e
SOMA
Complete Fleet Management System
Fleet Operations Management
Fleet Maintenance Management
Fuel & Tyre Management
Financial Accounting
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
Our Strengths
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 functional-ities 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 effi-ciency are the keywords.
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
An Integrated Solution
Integrated System
eSOMA completely integrates the entire life cycle of a trans-port company into a single solution, thereby, having effective control over the entire operations and also reducing redun-dant entry of data.
Internal Accounting
Bound with accounting module so that internal accounting such as income or expenditure provisions will take place automatically wherever required.Integration with Other
Systems
Standard APIs are provided to connect with other 3rd party applications and readily integrated with Tally.
Authorization
Request and Approval Process are followed.Security
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
Customized Reports will be generated for different customer as per their taste and choice.Open Source
Develop-ment Platform / Data-
Product is developed on open source, thus platform inde-pendent and the license cost is minimum.While other transportation software products simply automate operations proc-esses 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 effi-ciency and the capability to maximize profits. Some of the other significant features are as follows.
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
group-wise 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
profit-ability 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
Driver Advance & Trip Settlement
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.
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.
RATE CARD
Sophisticated Rate card allows you to
configure the fixed rates for different
customers / suppliers, routes,
mate-rial, 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
sell-ing rates and crosssell-ing earned etc. All
payments including advances,
settle-ments against movesettle-ments or on
ac-count payments to the suppliers can
be processed easily.
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
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 / de-ductions 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
REMINDERS
An exhaustive list of reports are
avail-able for the vehicle maintenance.
Re-ports generated may be categorized
based on the place such as in-house,
on road, outsourced or type of
mainte-nance 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
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 – Preven-tive, Scheduled, Corrective or Emergency.
Facilities analysis of maintenance cost based on the location of the mainte-nance – In House / Out Sourced / On Road.
Administrative Maintenance
This includes Periodic administrative activities such as Fitness Certificates/ Insur-ance / 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 emailed to user defined mail ID’s
Reminders such as follows will be
raised either through Popup, SMS,
Emails etc as however configured.
Periodical Maint. Reminders
Insurance / FC / Permit / Taxes
Driver License Expiry
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
vehi-cles and fuel efficiency. The entire life
of every tyre can be tracked and the
total expenses including the
mainte-nance / 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,
Re-tread, 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 us-ing a suitable accountus-ing 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 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
QUALITY CHECK
Quality of the product is of highest
pri-ority 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
com-patible 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
us-ing 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 proc-ess starts with System study.
Study of Existing system and requirements
Complete and thorough analysis of the existing system of operations in the organiza-tion 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 per-formance and functioning of the system.
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 prob-lem Immediate.
Our support team consists of both technically skilled engineers and personnel with complete functional knowledge of the system. More-over, 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 com-pany 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.
