Following several acquisitions, the group now consists of Thanks comprising four companies with seven locations in Belgium and the Netherlands. To maximize the benefits of these acquisitions, it is important to align the automation systems across all locations. That’s how Alistar came to consider Microsoft Dynamics 365 Business Central.
“We decided to go with Microsoft Dynamics 365 Business Central as our core software. In Lokeren, the acquired Tankterminal had already been using it for a few years. The software was stable and user-friendly, and we were satisfied with Alistar, which handled the installation and maintenance. Following our acquisitions in the Netherlands, we switched to Microsoft Dynamics 365 Business Central there as well. ”The software was recently implemented at our locations in Oostrozebeke and Zeebrugge,” said Nick Vandekerkhove of Truck and Tankcleaning Tack.
In order to also use Microsoft Dynamics 365 Business Central in Oostrozebeke and Zeebrugge, a whole range of features had to be added to the software. In Oostrozebeke, the facility not only cleans tanks—as is the case at most other locations—but also processes liquid waste streams. This processing and the transportation of these waste streams are subject to strict rules and various regulations. Due to changing legislation, the old software system was overwhelmed: employees relied on paper documents, databases, spreadsheets, and outdated software to keep track of all administrative tasks.
“For years, we worked with non-integrated software in Oostrozebeke and Zeebrugge, but it became too complicated. It was still a DOS application that, after too many customizations and enhancements, was no longer easy to navigate. Now everything is centralized in Microsoft Dynamics 365 Business Central,” says Nick Vandekerkhove. As a result, the Tack Group also needs fewer servers, which means less maintenance and lower costs.
Challenge
The Tack Group wanted centralized management of its operations and improved reporting. The company has a very demanding administrative workload due to its activities in the environmental, food, and chemical sectors.
Solution
To ensure quality and optimize work processes, Tack chose Microsoft Dynamics 365 Business Central as a foundation, plus custom software development by Alistar. Since administration, accounting, and on-the-job activities are now automated and integrated, employees and customers are more satisfied.
Adapted to the workplace
“Regarding the installation of Microsoft Dynamics 365 Business Central ”In Oostrozebeke and Zeebrugge, a thorough analysis was conducted beforehand,“ explains Nick Vandekerkhove. ”In Lokeren, we originally used the software for accounting and invoicing. Later, our container cleaners began using the software on the work floor, including in the Netherlands. Alistar custom-developed the waste management module, which is specific to Oostrozebeke and Zeebrugge. The existing add-ons for Microsoft Dynamics 365 Business Central weren’t very appealing. In the long run, they would also have ended up being much more expensive than a custom solution.”
Less manual work, fewer errors
“Since we switched to the same software across the board, our workflow has been simplified and improved: we simply make fewer mistakes,” says Nick Vandekerkhove. “Invoicing for waste processing was often the biggest stumbling block. We had to search for the quote, for any deviating agreements between the customer and our sales staff, and for the lab analysis. The latter is particularly important because it allows us to demonstrate that we need to charge surcharges relative to the quote. The actual waste processing doesn’t always match the initial sample on which we base the quote. In the past, we also had to calculate that surcharge manually.”
In Oostrozebeke and Zeebrugge, the software now immediately generates a quote for each waste stream with the correct pricing per customer. This automatically generates orders, shipping documents, and invoices, including any surcharges resulting from subsequent laboratory analysis. “Analyses are now automatically factored into the pricing, and our cleaning staff receive safety data and any instructions regarding protective clothing,” explains Nick Vandekerkhove. “Because many manual tasks have been eliminated, our quotes are prepared faster and post-processing is less time-consuming. Post-project accounting is also much simpler. Our customers almost always receive an accurate invoice. Everyone is happy with that.”
Seven locations on a single software platform
For the Tack Group, choosing Alistar’s custom solutions is a more cost-effective option.
The Business Central add-ons were too broad for our operations. That software also changes frequently due to all the changes in European legislation. In our software, we built only the features we needed.
Following a six-month implementation process in Oostrozebeke and Zeebrugge and training on reporting for various employees, approximately 60 tank cleaners, repair technicians, and 15 administrative staff members are now using Microsoft Dynamics 365 Business Central at all seven of the group’s locations. Also integrated is Protel, software used by the hotel in Lokeren to transmit billing data, as well as a connection to the gas station’s pumps for billing the various card issuers and companies. “We are currently conducting a functional analysis of our container repair department to incorporate their operations into our central software as well,” said Nick Vandekerkhove.
Create Reports Quickly with ExSION
Now that nearly all work processes across all locations have been integrated, the Tack Group is benefiting from improved data management. Nick Vandekerkhove: “Thanks to automation, our employees have to pass on much less information verbally or on paper.” The reporting capabilities are also very interesting. For this, we use ExSION, an add-on distributed exclusively here by Alistar. After about half a day of training, anyone familiar with Excel can create reports based on all kinds of data from Microsoft Dynamics 365 Business Central. We can quickly access the volumes we process, averages, productivity per cleaner, or identify potential contamination issues more quickly. We can also immediately pull up waste registers for Flanders, Brussels, and Wallonia. We can immediately answer customers who ask what type of waste stream they had transported, in what quantity, and by which carrier. We can also instantly calculate volume discounts for regular customers.”
Many customers want their information very quickly. Fortunately, we can now prepare quotes faster and generate accurate reports.
For example, the mandatory cleaning certificates are now automatically forwarded to the customer, whereas in the past they would sometimes get lost with the driver on the way home. In general, we have to process a lot more information; the food industry now requires that tanks be cleaned according to specific procedures and that this be certified. The same applies to the government, which wants more and more information about safety and the environment. It’s good that we now have all that data in one central location and can generate reports quickly.”
Since acquiring the tank terminal in Lokeren, the Tack Group has been working with Alistar, which was the preferred provider there. “Our positive experience in Lokeren with Microsoft and Alistar made it an easy decision to start working with them at our other locations as well,” says Nick Vandekerkhove. “We stayed with Microsoft because we wanted ERP software from a major vendor supported by many local specialists. We stayed with Alistar because they provide excellent service. They take a lot of the burden off our shoulders when it comes to our IT infrastructure and provide great guidance on our projects.”
