freight transaction automation tool (ftat)

Enhance Your Productivity

Freight Transaction Automation Tool

Agenda

Overview of FTAT

5 Simple Steps of Implementation

Vendor Management

• Vendor Addition

• Vendor Data Integration with ERP

Rate Contracts

• Vendor Rate Contracts

• Supports multiple businesses such as FTL, LTL, Cold Chain etc.

Transaction Upload

• Booking data from ERP

• Booking data entry also possible

Rate Application

• Auto rate application to Booking Data

• Marking of data not as per contract

Freight Bill Verification

• Vendor bill data upload

• Auto verification of vendor data with booking

• Marking of discrepancy

Freight Data Modification

• Discrepancy report

• Data Edit Tool

Freight Billing

• Vendor bill passing

• Vendor bill data integration with ERP

• Direct Payment possible

POD Management

• POD data upload from vendor

• POD scan image upload

GPS Integration

• GPS integration with booking data

• Google API integration

FTAT Overview

About WebXpress Freight Automation

• It is becoming more important than ever that companies have tight financial control over their operations.

• Firms need a solution that automates the entire freight payment process and tracks how accurately carriers are billing as well as how actual costs match planned costs.

• WebXpress Freight Transaction Automation Tool provides shippers with a means to effectively manage their freight audit processes in-house and provide opportunities to increase productivity, reduce freight expenses and stay compliant with tight financial regulations.

• The basic function of WebXpress FTAT is to automate the freight audit process and initiate payment to carriers.

• This is achieved by matching and auditing expected freight costs against invoiced charges and keeps the track of unpaid or un-invoiced dockets for particular vendor.

Key Capabilities of WebXpress FTAT

• Web based solution tool

• Possible to use EDI Technology to integrated with Enterprise ERP

• BI Integration for in depth analysis

• Allocation of vendor portal for invoice upload utility

• Vendor contract creation and contract maintenance

• Auditing of freight and accessorial charges

• Validation of invoices against delivery notices

• Authorization of payment to financial systems

FTAT Flow

Customer ERP

Vendor Freight System

WebXpress

Freight

Automation

Tool

Vendor rate

Contract

Step 1Consignment Booking Data from ERP

Step 2Booking Data Verification as per contract

Step 3Freight Bill Data from vendor

Step 4Freight Bill Matching with Booking Data and rates

Freight Transaction Automation Flow

POD Data received from mobile app

1.POD & Check list Clean

2. Vendor master + rate pull from SAP

3. Invoice received soft / hard copy

4. If soft directly pulled into FAT

5. Bills reconciled for each transporter

If hard copy received then bill copy scanned and OCR run done – requires

manual check

If not clean then message to transporter and flagged for intervention

1. CN Number does not exist

2. POD unclean

3. Freight Rates Not Matching

4. Delivery Dates > promised time for delivery

5. Damaged consignments after POD

6. All OK - Payment date due

7. All OK - Payment due after current date

8. Incomplete Bills

6. Edit & Change the bill if required

7. Pass for payment to Finance system

Step 1. New Vendor Creation

Vendor Data can be automatically pulled from ERP through web

services/EDI and can be automatically get populated in FTAT

OR

The same can be entered in Vendor Creation master in the tool

Vendor Master Entry Form

• Vendor master data can also be received from ERP using XML Data Bridge/ EDI

• This data will then be stored in vendor tables

Vendor Created Successfully

Every vendor has unique code – can match with your ERP code

2. Vendor Rate Contract Creation

This has details of rate Contracts as entered with vendor for various lanes.

It also has a number of business rules and charges defined

Vendor Contracts

Can capture Rate Contract with vendors

Rate Contract with vendors can be for Full Truck Load,

per unit, per unit mile etc. with multiple accessorial

charges options

Rate Contracts are automatically applied to transactions

and will also be used for freight audit

The data for the same can be received from ERP,

using XML file or through Manual Entry

Vendor Contract Creation

Linked through finance & accounts

Vendor Contract Creation

1. Automatic Contract Upload: XML or excel

upload

Vendor Contract Creation

2. Manual Contract data Entry in the System

1. Contract Creation

2. Manual Contract data Entry in the System

Vendor Contract Summary

• In this step, we are able to add data for contract summary • We can define start and end date of contract• This will be used for Freight Audit to confirm if transaction is done

during contract validity period

Vendor Services Details

• In this step, we are able to define various services provided by vendor• We can also specify charges for the services and business rules• This will be used for Freight Audit to confirm if transaction is as per

services agreed• Can select modes

Contract creation contd.

• This step defines additional services and billing conditions for a vendor including Insurance, penalties

Contract Creation Contd.

• This step defines product wise minimum payment terms, volumetric conversion and fuel charges

Charges Definition

• This step defines vendor payment heads and their behavior• Charge can vary by location combination, by product and can

be slab wise as well• Charges option

Charge definition

• Here we specify exact charge amount for a specific head

Rate Matrix

Charges are enabled

Rate Matrix

• Here we specify charges for a From and To city or Location to Location basis

• Drop charges can be added

3. Lorry Receipt (LR) and Proof of Delivery

(POD) Integration Facility

Data can be pulled form ERP / Mobile application

3.1 LR Manual Upload Utility

Here we can upload Consignment/ Dockets in the system through this utility or LR can be directly pulled in from ERP

Error Check Utility after CN Upload process

1. Contract No. check for particular Vendor

2. CN Booking Date check

3. Location/ City Check (From Masters)

If system find out single error in upload process then system will

automatically generate email to vendor who will try to correct data sheet and

upload again.

Remaining error free data will be processed further.

3.2 POD Utility in System

POD Entry in the System

A. Automatic Upload: XML or excel upload

POD Upload

B. Manual POD upload using DFM Module

C. Mobile App Upload

Automatic POD Upload: XML or excel upload

Penalty Clause after uploading of POD

• System will check below things in the backend after

completion of upload POD process.

1. Trailer Arrival Date

2. Trailer POD Accepting Date

3. Damage Remarks (Download Facility available for user)

• System will display penalty amount based on below

formula

Trailer Arrival DateTrailer POD

accepting datePenalty Amount

4. Vendor Bill Entry Facility in FTAT

Vendor Bill Entry Facility in Software

A. Entry in ERP

Methods for Vendor Bill entry in System

C. XML / EDI options

Vendor Bill Excel sheet upload utility

Vendor Bill Excel sheet upload utility

Vendor Selection by using auto search option

After selection of vendor we

can upload vendor bill excel

sheet

System can maintain the masters of vendors in the system

Excel file format which can be configured as

per requirement

Excel data is uploaded of vendor bills in the

system

Confirmation screen of Vendor Bills upload

Here system will upload excel file of vendor bills manually or automatically with the help of Data Service . Incase mandatory data is not filled on wrongly filled the

system sends out an e-mail and does not hold the data

5. Reconciliation Reports

Reconciliation Process after Bill Entry

After Vendor Bill upload process system will work through complete and incomplete data.

Incomplete data will store in a separate table available in report format to rectification and

correction with auto e-mail facility to vendor once every week.

System will test the entered data on the basis of some parameters

1. Data added with blanks

2. Bad Formatting

3. Duplicate Entry – Alert Generation as a mail

Action After reconciliation

1. Automatic mail will be generated with attached excel sheet to vendor every week

highlighting the no. of problematic entries. This will be held in a separate table called

“incomplete bills”

2. Remaining correct data will be passed on for next step

3. If wrong data is corrected and uploaded again then the data in incomplete bills would be

automatically deleted from the table

Reports generation before payments

Reconciliation Reports Generation

Software checks data which is entered

through Automatic Invoice upload facility

and provide 8 types of reports to Providers

so that providers can take the further

decision about vendor payment based on

the reports

Reports will be available Branch wise

Sr. No Report Type

1. CN Number does not exist

2. POD incomplete

3. Freight Rates Not Matching as per Service level contracts

4. Actual Delivery Dates higher than promised time for delivery

5. Damaged consignments after POD

6. All OK - Due date completed

7. All OK - Due after current date

8. Incomplete Bills

For sl no 1 to 5 & 8 weekly mails are send to the carrier

Actual Delivery Dates higher than promised time for delivery Report Format

Actual Delivery

Date

Damaged Consignment list after POD Report

List of C Notes

Payment Reduction Decision based on Reports

• Customer will access all this reports and

take the decision about vendor payments.

• If he find some deviation in consignment

delivery then reduce payment option is

available on auto or manual mode.

Payment Decision Query Page

Payment Decision Screen

Click on bar to display table

KK Transport

This starts the Bill settlement process

1. Select Period / all2. Select transporter3. Select Report type / all4. Click on pass or Edit

Invoice No

Cnote No Charged Rate Rate as Per Contract

Notes for bill payment

Action

112245 100322 25,445 25,445

112246 100323 26,556 26,556

112247 100324 26,730 25,500

112248 100325 27,200 26,000

Edit

Pass

Edit

Edit

Edit

Pass

Pass

Pass

Payment Decision Table – Excess Charged

1. Charge can be amended2. Click on Invoice to get details

Case 1 • If Provider choose to pass the amount as carrier has delivered

the consignment as per contract terms and conditions, vendor

bills will be paid and cleared.

Case 2 • If Provider has some issues with the service of vendor then he

can choose to do the payments against bills with some amount

reduction

Case 3 • If Provider doesn’t want to pay the vendor against any bill then

he can change the amount to 0 of NO PAYMENT and all this

Bills will be in pending mode

Cases after Payment Decision Screen

6. Vendor Bill Payment Tracking

Report Menu

POD not billed also available as a report

Vendor Outstanding Report Menu

Report Query

Vendor Outstanding Report : View

Rate Charge Setup Detailed Process

Tool caters to four types of Charges

Direct Rate Based:

These charges are the contract charges and are directly applied while preparing

the bill

Accessorial Rate Based:

These charges are the ones wherein rates are maintained one time and may be

revised over a period of time

Accessorial Event Based:

These charges are incurred on the trigger of a time based event

Performance Based:

These charges are based on the performance matrix of the carrier

Direct Rate Based

Direct Base Rate Setup

• The tool can set up rates for

– Less than Truck Load- parcels , packages etc.

– Full Truck Load-[FTL]

– Full Container Load-[FCL]

• Base rate can be defined on the basis of:

– By weight and volume

– By Vehicle type

– Per Package/ Piece

– By distance

– Zone / Lane based

– Home delivery / Hub Delivery

– Direct vs Multi drop

• Rates for following modes can be setup

– Air, Express, Road, Train

• Rates for following services can be setup

– To be billed, Paid, To Pay

• These rates can vary from city to city, inter branch or it can vary from Zone to Zone as per

transportation network & its serviceable areas

Base Rate Setup (FTL Example)

• Scenario: We will now setup base

rates for FTL movement on lane basis

• Step 1: To activate the FTL based

charges, user can select that FTL

service is applicable for that carrier by

selecting the check-box

• Step 2: User has the option of

maintaining base rates according to

transport modes like road, express, air,

etc.

Base Rate Setup (FTL Example) Continued…

• User can also select whether the rates need to be maintained at city level or

zone level or network locations level.

• Network location levels would imply the serviceable branches or hubs or

delivery centers of the LSP.

• First priority is given to city rates, then to location rates and then to zone

rates. However, this is configurable

Base Rate Setup (FTL Example) Continued…

• Step 3: User can maintain the rates based on From and To location. It can be maintained at FTL Type level. User

needs to define the rate type and mode.

• Following Rate Types are available in system:

– Flat: It means rate would be defined irrespective of any parameter like weight, number of packages, etc.

– Per PKG: It means charges will be applied based on number of packages in a consignment

– Per KG: It means charges will be applied based on the weight of the consignment

– Per KM: It means charges will be applied based on the distance which the consignment has to travel

• The consignment can be transported using following modes for which rates can be defined separately:

– Air, Express, Road, Train (Express implies with committed delivery time)

Accessorial Rate and Event Based Charges

Tool Coverage for Accessorial Rate Based

Charges• Following Rate Based Accessorial Charges can be maintained in

system

– VTS / Telephone Charges

– Brokerage Charges

– Docket / Documentation Charges

– Risk / Insurance Charges

– Outside Delivery Zone Charges

– Handling Manual / Equipment Charges

– HAZMAT (Hazardous) charges

– High Value Shipments charges

– COD/DOD Charges

– Expediting Charges

– DACC Charges

– Dismantling Charges

– FOV Charges

Tool Coverage for Accessorial Charges (Event Based)

• Following Event Based Charges can be maintained in

system:

– Demurrage Charges

– Detention Charges

– Express Delivery Charges

– Cut-off time

Tool Coverage for Accessorial Charges (Performance

Based)

• Following Performance Based Charges can be

maintained in system:

– Delayed Pickup Charges

– Delayed Delivery Charges

– Delayed Placement Charges

– Damage based Charges

Setup – Accessorial Charges

Accessorial Charges (Rate Based) Setup

• Scenario: We will now setup rate based accessorial charges in system for

“Fuel Surcharge”

• Step 1: To activate Fuel Surcharge, user can select “Yes” when asked for

applicability of fuel surcharge

• Step 2:

– User can maintain the minimum fuel surcharge that will be applicable. The

actual charges or minimum charges will be applied whichever is higher

– User can also maintain maximum charges that can be applied

– Charge rate needs to be maintained against a rate type (Per KG, % of

Freight, etc.)

Accessorial Charges (Rate Based) Setup

• Step 3: Maintain Fuel base rate in the master and revise it as and when the fuel

prices hike. The history log will also be maintained date wise

• Step 4: Maintain the revised fuel surcharge rate at customer level and maintain it for

a time duration as shown below

Accessorial Charges (Event Based) Setup

• Scenario: We will now setup event based accessorial charges in system for

“Demurrage Charges”

• Step 1: To activate Demurrage Charges for a carrier, select the carrier from

the master list

• Step 2: Enter the charge details in the Demurrage Matrix as shown in the next

slide

Demurrage Charges Matrix

Accessorial Charges (Event Based) Setup Continued…

• Step 2:

– User can maintain the minimum demurrage charges. The actual charges or

minimum charges will be applied whichever is higher

– User can also maintain the maximum limit of charges that can be applied

– Free storage days can be maintained for which demurrage will not be charged

Step 3: Demurrage rate can be maintained based on three parameters:

– Per KG per Day, Per Package per Day and % of Invoice

Accessorial Charges (Performance Based)

Setup

• Scenario: We will now setup performance based charges in system

for “Late Delivery”

• Step 1: To activate Late Delivery Clause, user can select “Yes” when

asked for applicability of Late Delivery Charges

Accessorial Charges (Performance Based) Setup Continued…

• Step 2: Grace period field will be there to maintain grace period allowed for delivery

after expected date of delivery i.e. deduction will not be calculated for grace period

days

• Step 3: User can maintain Late Delivery Deduction Rate on following Rate types:

– Flat, Per KG, % of Freight, % of Invoice, etc.

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