DEPOT Software Magazine 2016
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Transcript of DEPOT Software Magazine 2016
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DEPOT SOFTWARE Depot Management System by Lucrasoft
THE EASIEST WAY TO CONTROL YOUR DEPOT ACTIVITIES www.depotsoftware.com
THE EASIEST WAY TO CONTROL YOUR DEPOT ACTIVITIES
3Depot Software
This way a solution can be integraded
to support the people who have
to work with it every single day
perfectly. Allowing them to work
more efficiently, safely and with a
higher quality result.
We have been involved in the
logistics, harbour and more specific
the (tank)container business since the
early stages of our company. I really
love to see the sector’s tenacious,
innovative and progressive business
working hard, adapting to changes
and secure their future in a rapidly
changing world. This mentality of not
complaining but work hard and doing
everything in your power to embrace
change really inspires me.
We at Lucrasoft hope you will be
inspired by reading this magazine and
the opportunities for you and your
company.
It would be my pleasure to meet
with you in person in the near future
and discuss the opportunities for
your company when working with a
Depot Management System like our
software.
Lucas Vos
CEO & FOUNDER Lucrasoft ICT Group
WORKING TOGETHERinvesting in people & the future What’s great about our profession is the close collaboration we have with other companies.
When we are asked to assist an organisation, we get the opportunity to work closely together,
building a solution perfectly matching their every needs.
4 Depot Software
Providing you with a great over-
view over all activities and be in
control at any given moment. Let
our Depot Management System be
the backbone to all your operations,
saving you both time and money.
DEPOT Software offers the next
generation depot yard management
tools, preparing your company for
the future and the rapidly changing
world around you. Built on a solid
and powerful fundament, supported
by a growing number of modules,
tools and APPs, this Depot Manage-
ment System (DMS) responds to the
wishes, needs and requirements of a
modern depot yard.
Structure all your daily activities,
manage processes, inter-department
communication, multi entity adminis-
tration, legislation (Certified Clean-
ing, HESQ, etc.) keep track of latest
trends, CRM and billing functionality:
everything is integrated in a user-
friendly software environment.
Developed as a modular system the
application can grow with your com-
pany. Providing you with everything
you need today, as well as laying the
foundation for future developments.
“The DEPOT Software DMS is devel-
oped in close collaboration with leading
organisations in the container business.
Building the applications and modules
according to the very specific way they
are used on a daily base by managers,
operators and all other personal leads to
an excellent user experience. This makes
Depot Software a perfect fit for the
workflows within any Depot organisa-
tion.” Bart-Jan de Jong, Productman-
ager DEPOT Software
Want to know more about the possibili-
ties the software offers and what people
in the business experience working with
it, read all about in the Business Cases in
this magazine.
ALWAYS in control
5Depot Software
TRANSPORT & LOGISTICSOrganize all planning and transport
logistic activities with features like:
fleet management, visual plan board,
equipment transport & projects, fol-
low-up transports, price agreements,
declarations, mileage calculation and
custom integrations.
CLEANING STATIONSWe arrange all administration,
planning and monitoring activities
of your cleaning facility. It’s a super
userfriendly system with interactive
drag & drop queue, planning boards,
creating orders and presenting a
visual overview of all lanes.
I’M BUSYgive me the headlines fast
QUICK INTRODUCTIONFully automated management,
administration and communication
between departments, entities,
personnel and third parties (owners,
lease companies, transports & local
authorities).
GENERAL FEATURES• State-of-the-art workflow
management
• User friendly environment
• Automated external communi-
cation (EDI)
• Easily integrated in your com-
pany; start smart, expand later
CURIOUS COFFEECurious about the opportunities or
just want to get acquainted, please
feel free to contact us! We would
love to come by for a coffee and
conversation.
Contact us at [email protected]
or +31 78 68 11 502
FULL-SERVICE DEPOT YARD A single software solution to manage
all activities (handling, storage, re-
pair, heating) and operations (opera-
tors, management, financial, owners)
on and around the depot yard. It
provides the every-day features
needed to run the depot yard.
6 Depot Software
Frans de Wit Int. B.V. uses DEPOT Software since May 2014
for all depot activities and administration. We spoke with
CEO Lars de Wit about his experiences.
“When we started Moerdijk Tankcontainer Repair after
a take-over, we suddenly had a workshop on our yard.
We needed a system with which we could estimate the
damage on a tank container, and invoice the repair. The
software we used to have only registered the incoming
and outgoing containers and calculated the days a
container was stored on our yard. I was able to put a price
tag on it, nothing more.
I started looking around and soon ended up at Lucrasoft.
At first, our conversations focused on repair, but I soon
discovered there were more possibilities that would fit
our needs. It turned out to be a system to administer and
invoice the complete life cycle of a tank container on a
yard, from different entities. We now have a beautiful
package, intuitively and logically put together.”
Frans de Wit Int. BV is a Logistic Service Provider, specialized in logistics and storage of gases and
liquid chemicals in tank containers. The company handles transport, storage, heating and customs
handling. On the same yard in Moerdijk, the Netherlands, is Moerdijk Tancontainer Repair (MTR)
located, a workshop for repair of empty tank containers.
DEPOT SOFTWARE AT A FULL SERVICE DEPOT Business Case
7Depot Software
ONCE A YEAR OUR PLACE IS BEING TURNED UPSIDE DOWN
THE INFORMATION IS RIGHT IN FRONT OF ME
“There are different levels of environmental permits,
we are placed within the heaviest category, based
on risk assessments done by the authorities. They
monitor us closely and we have to make sure we
are open in communication and everything is well
organized. We are working everyday to meet the
requirements. We have to report daily on the
chemicals on our yard and we often get unannounced
visits. They want to know if we don’t exceed the
permitted tonnages, or if we store chemicals we say
NO MORE EXCEL COMPILING“Some clients want specific information on the report we give them, based on their key performance indicators. For
example how many containers they had stored on the first day of the month, for how long they were stored and the
average amount of days a container is stored in a month. That’s just a one-time setup and it works. Before, I used to
export a big 30-day list from the system an drill down an Excel sheet until I found and compiled the right information.
Now I just fill in the date and I have the information right in front of me.”
Frans de Wit Int. BV is one of the few companies in The Netherlands with
permission to store tank containers with hazardous chemicals.
PROVIDING ALL INFORMATION NEEDED
we don’t. Once a year the police, fire brigade, Health &
Safety Services and Environmental Services turn the
place upside down for an audit. There are always some
improvements, insights change on their side as well. It
does make it quite special to be able to do what we do;
you need a certain volume size to get it profitable. We
can store almost a thousand tank containers on our yard,
loaded with hazardous chemicals. Everyday before we
close, I have to put an inventory at the gate with the
location and classes of the chemicals on our yard.”
8 Depot Software
Michel Bosch, director NTC Tank Cleaning: “We have 11
washing lanes on our 5 hectare depot yard. Two are for food
products, the others for chemicals. Those have to be well
separated. On average we clean about 130 tank containers
a day.”
“When I started at NTC, the system we used was limited.
Basically it was just a database of the containers on the
yard, linked to the accounting software Exact. During
the development of DEPOT Software, there were many
exploratory conversations in which we and other big
players in the industry expressed our whishes and
requirements. Based on these conversations, everything
is included in DEPOT Software. At NTC we have two
forms of automation. The administration is the part
Lucrasoft’s software captures, and the operational control
is developed by Gröninger. Combined, they provide us
with everything we need to operate and report. Invoices,
notes, a database of our products, our cleaning programs,
it includes everything. It’s a huge knowledgebase.”
NTC Tank Container Services is a total-service tank container company, located in Rotterdam
Botlek, The Netherlands. NTC consists of three entities: cleaning, depot and repair. The company
started using DEPOT Software when they opened their cleaning station in May 2013.
DEPOT SOFTWARE AT A CLEANING STATIONBusiness Case
9Depot Software
BE READY FOR THE RISING DEMANDS FROM THE FOOD INDUSTRY USINGDEPOT SOFTWARE
MICHEL BOSCH ON A CONSTANTLY EVOLVING MARKET & INDUSTRY DEMANDS
“There is a rising demand from the food industry to guarantee the cleaning process complies
completely with what we say we do. They want to know everything. That means we have to show
the water has the right temperature, we use the right amount of cleaning products, the time it takes
to clean a tank container, the pressure, etc. The activities in the washing lanes are translated into
DEPOT Software, so we can hand our customers a report. That’s interesting for our clients, but also
for me as a director to gain insights in how the cleaning was done. Not only to see if a tank container
was cleaned properly, even more to know what the exact costs of cleaning are.”
FREE MOBILE APP: DEPOT YARD PHOTO TOOL
Sending images to your repair station, client or lease
company is now done in a swipe. Easily create photo
projects on your smartphone or tablet and send
them to anyone you want. The free iOS and Android
app by DEPOT Software uses a cloud service to
send images faster than ever before. No more big
files as email attachments, just take the picture and
send it straight away! Download the app at www.
depotsoftware.com/imageapp.
10 Depot Software
FINANCIAL from close-up to helicopter view
Any container depot’s
financial department needs
to be informed of daily
activities, have a top-down
view over all operations and
work with a focus on the
future. As we have learnt
since our starting in 1996, a
depot yard can offer many
services, products & tools
to a variety of customers
and companies, provided
by various departments.
All of these aspects need
their own approach like
settings & preferences
by department, entity
or country, VAT type &
regions, price agreements
per customer, product of
service and on top of it a
variety of exceptions.
We offer a very extensive
set of tools with tons
of features to create a
solution perfectly fitting
your needs.
Allowing you to keep track
of all aspects and manage
the financial part of your
business like:
• Extensive trends & KPI
measurement library
• Automatically generate
invoices with the touch of
a button
• Multiple financial
administrations that
handle different services
• Drill-down while invoicing
Control the present, shape the future. By tracking trends and measuring KPIs you finally have
insight in what’s actually happening.
11Depot Software
We provide you with the tools to handle all daily financial
activities in one application. The software’s financial
features are:
• Automatic invoice generator
• Configure periodic invoicing separately for each
service and override per customer
• Pre-invoice checking on the major services
• Proforma invoices
• Advanced credit functionality
• Configure advanced pricing trees and validity dates
for all services
• Configure advanced price agreements and price
validity dates for all services
• VAT groups, configurable per service, including
validity dates
• Supports different departments and cost centers for
each service
• Configure ledger numbers on different levels (service,
VAT, some specific in-service splitouts)
• Route services to different administrations, override
on loaded containers or per customer
• Cash payment for all eligible services, and many more
SPOTTING TRENDS A new way of data presentation is brought to you by the
Trends app Connected to the DEPOT Software database
this app gives insight in your (financial) situation, presented
in a visual way. Providing you with a full and thorough
insight in the operations and results of your depot yard.
Monitoring your processes, workflow and data and spotting
trends can help you manage your company by learning
from the past, adapting to changes and always be prepared
for the future. Using the Trends app this becomes even
easier. Trends monitors data in real-time, compares it with
historical data and visualises it using graphical overviews.
Monitor KPIs such as invoiced and operational turnover
and visualize it with smooth graphs, split out by customer,
product type, etc… Per week, month or quarter. Trends
allows you to drill-down into the visualised data.
FINANCIAL FEATU RES
DEPOT Software connects with: AccountView, CODA,
Exact, Multivers, Navision, Unit4, XML format, Integration
brokers, and many more. Synchronization of customer
information with financial software is also possible. Ask us
about the possibilities!
12 Depot Software
To create a software solution fitting their needs custom
development was required. We spoke to Harry Dieckman,
technical manager at Stubbe, about this development and
our collaboration.
“The administrative processes at Stubbe were built on
Microsoft Office products such as Excel and Word. An
annoying feature to this solution is the wide variety of
resources and the lack of linking and interaction between
programs and files. This results in a way of working were
lots of things needed to be done twice or even more.
We knew DEPOT Software had been implemented at sev-
eral cleaning companies. During our conversations about
the implementation we learned the software provided
modules to manage the services we offer to our custom-
ers. Some more specific services were not available yet,
but would be developed as custom modules.”
The Gouda based company Stubbe B.V. has been a full service logistics provider for over 77 years.
Their relations can rely on a complete package and excellent care over all services. Stubbe offers a
range of services from bulk and container storage, transport, cleaning, to heating, mixing and much
more. In 2014 the company made the transition to our Depot Management System.
DEPOT SOFTWARE AT A LOGISTICS PROVIDER Business Case
13Depot Software
HOW DOES STUBBE BENEFIT FROM USING DEPOT SOFTWARE?
CUSTOM DEVELOPMENT & CLOSE COLLABORATION
Companies like Stubbe sometimes require functionality
which is not a standard feature. The way the software is
designed, we can easily expand functionality to meet
your needs.
STUBBE ON USING OUR DEPOT SOFTWARE “The main advantage is the fact that is just one system. All our data goes into the same system, just once, and is then
available for multiple services and departments. Keeping track of entire projects involving multiple services has become
a simple operation now, also our billing process is greatly simplified. “
“It is our goal to build one system to manage all processes. This way we can not only provide you with a great
overview, but also save you a lot of time and thereby money.“ Gijsbert Dekker, Manager Depot Software
A PERFECT FIT “From the beginning of the project the enthusiasm of the development and implementation staff has been contagious.
This has really been of great influence on the process. Because of their knowledge of the logistics process they quickly
understood our wishes and built a fitting solution.
This level of involvement and knowledge of logistics services have ensured a smooth and efficient cooperation which is
visibly present in the final product.”
14 Depot Software
ABOUT US
Based near the Port of Rotterdam we have been
working with logistics companies since the foundation
of our company. With a track record since 1996, and
adapting to new technologies and industry demands,
DEPOT Software has grown into a full-service depot
solution. The application runs excellent in a server,
cloud or citrix environment. Please feel free to contact
us for more information or an (online) demonstration.
DEVELOPED IN CLOSE COLLABORATION WITH THE INDUSTRY
Just like every ERP solution, a Depot
Management System needs to fit your
organisation like a custom made suit. You
will only get the best out of the system
when it works closely with every process
and proceeding executed by the operators,
mechanics, transports and other personal
working with it every day. DEPOT Software
is developed working closely with companies
in the business. Providing you with tools that
exactly match the needed workflow to work
fast, efficiently and safe.
“The collaboration with leading companies is key
in creating a system that really fits your needs
and wishes. It’s been great developing with our
partners, learning and allowing us to build a
better application every day. ”
Gijsbert Dekker, Manager DEPOT Software
DEPOT SOFTWARE, MODULES & APPS
DEPOT Software offers a great number of features in a growing number of modules, tools and applications. Because of
the software’s modular way of putting features together, we are able to build a solution perfectly fitting any kind of
container depot organisation. From small, local companies to world wide operations, and everything in between.
YOUR Service OUR Solution Features (more online)
Storage & Handling
Yard module CRM, orders, handling, locating, chemical product database, invoicing, reporting, KPIs, non-conformities, stock reports, daily movement reports
Batch module Process many orders simultaneously, ideal for IBCs
Stackcom Communication for stacker/crane drivers, on-board touch application, permit & regulations check
Image app Mobile app to create photoreports in the cloud
Maintenance & Repair
Repair moduleCreate estimates, orders, planning schedules, workorders, manage pricelists & agreements, split between lessor/lessee, package deals, EDI
Spare parts moduleStock management, mutations, purchases, locations, sales agreements, stock valuation, supplier product catalog interface
Time reg. moduleEmployee registration, monitor certificates, contracts and time registration
Cleaning Cleaning moduleCreate cleaning orders, planning, manage cleaning methods, safety regulations, required testing, EFTCO compliant, print ECDs, advanced price agreements
Cleaning Guard plugin
Certified cleaning, PLC connection, ECD report
Heating Heating moduleCreate orders, planning queues, price agreements and checkup reports
Heating Connect Automated periodic temperature readouts
Reporting Web portal Webportal, supply customers real-time with stock data, esti-mates and images and cleaning attests
EDI connector Communication with third parties
Financial Basic Application CRM, invoicing
Trends APPMobile app spotting trends, visual view of your (financial) data, KPIs
15Depot Software
Trends App
Estimate App
Image App
DEPOT SOFTWARE
De Zelling 8, 3342 GS
Hendrik-Ido-Ambacht , The Netherlands
t. +31 (0)78 68 11 502
f. +31 (0)78 62 09 404
w. www.depotsoftware.com