorithms for identifying signatories for contracts and automatic integration of invoices and acts into external document management systems for applying digital signatures "Vchasy" have been developed. Automatic transmission of employee statuses to the internal document management system "Almex" has been configured for the review and approval of documents (payments, contracts, acts, orders, and other internal documentation). Algorithms for loading and processing bank statements have been optimized, and automatic linking to primary documents has been set up..

Case 3 

Problem:  Verification of data before report generation, reporting to management in the usual format.

Decision: Unregulated internal reports have been developed for self-monitoring and reporting in the usual format across analytics and specific areas of accounting (for example, a journal entry)..

Case 4

Problem:  A large number of work schedules, over 10 algorithms for tracking working hours and calculating salaries, determination of overtime, including cumulative accounting schedules, determination of average salary for calculating travel expenses, vacation pay, sick leave, vacation reserves, alimony, etc., depending on the worked schedules. Formation of regulated reporting and export to M.E.Doc. A large number of options for personnel administration documents..

Decision: Configured schedules from the simplest (5/8) to complex (summarized accounting for hours worked) taking into account part-time employment, external and internal dual employment. Implemented algorithms for calculating the Unified Social Contribution (USC) considering changes in work schedules during the reporting period, and accurate algorithms for calculating average salaries depending on the schedule. Set up military accounting processes and algorithms for vacation accounting for mobilized personnel. Developed over 50 printed forms for personnel administration in accordance with the recommendations of the Ministry of Finance of Ukraine..

Case 1: UI/UX redesign of the website

Problem: Inconvenient mobile catalog and pagination failures (the "Show more" button only worked once).

Solution: Updated the mobile and desktop versions, fixed the catalog, pagination, size selection, and added size charts.

Case 2: Odoo ERP Connector — 1C

Problem: The necessity to synchronize stock levels, prices, and product attributes between Odoo ERP and the accounting system without duplicates.

Solution: Developed a Cron module for background synchronization between Odoo and 1C (automatic import of descriptions, prices, and balances).

Case 3: Pre-orders and network stock

Problem: Loss of customers due to lack of stock, lack of information about the availability of items in stores.

Solution: Created a "Pre-order" module with availability dates, integrated a button to display stock levels in physical stores.

Case 4: SMS Verification and Delivery

Problem: Registration of fake accounts and slow manual processing of packages in the carriers' offices.

Solution: Integrated TurboSMS verification during registration, set up direct integration with carriers for auto-generation of shipping documents.

Case 5: Rozetka and PRRO Checkbox

Problem: Manual uploading to the Rozetka marketplace and failures in receipt fiscalization in Odoo, which hindered cashiers.

Solution: We wrote a script for auto-exporting cards to Rozetka, fixed the Checkbox module in Odoo, and automated the closing of changes.

Case 1: International Catalog Website 

Problem: Outdated website, lack of localizations (UA/EN/DE/PL), and serious SEO errors (duplicate pages, HTTPS failures).

Solution: Created a new website in 4 languages, conducted SEO optimization, accelerated loading times, and fixed HTTPS errors.

Case 2: Integration of the PRRO Checkbox 

Problem: The need to automatically register sales from the accounting database, cashier authorization failures.

Solution: Set up integration with the Checkbox cash register, tested electronic receipts, resolved conflicts with SMS modules.

Case 3: Calculation of the cost of casting 

Problem: Long month-end closing, errors in currency revaluation and accounting for defects in production.

Solution: Created processes for automatic write-off of raw materials and overhead costs, accelerated SQL queries in "Month-End Closing".

Case 4: Configuration and Rights Update 

Problem: Outdated version of the database, need for tracking serial numbers and restricting the rights of masters in the workshops.

Solution: Updated the configuration, migrated to a new server, implemented serial accounting, and introduced the "Master" interface with limited rights.

Case 1: Business Process Automation 

Problem: Chaos, duplicates, and time loss when manually creating nomenclature and counterparties, as well as approving requests.

Decision: Created digital routes for the creation of nomenclature with the assignment of executors.

Case 2: Integration of the website and Nova Poshta 

Problem: Managers manually transferred orders from the website to 1C and spent hours on manual processing of shipping documents.

Solution: Set up automatic database exchange with the website, integrated the Nova Poshta API (generation of shipping labels in the system with one click).

Case 3: Uploading tea specifications 

Problem: Manual entry of specifications and release plans took a lot of time and led to errors.

Solution: Created a processing system for auto-importing specifications and prices, developed a real-time report "Production Plan Execution".

Case 1: Migration from 1C 7.7

Problem: Limitations of accounting in the outdated 1C 7.7 system, risk of losing calculations from previous periods during the transition.

Solution: We wrote the auto-import processing for reference books, successfully transferred the records and the history of calculations to the new database.

Case 2: Calculation of Salary, Advances, and Business Trips

Problem: Manual calculation of taxes on advances by hours, comparison of average salary during business trips, errors in double counting amounts.

Solution: Created an automatic calculation for advances and the selection of a favorable amount for travel expenses, automated the vacation reserve.

Case 3: Synchronization of Personnel - Accounting

Problem: Keeping records in different databases, data discrepancies, and errors during the export of entries.

Solution: Set up automatic exchange of entries between the HR and accounting systems, integrated the export of information to the bank.