DEPOT Software Magazine 2016

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

Depot Software

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WORKING TOGETHER investing 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.

This way a solution can be integraded

innovative and progressive business

It would be my pleasure to meet

to support the people who have

working hard, adapting to changes

with you in person in the near future

to work with it every single day

and secure their future in a rapidly

and discuss the opportunities for

perfectly. Allowing them to work

changing world. This mentality of not

your company when working with a

more efficiently, safely and with a

complaining but work hard and doing

Depot Management System like our

higher quality result.

everything in your power to embrace

software.

change really inspires me.

We have been involved in the logistics, harbour and more specific

We at Lucrasoft hope you will be

the (tank)container business since the

inspired by reading this magazine and

early stages of our company. I really

the opportunities for you and your

Lucas Vos

love to see the sector’s tenacious,

company.

CEO & FOUNDER Lucrasoft ICT Group

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Depot Software

ALWAYS in control Providing you with a great over-

Structure all your daily activities,

Building the applications and modules

view over all activities and be in

manage processes, inter-department

according to the very specific way they

control at any given moment. Let

communication, multi entity adminis-

are used on a daily base by managers,

our Depot Management System be

tration, legislation (Certified Clean-

operators and all other personal leads to

the backbone to all your operations,

ing, HESQ, etc.) keep track of latest

an excellent user experience. This makes

saving you both time and money.

trends, CRM and billing functionality:

Depot Software a perfect fit for the

everything is integrated in a user-

workflows within any Depot organisa-

friendly software environment.

tion.� Bart-Jan de Jong, Productman-

DEPOT Software offers the next generation depot yard management

ager DEPOT Software

tools, preparing your company for

Developed as a modular system the

the future and the rapidly changing

application can grow with your com-

Want to know more about the possibili-

world around you. Built on a solid

pany. Providing you with everything

ties the software offers and what people

and powerful fundament, supported

you need today, as well as laying the

in the business experience working with

by a growing number of modules,

foundation for future developments.

it, read all about in the Business Cases in

tools and APPs, this Depot Manage-

this magazine.

ment System (DMS) responds to the

“The DEPOT Software DMS is devel-

wishes, needs and requirements of a

oped in close collaboration with leading

modern depot yard.

organisations in the container business.

Depot Software

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I’M BUSY

give me the headlines fast

FULL-SERVICE DEPOT YARD

CLEANING STATIONS

TRANSPORT & LOGISTICS

A single software solution to manage

We arrange all administration,

Organize all planning and transport

all activities (handling, storage, re-

planning and monitoring activities

logistic activities with features like:

pair, heating) and operations (opera-

of your cleaning facility. It’s a super

fleet management, visual plan board,

tors, management, financial, owners)

userfriendly system with interactive

equipment transport & projects, fol-

on and around the depot yard. It

drag & drop queue, planning boards,

low-up transports, price agreements,

provides the every-day features

creating orders and presenting a

declarations, mileage calculation and

needed to run the depot yard.

visual overview of all lanes.

custom integrations.

QUICK INTRODUCTION

GENERAL FEATURES

CURIOUS COFFEE

Fully automated management,

•

State-of-the-art workflow

Curious about the opportunities or

management

just want to get acquainted, please

administration and communication between departments, entities,

•

User friendly environment

feel free to contact us! We would

personnel and third parties (owners,

•

Automated external communi-

love to come by for a coffee and

cation (EDI)

conversation.

Easily integrated in your com-

Contact us at info@depotsoftware.com

pany; start smart, expand later

or +31 78 68 11 502

lease companies, transports & local authorities).

•

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Depot Software

DEPOT SOFTWARE AT A FULL SERVICE DEPOT Business Case

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.

Frans de Wit Int. B.V. uses DEPOT Software since May 2014

container was stored on our yard. I was able to put a price

for all depot activities and administration. We spoke with

tag on it, nothing more.

CEO Lars de Wit about his experiences.

I started looking around and soon ended up at Lucrasoft. “When we started Moerdijk Tankcontainer Repair after

At first, our conversations focused on repair, but I soon

a take-over, we suddenly had a workshop on our yard.

discovered there were more possibilities that would fit

We needed a system with which we could estimate the

our needs. It turned out to be a system to administer and

damage on a tank container, and invoice the repair. The

invoice the complete life cycle of a tank container on a

software we used to have only registered the incoming

yard, from different entities. We now have a beautiful

and outgoing containers and calculated the days a

package, intuitively and logically put together.�

Depot Software

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ONCE A YEAR OUR PLACE IS BEING TURNED UPSIDE DOWN

PROVIDING ALL INFORMATION NEEDED Frans de Wit Int. BV is one of the few companies in The Netherlands with permission to store tank containers with hazardous chemicals.

“There are different levels of environmental permits,

we don’t. Once a year the police, fire brigade, Health &

we are placed within the heaviest category, based

Safety Services and Environmental Services turn the

on risk assessments done by the authorities. They

place upside down for an audit. There are always some

monitor us closely and we have to make sure we

improvements, insights change on their side as well. It

are open in communication and everything is well

does make it quite special to be able to do what we do;

organized. We are working everyday to meet the

you need a certain volume size to get it profitable. We

requirements. We have to report daily on the

can store almost a thousand tank containers on our yard,

chemicals on our yard and we often get unannounced

loaded with hazardous chemicals. Everyday before we

visits. They want to know if we don’t exceed the

close, I have to put an inventory at the gate with the

permitted tonnages, or if we store chemicals we say

location and classes of the chemicals on our yard.”

THE INFORMATION IS RIGHT IN FRONT OF ME

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.”

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Depot Software

DEPOT SOFTWARE AT A CLEANING STATION Business Case

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.

Michel Bosch, director NTC Tank Cleaning: “We have 11

exploratory conversations in which we and other big

washing lanes on our 5 hectare depot yard. Two are for food

players in the industry expressed our whishes and

products, the others for chemicals. Those have to be well

requirements. Based on these conversations, everything

separated. On average we clean about 130 tank containers

is included in DEPOT Software. At NTC we have two

a day.”

forms of automation. The administration is the part Lucrasoft’s software captures, and the operational control

“When I started at NTC, the system we used was limited.

is developed by Gröninger. Combined, they provide us

Basically it was just a database of the containers on the

with everything we need to operate and report. Invoices,

yard, linked to the accounting software Exact. During

notes, a database of our products, our cleaning programs,

the development of DEPOT Software, there were many

it includes everything. It’s a huge knowledgebase.”

Depot Software

BE READY FOR THE RISING DEMANDS FROM THE FOOD INDUSTRY USING DEPOT 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.

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Depot Software

FINANCIAL from close-up to helicopter view Control the present, shape the future. By tracking trends and measuring KPIs you finally have insight in what’s actually happening.

Any container depot’s

to a variety of customers

service and on top of it a

business like:

financial department needs

and companies, provided

variety of exceptions.

•

to be informed of daily

by various departments.

We offer a very extensive

activities, have a top-down

All of these aspects need

set of tools with tons

view over all operations and

their own approach like

of features to create a

invoices with the touch of

work with a focus on the

settings & preferences

solution perfectly fitting

a button

future. As we have learnt

by department, entity

your needs.

since our starting in 1996, a

or country, VAT type &

Allowing you to keep track

administrations that

depot yard can offer many

regions, price agreements

of all aspects and manage

handle different services

services, products & tools

per customer, product of

the financial part of your

Extensive trends & KPI measurement library

•

•

•

Automatically generate

Multiple financial

Drill-down while invoicing

Depot Software

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FINANCIAL FEATURES We provide you with the tools to handle all daily financial

•

activities in one application. The software’s financial features are:

VAT groups, configurable per service, including validity dates

•

Supports different departments and cost centers for each service

•

Automatic invoice generator

•

Configure periodic invoicing separately for each service and override per customer

•

Configure ledger numbers on different levels (service, VAT, some specific in-service splitouts)

•

Route services to different administrations, override

•

Pre-invoice checking on the major services

•

Proforma invoices

•

Advanced credit functionality

•

Configure advanced pricing trees and validity dates

DEPOT Software connects with: AccountView, CODA,

for all services

Exact, Multivers, Navision, Unit4, XML format, Integration

Configure advanced price agreements and price

brokers, and many more. Synchronization of customer

validity dates for all services

information with financial software is also possible. Ask us

•

on loaded containers or per customer •

Cash payment for all eligible services, and many more

about the possibilities!

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.

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Depot Software

DEPOT SOFTWARE AT A LOGISTICS PROVIDER Business Case 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.

To create a software solution fitting their needs custom

programs and files. This results in a way of working were

development was required. We spoke to Harry Dieckman,

lots of things needed to be done twice or even more.

technical manager at Stubbe, about this development and our collaboration.

We knew DEPOT Software had been implemented at several cleaning companies. During our conversations about

“The administrative processes at Stubbe were built on

the implementation we learned the software provided

Microsoft Office products such as Excel and Word. An

modules to manage the services we offer to our custom-

annoying feature to this solution is the wide variety of

ers. Some more specific services were not available yet,

resources and the lack of linking and interaction between

but would be developed as custom modules.�

Depot Software

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HOW DOES STUBBE BENEFIT FROM USING DEPOT SOFTWARE?

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

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.

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.”

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Depot Software

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

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.

Depot Software

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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

Repair module

Create estimates, orders, planning schedules, workorders, manage pricelists & agreements, split between lessor/lessee, package deals, EDI

Spare parts module

Stock management, mutations, purchases, locations, sales agreements, stock valuation, supplier product catalog interface

Time reg. module

Employee registration, monitor certificates, contracts and time registration

Cleaning module

Create 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 module

Create orders, planning queues, price agreements and checkup reports

Heating Connect

Automated periodic temperature readouts

Web portal

Webportal, supply customers real-time with stock data, estimates and images and cleaning attests

EDI connector

Communication with third parties

Basic Application

CRM, invoicing

Trends APP

Mobile app spotting trends, visual view of your (financial) data, KPIs

Maintenance & Repair

Cleaning

Heating

Reporting

Financial

DEPOT SOFTWARE

De Zelling 8, 3342 GS

t. +31 (0)78 68 11 502

w. www.depotsoftware.com

Hendrik-Ido-Ambacht , The Netherlands

f. +31 (0)78 62 09 404

e. info@depotsoftware.com

Trends App