webxpress solutions finance

April 18, 2023

WebXpress Logistics Solution Offering

Finance & Accounts

Apurva Mankad

ECFY Consulting Pvt. Ltd.

[email protected]

w w w. w e b x p r e s s. i n

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

April 18, 2023

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 Value

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

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

Document- VHC/PRS/DRS

Advance Payment

Document Entry and Contract Population

Balance Payment

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- Fixed + variable Route wise


Attached Vendor- Per Kg basis

Attached Vendor- Fixed + variable City wise

BA Payment- Per Kg/ per Package

Vendor Payment Types

Vendor type Payment docume

nt

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

April 18, 2023

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.


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

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


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


H. CessCDA0001 Billed Debtors 6 0 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


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

April 18, 2023

Thank you

ECFY Consulting Private limited

APURVA MANKAD, CEO

[email protected]

+91 98202 29708

w w w. w e b x p r e s s. i n

webxpress solutions finance

Technology

date of submission invoice

date of generation possible

location generation

webxpress customerswebxpress

webxpress partners

collection grn

invoice rules example

ac cheque possible