Digitizing Write-Off Approvals with SharePoint

Platform

SharePoint

Industry

Bathroom & Sanitaryware

Outcome

95%

Reduction in Manual Paper Handling

85%

Improved Process Transparency

70%

Faster Approval Cycle

About Roca

Roca began in Spain in 1917 and has grown into a global leader in bathroom and sanitary‑ware solutions. The group operates in over 170 markets and has multiple manufacturing units worldwide. Its presence in India was strengthened through the acquisition of Parryware, broadening its product range. Today, Roca combines modern design and sustainability to deliver premium bathroom products.

The Challenge

The write-off and disposal process was fully manual, making it slow, unreliable, and difficult to control. Requests moved through paper files and informal follow-ups, creating operational and financial risks. Common challenges included:

Paper-Based Request Handling

Write-off and disposal requests were created and tracked on paper, increasing manual effort and making the process hard to manage or retrieve later.

Delayed Approvals Due to Manual Sign-Offs

Approvals depended on physical sign-offs from multiple stakeholders, causing delays whenever files were unavailable or approvers were occupied.

High Risk of Misplaced Records

Paper documents were frequently misplaced over time, making audits, references, and historical tracking unreliable.

Low Security and Limited Control

Sensitive write-off data was shared physically, with no clear access control or traceability.

Errors in Value Calculation

Manual calculation of write-off amounts increased the chances of incorrect values being approved, leading to rework and financial discrepancies.

The Solution

To address these challenges, the team implemented a Digital Write-Off and Disposal (RFWD) System built on SharePoint with an automated approval workflow. The system replaced paper-based handling with a secure, role-driven process that ensures accuracy, traceability, and faster turnaround. 
Digital and Automated Workflow 
Write-off and disposal requests are raised through a digital form and automatically routed through approval stages based on value and role. Records are stored centrally, enabling long-term retention, auditability, and easy access.

Role-Based Governance 
Clear roles define responsibility at every stage. Initiators raise new requests and handle rework when a request is returned. Approvers review and validate requests sequentially. The MD remains the final approver in standard cases, while the Senior MD approval is required when the acquisition cost exceeds ₹1 Cr. Plant Finance completes financial closure after full approval. 
Configurable Controls and Visibility 
Admins can configure workflows by location and amount, delegate approvals, and monitor the entire process. Approvers have clear visibility into pending, completed, and in-progress requests, improving accountability.

Built-In Notifications and Tracking 
Automated email notifications keep stakeholders informed at each stage, reducing manual follow-ups and delays.

The Benefits

01 Faster and Predictable Approvals

Automated, workflow-based routing removed manual follow-ups and paper movement. Requests now move through approvals in a predictable manner, significantly reducing turnaround time.

02 End-to-End Transparency

All write-off and disposal requests are tracked centrally with real-time visibility into status, ownership, and pending actions. Stakeholders always know where a request stands and who is responsible.

03 Stronger Control and Governance

Role-based access and value-based approval paths ensure requests follow the right process every time. This improves decision control while maintaining flexibility across locations and approval hierarchies.

04 Improved Accuracy and Audit Readiness

Structured data capture and system-driven validations reduce calculation errors and missing information. Complete audit trails and reports support compliance and simplify reviews.