“ZHD has 85 employees. Only I, as the controller, along with two accountants and the CFO, have access to Exact Globe. In Exact Globe We maintain records of our accounts receivable and accounts payable. In addition, we process our purchase and sales invoices and handle all of our financial and payroll accounting.
In particular, recording the large number of unique items was a complex process. Alistar developed a custom solution for this. Items are created based on three characteristics: ‘from,’ ‘to,’ and ‘type.’ The ‘from’ and ‘to’ attributes each have twelve options. For ‘type,’ users can choose from bulk goods, such as sand or coal, as well as containers or general cargo. In addition, various other options are available.
”Thanks to this customized solution, this complex subject has become clear and easy to manage."
The collaboration between the project manager, consultant, and Alistar supporter is going extremely well!
Dordrecht Seaport Authority
Synergy takes care of everything here
“In addition, we face another challenge: we have a total of sixteen accounting systems. The main challenge here is managing customer and product data across all of these systems. With CMDM (Central Master Data Management), we have a single central source where we store all master data, such as customer and product data.”.
However, this data may vary by division. For example, a single record may appear in multiple databases with different codes. The major advantage of Exact Synergy When used in combination with CMDM, we only need to enter a customer’s information once in the central system. After that, we only need to manage the variations by division. This saves a lot of data entry work, and that is precisely the strength of Exact Synergy ”in combination with CMDM."
“Before we start with Exact Synergy Back then, we managed projects in Excel. Generating reports, in particular, was a time-consuming task at the time. Files had to be collected from various locations and compiled into a single report. This took a lot of time, and on top of that, the information wasn’t always complete. That’s why we decided to, in addition to Exact Globe also with Exact Synergy to start working.
The integration between Exact Globe and Exact Synergy It works great. Internally, we call Synergy ‘STEVE,’ an acronym derived from the English term for our cargo handling industry: ‘stevedoring.’.
There are now twenty employees working with Exact Synergy. This has made generating reports significantly easier. With the Sumatra reporting tool, we can extract any information we need from Synergy. Thanks to Fusion, Sumatra reports are available within Synergy to every Fusion user—that is, all Synergy users.
Reports can be viewed depending on an employee’s roles and permissions. Which reports are visible is defined centrally in Exact Synergy. As a result, maintenance within Sumatra is no longer necessary. This is particularly efficient when, for example, a new employee joins the company. We simply create an employee profile and assign the appropriate roles and permissions to it. The new colleague then automatically sees only the reports that are relevant to him or her.”
Project administration is very important; after all, every ship is a project
“As soon as a ship is registered for entry, we create a project file. We then schedule the necessary resources and staff. All relevant data is attached to the project as documents, so that all information can always be easily retrieved.”.
We record data such as the number of hours a crane operates on a ship and whether other ships are involved through a workflow. The approval process for draft invoices is now also handled entirely through workflows. Whereas we used to print out these draft invoices and submit them for signature, we now create digital requests. These requests are automatically distributed among the workflows of the relevant project staff.
”After review, the requests are approved and digitally signed. Once all requests have been approved, they are finalized and entered into the financial records."
Determining the number of unique items was a complex process: Alistar built a custom solution for this purpose.
Dordrecht Seaport Authority
100% Audit Based on Work Practices
“Thanks to Exact Globe, Exact Synergy Thanks to the customized solutions we have implemented, the administrative processes for our services, products, and procedures have been standardized and documented in clear procedures. Because all data is stored in a single central database, we can easily generate reports.
The information is well-organized, up-to-date, and accessible to anyone with the appropriate permissions. This approach gives us complete control over our processes. As soon as an invoice is not approved, it cannot proceed further through the workflow.
”In addition, we’re significantly reducing our paper consumption. By automating our processes in this way, we no longer need to print out draft invoices and have them signed in person. The entire approval process is now handled digitally.”
Alistar has been our long-standing IT partner for many years
“Alistar has been our regular IT partner for many years. We’ve been working with Alistar for as long as I’ve been here, and we’re completely satisfied with the partnership. The collaboration between the project manager, consultant, and support staff is excellent. If I’m having trouble with something and send an email, I sometimes even get help as late as 8:00 p.m. That really makes my day!’
