JPK / KSeF / ESEF

Compliance with the requirements and regulations for enterprises

Legal challenges

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

Solutions

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

Integration

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.

Adapt existing processes

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.

Selected implementations: Besser, Gerresheimer, Carcoustics, DHL, FAIST ChemTec, GO Sport, Góraźdźe Cement S.A., HAVI, KTR, La Lorraine, Lisner, MEILLER, MOTA-ENGIL, Minimax, NRC Group, PEKAES, SE Bordnetze, Stow, Tuplex, Walsroder Casings, Distribev Orbico, August Faller, BCM, Tungsram, LPP, ZNTK Paterek.

We have carried out some of the works listed here together with All for One Poland and Lupus Consulting.

How can we help your
business grow?

MARITIME LOGISTICS

Optimizing processes with SAP Business One in Chipolbrok

Chipolbrok

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

Workshops

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.

A new system

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.

Operation managment

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.

Extend the reliability

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.

Collecting information from multiple sources as part of a single, efficient SAP HANA database platform allows real-time analyses to be carried out, such as to test the profitability of individual routes or contracts, and to conduct management reporting.

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business grow?

FLEET MANAGEMENT / IOT

Unlocking SAP ERP for IoT and fleet management for the biggest Polish bus company, MZA

A municipal bus company in Warsaw

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

Maintenance planning

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.

Measurable benefits

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.

Automation

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

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.

How can we help your
business grow?

FAIRS AND CONFERENCES

Application factory for business processes and workflows in Amber Expo/MTG

The way to change

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

The low-code
Webcon BPS

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.

Application factory

The Webcon BPS platform is a real game changer
in terms of creating the necessary applications
to support business processes.
The Webcon BPS platform is a real game changer in terms of creating the necessary applications to support business processes.

Organizing many tasks

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.

Increasing value for owners

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.

Creating value for our customers is our primary goal. In this project, we used our experience in the areas of business management, process analysis and building dedicated applications, both based on low-code platforms, as well as creating integration and dedicated programming extensions.

How can we help your
business grow?

LOCAL GOVERNMENT

Healthy lifestyle and sustainable mobility among children - from a local to a national project

Gdańsk City Hall Rowerowymaj.eu

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

Record the activities

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.

Challenge

Our role was to design and build the entire platform.
Many functional and technical aspects required in-depth workshops and mock-ups.

Work

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.

The many years of partnership with Gdańsk City Hall has allowed us to gain further valuable experience in working with public institutions. Restrictive contract terms and low budget flexibility were compensated by the excellent openness and favour shown by the project team.

How can we help your
business grow?