Avec l’aide d’Arcplace, Coop Mineraloel AG a numérisé les processus d’établissement de factures et d’avoirs pour les quelque 320 magasins franchisés Coop Pronto. Une plateforme de gestion documentaire dans le cloud, qui permet d’accéder très simplement aux documents, constitue le cœur de la solution. Les workflows d’approbation automatisés ont permis d’accélérer considérablement les processus.
Initial situation
In the past, Coop Mineraloel AG (CMA) printed, packed, franked and sent out thousands of sheets of paper invoices and credit notes each day for the more than 320 Coop Pronto franchise partners. The partners checked their orders, among other things, based on the paper documents. Afterwards, the invoices and documents were physically filed in a folder that was sent to a trust company at the end of the month to handle the accounting. The paper-based processes were time-consuming and resource-intensive for everyone involved.
Solution
- Completely digitized document processes
- Managed cloud solution from Arcplace
- Legally compliant storage of all documents
A cloud document platform hosted in a Swiss data center – based on the ECM standard software “OnBase” from Hyland – is now used to handle the document management completely electronically. Each day, the documents are transferred as PDF files directly from SAP and made available in an auditable (unchangeable) way. Furthermore, extensive functionalities were implemented to automate the approval processes.
Results
- Time- and location-independent access to documents for franchise partners and trustees
- Shortened processing times through automatic approval workflows
- Distinctive paper and time savings
- Documents can be found quickly and easily thanks to a simple search function
- Legally compliant archiving
- Complete document history and logging of all documents
