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DEPOT SOfTwarE Depot Management System by Lucrasoft

Focus: tank container cleaning solutionswww.depotsoftware.com

EnErgizE yourCLEAning STATion!

3Depot Software

Communication is key to organize

and manage all processes smoothly

and effectively. This is not a mind-

blowing new insight or revolutionary

idea to professionalize your business.

Many companies still aren’t getting

the most out of the opportunities

right in front of them.

Organizing your staff, providing them

with al information needed to do

their job safely, with a high quality

standard and no time wasted.

Keeping your customers informed

about the cleaning status, the time it

will take before they can hit the road

again and composing an ECD can be

done in just a few clicks.

Our DEPOT Software cleaning

module and Cleaning Guard interface

provide every cleaning station with

the ultimate tools needed to run your

operations effectively.

Want to see for yourself? We’d love to

give you a demonstration.

Lucas Vos

DEPOT Software is a member of

EffEcTivE clEaningwith the ultimate software toolsHow 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?

4 Depot Software

Providing you with a great

overview 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 Management

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

administration, legislation (Certified

Cleaning, SHEQ/SQAS 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 company. It provides you

with everything you need today,

and lays the foundation for future

developments.

“Ever since the beginning of developing

our software, cleaning stations have

been using its powerfull features.

Together we have built it to perfectly

fit all needs on a modern tank cleaning

facility. Evolving with the sectors latest

developments and legislation we can

guarantee an effective, fast and secure

cleaning.” Gijsbert Dekker, Manager

DEPOT Software

Want to know more about the

possibilities the software offers and

what people in the business experience

working with it, read the Business Case

on page 6 & 7.

DEPOT ManagEMEnT SYSTEMwith great cleaning station tools

5Depot Software

HOw DO YOuCreate orders and how do you create

plannings? Keep track of all different

cleaning products & methods? Create

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

drag & drop queue, planning boards,

creating orders and presenting a

visual overview of all lanes.

Cleaning module• Cleaningorders,planning

queues(drag&drop)

• PrintEFTCOElectronic

CleaningDocuments(ECD)

• PrintdetailedCleaning

Instructions(withADRimages)

• Planningboard(LED/LCD

Screenconnection)

• Managecleaningmethods&

cleaningitems

• Pricingagreementsper

customer,product,cleaning

method,andcleaningitem

• Cashpaymentfunctionality

• Multiplecleaningmethodsper

product/customer

clEaning guarDWhen just cleaning isn’t enough,

we can provide you with an

extension to the cleaning module

called CLEANING GUARD. This

collaboration between DEPOT

Software and Gröninger Cleaning

Systems monitors your cleanings,

giving your customer the guarantee

of a secure cleaning of their

container.

Do you want to see the solution in

action? Feel free to contact us at

info@depotsoftware.com or +31 78

68 11 502 for a demonstration.

clEaning SOluTiOnA modular built platform

6 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.

nTc Tank cOnTainTEr SErvicES BvBusiness Case

7Depot Software

As Michel Bosch says, high quality cleaning, insight and

transparency in measurements are more important

than ever. As a company you want to compare usage

costs with the price you charge your customer for each

cleaning order, to track cost-effectiveness and discover

trends. You may also be required to secure your cleaning

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.”

SECurEd CLEAning by pLC moniToring & Logging FunCTionALiTy / ACCrEdi-TATion by SgF (SurE-gLobAL-FAir)

process by making sure a Cleaning Certificate can only

be printed after a cleaning is conducted within the

parameters of the program and prove

this in an upcoming audit. Our Cleaning

Guard interface solution facilitates this

and is SGF accredited!

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

CLEAning guArd

8 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

9Depot 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.

10 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 so far.

“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.

franS DE wiT BvBusiness Case

11Depot 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.”

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

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.”

12 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.

13Depot 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!

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

t. +31 (0)78 68 11 502

f. +31 (0)78 62 09 404

w. www.depotsoftware.com

e. info@depotsoftware.com