Zákazník ELO: The Swiss Multiple Sclerosis Society

The Swiss MS Society was founded in 1959. It includes 53 regional and 30 contact and self-help groups in German-speaking Switzerland, Romandy, and Ticino.

The society is supported by 1,300 volunteers. It provides information, support, advice, and networking for those affected by MS, their families, specialists, and volunteers.

The society also aims to make the public more aware of MS. Around 15,000 people in Switzerland are affected by this disease. The society has been supporting Swiss MS research projects with considerable financial contributions for over 20 years.

To ensure it remains an independent and neutral organization, it does not accept financial support from the pharmaceutical industry and is largely financed through private donations.

Vendor invoices were still sent on paper and stamped as paid. Booking entries were made manually and approved in writing by authorized users. The booking data was then transferred into the software again by the employees in accounts and the payment data read in via GIROMAT. This was a lot of work and there was a high error rate.

Invoice information was only available after it had been booked in the system, and then only for authorized Abacus users and not for other MS society employees at the Zurich, Lausanne, and Lugano offices.

The entire incoming invoice process takes place in ELO: The original invoice is sent as a PDF to a specific e-mail address or as a scan to the ELO workflow.

The relevant data is read out with ELO DocXtractor, and corresponding a booking entry is created; the account and cost center are opened directly from Abacus.

The invoice is also approved by the user responsible in the ELO workflow. After the invoice approval, the data is exported via a vendor document interface into the Abacus vendor software. The employees in accounts approve the invoice for payment here.

Thanks to a document link stored with the booking in the Abacus folder, the invoice can still be viewed in the Abacus dossier. The document folder therefore appears in its usual format for the Abacus user, even though the documents are actually stored in the DMS.

Optimized digital processes are enabled via the DMS Connector interface because all systems require access to consistent and high-quality master data.

With ELO and Abacus, the incoming invoice process at the MS society is digital, transparent, and in compliance with legal requirements. The ELO workflow controls all the vendor and invoicing processes.

Cost center maintenance including invoice approval takes place in Abacus. All documents are archived in the DMS and linked to the booking in Abacus, so that an original document can be opened directly in an Abacus program. All the process data for the approval of an invoice is documented in ELO. Invoices from all authorized employees can also be directly opened and viewed in ELO.

The invoice solution now used has simplified the processes as needed; all invoices can now be used in the system right from the start.