Project Brief: Transport Management Software (TMS) 1. Project Overview Develop a web-based Transport Management Software (TMS) to streamline end-to-end logistics operations — from LR (Lorry Receipt) generation to customer invoicing, including hired vehicle management, advance payments, and driver/vendor settlement tracking. The system should improve operational efficiency, reduce manual errors, and provide financial transparency across transport operations. 2. Objectives Automate LR creation and trip lifecycle management Track hired vehicles and manage advances/payments Generate accurate customer invoices Monitor receivables and payables Provide real-time operational and financial reports Reduce paperwork and manual reconciliation 3. Core Modules & Features A. Master Data Management Customers (GST, billing address, credit terms) Vendors / Vehicle Owners Drivers Vehicles (Owned & Hired) Routes Freight rate master Branch/Location management B. LR (Lorry Receipt) Management Create LR with: Consignor / Consignee details Material description Weight / Quantity Freight type (To Pay / Paid / TBB) Rate & freight calculation GST auto-calculation Auto LR number generation Multi-LR trip mapping Print LR (PDF format) LR status tracking (Booked / In Transit / Delivered / Closed) C. Trip & Vehicle Management Trip creation against one or multiple LRs Assign: Vehicle (Owned/Hired) Driver Route Track: Trip start & end date Fuel entry Toll & miscellaneous expenses Upload POD (Proof of Delivery) D. Hired Vehicle Management Vendor-wise vehicle assignment Record: Agreed hire amount Advance paid Diesel advance Balance payable Trip-wise profitability calculation Vendor ledger view E. Advance & Payment Management Driver/Vendor Advances: Cash advance entry Diesel advance tracking Auto adjustment against final settlement Vendor Settlement: Calculate: Total freight Less advances Less expenses Net payable Settlement voucher generation Payment tracking (Cash / Bank / UPI) F. Customer Invoicing Auto invoice generation from LRs Consolidated invoice (Multiple LRs) GST compliant invoice E-invoice readiness (if required) Invoice print & PDF download Credit note / debit note support G. Accounts & Finance Customer ledger Vendor ledger Outstanding receivables report Payables report Profit & loss per trip Expense tracking TDS tracking (if applicable) H. Reports & Dashboards Operational Reports: Daily dispatch report Vehicle utilization report Pending delivery report POD pending report Financial Reports: Customer outstanding Vendor payable Trip profitability Monthly revenue summary Advance vs settlement report Dashboard should show: Active trips Today’s dispatch Outstanding receivables Payables due 4. User Roles & Permissions Admin (Full access) Branch Manager Operations Executive Accounts User Data Entry Operator Read-only Management User Role-based access control required. 5. Technical Requirements Web-based (Cloud preferred) Mobile responsive Multi-branch support Secure login with role permissions Data backup & security API readiness for: GPS integration Accounting software (e.g., Tally) E-way bill system (future phase) 6. Workflow Overview Create LR Assign LR to Trip Assign Vehicle & Driver Record Advance (if hired vehicle) Track trip expenses Delivery confirmation + POD upload Generate customer invoice Vendor settlement after trip closure Payment reconciliation 7. Non-Functional Requirements Fast performance Audit trail for all financial entries Scalable architecture Export to Excel/PDF User-friendly UI Minimal training requirement 8. Future Enhancements (Phase 2) Mobile app for drivers GPS live tracking Automated SMS/WhatsApp notifications Customer portal (Track shipment) Integration with FASTag data AI-based freight rate optimization 9. Expected Benefits 100% digital LR lifecycle Real-time financial visibility Reduced revenue leakage Better vendor control Improved cash flow tracking Increased operational efficiency