Fleet Management

Solution by WebXpress

Agenda

Introduction

WebXpress Solutions Offerings

WebXpress Online Accounting

Introduction

Type of companies covered by FMS

Fleet Owner + Operators Fleet owned by fleet company

Dockets booked by fleet company

Billing to end customer on docket booking basis

Fleet maintenance through own/ outsourced workshop

Fleet Providers Provides vehicles on demand to transport companies

No docket booking done by fleet provider

Trip sheet generated for each journey

Billing to end customer on trip sheet basis

Fleet maintenance through own/ outsourced workshop

Business Models Covered by WebXpress FMS

Business Model Description

Long Haul Internal Movement

Vehicles are deployed for movement of cargo booked by company itself

Vehicle on Contract Vehicle are hired out to another transport company on a per trip or long term basis

Secondary Distribution Distribution of cargo from warehouse to multiple delivery points in a limited geography

Cold Chain Distribution Movement of temperature controlled cargo and billing based on temperature

People Management Movement of employees from home to office and back. Pickup and drop services

WebXpress Fleet Management

WebXpress Fleet

Finance & Accounts

Route Cost Management

Trip Sheet

Driver & Fuel Mgmt

Track & Trace

Job Sheet Management

E-mail GPS System

Vendors

FLEET OWNER & OPERATOR

Customers

External Entities

MOBILE ALERTS

Journey Request Mgmt

Document Alerts

Tyre Management

Fixed & Variable Expenses

Fleet Management Process - Trip Sheet

Customer/ division request

Operational Closure

Trip Sheet Closure

Trip sheet Process

Financial closure & driver settlement

Trip Sheet Generation

Trip Sheet En-route Update

Vehicle Request Form

TMS- VHC Module

Fleet Management Process - Job Sheet

Vendor Payment

Job sheet Process

Job Sheet Closure

Vendor Bill Submission

Job Sheet GenerationMaintenance Database

Solutions Offerings: GPS

Components of GPS Tracker Solution

• GPS Tracker box - a hardware device attached to a vehicle• GPS Tracker Command Center- software and networking

application • GPS data Analysis Tools- analysis software• Maps and location database• Mobile Network (Already cover 90% of landmass in India)• GPS Satellites (Free and already in the sky!!)

• WebXpress GPS Module

WebXpress GPS Solution Diagram

Cellular

Network

GPS Satellites

WebXpressUsers

INTERNET

Mobile Receiver

GPS Tracker Box

GPS Tracker

Command

Center

Application

WebXpress

Application

GPS Module

WebXpress GPS Module

Connection Manager GPS Data Download Data Analysis & Reports

• Vehicle Master

• GPS Tracker Box master

• Driver Master

• Location Master

• Consignment Tracking

• Vehicle Reports

• Arrival Estimation Module

• Actual arrival Vs. Data Entry

• Deviation measurement

Resource Manager Analytics

WebXpress

GPS Analysis

GPS Command Center WebXpress Interface Program

WebXpress GPS Module

How GPS + WebXpress will benefit

• For long haul routes, on the way tracking is essential

• Tracking from two sources: GPS and WebXpress, thus improved accuracy

• Time entered for arrival will be matched with time given by GPS system. This will reduce wrong time entry

• Estimate arrival time on the fly: Based on historic data, we can predict arrival time of a vehicle

• Better view of supply chain for customers: Customers can find where their invoice number is. This will help them plan their inventory better

• Combined with RFID/ Bar code, GPS can improve warehouse productivity

• High value consignment tracking- a GPS device can be attached to a high value consignment to track it all the way

GPS Information of CN along with Map Link

Invoking Google Maps to Track CN

Tracking of CN on TMS Customer Login

GPS Information on CN with Map Link

Invoking Google Maps to Track CN on Customer Login

Tracking of CN on FutureSupplyChains.Com

GPS Information for CN along with ‘Map’ Link

Invoking Google Map to Track CN on FutureSupplyChains.Com

WebXpress Online Accounts

WebXpress Accounts - Salient Features

• WebXpress has an Integrated Online Financial Accounts System compliant with Indian GAAP

• About 80-90% of accounts transactions are posted automatically from operations system, reducing data entry by over 80%

• WebXpress Accounts helps customers to track P&L, TB and BS of every location individually

• WebXpress Accounts provides and Online and Real Time view of Cash & Bank position of each location

• WebXpress Accounts follows a SINGLE and UNIFORM Chart of Account (CoA) across locations.

• The CoA is controlled centrally and no location can add/ edit any accounts groups or ledgers

• The sub-ledgers in CoA are created from Masters thus there is no need to create separate sub-ledgers for every location

• As a centralized CoA, there is no need to consolidate accounts of various locations. Accounts are entered into a SINGLE CoA but referenced by locations

WebXpress Accounts Features

CENTRALISED & ONLINE ACCOUNTS

• This means that locations can not change accounts rules

• Provides high integrity of accounts structure

• As entries are entered across India, central accounts can see the effects immediately

• No need to get accounts data from across locations and consolidate

AUTOMATIC & INTEGRATED

• As operation transactions happen, relevant account entries are automatically posted

• No need to take transaction data to accounting system and post manually

• Saves data entry by over 70% as more than 80% of accounts transaction originate in operations

• For example, when a bill is generated, Billed Debtor ledger is Dr. and Income Cr.. When bill is collected Bill Debtor is Cr. and Cash/bank Dr.

WebXpress Accounts Features

Automatic Posting Treatment Chart

• All operational transactions are integrated with accounts as per pre-set accounting rules

• These rules define instance of accounting, location and entry

• The rules are set in accordance with Indian Accounting Standards as set by ICAI and in line with

Accounting policies of customer

• For example, following rule sheet defines accounts treatment when bill is generated

When Bill is Generated

Value Name Acccode Accdesc Debit Credit Narration

Sub TotalCDA0001 Billed Debtors 5050 0 WHEN BILL IS GENERATED BL/KNUN/07/700002

CDA0002 Unbilled Debtors 0 5050 WHEN BILL IS GENERATED BL/KNUN/07/700002

S.taxCDA0001 Billed Debtors 606 0 WHEN BILL IS GENERATED BL/KNUN/07/700002

CDA0002 Unbilled Debtors 0 606 WHEN BILL IS GENERATED BL/KNUN/07/700002

CessCDA0001 Billed Debtors 12 0 WHEN BILL IS GENERATED BL/KNUN/07/700002

CDA0002 Unbilled Debtors 0 12 WHEN BILL IS GENERATED BL/KNUN/07/700002

H. CessCDA0001 Billed Debtors 6 0 WHEN BILL IS GENERATED BL/KNUN/07/700002

CDA0002 Unbilled Debtors 0 6 WHEN BILL IS GENERATED BL/KNUN/07/700002

WebXpress Accounts Features

EVERY LOCATION AS PROFIT CENTER

• All accounting entries are posted in WebXpress along with reference of location

• Thus it is possible to view every ledger filtered by a every location

• This helps to check P&L, TB and BS of every location individually

• The location can be grouped by area or region to get area wise or region wise P&L analysis

REAL TIME CASH & BANK STATUS

• All Dr and Cr entries are posted as transactions are carried out

• Cash/ bank is Dr./ Cr. as a result of these entries

• All transactions can be viewed in form of a Cash & Bank statement

• It is possible to view cash & bank statement of ANY location from anywhere subject to rights

• Thus, management has an ONLINE & REAL TIME idea of cash/ bank position of entire business

Chart of Account

CoA features

• Chart of accounts is specified in WebXpress by company’s accounts department

• CoA remains SAME for all locations and can not be altered by locations

• CoA is managed centrally and modifications care carried out with approval from Account Head/ CFO

• WebXpress provides its own internal account code to each account group and ledger

• It is possible to also define company’s internal accounts code against each account or group

• It is possible to add new account heads or inactivate existing account heads

System accounts

• Some of the account heads are also used to post automatic accounting entries for transactions

• These accounts are embedded into transactions

• These accounts CAN NOT BE removed from CoA, but names can be changed

• Example accounts:– Billed Debtors– Sundry Creditors– Cash in hand

Sub-ledgers from Masters

• WebXpress removes need for creating sub-ledgers for customer, vendors, vehicles, drivers etc.

• Accounting transactions are posted with reference of relevant code

• For example when Bill Debtor is Dr, system also records customer code against that transaction

• Thus, ledger can then be viewed with reference to a particular customer or vendor as the case may be

• This avoids need to maintain masters and sub-ledgers separately and still provides view of every sub-ledger

Accounts TransactionDatabase

Ledgers Masters

TRANSACTION

COA

COA Hierarchy• CATEGORY

– GROUP• SUB GROUP

– LEDGER

EXAMPLES• ASSETS

– Fixed Assets• Furniture & fixtures

– Investments– Current Assets

• LIABILITIES– Share Capital– Reserves & Surplus– Current Liabilities

• INCOME– Operations Income

• Freight Income- TBB– Other Income

• EXPENDITURE– Operations cost

• Transport Costs– Personnel cost– Communication cost

Thank You

KEEP IN TOUCH

Headquarters Regional Sales Office

114, Sundervilla, S. V. Road,

Santacruz (West), Mumbai – 400052

+91 93 232 428 02

+91 22 325 735 60

ECFY Consulting Pvt. Ltd.

107, First Floor, Suncity Trade Tower,

Sector–21, Gurgaon – 122001

+91 93 117 363 59

info@webxpress.in www.webxpress.in