It is becoming increasingly important that companies have tight financial control over their operations. WebXpress FTAT provides shippers with the means to effectively manage their freight audit processes in-house and increase productivity, reduce freight expenses and stay compliant with tight financial regulations. WebXpress is an IT and Solutions company that offers services in the domain of Logistics. Founded in 2004 the company has a presence in India, Saudi Arabia, East Africa, and South Asia. Our idea is to connect all stakeholders in supply chain and provide visibility.

1. Enhance Your Productivity
Freight Transaction
Automation Tool

2. Agenda
 Overview of FTAT
 5 Simple Steps of Implementation

3. 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

4. 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.

5. 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

6. FTAT Flow
Customer
ERP
Vendor
Freight
System
WebXpress
Freight
Automation
Tool
Vendor
rate
Contract
Step 1
Consignment
Booking Data
from ERP
Step 2
Booking Data
Verification as
per contract
Step 3
Freight Bill Data
from vendor
Step 4
Freight Bill Matching with
Booking Data and rates

7. 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

8. 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

9. 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

10. Vendor Created Successfully
Every vendor has unique code – can match with your ERP code

11. 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

12. 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

13. Vendor Contract Creation
Linked through finance & accounts

14. Vendor Contract Creation
1. Automatic Contract
Upload: XML or excel
upload
Vendor Contract Creation
2. Manual Contract data
Entry in the System

15. 1. Contract Creation

16. 2. Manual Contract data Entry in the System

17. 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

18. 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

19. Contract creation contd.
• This step defines additional services and billing conditions for
a vendor including Insurance, penalties

20. Contract Creation Contd.
• This step defines product wise minimum payment terms,
volumetric conversion and fuel charges

21. 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

22. Charge definition
• Here we specify exact charge amount for a specific head

23. Rate Matrix
Charges are enabled

24. Rate Matrix
• Here we specify charges for a From and To city or Location
to Location basis
• Drop charges can be added

25. 3. Lorry Receipt (LR) and Proof of Delivery
(POD) Integration Facility
Data can be pulled form ERP / Mobile application

26. 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

27. 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.

28. 3.2 POD Utility in System

29. 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

30. Automatic POD Upload: XML or excel upload

31. 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 Date
Trailer POD
accepting date
Penalty Amount

32. 4. Vendor Bill Entry Facility in FTAT

33. Vendor Bill Entry Facility in Software
A. Entry in ERP
Methods for Vendor Bill
entry in System
C. XML / EDI options

34. Vendor Bill Excel sheet upload utility

35. 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

36. Excel file format which can be configured as
per requirement
Excel data is uploaded of vendor bills in the
system

37. 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

38. 5. Reconciliation Reports

39. 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

40. Reports generation before payments

41. 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

42. Actual Delivery Dates higher than promised time for delivery Report Format
Actual
Delivery
Date

43. Damaged Consignment list after POD Report
List of C Notes

44. 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.

45. Payment Decision Query Page

46. Payment Decision Screen
Click on bar to display table
KK Transport
This starts the Bill settlement process
1. Select Period / all
2. Select transporter
3. Select Report type / all
4. Click on pass or Edit

47. 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 amended
2. Click on Invoice to get details

48. 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

49. 6. Vendor Bill Payment Tracking

50. Report Menu
POD not billed also available as a report

51. Vendor Outstanding Report Menu

52. Report Query

53. Vendor Outstanding Report : View

54. Rate Charge Setup Detailed Process

55. 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

56. Direct Rate Based

57. 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

58. 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.

59. 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

60. 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)

61. Accessorial Rate and Event Based Charges

62. 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

63. 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

64. 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

65. Setup – Accessorial Charges

66. 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.)

67. 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

68. 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

69. Demurrage Charges Matrix

70. 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

71. 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

72. 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.

73. 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