Hessische Landesbahn GmbH has been on a sustainable growth path for years. To continue this success and explore new business areas, while still meeting increasing requirements – such as transparency, efficiency, and IT security – an upgrade of the existing system landscape was necessary. In this context, as an associated company of the state of Hesse, HLB wanted to adapt its business processes to its new corporate scale.
Against this backdrop, the company decided to implement an integrated ERP system based on Microsoft Dynamics 365 Finance & Operations. Hessische Landesbahn GmbH entrusted the implementation of the new system to Arineo’s Microsoft Dynamics 365 experts. They established a process chain from procurement and inventory through billing and accounting to a reliable intercompany logic across multiple entities. At the same time, the existing workshop software was retained due to regulatory requirements.
Additionally, digital solutions were created for central processes. Two Power Apps support stock withdrawals and inventory, while automated document and invoice workflows and the integration of HR data provide additional efficiency. Overall, this resulted in a seamless, transparent process chain with high data quality and significantly reduced manual effort.
By automating intercompany billing and warehouse processes, Arineo and HLB significantly increased process efficiency and cost transparency for services and vehicles.
Services and material usage were to be billed between entities without requiring the physical delivery of parts.
The existing workshop software was to be retained as the system for handling workshop orders. The transfer of orders, times, and consumption data to D365 F&O should take place automatically.
All inventory was to be managed centrally in D365 F&O, with withdrawals booked directly to workshop orders.
The inventory process was to be simplified and digitized.
The solution was to provide transparent reports and verifications of orders, approvals, invoice processes, and cost centers.
What made the project particularly special for us was the combination of dedicated contact persons with genuinely solution-oriented, proactive communication. Even when timelines were tight or conditions changed, solutions were quickly found on equal footing. In addition, an agile yet highly structured project approach made tasks, dependencies, and progress visible to all.
Johann Diel
IT Director, Hessische Landesbahn GmbH
The Arineo team implemented Microsoft Dynamics 365 Finance & Operations on time and within budget, establishing a central ERP system for Hessische Landesbahn GmbH. A key focus was efficient intercompany billing for service cases. Material consumption and invoicing were decoupled so that spare parts could be consumed and billed directly – without mapping physical goods movements between entities in the system. At the same time, central business processes were standardized, increasing transparency and traceability while reducing manual effort.
Inventory and material management are now also centrally managed in the ERP, ensuring consistent, analyzable stock and postings. The solution is rounded out by automated document creation with Lasernet, digital invoice recognition via invoice capture, and the interface to the existing workshop software. The connection ensures that workshop orders, including all relevant data, are automatically transferred to the ERP and processed directly in billing and accounting.
In addition to business processes, another focus was on integrating HR processes via Hubdrive HR. All relevant HR data is captured in a structured way and integrated into the process chain with high quality, from recruitment and HR administration to personnel development. Complex pay structures and typical HR processes were mapped practically. Clear permissions and access concepts additionally ensure security and transparency. The interface to the existing payroll software establishes the connection to compensation management from Hubdrive HR.
For greater efficiency in the warehouse, the Arineo team developed two intuitive Power Apps. The warehouse app allows items to be easily scanned via barcode or QR code, quantities to be recorded directly, and automatically assigned to the correct order. At the same time, it simplifies the search for parts with images and clear storage location information. Inventory is also much easier: count lists are distributed digitally, can be worked on in parallel, and are automatically consolidated into a shared inventory journal.
Arineo impressed us with clear consultancy and strong project execution. The new end-to-end processes reduce operational effort, increase transparency, and improve the data foundation for management and reporting. This has an immediate impact on our service quality – and strengthens our positioning as a forward-looking employer.
Veit Salzmann
Managing Director, Hessische Landesbahn GmbH
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