webxpress fleet management solution
TRANSCRIPT
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
[email protected] www.webxpress.in