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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 info@depotsoftware.com

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

e. info@depotsoftware.com