ORLEN Unipetrol uses archiving solution from EDITEL

Leaving the flood of documents behind

The Czech crude oil processor ORLEN Unipetrol has found just the right solution for its paper invoices. A web-based customer portal by EDITEL allows the company to save money.

ORLEN Unipetrol Group approached its EDI service provider EDITEL with very specific ideas for its plan to digitalize its entire invoicing system: “We wanted our future process to include a web-based portal where our customers can download all relevant tax documents themselves, in addition to invoices. Also, we wanted to be able to track the corresponding flow of documents to our clients,” said Robert Hejkal, Head of Wholesale and Logistics IT Application Section at ORLEN Unipetrol. This is exactly what ORLEN Unipetrol got from EDITEL. ORLEN Unipetrol‘s clients now have access to a user-friendly interface where they can find all invoice-related documents.

“The biggest advantage of this portal is that it has an integrated document archive. This is directly integrated into ORLEN Unipetrol‘s infrastructure, meaning that it is available to clients 24/7,” explained Štefan Sádovský, EDITEL CEO CZ & SK.

Straightforward, swift, and environmentally friendly

More than anything, this solution stands out for its straightforward implementation. There is nothing that clients need to install. All they need are an Internet browser and their login information. Communication between the customer portal and the company‘s ERP system is automated and happens in the background, with all data synchronized at regular intervals. Once a client has downloaded an invoice, ORLEN Unipetrol will automatically receive a corresponding confirmation. This not only saves an enormous amount of time, but also has a positive impact on the environment, as it eliminates all paper documents that used to go around the company during the invoicing process, which added up to quite a flood of documents. Another positive effect is the cost savings, as postage for sending paper invoices becomes obsolete.

Guaranteed flexibility

A very flexible solution was also found for despatch advices, where paper documents are still standard practice because of the required signature: these are scanned by the Customer Service Department and then electronically attached to the tax document as a PDF file. “This allows us to process several hundred documents per day,” said Robert Hejkal. According to Štefan Sádovský, the successful implementation of this project is “mainly a result of the intensive exchange of information with our client ORLEN Unipetrol. This gives us flexibility for responding to specific requirements and developing solutions that are in line with internal processes.”

In addition to the flexible approach, security was another priority for EDITEL. For example, there are periodic security audits for the user portal to ensure a maximum level of security for available documents. The client was clearly happy with the result:

“Thanks to EDITEL‘s professional support, we can now offer our clients a top-of-the-line product for invoicing, which is important business processes at any company,” said Robert Hejkal.