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With ELO, Allresto GmbH has exploited 18% savings potentials in materials management, significant savings in printing costs and savings on rent for now redundant archive space. 1.5 million pages per year are instantly digitally accessible for the administration staff with ELO. 15,000 sales receipts per day from the restaurants are automatically archived. The ELO system is available 24 - 7.
For countless people, an airport like Munich’s is no longer just a place where planes take off and land, it’s a meeting point for friends, a place to stay, celebrate and enjoy themselves – and that’s all down to Allresto Flughafen München Hotel und Gaststätten GmbH. The company was set up in 1978 as Flughafen München Restauration GmbH and is a 100% subsidiary of the airport operating company Airport Munich GmbH. Allresto is in charge of running the gastronomy outlets in the terminals, and in the conference area and various sectors of the franchise. The company has contracts for the management of the Kempinski Hotel Airport and the staff canteen with the Kempinski Group and Eurest GmbH.
While introducing the DMS system, several factors were considered. The primary aspect was tightening up the structure and processes - ELO was initially a single building block in the system. However, the electronic archive forced the project group to think everything through again, and integrate ELO. Allresto works with an American sales register system. The resulting mass data (boxes of restaurant receipts) needed to be transferred from the files to an electronic archive system for future tax inspections. ELO processes this COLD data via a simple script, which was adapted within a single day. Allresto now has immediate access to all receipts. "It’s important for us that every customer gets a receipt," says Roland Düngfelder, Commercial Administration Manager. "The journals are then evaluated, and the receipts are compared with the lists to avoid errors," he continues. The finance reports of the sales register systems have to be structured so that the items sold matches the financial sales, but also have to match with the tax reports and the payment type – differences are not allowed.
Alongside the mass data processing, the next target was full-text searches. The management values having important documents immediately available. In this case, there are of course fewer documents, but fast access is key in this area. Whereas the accounts department works solely on a tags basis, the management uses full-text searches. And the basic ELOprofessional package also includes this module. Manual searches in incoming invoices have been entirely done away with, because the process now takes place on a fully automatic basis via the workflow component of ELOprofessional. Once the incoming invoices have been entered centrally at workplace scanners, they go to the relevant department for checking via workflow. The invoices are then immediately expensed. The status of the monthly expenses/revenue calculation is continually updated, ensuring a complete and transparent overview.
The so-called "B number" has now become the main criterion of the archive system. This number is the key to the ERP system Navision. This means the flow of almost all orders and invoices is now automatic. Additionally, orders are carried out via data exchange, meaning suppliers can create loading lists quickly and easily. From the order to the delivery note to the invoice and if necessary the payment reminder – with ELO, the company can now depict the entire processing chain in electronic form. And the most amazing thing is, not only experienced IT staff operate the system, but also users trained in completely different areas. Many of Allresto’s suppliers already receive a file fed directly into their system, rather than numerous individual orders. In return, Allresto receives their catalogues – also in electronic form, so that price changes are immediately available to the system, for example. The suppliers are now used to the system, because everything works perfectly as long as they accept the B-number.
Thanks to the ELO archive, there was no need to install the ERP system in the warehouse, which saves licence costs as all information is available anywhere and at any time on each process from the ELO archive system, via the B numbers or other attributes. Allresto’s HR management is also integrated. As soon as a new HR master record is entered in the ERP system, ELO automatically creates a personnel file with the relevant folders and registers, so that automatic archiving takes place into the personnel file from that point on. Nobody has to go down to the basement and search out files and receipts any more. There is no need to call anyone back, as all the information staff need on each process is available on screen.
The construction plans for all multi-million euro building projects are currently being archived. In addition, the existing paper archive is being entered in retrospect up to the required limit for retaining documents. This consists of mountains of papers – for example comparison quotes, which have to be archived for revision control purposes.
"The reference clients we visited were able to work exactly the way we wanted to – in simple, easy-to-understand, intuitive form. The reference visits showed that we could achieve our goals with few staff and simple means. After all, our administrator has enough to do apart from looking after the archive software." Roland Düngfelder, Commercial Administration Manager
Allresto wanted a DMS "that doesn’t force a medium-sized company to build up additional human resources." Roland Düngfelder, Commercial Administration Manager
"Good software alone isn’t enough, you also need a supplier that has a good command of its software and can tell the client from the very beginning what to look out for, and what’s important for a system like this." Roland Düngfelder, Commercial Administration Manager
"I think it’s just great, I open up my tasks and see in a single look what’s important today." Roland Düngfelder, Commercial Administration Manager.
