Electra Software Limited

Maendeleo House – 7th Floor

P.O.Box 50148 00200
Tel: 254 02 2044632 / 247617
Cell: 0722 940441
Nairobi, Kenya
info@electra.co.ke
www.electra.co.ke

The Directors
M&S LOGISTICS
P.O.BOX 15779-00100
NAIROBI
Date: 9 March 2010
th

Dear Sir,
RE: FRIEGHT, C & F, TRANSPORT AND WAREHOUSE MANAGEMENT INFORMATION
SYSTEM
Electra Software Ltd is a systems’ developing and integrating company dedicated to the design
and implementation of Desktop Applications, Web based systems and websites. This company has
known a steady growth since its inception in 2003, with several systems supplied and installed
throughout Kenya. The company structure is designed for a flexible and personalized response to
custom needs.
We hereby submit a proposal of a system that will help the company to integrate the data from
various functional areas and process them to produce information needed for decision-making by
middle and top management. The proposed System thus provides summarized and enterprise-wide
information for supporting transactions, planning, controlling and monitoring of the company
operations.
The proposed system will be implemented using Mysql Relational Database Management system
(RDBMS). The routines and procedure will be written using Delphi Programming language. And to
sum it all, up the reports will be generated using Mysql Fast report system. To maintain security in the
system for multiple users, every user may have limited access to specific functions or forms within the
program. Each user will have their own password to gain access when they start the program.

Why M&S logistics should have the system

Objectives:
1. The proposed system will help the company (Freight, Clearing and Forwarding,
Warehouse, Transport, and Distribution) to reduce their daily routine works. Thus, it reduces
the manpower and resources.
2. Various reports will be auto-generated by the system to output the statistics which will help
the middle and top management people to do the analysis and make decision in order to help
company to achieve their business goal.
 3. Helps our clients to enhance their business, equip them with best industrial practices and
total business solutions to compete in the global market.
4. To develop a stable, flexible and user friendly software solution to constantly add value to
our clients and assist them in sharpening their competitive edge through knowledge, experience
and continuous enhancement.

Benefits of Using this System:

1. Raise personnel productivity because it reduces the manpower and resources.
2. Make the works more precisely and tidy.
3. Many jobs are done concurrently because information appears simultaneously wherever
needed.
4. Reduce the human errors or mistakes like enter or copy wrong information or made
calculation mistake.
5. The data are stored in one place and all the departments can access the data to perform
their tasks. So, it reduces data redundancy from the traditional failing system (for network
version).
6. Eliminate data inconsistency problem because updated information will be automatic
transfer to the relevant areas.
7. Easy to search for information with computerized system.
8. Controls and checks and other non value-added work are minimized.
9. Access to the database can usually be controlled. This will ensure that only users who
are authorized can gain access to the system.
10. It allows data to be ported to other applications and platforms without changing the data
e.g. export to Excel or Word.
11. Improved productivity: real-time control of equipment and personnel with system
directed activities ensures that the user receives his next task as soon as the current task has
been completed.
12. Streamlines your warehouse operations by providing transparent and accurate inventory
data.
Data Operations in the System:
• Capturing:-Data is captured when an event or transaction takes place.
• Validation:-It means checking to ensure that the data are captured and recorded
correctly. You can check the data for reasonableness using a limit or range.
• Sorting:-This operation sequences or arranges the data in a specified order such
ascending or alphabetical order.
• Classifying:-It groups data into categories e.g. materials data by raw material type.
• Calculation:-This refers to computations performed on the data.
• Summarizing:-This refers to aggregation of data such as total.
• Storing:-It stores data onto some storage medium such as hard disk.
• Retrieving:-This refers to the retrieval of data stored in a storage medium.
• Reproducing:-This refers to making multiple copies of data either in the same storage
medium or on another medium.
• Communicating:-This refers to transfer of data from one place to another.
Services and support:
Our service is of great value and increases our clients’ satisfaction through the immediate response
time and off site support. You will be getting a world-class IT solution from our professionals who will
provide for your needs as your business conditions change and improves. We will provide training to
all the users in all the section of the company (Freight, Clearing and Forwarding, Warehouse,
Transport, and Distribution) upon installation of the system and later if any adjustment in the system
will be needed. We provide you with a user manual and a documentation of the proposed system, so
that if need be in the future one can get a reference of the proposed system.
The proposed system generates the following periodic analysis reports:
• Tracking of expenses by date, for a specific client and a specific shipment, in
a specific currency.
• List of invoices filtered by date, customer, invoice status, collector and
currency.
• Profitability reports per client, forwarder, shipping agency, invoice and cost
element.
• Profitability reports by type of shipment, i.e. Air, Sea or Land
• Profitability for Import or Export operations.
• Statistics of containers detailed by commodity
• Statistics of containers
• Expected cargo
• List of client shipments per vessel
• List of customs per client, per file
• List of files filtered by multiple criteria such as, vessel/voyage, Forwarder, and Client
• Freight accrued
• Total sales by salesman
• Current shipment status
• Distribution report
• Warehousing report

Control process dealing with documents

Receiving the order
Confirming the document
Storing documents
Dealing with the data in the document
Inquiring the document
Allocating documents
Data outputs
Dealing with cargos
Storage
Distribution

Storage cost control process

Storage operation
Control
Center for dealing with documents (head office)
Put-in-storage
Inventory management
Put-out-storage
Unloading operation
Sorting operation
Transportation in storage
Stacking operation
Loading operation
Sorting operation
Transportation in storage
Feedback
Distribution operation

Distribution and Transportation

Center for dealing with storing documents (head office)

Storage operations
Distribution operations
Control
Arrangement of vehicles
Collecting cargo
Sorting cargo
Delivery
Feed back

Below is an illustration of the data/information that will be collected and stored in the proposed system.
Module Capture data
Freight Shipment details include
Ref no, date to be collected, weight, dimensions, nature of goods, type of
packaging, number of pieces, status (new, existing), Country of Origin, Final
Destination, Is Cargo Hazardous(Yes/No),
Customer details include
Customer name (company name), contact person, contact person title, VAT no,
importers code, client A/C no, telephone, email and fax.
Pick up address at origin;
name of shipper, physical address, contact person, telephone number, mobile
number, city, state, zip, country
Payment:
prepaid, cash ,cheque ,credit
Clearing and Shipment details include
forwarding Ref no, date to be collected, weight, dimensions, nature of goods, type of
packaging, number of pieces, status (new, existing), Country of Origin, Final
Destination, Is Cargo Hazardous(Yes/No),
Customer details include
Customer name (company name), contact person, contact person title, VAT no,
importers code, client A/C no, telephone, email and fax.
Documents attached
Payment Receipts, Duty Vat., Ach/Csc/Sig/Dhl, Kbs, Break bulk,
Import/Export, Copy AWB,IDF,INV (should be checked)

Transport module Driver details

Driver name, Id number, Telephone, Vehicle assigned, Route assigned, Date
registered, Remarks
Vehicle details
the identification number, Driver no., Vehicle type, current location, destination,
Length(m), load (tons), sources of information, vehicle type
Remarks, etc.
Payment method
Cash, credit, cheque, prepaid
Customer details include
Customer name (company name), contact person, contact person title, VAT no,
importers code, client A/C no, telephone, email and fax.
Shipment details include
Ref no, date of transit , weight, dimensions, nature of goods, type of packaging,
number of pieces, status (new, existing), Country of Origin, Final Destination,
Is Cargo Hazardous(Yes/No), special services required- Y/N- fork lift,
offloading, additional labour

Ware house module Customer details include

Customer name (company name), contact person, contact person title, VAT no,
importers code, client A/C no, telephone, email and fax.
Shipment details include
Ref no, arrival date, weight, dimensions, nature of goods, type of packaging,
number of pieces, status (new, existing), Country of Origin, Final Destination,
Is Cargo Hazardous(Yes/No), special services required- Y/N- fork lift,
offloading,additional labour
Warehouse staff details
staff name, Id number, Telephone, section assigned, job title, Date registered,
Remarks
Payment method
Cash, credit, cheque, prepaid
Distribution module Customer details include
Customer name (company name), contact details, contact person title, VAT no,
importers code, client A/C no, telephone, email and fax.
Shipment details include
Ref no, departure date, weight, dimensions, nature of goods, type of packaging,
number of pieces, status (new, existing), Country of Origin, Final Destination,
Is Cargo Hazardous(Yes/No)
 Dispatch details

Document archiving Customer details include

module Customer name (company name), contact details, contact person title, VAT no,
importers code, client A/C no, telephone, email and fax.

Messengarial services Customer details include

Customer name (company name), contact details, contact person title, VAT no,
importers code, client A/C no, telephone, email and fax.
Driver details
Driver name, Id number, Telephone, Vehicle assigned, Route assigned, Date
registered, Remarks
Consignment details
Item no, item description, pick-up point, destination, services offered (vehicle or
on foot),
Accounts -Create type of accounts(income, general ledger, expenses,
revenue, asset, petty cash, capital asset)
Transactions
-Shows cash request, approved cash and the paid cash detail
(payee, date, mode of pay, transaction, allocation and amount)
Journal
-Journal –booking of vouchers, imp rest and payment journals
Accounts Payable
- Accounts Payable (Supplier bills/Invoices ,Payments, Credits,
student’s Aging Analysis, Purchase orders)
Account receivable
-Accounts Receivable (Features beyond, standard student
billing, student invoices, Credit/refund ,Cash receipts, Bank
receipts, talents sales
Aging Analysis
-Aging: Categorize accounts by days outstanding
General Ledger
-General Ledger (Flexible chart of accounts,
Cost centers, Journal entries, Petty cash entries ,Deposit slips
,Bank reconciliation, Cheque Register ,Cash request approval,
Budgets)

Financial Reports
-Financial Reports(Robust reporting for M&S logistic financial
reporting needs

ELECTRA SOFTWARE SOLUTIONS PROFILE

Electra Software LTD was founded in 2003 on a simple premise: We wanted to turn our passion for
computer technology into a successful business.
We have achieved this goal by providing small and medium sized businesses with logical and
effective solutions to the complex technology issues facing their business today. We develop
customized solutions and plans that address the needs and goals of each client, and always strive to
develop long-term relationships founded on commitment, superior service, professionalism and
technology expertise.
Our Vision
Through the proper utilization, implementation, and maintenance of Information Technology, we
believe that we can reduce our customer's expenses and increase their profits while enhancing their
business and lives.
Our Mission
To be the Kenya's leading provider of customized and optimized Information Technology Solutions,
Services, and Consulting to small-to-medium sized businesses that add exceptional customer value
through its innovativeness and high quality.

Guiding Principles
v Are we still striving relentlessly to improve what we do and how we do it?
v Will it earn and be worthy of our client's honesty and trust?
v Does it leverage the Electra brand to build trust in our community?
v Will it improve our client's business and save them time or money?
v Can all company and individual actions be compared to a world-class service
organization?

SERVICES
1. Business Software Consulting
Our team of consultants can help you get the best out of your investment in popular accounting
software e.g. QuickBooks, Systematic and Pastel. We can train your staff, advise on the
implementation and usage, help in backing up, advice when transferring data and operations from one
software to another customize reports and generally be there for you when you need help.

2. Website Design Development & Hosting

Our team of web developers will come up with custom designed web-enabled applications can turn
envisioned profits into reality. From the basic shopping cart to the most complex e-commerce
configurator; from the simplest database solution, to the most complex web application.

3. Desktop Applications Development

Electra's experienced developers are available to assist you in determining, targeting and solving your
software application needs. We will develop for you high quality custom applications timely and cost
effectively.

4. Database Design
Electra Software Ltd is experienced at designing, developing, and supporting the majority of today's
database systems including MySQL, Interbase, FireBird, MS Access, SQL Server, Oracle, PostgreSQL,
and SQL Server. In addition to designing databases, we can consult, install, and deploy the required
hardware necessary to house your database and enable it to be remotely managed via a wireless device,
which allows you and your client’s greater access to critical information in real-time.
5. IT Strategy Consulting
Leveraging Information Technology is high on the list of most business agendas. Electra understands
that the key to leveraging IT is in not only understanding its capability but also where it adds value to a
business. You can rely on us to help you set priorities when undertaking IT initiatives and to answer
pressing questions which affect your bottom line.
6. Open Source Consulting
Electra can provide valuable consulting, implementation and support on how to integrate open source
software in your business. We can help you setup Linux, Sendmail, MySQL, PostgreSQL, Apache,
PHP, Samba ,Linux Firewalls and other Open Source Projects hosted at SourceForge.

PRODUCTS
1. InsurancePro
A fully featured customizable financial system for insurance brokers and Agents.
2. Titan
A customizable system for managing cabs and car hiring operations. Integrates with Electra Accounts
to post Revenues and Expenses to the General Ledger, Accounts Receivables and Cashbook
3. SmallTalk
A customizable system for managing the Front Office and Back Office operations of a Savings and
Credit Societies (SACCOs)
4. TourSoft
A customizable system for managing the tours and fleet operations of a tour firm.
5. Sphinx Real Estate Management System
Sphinx is a system for real estate agents who manage properties on behalf of their clients (landlords).
6. Plato Stock System
A stocks management system
7. Atari Fleet Management System
A fixed assets management system
TERMS YOU MAY KNOW
Clearing and forwarding is where when goods are imported they are accepted into the country
through a procedure that involves paying of taxes and damage charges.
It is done both by government and private businessmen.
Invoice - an invoice is a commercial document issued by a seller (exporter) to the buyer (importer),
indicating the products, quantities, weight and agreed prices for products or services the seller has
provided the buyer.

Packing list - A packing list is prepared by the exporter and it commonly includes all the details of the
package contents, number of packages, carton numbers, net weight and gross weight and may or may
not include customer pricing.
Bill of Lading - A bill of lading (sometimes referred to as a BOL,or B/L) is a document issued by a
carrier, e.g. a ship's master or by a company's shipping department, acknowledging that specified goods
have been received on board as cargo for conveyance to a named place for delivery to the consignee
who is usually identified.
Bill of entry - a Bill of entry also known as the Single Goods Declaration is the electronic declaration
accepted and assigned with a number by the Customs. It is a proof that goods have been received for
export and/or import.
Insurance certificate (if applicable) - An insurance certificate is a representation of the insurance
policy taken out by the importer or the exporter (depending on the Income terms) for a shipment.
Certificate of inspection (if applicable) - A certificate of inspection is required by some importers
and/or importing countries. It is sometimes also referred to as the "Pre-shipment Inspection" (PSI)
certificate and is issued by an independent third party confirming the buyer's specifications, quantity
and value of goods prior to shipment.
Certificate of Origin - The Certificate of Origin indicate the country in which the goods were
manufactured. There are two types of certificates of origin:
• Non-preferential Certificate of Origin attests the origin of the products and do not confer
any tariff preferences.
• Preferential Certificate of Origin attests that the goods originate from a country with
which a trade agreement has been signed and the goods are eligible for trade preferences. The
following certificates of origin are accepted by Customs Department and goods are granted
preferential access:
‘Bespoke Order’ means orders for Goods or Services which are custom made, perishable or services
provided expressly to the Customer and cannot be resold. This includes all orders to register a limited
company, applications to register domain names, orders for web design, web hosting and orders for
logo and graphic design or printing.
The consignee is the person to whom the shipment is to be delivered whether by land, sea or air.
An invoice or bill is a commercial document issued by a seller to the buyer, indicating the products,
quantities, and agreed prices for products or services the seller has provided the buyer. An invoice
indicates the buyer must pay the seller, according to the payment terms. ...
The packing list indicates the number of items in the contents of each pack, along with individual
weights and dimensions. This list enables you to check that the correct number of units has been
received. Customs authorities can also easily identify a specific pack if they wish to inspect.
Transshipment or Transhipment is the shipment of goods or container to an intermediate destination,
and then from there to yet another destination.
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Electra Software Ltd www.electra.co.ke info@electra.co.ke
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