Customer Profile: Beiqi Foton Motor Co., Ltd. (referred to as Foton Motor) was established in 1996 and listed on the Shanghai Stock Exchange in 1998. It is the largest commercial vehicle enterprise in China with the widest variety of products. Foton Motor became the first commercial vehicle company in the history of China's automobile industry to exceed 10 million units in sales in 2021, the first "dual independent" commercial vehicle company in China to reach 10 million units, and also the commercial vehicle company with the shortest time to exceed 10 million units in sales worldwide. Accumulated exports of 795000 vehicles overseas, ranking first in China's commercial vehicle exports for 12 consecutive years, with products covering 110 countries and regions worldwide. Foton Motor's brand value will reach 204.278 billion yuan in 2023, ranking first in China's commercial vehicle industry for 19 consecutive years. Collaborate with global partners such as Cummins and ZF to create world-class quality super trucks and super power chains. There are over 12000 service networks nationwide, covering 31 provinces and cities. China has established 18 factories, covering the entire industrial chain of commercial vehicles and components, and has built 22 KD factories globally to achieve a global industrial layout.
Requirement analysis:
Resolving the problems of offline mechanized signing operations, large workload, and difficulty in remote use of physical seals has become an important task for the digital transformation of Beiqi Foton

① Large number of document signatures
In 2021, Beiqi Foton had over 60000 new contract related documents that needed to be stamped throughout the year. In the paper-based signing environment, only offline printing and face-to-face signing were possible. Not only did seal management personnel face huge signing pressure and a large number of mechanized operations affect signing efficiency, but paper consumption and printing costs were also high over the year.
② Large number of dealers, difficult to reconcile
BAIC Foton has a 1.2w+service network nationwide, covering 31 provinces and cities. The dealer system is huge, and financial reconciliation work often requires a lot of time and effort from the finance department for each cycle, including remote mailing of paper reconciliation statements to dealers, waiting for dealers to confirm and sign before sending back the documents. It takes at least 5-7 days for each round trip, which is not only costly but also time-consuming.
③ Difficulty in remote use of seals
Various manuals, personnel documents, etc. within Beiqi Foton often require the official seal to be stamped. Such documents have a high frequency of stamping and a large number of signatures. Factories in various regions generally need to travel back and forth to headquarters or express documents to headquarters for stamping, which involves multiple turnover links, high costs, and inconvenient use. It is no longer possible to meet the current refined management needs of Beiqi Foton.
④ Large amount of personnel document signing
BAIC Foton has 18 large factories across the country, from the group to various factories, with a large number of employees. The daily signing volume of documents such as stock agreements and personnel contracts is large, and it relies entirely on HR offline promotion for signing. Not only is the workload heavy, but it is also troublesome for employees who are far away in various factories to sign remotely, and the signing cycle is also long.
Solution:
This time, the contract lock has been integrated with multiple management software such as SRM, OA, legal system, Huawei WeLink, and enterprise WeChat of Beiqi Foton. The electronic signature function is embedded into the business process through an integrated interface, which helps to sign and move documents such as shareholding agreements, statements, commitment letters, and manuals online at any time. At present, the DMS dealer system is being planned for integration and will gradually cover online signing scenarios for electronic waybills in the future.

Application scenario:
Scenario 1: Electronic signing of dealer reconciliation statements
BAIC Foton has a large number of dealers nationwide, and initiating reconciliation and signing reconciliation statements is an important part of the business dealings between the two parties. Signing paper reconciliation statements requires financial personnel to regularly organize business data, draft and print paper reconciliation statements, and then send them to dealers across the country by express delivery. After the dealers verify the data, they sign and send them back, and the entire process takes up to a week. Sometimes hundreds of statements are sent out at the same time, but the signing progress information cannot be shared in real time. Which statements have been received and which have not must be manually sorted and checked, followed by phone reminders. This not only results in a large workload and cumbersome operation, but also affects the efficiency of fund settlement due to the long cycle. The contract lock integrates with the SRM system of Beiqi Foton, fully integrating business transaction data, dealer information, approval processes, and electronic signatures. It enables one click drafting of electronic statement files using online electronic templates, SMS notifications to dealers, mobile signing of statements, and automatic return and archiving of statements. No need to print paper documents, no need for express delivery, no need for manual sorting and archiving, real-time progress sharing, and simplified complex reconciliation and signing work.
Scenario 2: Electronic signing of employee stock ownership agreement
BAIC Foton needs to sign stock ownership agreements, confidentiality agreements, labor contracts and other documents with 2000 employees internally. The number of such documents is large, and it relies entirely on legal personnel to initiate and promote the signing offline. It can only be one-on-one with thousands of employees, which is not only labor-intensive but also tedious, requiring a lot of time and energy. At the same time, a large amount of paper, printing, and communication costs also need to be invested. For the signing scenario between Beiqi Foton and 2000 employees, the contract lock supports batch initiation of signing. Simply import the signing party information in bulk and preset the signing files and other configuration items in the stamping process. We have also made modifications to the contract lock's signature file export function, adding custom export templates to facilitate users in exporting desired data and ultimately importing it into the legal system to form a ledger.
Scenario 3: Electronic signature of commitment letter/explanation letter

For documents such as commitment letter and explanation letter that require internal single signature from project partners or BAIC Foton, offline signing can only be done by drafting, approving and printing paper documents online, and then sending them to the other party by offline express delivery, or finding a seal manager to stamp them in person. The offline signing of physical seals inevitably involves printing, express delivery, and finding people to stamp them everywhere. The long cycle and originally simple work waste a lot of manual energy. For single signed documents such as explanatory letters and project confidentiality commitments, the contract lock integrates with the existing OA office software of Beiqi Foton, helping to expand the electronic signature function of the OA process, and realizing the digitization of formatting, online approval of single signed documents, and the entire signing process.
Detailed scenario:
① Business personnel upload files in the OA system to initiate signing, and use the contract lock interface to specify the signing location online during the approval process. After approval, the OA system calls the contract lock interface to create a signing process based on the file type.

③ If it is an explanatory letter document, the internal seal administrator can archive it by stamping it online; If it is a confidentiality commitment letter for the project, notify the other party via SMS and move the signature or seal. ④ Once signed, the document will be automatically returned to OA for archiving, and can be downloaded and queried as needed. Scenario Four: Electronic Signing of Logistics Waybill Scenario Signing an electronic waybill is one of the high-frequency and commonly used scenarios in the business dealings between BAIC Foton and distributors. After daily ordering and delivery, business personnel print a paper waybill and hand it over to the driver to carry with the vehicle. After the goods are delivered, they are signed and confirmed by the distributor in person, and finally brought back to the company by the driver. The entire process relies on the driver's transmission, which not only makes paper documents easy to lose, but also makes it troublesome for dealers to sign. Sometimes the driver also goes to deliver the goods, but cannot return them for a while, and the waybill cannot be brought back, affecting the efficiency of reconciliation and settlement. According to the internal waybill signing requirements of BAIC Foton, the document needs to be signed and confirmed by both the distributor and Foton. In order to improve signing efficiency, the contract lock has integrated with the DMS system within Beiqi Foton, providing identity authentication and electronic signature services for both parties to sign. Beiqi Foton only needs to initiate an application in the DMS system internally, and the system will automatically create electronic files and sign the process, and notify the dealer via SMS to complete the signing. The company can stamp it online, with paperless and visualized progress throughout the process, making it efficient and convenient.
 

(Note: This scenario is still under planning and deployment)
 
Application value:
Unified electronic printing platform for the group headquarters and 5 factories, realizing the integration of online approval, stamping, and archiving of business documents, saving the trouble of back and forth turnover and manual communication, and improving efficiency. Build a unified seal control platform, develop various business signing and approval processes, ensure that all signing and stamping businesses are initiated by the process, approved, and recorded, making them more secure and controllable.
Through a paperless signing environment, the cost and time investment of printing, paper, express delivery, and manual docking in the offline signing process are resolved, effectively reducing management costs.
Build an open integration platform that connects with OA, SRM, legal systems, and mobile office applications to initiate, check, and sign electronic documents anytime and anywhere, bridging the last mile of digitalization throughout the entire business process. Click to enter and try it for free now!