esoma Complete Fleet Management System

Transcription

1 esoma Complete Fleet Management System Fleet Operations Management Fleet Maintenance Management Fuel & Tyre Management Financial Accounting An ultimate solution from industry expert

2 esoma In Brief esoma is a web based complete fleet management system designed to meet the requirements of a fleet operator. The system is designed such that the functionalities covered are complete and meet almost all the requirement of a transport company. The Software is designed for transporters, companies and corporate houses that own a fleet of vehicles. It becomes an essential tool in places where accurate information, continuous vehicle performance evaluation and increased vehicle efficiency are the keywords. Our Strengths An Integrated Solution IN-DEPTH INDUSTRY KNOWLEDGE DOMAIN EXPERTISE HUGE CLIENT BASE TRANSPORT CONSULTANCY LONG TIME EXISTANCE INDUSTRY BEST PRACTICES TAILORED IMPLEMENTATION HUMAN RESOURCING TRANSPORT SOFTWARE IS ALL WE DO esoma is one of the few solutions that provide and integrates vehicle movement operations, billing, financial accounting, vehicle maintenance and workshop stores inventory of a transport company into a single solution thereby having effective control over the entire operations and also reducing redundant entry of data. Also Why esoma? While other transportation software products simply automate operations processes and require significant changes to the way you perform your business, esoma adapts to your business rules, allowing you to run your business with improved efficiency and the capability to maximize profits. Some of the other significant features are as follows. Integrated System Internal Accounting Integration with Other Systems Authorization Security esoma completely integrates the entire life cycle of a transport company into a single solution, thereby, having effective control over the entire operations and also reducing redundant entry of data. Bound with accounting module so that internal accounting such as income or expenditure provisions will take place automatically wherever required. Standard APIs are provided to connect with other 3rd party applications and readily integrated with Tally. Request and Approval Process are followed. Audit Logs are maintained for all transactions including login details and date/time stampings. Also user level restriction in accessing appropriate modules and approvals. Reports Open Source Development Platform / Database Customized Reports will be generated for different customer as per their taste and choice. Product is developed on open source, thus platform independent and the license cost is minimum.

3 VEHICLE GROUP MASTER You can group your vehicles in whatever the way you want like Vehicle Types such as Trailers, Taurus, Tankers or based on the projects you deployed them. So that you can able to see the group-wise reports as well you can define groupwise freights, maintenance activities etc. ROUTE MASTER You can define the fixed routes with a route code stating From, To, Via information along with any fixed information like Diesel, Toll Charges, RTO/Permit Charges, Driver Bata, Transit Time, Tyre Depreciation etc., so that you can able to predict the profitability in that particular route. And also you can able to have a control over the advance providing to the drivers. Vehicle Movement The current status of the vehicle is known at all times and at all branches if the vehicle status is updated at any one of the branches. Some of the key features of this module are Vehicle Availability Status Vehicle Idle Time analysis Vehicle Efficiency Analysis Manifest / GC / Trip-sheet Critical Operations screen which ensures comprehensive information on each consignment. Details such as customer, consignor, consignee, consignment type, fleet used for the consignment (own fleet or attached fleet), driver, material etc. Invoices are raised based on this manifest and thus there is complete control over the invoices raised. Driver Advance & Trip Settlement This module ensures that the vehicles trip movements are directly co-related to the driver master to ensure smooth driver trip settlements. All the advances to the driver are sorted either on trip advances or salary advances. Any advances from the other centers/branches are also captured and will be listed at the time of settlements, which helps avoid manual intervention. Trip-wise, location wise expenses can be fixed which will eliminate overpays or underpay by way of sealed budget. Settlements are made available both vehicle-wise and driver-wise. Pending unsettled advances can be listed out both Driver and vehicle wise. Consolidation of all the 4 heads in one trip settlement sheet, i.e., movements performed by driver, fuel / coupon advances, advances from branches, other misc. expenses related to the trips.

4 RATE CARD Sophisticated Rate card allows you to configure the fixed rates for different customers / suppliers, routes, material, vehicle types are available with effect from date so that you can also able to track the rate history of the same entity. You can follow different freight types here such as Per Trip basis, Per Volume basis and Per Unit basis. This not only enable you for auto rate calculation in billing, but also you can have a control that no any data entry operator can change the rates as there are user level restrictions/privileges which can define for every screens. Vendor / Hire Truck Management Managing Hire / Vendor fleets are made easy in esoma where you can able to compute buying rates and selling rates and crossing earned etc. All payments including advances, settlements against movements or on account payments to the suppliers can be processed easily. Trip Acknowledgement Trip Acknowledgement in other words Proof of Delivery will let you track the delivery status of the load. The is the key process for billing and the comparison of loading weight and un loading weight will be used to process any additions / deductions such as shortage, halting charges etc. The scanned copy of POD can be uploaded at any of the branches and based on that auto billing to the customer can be done. Local Clearance / POD Material Shortage / Damage can be tracked Halting charges can be calculated Billing / Invoicing The Billing module is completed integrated with the accounts and the vehicle movement. Thus, the system becomes tightly coupled and a complete track is kept right from the time the vehicle is loaded to the raising of invoice to the collection of the invoice amount. Different billing options are taken care of with respect to the billing unit such as per Km, per trip etc. You can raise the Invoices to the customers for single trip, multiple trips with your different parameters such as between given date range, consignee wise, consignor wise etc. All required additions and deductions including Halting charges can also be handled Age wise analysis of creditors and debtors Queries based on Invoice Queries based on Private Lorry Hire Payment Queries based on Market Load Hire Receipts Queries based on Halting Charges

5 Maintenance Reports An exhaustive list of reports are available for the vehicle maintenance. Reports generated may be categorized based on the place such as in-house, on road, outsourced or type of maintenance such as scheduled, preventive, corrective & emergency. Some of them are Job Card Maintenance register Scheduled maintenance list Maintenance history of a vehicle Repeated maintenance analysis Comparative statement / analysis Work requested / completed statement Work gap analysis Maintenance cost analysis REMINDERS Reminders such as follows will be raised either through Popup, SMS, s etc as however configured. Periodical Maint. Reminders Insurance / FC / Permit / Taxes Driver License Expiry Asset / Vehicle Maintenance The maintenance module ensures that the Assets are operated at the maximum efficiency with minimum breakdowns. Periodic Maintenance of Assets will be reminded to the user in advance. Complete history of the Asset is maintained, which makes it easier to trace problems in the Asset. Complete maintenance activities with the items used and the cost involved including labor cost is monitored. Maintenance budgeting can be done as a list of activities due and the estimated cost is available for any given period. Maintenance maybe categorized based on the type of activity such as Preventive, Scheduled, Corrective or Emergency. Facilities analysis of maintenance cost based on the location of the maintenance In House / Out Sourced / On Road. Administrative Maintenance This includes Periodic administrative activities such as Fitness Certificates/ Insurance / Taxes / Permits etc. Reminders are triggered at predefined intervals and are displayed at the time of login. Reminders can be either sent through SMS or auto ed to user defined mail ID s

6 Fuel & Tyre Monitoring As fuel and tyres constitute a majority of the running expenses on a vehicle, esoma provides an in depth analysis of the performance of tyres on vehicles and fuel efficiency. The entire life of every tyre can be tracked and the total expenses including the maintenance / repairs done toward the tyre can be determined. Thus, cost per Km found is almost precise. Fuel efficiency can be determined not just vehicle wise but also based on the driver. Fuel Filling Register Fuel Consumption History Vehicle Mileage Tyre Card Tyre status on Vehicle Tyre Purchase Register Tyre Stock Register Tyre History (Mount, Removal, Retread, Repair, Scrap) Inventory Management The Inventory system is designed to bring a systematic approach to the inventory system in the organization. It brings about complete control and arrests pilferages. The system includes the raising of a purchase order, then the goods receipt wherein details about the goods received against the order placed are keyed. Finally, is the goods issue where the issue details are given. The necessary accounting is done using a suitable accounting method at all stages. In case of multiple branches, stock transfer Issue and Receipts are taken care of. Purchase Orders Purchase Register / Stock Register Goods Issue / Receipt Note Minimum Order Level, Maximum Order Level, Re Order Level Analysis Pending Queries based on Purchase order Financial Accounts Financial Accounting is complete and totally integrated with all other modules. It includes final statements like the ledger book, profit & loss statement, trial balance etc. and also other statements like the cash book, bank book etc. Statuary forms have also been taken care of. This system includes analysis such as cost center analysis as well. Some of the reports and queries include Cash Book / Bank Book / Ledger Book Journal Vouchers Daily Cash Statement Trail Balance / Balance Sheet Profit & Loss Statement Debtor / Creditor Age Wise Report Payments / Receipt Queries Purchase Bill Queries

7 QUALITY CHECK Quality of the product is of highest priority in development phase. Periodical review of the code is done among peers to ensure the code is of the best standards. We have a number of tools to ensure that quality of the product before it is dispatched to the client. These tools are completely designed in house and thus are completely compatible with the software to be tested. Moreover they can provide additional features that we require and are not available in readymade testing tools. Tools designed in-house include Test script designer, Test script builder and Test engine. Script builder is used to build the scripts for testing. Using the script designer, can create scenarios for testing and execute the scripts using the test engine. These tools used ensure that the software is in line with the desired requirements and that the functionality is completely tested. Implementation Methodology In order to ensure smooth transition from the existing system to esoma, we do the implementation in a systematic and structured manner. Our Implementation process starts with System study. Study of Existing system and requirements Complete and thorough analysis of the existing system of operations in the organization will be made and all the user requirements are defined. Determining and finalizing the changes Based on the analysis performed, the 'Proposed system' report will be submitted which will contain the list of changes necessary to suit the requirements of the user with complete details of the software system that will be installed. Once the 'Proposed system' is agreed and signed off, the changes would be incorporated into esoma. UAT and installation of esoma Once the changes that were agreed upon are incorporated into esoma, the system would be put through the User Acceptance Test where the user may test the system to ensure the systems is per requirements agreed. Once, the systems passes the UAT, the installation of esoma will be done in the live sites. Training Complete training is provided for two staffs identified by the client Sign-Off Once the installation and training is complete, 'Sign off will take place confirming the working of the system is in line with the specifications in the 'Proposed system'. Monitor the working of the system periodically The working of the system will be monitored on periodic basis to evaluate the performance and functioning of the system.

8 SUPPORT esoma has undergone the most rigorous tests. Moreover, several client installations over the period have ensured that the system is bug free. For quick and effective problem analysis, the product is designed such that it would automatically record the transaction details in the event of any error. This would help us identify the problem Immediate. Our support team consists of both technically skilled engineers and personnel with complete functional knowledge of the system. Moreover, we customer managers allocated to a specific number of clients and thus ensure individual care. Moreover, the customer manager facilitates a single point of contact between the customer and the company. He acts as a single point of contact between the company and the client. We have dedicated telephone line and high speed Internet access. Whenever necessary, we provide onsite support as well. Our support team is sufficient in numbers and fully equipped to provide support within the shortest possible time. SOMATEC [Group Company of KVS Systems Pvt., Ltd.] #4, Anjaneyar Kovil Street, Velachery Road, Little Mount, Saidapet, Chennai Tamil Nadu. India. Phone : , info@somatec.in, sales@kvs.co.in Web :