The solution in hand covers
a transport company which has its own fleet of vehicles
as well as those which are hired from the market to meet
the transportation needs of the Indian industry. Cargo,
vehicles, mines and minerals and any other transporting
needs of an organization with pan India presence gets
immensely facilitated by the solution.
Branch
Office. A single Delivery Order / Request contain single
type of Material only
Once
the Delivery Order / Request is received, your company
needs to allocate vehicle (Vehicle could be own vehicle
or from other transporter). Driver places the vehicle at
the loading point of the customer. After loading,
customer provides all the required documents like Excise
Invoice, Road Challan, etc. required for Transportation
to the loading officer of your company. After receiving
the documents, your company generates LR containing
vehicle details, materials details, consignor & consignee
name, destination, weight, etc.
Multiple
vehicles may be placed against single Delivery Order
/
Request based on weight of the Material mentioned and
multiple LR would be generated against single Delivery
Order / Request if multiple vehicles are placed. However
there is no scope of generation of single LR against
multiple Delivery Order / Request.
Single LR would be generated against each vehicle and
each LR would have a single Freight Memo only,
Which
contains Freight Rate and Total Freight Amount, Advance,
TDS, etc. TDS value is entered manually into Freight
Memo.
Freight
Invoice – Account Receivables
Freight
Invoice is raised periodically or at the end of
execution of a specific Transport Order. For customers
with Transport Agreement/Contract, the invoices are
raised in regular intervals. Invoices are based on LR.
Freight
Payable Invoice – Account Payable
In case
of vehicles from other transporter/broker, the party
raises invoice as per agreed freight rate and terms &
condition. Here companies may calculate the late
delivery from the Expected Transit Time
Credit
Note
If
there is any change in rate due to any reason Transport
companies need to generate Credit Note against an
invoice to claim the additional receivable payment.
Debit
Note
Similarly the provision of generating credit note is
also there in the system
Vehicle Maintenance Register
Branch
Offices may also maintain Vehicle Register for their
easy reference. Vehicle register contains the details
like Registration No., Date of Registration, Expiry of
Registration, Tax Token No., National Permit Expiry
Date, Fitness Expiry Date, NP Pollution Expiry Date,
Pollution Expiry Date, Insurance Expiry Date, etc. This
vehicle registers helps to identify the renewal dates of
different aspects.
Vehicle
Movement Register
Vehicle
Movement Register consists of Date and Time of Arrival,
KM reading (Arrival), Date & Time of Departure, KM
Reading (Departure). Vehicle Movement Register helps to
forecast the availability of own vehicle.
Driver
Master
Driver
Master is maintained to keep the Driver’s details such
as Driver’s Name, Address, License No, License Expiry
Date, Issuing Authority, Photo of Driver, etc. By this
register it is secured that licensed drivers are driving
the vehicle.
Vehicle
wise Driver Register Maintenance
Companies can also maintain vehicle wise driver
allocation. This helps them to calculate the payable
amount to the drivers. Payments to the drivers are made
vehicle wise.
Tyre
Register Maintenance
This is
a very important feature indeed. Companies can maintain
vehicle wise tyre change register. First time when the
tyre is replaced company needs to capture details like
Model, KM Reading, Person Changed, Resoling, etc. By
maintaining these details they would do analysis like
Model wise average life, individual life, life after
resoling, etc., which in turn will help them to procure
the best one for their transport services. Initially
while purchasing new vehicle, tyre is treated as a fixed
asset and it becomes a part of the entire vehicle. But
from next time onwards when there is requirement of
replacement, tyre is neither purchased as a fixed asset
nor as an item. Through Normal voucher the tyre is
procured.
Billing (Different provisions)
1. Monthly Billing:
2. Challan billing:
Service on Request
Your
customers may request you to provide transportation
service for bringing materials from other location to
your customer’s location. The provision for doing this
is also provided in the system.
Process
On
approval of the quotation, Transport Company allocates
vehicle and provides the service. Here also LR and FM
are generated. Multiple LR may be generated against
single transportation but single FM is generated.
Freight
Payable Invoice – Account Payable
The
other transporter claims the balance amount on time
-to-time basis based on the receipted LR. TDS is
calculated on the total freight value deducted from the
balance payable. TDS rate is dependent on the applicable
rate as per certificate provided by the transporter.As
TRANSPORT COMPANY. claims challan amount, ODC amount
from the consignor, similarly TRANSPORT COMPANY. pays
the other transporter. Sometime TRANSPORT COMPANY. also
repays the bribe (based on management decision) which
other
transporter paid during transportation. TDS is not
deducted for these types of reimbursement.
Credit
Note
If
there is any change in rate due to any reason TRANSPORT
COMPANY. needs to generate Credit Note against an
invoice to claim the additional receivable payment.
Debit
Note
TRANSPORT COMPANY. needs to generate Debit Note While
deducting payments from other transporter for specific
reason.
Vehicle
Maintenance Register
TRANSPORT COMPANY. also maintains Vehicle Register for
their easy reference. Vehicle register contains the
details like Registration No., Date of Registration,
Expiry of Registration, Tax Token No., National Permit
Expiry Date, Fitness Expiry Date, NP Pollution Expiry
Date, Pollution Expiry Date, Insurance Expiry Date, etc.
This vehicle registers helps to identify the renewal
dates of different aspects.
Vehicle
Movement Register
Vehicle
Movement Register consists of Date and time of arrival,
KM reading (arrival), Date & Time of departure, KM
Reading (Departure). TRANSPORT COMPANY. also maintains
the position of each vehicle at its branches.
Driver
Master
Driver
Master is maintained to keep the Driver’s details such
as Driver’s Name, address, License No, License Expiry
Date, Issuing Authority, Photo of driver, etc. By this
register TRANSPORT COMPANY. secures that licensed
drivers are driving the vehicle.
Vehicle
wise Driver Register Maintenance
TRANSPORT COMPANY. maintains vehicle wise driver
allocation. This helps them to calculate the payable
amount to the drivers.
Tyre
Register Maintenance
TRANSPORT COMPANY. maintains vehicle wise tyre change
register. First time when the tyre is replaced TRANSPORT
COMPANY. needs to capture details like Model, KM
Reading, Person Changed, Resoling, etc. By maintaining
these details they would do analysis like Model wise
average life, individual life, life after resoling,
etc., which in turn will help them to procure the best
one for their transport services. Initially while
purchasing new vehicle, tyre is treated as a fixed asset
and it becomes a part of the entire vehicle. But from
next time onwards when there is requirement of
replacement, tyre is neither purchased as a fixed asset
nor as an item. Through Normal voucher the tyre is
procured. However TRANSPORT COMPANY. maintains a stock
of Scraped & Resoled Tyre. These types of tyre will be
created in Item Master and stock will be maintained by
positive adjustment or negative adjustment through Item
Journal.
Fixed
Assets Management
Process Description
Defining a Fixed Asset
All
fixed assets will be defined in the Fixed Assets module.
Before any fixed asset transaction can be passed, a
master record of the asset needs to be created first.
Purchase
of Fixed Asset
Purchase of fixed assets will take place through a
purchase order where after receipt of the fixed asset, a
posting entry will be passed from the purchase order
itself. However, prior to this the fixed asset card must
be available with at least the company depreciation book
attached. Once the acquisition is made, all entries are
transferred to the respective fixed assets ledger.
Associated to this is that if any component that is
replaced in a fixed asset will require another card and
will have to set up similar to any fixed asset using a
fixed asset card.
However such assets will have to be linked to the fixed
asset as a component through a reference. Book Value of
the Asset will be the summation of Main Asset &
component assets.
Calculating
and Posting Depreciation
Depreciation will be based on the St. Line method. It
will be calculated through a batch process. No user
intervention takes place.
Sale of a Fixed Asset
Sale of
an asset will be made using a sales order in the sales
and receivable module. The impact will be made in the
chart of accounts in terms of profit or loss made and
also in the fixed asset register in terms of accounting
entries.
Insurance
Insurance of Fixed Asset will take place through
Insurance in Fixed Asset Module and related transaction
will be passed through Insurance Journal.
Annual
Maintenance
Annual
Maintenance of Fixed Asset will tale place through
Maintenance in Fixed Asset Module and related
transaction will take place through Fixed Asset Journal
Purchase through Finance /
Finance against Fixed Asset
Purchase of Fixed Asset, mainly vehicles are taken place
through Finance scheme. Also finance is taken against
Fixed Asset. Financer Details and Payment Schedule will
be maintained separately.
Defining a Financer
All
financer will be defined as a vendor and needs to be
created through vendor card in Purchase & Payable
Module. However vendor will be defined as per finance
serial no and will be under a specific vendor group.
Maintain Financer Payment schedule
After
receiving the Finance from financer all the finance
amount details like Principal Amount, Finance charges,
EMI Details need to be maintained.
Payment
to Financer – Accounts Payable
Payment
to financer will take place monthly as per payment
schedule through a batch process. It will be periodic
activity.
