Genius Business Systems (GBS Africa) is a Software solution provider based in Kenya that offers enterprise solutions to the African market. The management of our company boasts of over 10 years experience in the ERP Industry and our work ethics are based on a win-win mindset. Client satisfaction remains a constant priority to us.


1ST Floor, Sahajanand Mall, NarnarayanClose, Kutch Prant – Langata, Nairobi Kenya

+254 798 074 411
+254 723 175 225

solutions for various industries

Transport and Logistics Vertical

Modules & Features

a) Workshop Module integrated with Inventory Management System
  • Electronic job card Opening for Workshop Job cards and service job cards
  • Online Requisition of Parts to the Stores Department
  • Issuing of spare parts from the system against requisitions
  • Task allocation to mechanics
  • Setup of approval levelers for documents e.g. purchasing orders, fuel voucher, mileage voucher

Breakdown Module integrated with Workshop Module

  • Keeping track of breakdowns
  • Keeping track of cash handling to attend breakdowns
  • Cost analysis of workshop jobs
  • External service procedures

Inventory Module

  • Electronic purchase order to suppliers for spare part purchases and external service
  • Goods received/ Not received goods from suppliers
  • Inventory cost analysis
  • Inter-branch stock transfer between multi locations
  • Gatepass procedure
  • Quality check prior to closing job cards

Reports that can be Generated from the System

  • Number of vehicles in the workshop
  • Type of vehicles in the workshop
  • How many days the job card has been open
  • Vehicle wise expenses report
  • Breakdown analysis
b) Transport Operations Module for Long Haulage and Local Shunting
  • Contract management; creating contracts for local shunting and long haulage operations
  • Route management; creating own routes and checkpoints
  • Journey management
  • Driver management and Employee management
  • Fuel voucher processing against the journey created
  • Mileage issuance
  • Complete approval processing
  • Issuance of top up fuel and mileage vouchers for a given truck
  • Delay logs(subject to integration with tracking devices)
  • Incident management system
  • Driver violations
  • Journey closure
  • Real time delivery note processing from the system
  • Generation of sales invoices against multiple delivery notes
  • Batch approvals of mileages
  • Batch approvals of fuel
  • Petty cash integration

Reports that can be Generated from the System

  • Vehicle Listing Report
  • Vehicle documentation expiry report
  • Vehicle documents to expire report
  • Daily Loadings Report Grouped by Driver, Truck, Route, and Client
  • Daily Loadings Performance Report – Contract wise
  • Daily Loadings contract wise report for Long Haulage
  • Loading Report Summarized
  • Client wise loadings analysis report
  • Daily Off loadings Report Grouped by Driver, Truck, Route and Client
  • Offloading Report Summarized
  • Loadings and Offloading Report
  • Driver wise Summary Trips Contract wise – Local Shunting
  • Driver wise trip analysis – Long Haulage
  • Route wise deliveries analysis report
  • Truck wise deliveries report analysis
  • Fuel Voucher Reports
  • Journeys Not Planned
  • Mileage and Trip Expenses report
  • Truck wise Expenses and Deliveries Report
  • Journey wise Expense Report – Grouped by Date, Driver, Truck, Route,
  • Expense and Contract
  • Sales Report – Grouped by Date, Route, Truck, Product, Driver and Client
  • Deliveries not yet Invoiced Report
  • Journey wise Profitability Report
  • Profitability Reports – Grouped by Truck and Month

The transport operations module is fully integrated with the finance module.

c) Job Scheduling, Clock In and Clock Out
  • Task allocation
  • Job card opening
  • Standard Task Start and End time
  • Tasks quality Check
  • Job closure
d) Tyre Management System
  • Purchase orders for new tyres
  • Tyre received not
  • Tyre serialization and branding
  • Tyre issuance to truck
  • Return of tyre to the store department
  • Supplier return
  • Confirmation of tyres to be rethreaded
  • Purchase order for rethread
  • Goods Received Note
  • Sending tyres to scrap
  • Tyre inspection: Depth of the threads, position of faulty tyres

Reports that can be Generated from the System

  • Tyre list report
  • Used tyre list report
  • Vehicle wise tyre
  • Tyres in scrap location
  • Online issuance register of tyre
  • Online receipting register
  • Tyres issues to trucks
  • Tyres ordered but not received
  • Tyres received but not branded
  • Tyre repair cost by tyre
  • Tyre rethread cost by tyre
  • List of tyres with serialized numbers
  • Tyre evaluation report
  • Mileage covered for each tyre
  • Inspection report
  • Tyre wear and tear analysis based on thread depth
e) Job contracting
  • Clearly defined Bill of Quantities and Bill of Material
  • Electronic Job cards processing
  • Online Material Requisition against bill of quantities integrated with subcontracting costs
f) Fuel Management System
  • Fuel purchase order
  • Goods receipt note for fuel
  • Meter reading
  • Fuel issuance to trucks as per fuel voucher
  • Pump readings (morning and evening readings)

One fuel tank can have two fuel pumps. Meter readings are different from pump readings.

g) Clearing and Forwarding Module
  • Electronic file opening system
  • Documentation
    – Shipping line details
    – CFS charges
    – Port charges
    – Container handling charges
    – Container numbers
  • Transport
    – Which transporter loaded each container
    – When container crossed the border
    – Invoice details
    – When container reached destination
  • Container Control department
    – Return date of container to depot
  • Delivery note processing from the system
  • Bonds and declaration department
  • File wise income
  • File wise expenses

Drop us a line! We are here to answer your questions 24/7