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JPK / KSeF / ESEF
Contemporary legal regulations in many countries impose ever more obligations on companies in the field of reporting. A common requirement is the transmission of data on economic transactions in almost real time.
Companies face many challenges in the field of expansion and integration of business systems with government data repositories. Very often, data exchange works in two directions, which additionally introduces the need to optimize and modify key business processes.
KEY METRICS:
>50
customers
6
countries
15 000 EUR
effective implementation budget
3-6 weeks
for implementation
Incata and our partners provide you with solutions that allow you to focus on running your business as much as possible and minimize the effects of continuous legal changes and reporting requirements, while ensuring maximum legal security for your organization.
Our solutions allow us to meet the requirements of SAF-T (Standard Audit File for Tax, including JPK), KSeF (National System of e-Invoices) and ESEF (European Single Electronic Format). We have ready and proven solutions for SAP systems (SAP ECC, S/4HANA and Business One) as well as for Webcon BPS.
The scope of our services covers analysis, implementation, adaptation and integration of the solution, updates in line with changes in law and the business environment. We also perform a detailed analysis and help to adapt existing business processes to new legal requirements and changing business needs.
We have carried out some of the works listed here together with All for One Poland and Lupus Consulting.
MARITIME LOGISTICS
Chipolbrok is the oldest Chinese deep-sea owner and the first enterprise with foreign capital in the history of the People’s Republic of China. It is for this joint venture between the Polish and Chinese governments that we have created a proprietary and unique IT solution based on the SAP Business One for HANA.
The maritime industry may seem hermetic and very conservative to many outside observers. The processes related to the sale of freight or the operation of ships seem to be optimal and well-established in the business reality of a company. Often, these processes are supported by distributed, non-communicated systems that were designed in the last century.
KEY METRICS:
70
years in the maritime business
23
vessels
>500k
fleet capacity
Real time
data and calculations
At Chipolbrok’s request, we conducted a series of workshops with the company’s employees, which allowed a thorough AS-IS analysis of the processes and IT systems (including SAP ERP and proprietary solutions). The result of this was the creation of the TO-BE Business Concept, which redefined the IT architecture, created the scope of requirements for a new IT system (implementing core business processes) and defined the flow of information between IT and the existing auxiliary systems.
The new system has been designed to implement business processes directly related to the sale of freight services and ship charters. The complicated system of settlements of the shipowner with all its commercial partners (clients, agents, intermediaries, etc.), commission handling, documentation, invoicing and reporting required us to create a complex industry solution based on the SAP Business One for HANA system.
Additionally, for the needs of operation management, we have created a module that collects various parameters from sensors installed on the ships. One of these parameters is fuel consumption, which is used for automated warehouse management. SAP Business One handles the entire process related to the purchase of fuel (demand, inquiry, acceptance on board) up to its cost during the voyage and condition monitoring in each tank.
In the course of the analysis, a decision was made to keep the existing financial and accounting system based on SAP ERP 4.7, which is not supported by the manufacturer. We have ported it to a new hardware platform from IBM that virtualizes the older version of the AIX operating system. This avoided the purchase of new licenses, implementation and training costs, which contributed to significant savings within the project budget.
The above operation and the implementation of interfaces connecting SAP ERP with SAP Business One allowed us to not only extend the reliability of the old system, but also to extend its capabilities through access to the modern SAP HANA analytical platform.
FLEET MANAGEMENT / IOT
MZA in Warsaw is the largest city carrier in Poland, and one of the largest in Europe. The MZA fleet includes nearly 1,500 buses, serving 187 lines and carrying around half a billion passengers each year in Warsaw and the many nearby towns that together form the capital.
The Incata.it team, as a partner of the general contractor, implemented the SAP Plant Maintenance (SAP PM) system at MZA, a module supporting the maintenance and management of the machine park, tool room and the company’s infrastructure. SAP PM is also responsible for repair management – it provides information on the maintenance of individual bus parts.
KEY METRICS:
1500
buses
>500 mln
passengers every year
200
buses operating on almost 200 bus lines
70%
reduction in breakdowns and 25% less maintenance costs
How do you know when the gasket needs to be replaced in 500 hours? This is possible thanks to the data from sensors and meters installed in the vehicles, which are wirelessly transmitted to SAP PM and enable the system to plan repairs in a detailed manner.
The project shows the measurable benefits of having an integrated enterprise management system that enables the flow and real-time use of information from various areas of the organization: warehouse, purchasing, maintenance, infrastructure and human resources.
Additionally, SAP PM checks if there are suitable parts in the warehouse and, if not, they can be ordered in advance from suppliers, so that they are already in place on the day designated for the repair. The system also allows you to plan the load and availability of the infrastructure in depots and using the data from SAP HR to verify whether the mechanics will be available on a given day.
Mass and widespread use of IoT devices in the form of sensors and counters allows the system to be supplied with the necessary data, automatically and precisely. As a result, many routine processes, such as the creation and planning of repair orders, can be carried out automatically, without the involvement of the company’s employees.
Predictive Maintenance is an indispensable element in modern systems that care for the maintenance of traffic continuity, infrastructure and renovation management. Predictive maintenance deals with analysing the readings of the parameters of equipment in order to identify anomalies in their operation. This makes it possible to recognize the probability of a failure occurring before it occurs. This is essential to maintain business continuity and prevent excessive repair and downtime costs.
FAIRS AND CONFERENCES
The company has so far used electronic assignment of incoming documents to a rather limited extent. The platform did not allow dynamic form building, setting paths or even decision steps. The time of crisis and downtime in the exhibition industry led to new challenges that improved and streamlined the internal processes. It was decided to implement support for secretarial processes and documents coming into the company, service the request and decision cards, assign the cost invoices with integration into the ERP system, service contracts with contractors and other basic CRM functionalities.
KEY METRICS:
10 x
faster request approval
>3 000
invoices processed in the first 6 months
Real time
budget consumption report
7 apps
for core business processes in less than 6 months
We chose the low-code Webcon BPS platform, allowing us to model all the required processes and efficiently implement it in a short time.
We saw 7 applications for 12 processes, several workshops, arrangements and many other improvements in the organization in such a short time. The analysis and implementation specification were ready within two weeks. Thanks to the real possibility of continuous improvement, using InstantChange technology, it is possible to shorten the time needed to create the necessary applications. The platform allows you to efficiently shorten the implementation time and very quickly introduce changes, corrections and process optimizations.
Within a few months, it was possible to build an environment for handling processes that significantly supported the company’s operations.
The annual budget plan was broken down into several thousand budget items as the basis for the demand processes, decision cards and cost invoices.
Some tasks have always been performed manually and required information gathered from many stakeholders. In addition, errors or delays sometimes occurred, meaning all the work had to be redone.
During the workshop, we had the opportunity to present the logic-first approach, then the activity approach. This type of application design allowed us to organize many tasks as well as determine what steps are actually needed. The logic behind the process is very simple. From the start and then through all the individual steps to the final decision. It was only during the individual steps that we could see what was important to who, to do what and why.
Thanks to the implementation of a process support platform, employees can gain more time to handle tasks that are more important than document processing. Employees can search for new contacts, conduct negotiations and execute contracts, increasing their efficiency and quality of work. In addition, a lot of data can now be shared and made easier to report. New metrics will emerge to keep you looking for improvements in your company’s internal flows and processes.
The attitude of the client and the management system is aimed at the continuous development of the company, increasing the value for the owners and following modern solutions that are also a good driving force for us.
LOCAL GOVERNMENT
Rowerowymaj.eu began in 2014 as a local project in Gdańsk. The main goal was to engage children and teenagers to ride a bike on their way to and from school. The project was quickly transformed from the local Tri-City to a nationwide one, meaning that there was a need for an IT tool that would allow project and campaign management. From 500 educational institutions in 2018 to 1130 in 2022, all registered for the program.
KEY METRICS:
10 mln
registered activities from 2018
580k
registered participants
from 2018
50
cities and towns
registered in 2022
Real Time
results for participants
From 2018 a dedicated web-based system for managing campaigns, registering participants and creating real-time statistics and reports was introduced. Teachers have direct access to the platform and record the activities of children who have come to school by bike or scooter.
Our role was to design and build the entire platform.
Many functional and technical aspects required in-depth workshops and mock-ups.
We have developed a comprehensive UX, UI and campaign management system. The system was built very quickly in 2017 in order to be able to handle the campaign and registration of participants from the beginning of 2018. The platform comprises an information portal available to the public based on the popular CMS platform. We publish statistics calculated on an ongoing basis. For this, there is an entire custom made back-office portal with options for planning, managing and accounting for the campaign. Access support for teachers, SMS authorizations, award planning and many other solutions facilitating the work of the team from the Gdańsk City Hall.
Since the start in 2018, over 10 million journeys have been registered in the system, with nearly 600,000 active participants.
Digital transformation
by design
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