The document describes the WebXpress finance and accounting module. It offers accounts receivable, accounts payable, income, expense and general ledger capabilities. It allows for invoice generation and collection as well as vendor payment processing. Configuration rules can be set for invoice generation, submission, collection and payment. The module supports integrated workflows for accounts receivable and accounts payable cycles.

1. May 30, 2012
WebXpress Logistics Solution Offering
Finance & Accounts
Apurva Mankad
ECFY Consulting Pvt. Ltd.
apurva@webxpress.in
w w w. w e b x p r e s s. i n

2. WebXpress Product Suite
Business Intelligence- Qlikview/ Microsoft BI
WebXpress Product Suite
DEVICES Customer
Android B2B
Portal
HHT Fleet Management Transportation Order Mgm & WMS Integration
• Tracking
GPS Web Services
Bar Code ANSI X12 • Invoice
Cold Chain Home Delivery EXIM Containers
RFID RosettaNet • Complaints
Sensors Finance & Accounts | CRM • Enquiry
• Contracts
• E-POD
Allied Services: Managed Web Hosting | Connectivity

3. Why WebXpress?
Proven Solution
• Over 2000 users, 1200 locations,
2 mn transactions per month
Lineage Diversified Customer base
• Built in Industry practices
• Promoted by professionals • Start-ups to industry leaders
• From IT and logistics industry • LSPs and user industry
• Global expertise for local needs • IT challenged to IT mature
The WebXpress Advantage
Domain Focus Support Infrastructure
• Undiluted focus on supply chain • Online Customer Support Portal
and logistics • Telephonic and IM support
Ecosystem Approach
• Product focus with services • Project Management Office
• One stop solution
• Transaction to Analysis
• Web hosting to GPS to training
• Enabled through partners
A Technology Solution that works even at the Bottom of the Pyramid

4. WebXpress Customers
WebXpress is used by

5. WebXpress WMS Customers
3PL PARTNERS
Deployments
Deployments

6. WebXpress Partners

7. May 30, 2012
Solution Offering: WebXpress Finance

8. WebXpress Finance & Accounts Modules
 Income  Accounts
• Freight Billing- generation, submission, • Auto-posting for Income, Expense and
collection Octroi
• Trip Sheet billing • Voucher Entry- Debit, Credit, Contra, JV
• Supplementary Billing • Special cost and credit voucher
 Expenses  Banking
• Freight vendor payment- Line haul and • Cheque Deposit Voucher
last mile • Bank Reconciliation
• Driver settlement • Cash & Bank Statements
• General vendor payment  Fixed Asset Management
 Octroi Management • PO Generation and advance
• Billing to collection • GRN against PO
• Octroi Agent Payment • Vendor Payment
• Asset Allocation
• Depreciation calculation

9. Invoice Cycle
Invoice
Docket Finalization
Docket Booking Docket Financial Edit
POD Approval
Bill generation
Bill submission update
Bill Collection
Cheque: Deposit Voucher
Generate MR
Cash: Receipt Voucher
Update CBS & A/R

10. Invoice Options
 Invoice generation options  Invoice collection
• Mode wise invoices • Docket wise deduction entry
• Business Division wise invoices • On account cheque entry possible
• Customer wise / Multiple customer • Collection of invoice against previously
invoicing entered on a/c cheque possible
 Due date options • Multiple collection of same invoice
• From date of generation possible
• From date of submission • Invoice part collection at location A and
part at location B possible
 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

11. 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

12. Vendor Cycle
Document- VHC/PRS/DRS
Document Entry and
Contract Population
Advance Payment
Vendor Bill Entry
Balance Payment Vendor Bill Entry Payment
Payment Voucher
Update CBS & A/R

13. Vendor Payment Options
Vendor Payment
PRS VHC DRS
BA Payment- Per Kg/ Attached Vendor- Fixed BA Payment- Per Kg/
per Package + variable Route wise per Package
Attached Vendor- Per Attached Vendor- Per Attached Vendor- Per
Km Basis Km Basis Km Basis
Attached Vendor- Per
Kg basis
Attached Vendor- Fixed
+ variable City wise

14. Vendor Payment Types
Vendor type Payment Transactio Type of Payment calculation Variable
docume n source contract method
nt
Business Docket DRS/PRS Business Per Kg/ % of freight Location-city
Associate Associate
Attached VHC VHC Route based Fixed rate for given Route
Vendor route and given FTL
type
Attached VHC VHC Route based Per Kg for a given Route
Vendor route
Attached VHC VHC City Fixed rate for given City
Vendor combination city combination and combination in
based given FTL type VHC
Attached VHC VHC City Per Kg for a given city City
Vendor combination combo combination in
based VHC
Attached VHC VHC Km. based Per Km. subject to Sum of Km. in
Vendor minimum rate and VHC
minimum Km
Attached PRS/DRS PRS/DRS Km. based Per Km. subject to Sum of Km. in
Vendor minimum rate and PRS/DRS
minimum Km
3PL Vendor Docket Docket 3PL contract Per docket as per Docket rates
docket rate entry

15. 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

16. Octroi Management
Document- Docket
Octroi Invoice Entry Octroi Vendor Bill Entry
Octroi Money Receipt Octroi Voucher Entry

17. 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

18. May 30, 2012
Solution Offering: WebXpress Online Accounts

19. 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

20. Sub-ledgers from Masters
 WebXpress removes need for creating sub-
ledgers for customer, vendors, vehicles,
TRANSACTION
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 Ledgers Masters
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 Accounts Transaction
Database
sub-ledgers separately and still provides view
of every sub-ledger

21. Understanding WebXpress Accounts Features
CENTRALISED & ONLINE ACCOUNTS AUTOMATIC & INTEGRATED
 This means that locations can not change  As operation transactions happen, relevant
accounts rules account entries are automatically posted
 Provides high integrity of accounts structure  No need to take transaction data to
 As entries are entered across India, central accounting system and post manually
accounts can see the effects immediately  Saves data entry by over 70% as more than
 No need to get accounts data from across 80% of accounts transaction originate in
locations and consolidate 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.

22. 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
Value Name Acccode Accdesc Debit Credit Narration
CDA0001 Billed Debtors 5050 0 WHEN BILL IS GENERATED BL/KNUN/07/700002
Sub Total
CDA0002 Unbilled Debtors 0 5050 WHEN BILL IS GENERATED BL/KNUN/07/700002
CDA0001 Billed Debtors 606 0 WHEN BILL IS GENERATED BL/KNUN/07/700002
S.tax
CDA0002 Unbilled Debtors 0 606 WHEN BILL IS GENERATED BL/KNUN/07/700002
CDA0001 Billed Debtors 12 0 WHEN BILL IS GENERATED BL/KNUN/07/700002
Cess
CDA0002 Unbilled Debtors 0 12 WHEN BILL IS GENERATED BL/KNUN/07/700002
CDA0001 Billed Debtors 6 0 WHEN BILL IS GENERATED BL/KNUN/07/700002
H. Cess
CDA0002 Unbilled Debtors 0 6 WHEN BILL IS GENERATED BL/KNUN/07/700002

23. Auto Posting File
Please double click on file below to see sample Auto Posting Policies for various
transactions
Auto Posting

24. Understanding WebXpress Accounts Features
EVERY LOCATION AS PROFIT CENTER REAL TIME CASH & BANK STATUS
 All accounting entries are posted in  All Dr and Cr entries are posted as
WebXpress along with reference of location transactions are carried out
 Thus it is possible to view every ledger  Cash/ bank is Dr./ Cr. as a result of these
filtered by a every location entries
 This helps to check P&L, TB and BS of every  All transactions can be viewed in form of a
location individually Cash & Bank statement
 The location can be grouped by area or  It is possible to view cash & bank statement
region to get area wise or region wise P&L of ANY location from anywhere subject to
analysis rights
 Thus, management has an ONLINE & REAL
TIME idea of cash/ bank position of entire
business

25. Chart of Account
CoA features System accounts
 Chart of accounts is specified in WebXpress  Some of the account heads are also used to
by company’s accounts department post automatic accounting entries for
 CoA remains SAME for all locations and can transactions
not be altered by locations  These accounts are embedded into
 CoA is managed centrally and modifications transactions
care carried out with approval from Account  These accounts CAN NOT BE removed from
Head/ CFO CoA, but names can be changed
 WebXpress provides its own internal account  Example accounts:
code to each account group and ledger • Billed Debtors
 It is possible to also define company’s • Sundry Creditors
internal accounts code against each account
• Cash in hand
or group
 It is possible to add new account heads or
inactivate existing account heads

26. COA
COA Hierarchy EXAMPLES
 CATEGORY  ASSETS
• GROUP • Fixed Assets
 SUB GROUP  Furniture & fixtures
– LEDGER • 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

27. May 30, 2012
Thank you
APURVA MANKAD, CEO
apurva@webxpress.in
+91 98202 29708
ECFY Consulting Private limited
w w w. w e b x p r e s s. i n