The limits of Exact Online and additional automation

Written by Joan | 2024-08-16

'Our automation needs are a lot more complex and extensive than the possibilities of Exact Online and T-Box has provided the right addition'

STEENWIJK - Horequip is a major player in the field of kitchen furnishings for catering companies such as restaurants, canteens and large supermarket chains. With Foodservice Architecture, large kitchens are designed and furnished on a project basis. Horequip also has a Field Service section that provides service and maintenance.

Field service is an important part. Customers of Horequip services like the fact that they can go to one address for both purchase and maintenance of their equipment.

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Horequip is known for its easy accessibility, national coverage and the swap service where a defective item is exchanged for a working one.

Exact Online

Een periode van stevige groei maakte het noodzakelijk om interne processen te optimaliseren en te automatiseren. Doordat Exact Online géén all-in-one omgeving heeft voor bedrijven die voorraad houden én projecten uitvoeren, koos Horequip ervoor om gebruik te gaan maken van twéé licenties van Exact Online: Projectmanagement en Handel. “Prima als basis”, vertelt Stefanie Timmerman, controller en teamleider van de administratie van Horequip. “Maar we wilden één financieel systeem realiseren en gegevens koppelen en consolideren.”

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T-Box as a supplement

“We use T-Box to automate various processes between the two licenses, and outside the licenses.
Consider:

  • transferring the bookings in the logistics journal from Trade to Projects.
  • Preparing invoices in projects, based on goods deliveries in Trade.
  • Reconciling “Invoices to be received” bookings.
  • Transferring purchase orders and receipts in Trade to Projects.
  • Transferring relationships, general ledger accounts and items from one administration to another (Central Master Data Management).
  • Receiving work orders from another application and sending them with the PDF invoice to the customer.
  • Receiving scans of packing slips from the receipt process and uploading them to Exact Online upon receipt.
  • Printing labels in our warehouse based on purchase orders and product receipts.

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Our automation needs are a lot more complex and extensive than the possibilities of Exact Online and T-Box has provided the right addition.”

How did you experience T-Box's services and implementation?

“In the beginning it was unclear who was going to take the lead. The start of the implementation was therefore more difficult than we expected. It turned out that we really needed some more guidance. Fortunately, we came to a successful conclusion together, but the full implementation did cost us more time and effort than we initially thought.

Dealing with tickets that we enter for questions or comments was a bit of a struggle at first. As far as we were concerned, it could have been done a little faster and the accessibility of the T-Box consultants certainly needed improvement in the beginning. On the other hand, we do notice that T-Box has a lot of practical knowledge of the market. This allows them to translate our problems and wishes well into the automation solutions.”

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