DEPOT Software Magazine April 2015

DEPOT Software Depot Management System by Lucrasoft

Focus: tank container cleaning solutions www.depotsoftware.com

Energize your CLEANING STATION!

Depot Software

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Effective cleaning with the ultimate software tools How do you compose an ECD for your customers? How much time does it take to keep them informed? How do you guarantee a safe, high quality, cleaning? Do you know exactly how much time each cleaning takes? And what the costs are?

Communication is key to organize

standard and no time wasted.

Want to see for yourself? We’d love to

and manage all processes smoothly

Keeping your customers informed

give you a demonstration.

and effectively. This is not a mind-

about the cleaning status, the time it

blowing new insight or revolutionary

will take before they can hit the road

idea to professionalize your business.

again and composing an ECD can be

Many companies still aren’t getting

done in just a few clicks.

the most out of the opportunities right in front of them.

Lucas Vos Our DEPOT Software cleaning module and Cleaning Guard interface

Organizing your staff, providing them

provide every cleaning station with

with al information needed to do

the ultimate tools needed to run your

their job safely, with a high quality

operations effectively.

DEPOT Software is a member of

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Depot Software

DEPOT MANAGEMENT SYSTEM with great cleaning station tools Providing you with a great

Structure all your daily activities,

“Ever since the beginning of developing

overview over all activities and be

manage processes, inter-department

our software, cleaning stations have

in control at any given moment. Let

communication, multi entity

been using its powerfull features.

our Depot Management System be

administration, legislation (Certified

Together we have built it to perfectly

the backbone to all your operations,

Cleaning, SHEQ/SQAS etc.) keep

fit all needs on a modern tank cleaning

saving you both time and money.

track of latest trends, CRM and

facility. Evolving with the sectors latest

billing functionality: everything is

developments and legislation we can

DEPOT Software offers the next

integrated in a user-friendly software

guarantee an effective, fast and secure

generation depot yard management

environment.

cleaning.� Gijsbert Dekker, Manager

tools, preparing your company for

DEPOT Software

the future and the rapidly changing

Developed as a modular system,

world around you. Built on a solid and

the application can grow with

Want to know more about the

powerful fundament, supported by

your company. It provides you

possibilities the software offers and

a growing number of modules, tools

with everything you need today,

what people in the business experience

and apps, this Depot Management

and lays the foundation for future

working with it, read the Business Case

System (DMS) responds to the

developments.

on page 6 & 7.

wishes, needs and requirements of a modern depot yard.

Depot Software

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CLEANING SOLUTION A modular built platform

How do you

Cleaning module Cleaning guard

Create orders and how do you create

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plannings? Keep track of all different cleaning products & methods? Create

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the most effective planning queue.

Guaranting a fast handling and high

•

quality (secure) cleaning?

• We arrange all administration, planning and monitoring activities

•

of your cleaning facility. It’s a super userfriendly system with interactive

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Cleaning orders, planning

When just cleaning isn’t enough,

queues (drag&drop)

we can provide you with an

Print EFTCO Electronic

extension to the cleaning module

Cleaning Documents (ECD)

called CLEANING GUARD. This

Print detailed Cleaning

collaboration between DEPOT

Instructions (with ADR images)

Software and Gröninger Cleaning

Planning board (LED/LCD

Systems monitors your cleanings,

Screen connection)

giving your customer the guarantee

Manage cleaning methods &

of a secure cleaning of their

cleaning items

container.

Pricing agreements per

drag & drop queue, planning boards,

customer, product, cleaning

Do you want to see the solution in

creating orders and presenting a

method, and cleaning item

action? Feel free to contact us at

•

Cash payment functionality

info@depotsoftware.com or +31 78

•

Multiple cleaning methods per

68 11 502 for a demonstration.

visual overview of all lanes.

product/ customer

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Depot Software

NTC Tank Containter Services BV 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

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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.”

Thank you Michel Bosch for your testimonial and working with us on this business case!

Secured cleaning by PLC monitoring & logging functionality / Accreditation by SGF (Sure-Global-Fair) Cleaning guard As Michel Bosch says, high quality cleaning, insight and

process by making sure a Cleaning Certificate can only

transparency in measurements are more important

be printed after a cleaning is conducted within the

than ever. As a company you want to compare usage

parameters of the program and prove

costs with the price you charge your customer for each

this in an upcoming audit. Our Cleaning

cleaning order, to track cost-effectiveness and discover

Guard interface solution facilitates this

trends. You may also be required to secure your cleaning

and is SGF accredited!

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Depot Software

A growing number of depot yards worldwide is making the transition to a Depot Manangement System. Interested in talking about the possibilities for your company? Please feel free to contact us at +31 78 68 11 502 or visit www.depotsoftware.com/ magazine2015

Depot Software

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.

All about DEPOT in just 90 seconds DEPOT Software by Lucrasoft offers many tools to manage your depot, repair, spare parts, cleaning, heating and financial activities. We do not just provide you with the software, but guide you through the transition process. We come over to install it, import your data and configure all preferences to your wishes.

Want to know all about DEPOT software in just 90 seconds? Watch the animation video on www.depotsoftware.com/magazine2015 and we’ll explain it all in no-time.

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Depot Software

Frans de wit BV 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 so far.

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.”

Thank you Lars de Wit for your testimonial and working with us on this Business Case!

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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

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

VAT groups, configurable per service, including validity dates

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Supports different departments and cost centers for each service

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Automatic invoice generator

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Configure periodic invoicing separately for each service and override per customer

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

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Route services to different administrations, override

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Pre-invoice checking on the major services

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Proforma invoices

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Advanced credit functionality

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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

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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

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

t. +31 (0)78 68 11 502

w. www.depotsoftware.com

3342 GS Hendrik-Ido-Ambacht

f. +31 (0)78 62 09 404

e. info@depotsoftware.com

Trends App