#1c#automation#manufacturing

EDI in 1C for a Food Holding: SBIS Inside 1C

How to embed SBIS into 1C to manage EDI in one interface, speed up signing, and reduce errors.

  • The situation at the start of the project
  • Implementation Process
  • Business Outcome
  • Challenges and how they were solved

Client

  1. Our partners were approached by a large manufacturing and trading holding in the food industry.

  2. The company combines several plants, a network of distribution warehouses, and a wholesale division.

  3. The business operates in a B2B model: tens of thousands of counterparties across the country, and hundreds of primary documents per day.

  4. Accounting is handled in 1C:Enterprise 8, warehouse operations are managed in a WMS system, and source documents are sent and received through EDI operators.

  5. Company leadership set the task of moving all primary document workflows to digital form, speeding up interactions with suppliers and customers, reducing paper and courier costs, and eliminating the errors and delays that are inevitable with manual work.

The situation at the start of the project

Before the project began, the processes were typical of large CIS enterprises:

Manual handling of source documents. Invoices, delivery notes, and completed work acts were prepared on paper.

Scans were filed into folders, and details were entered into 1C manually

Human error often led to mistakes in document details, with the amount, VAT, or date entered incorrectly.

Correcting errors took days, and document returns took weeks. Fragmented 1C configurations.

Each department worked on its own version of 1C with minimal configuration.

Differences in configurations meant that document standards, tax calculation methods, and even form layouts could vary.

Document approval between one department and another turned into exchanging files by email. Lack of transparency.

Documents were sent through different EDI operators.

Employees learned signing and approval statuses by logging into a specific operator's personal account or calling the counterparty.

This created chaos: month-end close was delayed, and accounting could not tell which documents had already been signed and which were still in progress. New government requirements.

The emergence of the Chestny Znak and Mercury traceability systems, mandatory labeling, and remote legally binding document signing all required constant IT system updates.

Some external services could not keep up with legal changes.

What we did: SBIS module for 1C:Document Management

  1. Knowing that no single universal solution can solve everything, the project team chose a comprehensive approach.

  2. Our partners implemented the "SBIS for 1C:Document Management" module

  3. and at the same time carried out a deep process reorganization.

  4. This module is an official extension from the developers that is installed in 1C without removing support.

  5. It adds new electronic document capabilities to the familiar 1C interface: Receiving incoming documents.

  6. Each package received from SBIS automatically creates the corresponding document in 1C: an invoice, delivery note, UTD, or contract. The document card pulls in the main print form, the linked XML file, and, if needed, an archive with attachments.

  7. This archive can be downloaded directly from 1C without logging into the operator's personal account. Creating and sending outgoing documents.

  8. Now an accountant or manager prepares the document in 1C and sends it immediately through SBIS.

  9. Both structured forms (UTD, invoice) and unstructured forms are supported.

  10. A document can be created from an XML file attached to an internal card: the lawyer prepares the contract in their template, and the system automatically creates the XML and sends it to the counterparty. Working with packages.

  11. The module supports bulk signing and mass processing of incoming packages.

  12. This matters when 30-40 documents arrive every day from one supplier: the operator can process the entire package in one pass, and the manager can sign it with an electronic signature immediately. Automatic synchronization.

  13. The 1C document card shows EDI status and counterparty status: "sent," "signed," "returned," and so on.

  14. In addition, the card can store the digital signature, printable forms, and the full archive.

  15. All of this is available to 1C users without visiting the operator's website. Additional features.

  16. The system can automatically create tasks in 1C when a counterparty's status changes, create new counterparties when a document is received, and support multiple companies in a single database.

Implementation Process

Our partners understood that the technical tool was only part of the success.

That is why the project went through several mandatory stages: Process and procedure audit.

First, the consulting team interviewed accountants, lawyers, and procurement and sales managers.

We mapped each document's path from creation to posting and analysis, identified bottlenecks, unclear roles, and duplicate operations.

This stage made it possible to develop a single procedure: which attributes are mandatory, who can sign the document, and how quickly approval must take place. Module setup and adaptation.

The SBIS module was installed as an extension in the current 1C configuration.

We configured document templates, approval workflows, and auto-fill rules for fields such as supplier, company, and VAT, then defined user permissions and separated roles: who can create, who approves, and who signs.

We created instructions for administrators and users.

Integration with ERP and external systems.

Because the holding used several 1C modules (enterprise management, accounting, and warehouse management), our partners set up bidirectional data exchange between them.

The SBIS module was connected to the existing WMS and CRM systems so that order and delivery statuses update automatically. Signature management.

Together with the IT team, we centralized the issuance of qualified electronic signatures for all departments.

We organized certificate storage, set up access rights for signing, and created a backup procedure.

Now managers can sign document packages in 1C in a couple of minutes without logging into the operator's website. Training and support.

Held a series of online trainings for accountants, lawyers, and logistics specialists

They showed how to create and send documents, track statuses, invite counterparties, and work with archives.

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Business Outcome

  1. Implementing the module and reorganizing processes led to clear financial and organizational benefits:

  2. Eliminate manual entry and reduce errors.

  3. Automatic field completion and automatic status synchronization reduced errors in primary documents.

  4. If accounting used to correct dozens of delivery notes with incorrect taxpayer IDs or amounts every Friday, errors in details have now almost disappeared. Unified archive.

  5. All documents are stored in the 1C database, and archives are available from the document card with one click.

  6. Lawyers and auditors no longer have to run around departments looking for a missing act, and inspectors receive the required document package in a minute. Flexibility and adaptation to change.

  7. New requirements - labeling, Mercury,

  8. Chestny Znak are integrated into 1C, and the SBIS module acts as the communication channel with operators.

  9. The company no longer waits for updates from external services and instead configures the required forms and reports itself.

  10. If you have a similar task, it does not have to be solved with custom development: a standard solution connect 1C to SBIS closes the exchange of UTDs, acts, and regulated reporting directly from 1C within 5-7 days.

Challenges and how they were solved

  1. Any IT project in a large organization faces resistance and surprises.

  2. Here are the main problems and how they were solved:

  3. Fragmented 1C versions and custom-built software. Companies often customize 1C for their own needs, which makes integration more difficult.

  4. Our partners created universal exchange points, identified key objects (documents, reference data), and wrote extensions for each configuration.

  5. For highly custom-built configurations, adaptation took two months.

  6. Counterparties' reluctance to join EDI.

  7. Some suppliers refused to register in

  8. SBIS. We set up automated invitation mailings, prepared instructions, and even filmed a video called "How to Connect to Our EDI".

  9. Managers called large companies separately.

  10. Usually, within 3-4 weeks, most partners switched to the exchange. Inconsistent master data.

  11. The item master directories for suppliers and customers did not match.

  12. We developed a mechanism for automatic matching and regular synchronization.

  13. During implementation, we imported existing reference data from suppliers' files, and when an incoming document was received, the system matched an equivalent by code or name, after which the item card was automatically created in 1C.

Solution Benefits

The project resulted not only in lower costs and less time spent.

The integration of 1C and SBIS gave the company strategic advantages:

A single interface for all documents.

Employees work in their familiar 1C environment: they prepare and sign documents, invite counterparties, and track statuses.

There is no need to open additional web portals. Data quality control.

Automatic exchange and status synchronization reduced the number of errors.

The system checks taxpayer IDs, registration codes, and other details, matches item masters, and fills in VAT. Transparent document workflow.

Management sees the situation in real time: how many documents are in progress, whose approvals are stalled, and which suppliers most often delay signing.

This speeds up management decision-making.

Flexibility when legislation changes.

Any changes to document formats, the appearance of new reporting types, and traceability systems are implemented on the 1C side.

The SBIS module serves as a communication channel and does not limit functionality.

Easy scaling

In the future, new departments, subsidiaries, branches, and even independent partners can be connected to the system.

It is enough to issue them an electronic signature and configure the exchange rules.

Project manager's comment

  1. "What worried us most was resistance from employees and counterparties.

  2. But thanks to support from top management, clear instructions, and well-defined procedures, resistance quickly faded.

  3. People realized it had become easier for them: they no longer run to the archive looking for signatures, but work in one window and see everything happening with the documents.

  4. We also gained strong experience in automatic item matching and reference data synchronization, which we now use in other projects. What mattered was that we did not just bolt on a module, but changed how people work with documents.

  5. This is important for the company's digital future

Next steps

  1. The project does not end with the module rollout. The company has ambitious plans: Mobile EDI.

  2. Implement mobile apps for managers and couriers: they will be able to sign documents and confirm goods receipt on a tablet or smartphone. Integration with CRM and BI.

  3. Expand the link between EDI and CRM so the sales funnel automatically accounts for document signing events.

  4. Data analysis in a BI system will help identify bottlenecks in interactions with specific

Client

and suppliers. Unified counterparty database. Together with industry partners, create a shared directory of counterparties with verified details that updates automatically. This will reduce data entry errors and make onboarding new clients easier. Exchange of electronic powers of attorney. Use machine-readable powers of attorney to sign documents, simplify rights management, and reduce the cost of paper powers of attorney.

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