WebXpress Solution for Cash

Management and Fleet Management

WebXpress Solution flow for Cash Management

Fleet Management

Fleet Maintenance

Document Alert System

Fuel Management

Telemetics Related Capability

Geo – Fence Management Alerts

Unauthorized Door Open Alerts

GPS Tracking – Route Taken View

Fleet Maintenance: Objective of Job Sheet

Why Routine Vehicle Maintenance is a Must

I don’t know about you, but I hate spending money on vehicle repairs. The worst is

when I know something needs to be fixed, but I just ignore it hoping it will magically

disappear. The problem is, it never does.

Delaying vehicle maintenance can have some serious impacts. “Vehicle negligence

costs money and can be unsafe . So those who treat their vehicles as valuable

investments and commit to regular vehicle maintenance, end up saving a lot of

money.

Objective of Job Sheet -contd

Job sheet is nothing but a type of vehicle maintenance document . We prepare a job

sheet for vehicles that need daily maintenance . Vehicle maintenance can ne

categorized into the following types .

1. Preventive maintenance

2. Running repairs

3. Accident

4. Breakdown

5. Fitness certificate renewal

6. Schedule maintenance

Job Sheet - Place in the Product

WebXpress Fleet

Finance & Accounts

Route Cost Management

Driver & Fuel Mgmt

Track & Trace

Job Sheet Maagement

E-mail GPS System

Vendors

FLEET OWNER & OPERATOR

Customers

External Entities

MOBILE ALERTS

Journey Request Mgmt

Document Alerts

Tyre Management

Fixed & Variable Expenses

Job Sheet Management

Trip Sheet

Job sheet Process- Job Sheet

Vendor Payment

Job sheet Process

Job Sheet Closure

Vendor Bill Submission

Job Sheet GenerationMaintenance Database

Job Sheet description

Job sheet Approval Amount Matrix - To sent vehicle for Maintenance it will

require financial and time line readiness for vehicle. In the same case there should be

a provision to get a approval from higher authorities whenever is required.

System is having a provision to define approval matrix on the basis of amounts at the

time of generation of Job Order generation (assessment of expenses) and closure of

job order (Final amount of expenses)

Generate : Branch,

Area and HO have

1000,7000 and

10000 Approved

Amt Respectively.

Generate : Branch, Area

and HO have 1000,7000

and 10000 Approved Amt

Respectively.

After defining the job approval matrix amount ,a hierarchy is set of what requires

and approval and who is authorized to approve it .

Job order can be divided into 4 parts

Job order generation

Job order approval

Job order closure

Job order cancellation

We proceed to make our first job order

New job order preparation has the following fields which are explained below

1. Vehicle number – We select a vehicle which needs to be sent in the work shop for

maintenance . A vehicle should not be in transit and should be available . Once you

select the vehicle its model number , manufacture name and vehicle category will

automatically appear

Job card type – It tells u for what vehicle is been sent to the work shop for

maintenance .

Job order date – this indicates the date at which the vehicle was sent to the work

shop .

Service Centre Type – service center type can be workshop or vendor . Workshop is

usually owned by company while vendor is an external agency which takes a contract

from us to maintain our vehicle . We pay the vendors and supply parts to them when

required

Order status – order status is always open when we are preparing a job order .

We have to estimate the labor cost and labor hours whicle preparing the new job

order .

Task details – Then we have to enter the different task details like task description ,

task type , estimated labor hrs , estimated labor cost , remarks .

Job sheet approval – Job sheet is sent for approval to if the cost falls above the

approval amount matrix .If the amount is within the range then the job sheet is

automatically approved .

Job order closure details

Once the job is completed it needs to be closed . We then calculate the actual cost

and labor hours incurred in that job . If there is a difference we find out where did

the variance took place .

We get two options to close the job order one is operationally closure and the other

is financial closure . When it is closed operationally the vehicle is returned to us and

it can start its usual operations . It is closed financially when all the dues have been

settled .

Jobsheet Approval Amount Matrix

Generate : Branch, Area

and HO have 1000,7000

and 10000 Approved Amt

Respectively.

Job Order Preparation Process

Job Order Preparation

Different Job Card Types

Maintenance Task for Cash Vans

Spare parts for Cash Van Maintenance

Total expenses is 11350 so we will require approval

from Regional Office.

Job Order Prepared Successfully

Print and View of Job Order

Job Approval Module

By using this module Operations Head can

approve amount for Job Order.

We are At Regional Office Now

Jobsheet Type

List of Job orders for amount approval

Here authority can reject or approve the amount.

Process After Approval

After Getting Approval of JOB order from Approval Authority vehicle Will be Sent to

Work Shop.

In Work Shop, work Shop Supervisor will have to check the list of Activities to be

Done.

Also He Will Check whether any Spare part is required to Replace Or any Additional

task has to be Done.

After finishing all Activity workshop Supervisor will give OK Report & Release vehicle

with final Amount.

Option to Closing Job Order

Closing Job Order

Closing Job Order process

Closing Job Order

Closing Job Order Cont.

Here we can select AMC and Non – AMC cost.

Closing Job Order

Software has a facility of closing the job order operationally and financially.

Job Order Closed

Document Alert System

Statutory Document Renewal Pre Alert Mail

We can configure multiple email addresses for various documents pre alert mail.

In which we will get document list under below category

Documents Already Expired

Documents Expiring in 0 to 7 days

Documents Expiring in 8 to 30 days

Statutory Document Renewal Pre Alert Mail Format

List of Vehicle

NumbersDocument

Type

WebXpress Fuel Management System

Trip Sheet Entry with Fuel Slip Entry

Trip Sheet Generation Process Ver-8.0

Fuel Slip can be attached with the Trip

sheet

Trip Sheet Generation Cont.. Ver-8.0

Fuel Slip can be attached with Trip sheet

Trip Sheet Generated Ver-8.0

Fuel Slip Entry Ver-8.0

Ver-8.0

Query page for Trip Sheet with Fuel slip Ver-8.0

Details of the Fuel Slip Ver-8.0

Fuel Slip Issued Ver-8.0

Fuel Slip Bill Entry Ver-8.0

Fuel Slip Entry Payment Query Page Ver-8.0

Vendor Bill Entry Ver-8.0

Fuel Slips details with lit.

Quantity, Rate and Amount

Vendor Bill Entry cont..

Vendor Bill Entry Generated Ver-8.0

Fuel Slip Entry Summary – Print and View Format

Fuel Vendor Payment Module Ver-8.0

Payment Voucher Creation Process Ver-8.0

Payment Voucher Creation Process cont..

Payment Voucher Creation Process cont..

Print and View format Ver-8.0

Fuel Slip Register Report Ver-8.0

How to Control this Activities by using WebXpress System?

Telemetics Related Capability

Geo – Fence Management Alerts

Unauthorized Door Open Alerts

GPS Tracking – Route Taken View

GPS : Route Tracking Reports

Click on Play Back Report

Select User and Date Range

As per the user selected the route is plotted on the map

The pop up gives the details of the current location with time

Introduction to Geo Fence Technology

How can we utilize this Technology to control Cash Van Robbery?

1. We can fix the route of every Cash Van and define Geo Fence for every Van.

2. If due to some reason driver drive out side of his Geo Fence the Operations Manager

will get SMS/ Email alert.

3. System can be configured in a such a way that

Geofence Management

Geo Fence Creation Process

Click on ADD Geofence to create it

Geofence added..

Click on Edit to do any changes in created Geo fence