WebXpress Logistics Solution Offering

Finance & Accounts

WebXpress Product Suite

Finance & Accounts | CRM

Business Intelligence- Qlikview/ Microsoft BI

DEVICES

Android

HHT

GPS

Bar Code

RFID

Sensors

B2B

Integration

Web Services

ANSI X12

RosettaNet

Allied Services: Managed Web Hosting | Connectivity

Customer

Portal

• Tracking

• Invoice

• Complaints

• Enquiry

• Contracts

• E-POD

WebXpress Product Suite

Order Mgm & WMSTransportationFleet Management

Home DeliveryCold Chain EXIM Containers

Why WebXpress?...

Lineage

• Promoted by professionals

• From IT and logistics industry

• Global expertise for local needs

Support Infrastructure

• Online Customer Support Portal

• Telephonic and IM support

• Project Management Office

Domain Focus

• Undiluted focus on supply chain

and logistics

• Product focus with services

• Transaction to Analysis

Diversified Customer base

• Start-ups to industry leaders

• LSPs and user industry

• IT challenged to IT mature

The WebXpress Advantage

Proven Solution

• Over 2000 users, 1200 locations,

2 mn transactions per month

• Built in Industry practices

Ecosystem Approach

• One stop solution

• Web hosting to GPS to training

• Enabled through partners

A Technology Solution that works even at the Bottom of the Pyramid

WebXpress Customers

WebXpress is used by

WebXpress WMS Customers

3PL PARTNERS

Deployments

Deployments

WebXpress Partners

Qliktech Inc

Business Intelligence Solution

www.qlikview.com

Microsoft

WebXpress is Microsoft Independent Software Vendor

www.microsoft.com

Motorola India

Enterprise Mobility Solutions Partner

www.motorolasolutions.com

Netmagic Solutions | CntrlS Data Center

Web Hosting Partner

www.netmagicsolutions.com | www.cntrls.in

Solution Offering: WebXpress Finance

WebXpress Finance & Accounts Modules

• Income– Freight Billing- generation,

submission, collection– Trip Sheet billing– Supplementary Billing

• Expenses– Freight vendor payment- Line

haul and last mile– Driver settlement– General vendor payment

• Octroi Management– Billing to collection– Octroi Agent Payment

• Accounts– Auto-posting for Income,

Expense and Octroi– Voucher Entry- Debit, Credit,

Contra, JV– Special cost and credit

voucher• Banking

– Cheque Deposit Voucher– Bank Reconciliation– Cash & Bank Statements

• Fixed Asset Management– PO Generation and advance– GRN against PO– Vendor Payment– Asset Allocation– Depreciation calculation

Invoice Cycle

Invoice

Bill generation

Docket BookingDocket Finalization

POD ApprovalDocket Financial Edit

Bill Collection

Bill submission update

Generate MRCheque: Deposit VoucherCash: Receipt Voucher

Update CBS & A/R

Invoice Options

• Invoice generation options– Mode wise invoices– Business Division wise invoices– Customer wise / Multiple customer

invoicing

• Due date options– From date of generation– From date of submission

• Invoice submission & collection options– Invoice locations from customer contract

or Booking location– Generation at A, submission at B and

collection at C possible

• Invoice print options– Cover page– Annexure in XLS

• Invoice collection

– Docket wise deduction entry

– On account cheque entry possible

– Collection of invoice against previously entered on a/c cheque possible

– Multiple collection of same invoice possible

– Invoice part collection at location A and part at location B possible

Invoice Rules Example- Set in Configuration Tool

Rule Description Yes/ No

Business Type Wise Billing Y/N Y

Bill Generation After POD Approval Y/N Y

Bill Generation Min Date As per back date

Bill Generation Max Date System date

Allow BackDate Bill Generation Y

Backdate Days For Bill Generation 30 days

BillGeneration Location BasedOn As per contract

Out Standing Amt >Credit Limit Allow N

Bill Amt > Credit Limit Allow N

Bill Sub Location Same AS Bill Location As per contract

Bill Coll Location Same AS Bill Location As per contract

Bill Due Date Based On -Bill generation Date/Submission date Bill Sub Date

Manual BillNO Mandatory Y/N N

Invoice Rules Example- Set in Configuration Tool

Rule Description Yes/ No

Duplicate Check on Manual BillNo Y/N NA

On Account Cheque Applicable Y/N Y

Allow BackDate Bill Collection N

Backdate Days For Bill Collection NA

Chq Bounce Module Y/N Y

Docket Wise Bill Collection Y/N Y

Manual MR Mandatory Y/N NA

Duplicate Check on Manual MR Y/N NA

Skip BillSubmission For Paid/To Pay Bill Y/N Y

Due Days For Paid/To Pay Bill Due Date 1 for Paid, 7 for To pay

Vendor Cycle

Balance Payment

Document- VHC/PRS/DRS

Advance Payment

Document Entry and Contract Population

Vendor Bill Entry

Vendor Bill Entry Payment

Update CBS & A/R

Payment Voucher

Vendor Payment Options

Vendor Payment

BA Payment- Per Kg/ per Package

VHCPRS DRS

Attached Vendor- Per Km Basis

Attached Vendor- Per Km Basis

Attached Vendor- Fixed + variable Route

wise

Attached Vendor- Per Km Basis

Attached Vendor- Per Kg basis

Attached Vendor- Fixed + variable City

wise

BA Payment- Per Kg/ per Package

Vendor Payment TypesVendor type Payment

document

Transaction source

Type of contract

Payment calculation method

Variable

Business Associate

Docket DRS/PRS Business Associate

Per Kg/ % of freight Location-city

Attached Vendor

VHC VHC Route based Fixed rate for given route and given FTL type

Route

Attached Vendor

VHC VHC Route based Per Kg for a given route Route

Attached Vendor

VHC VHC City combination based

Fixed rate for given city combination and given FTL type

City combination in VHC

Attached Vendor

VHC VHC City combination based

Per Kg for a given city combo

City combination in VHC

Attached Vendor

VHC VHC Km. based Per Km. subject to minimum rate and minimum Km

Sum of Km. in VHC

Attached Vendor

PRS/DRS PRS/DRS Km. based Per Km. subject to minimum rate and minimum Km

Sum of Km. in PRS/DRS

3PL Vendor Docket Docket 3PL contract Per docket as per docket rate entry

Docket rates

Vendor Payment Rules• All vendors are attached means they must be present in vendor master and

may or many to have a contract in place

• A vendor can have ONLY one type of vendor contract

• A given vendor can have ONLY one vendor type. • 3PL for us is just a vendor type that signifies back to back billing to

customer on docket basis

• Volumetric conversion is only in case of 3PL vendor as this is the only vendor type where payment transaction source is docket

• The contract does not define period. User is required to select transactions in a given date range that may happen to be 10 days, 1 month, 2 months. System will aggregate all transactions and apply rates as per contract

• Once a transaction document is billed, it can not be billed again. Exception is in case of BA where same docket can be billed separately for booking and delivery BA

Octroi Management

Document- Docket

Octroi Voucher Entry

Octroi Vendor Bill Entry

Octroi Money Receipt

Octroi Invoice Entry

Octroi Rules

• Octroi invoices and payment are separate from rest of the finance. This is because Octroi amount is many time larger than freight and should be collected as fast as possible

• It is possible to collect octroi from any location in network. This is to reduce time delay on collecting octroi

• Once Octroi data is entered in either invoice or payment document, it automatically reflects in the other document

• Octroi amount once entered can not be changed

• Octroi is posted in Octroi Control Ledger and thus is not part of P&L

• Octroi service/processing charge is income from customer and expense when paid to vendor

• Once octroi is collected or paid for a docket, it can not be repeated

Solution Offering: 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

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

Understanding 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.

Understanding WebXpress Accounts Features

Automatic Posting Treatment Chart

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

• All posting carried out ONLY on finalization of an operational transactions

• 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

When Bill is Generated

Value NameAcccode 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

Auto Posting File

Please double click on file below to see sample Auto Posting Policies for various

transactions

Auto Posting

Understanding 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

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