📖 Complete User Manual
📅 Version 3.0 | July 2026
🏢 Powered by PC Soft Solution
📧 support@pcsoftsolution.com | 📞 +91 9716851238
Quick Navigation Guide
Login Process & Initial Setup
Navigate to your GenLogiXpert portal URL
• Client Code or Email Address
• Password
• CAPTCHA Verification
System verifies credentials and checks account status
View summary cards, quick actions, and recent activity
Create and manage Goods Receipt Notes
Date, Origin Branch, Destination Branch, Transport Mode
Select from customer master → Auto-fills name, address, phone, GST
Select from customer master → Auto-fills delivery information
Package Type, Item Description, No. of Packets, Weight
Rate per unit → Freight Amount → GST → Other Charges → Total
Unique GRN Number generated → Print Docket → Send to Customer
Select customers from master data to auto-fill addresses and GST numbers. This ensures data consistency and speeds up entry!
Group dockets for vehicle dispatch
Generate, cancel and extend e-Way Bills via GST API
The e-Way Bill module connects to the PeriOne GST API for statutory e-Way Bill compliance. E-Way Bills are mandatory for goods movement exceeding the GST threshold value.
Ensure GST API Authentication is completed in Settings → GST API Auth before using e-Way Bill features. The system stores and refreshes the GSTIN session token automatically.
Go to Operation → EWayBill Generate
Supply/Consignment document number, date, transaction type, consignor and consignee GSTINs, and dispatch/receive state & PIN codes
Distance (km), transport mode, vehicle number, transporter name, and item description with value, quantity and HSN/SAC
Click Generate → API returns a unique e-Way Bill Number (EWBN) and printable document
e-Way Bills can only be cancelled within 24 hours of generation as per GST rules. After this window, contact the GSTN helpdesk.
Vehicles, drivers, fuel, maintenance, GPS & trip operations
The Fleet module manages the complete lifecycle of your transport assets — vehicles, drivers, fuel expenses, maintenance schedules, GPS tracking, trips and settlements.
Fleet Management → Fuel Management → Add Fuel Log
Vehicle, driver, fuel date, station, type, quantity (L) and rate per liter — total cost auto-calculated
Record odometer reading and bill number for mileage tracking
Filter by date, search, print or export fuel logs to CSV for fuel-cost analysis
FTL/LTL trip management, billing and driver/vendor payments
Select vehicle & driver, origin/destination, FTL or LTL load type
Attach consignments, capture weight, chargeable weight and route
Link delivery/trip, monitor GPS position and update status
Add actual costs (fuel, driver allowance, toll) → system calculates profit/loss → finalize
Utilization dashboard shows KPI cards (trips, utilization %, revenue, profit margin), utilization trend charts, top 5 performing vehicles, and driver performance scores. Score = (Trips × 40%) + (On-Time × 40%) + (Revenue × 20%).
Generate customer invoices with GST
Search by name/code → View pending dockets marked "To Be Billed"
Filter by date range → Multi-select dockets to include in invoice
Auto-generates invoice number, itemized charges, GST calculation, total amount
Creates voucher automatically → Debit: Customer, Credit: Sales → Updates ledger
Intra-State: CGST (9%) + SGST (9%) = 18%
Inter-State: IGST (18%)
System auto-detects based on consignor/consignee states!
| Sr. | Docket No. | Date | Origin | Dest. | Pkgs | Wt. | Rate | Freight | Other | GST | Total |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | 1008 | 01/05/26 | Delhi | Mumbai | 10 | 100 kg | 10.00 | 1,000.00 | 150.00 | 207.00 | 1,357.00 |
Business insights and financial tracking
From docket creation to payment collection
Create GRN → Generate unique number → Print docket
Docket waiting at origin branch for vehicle assignment
Group multiple dockets → Assign vehicle → Generate challan
Vehicle departs → Track shipment en route to destination
Record arrival → Deliver to customer → Generate POD
Create invoice → Update customer ledger → Send bill
Receive payment → Generate receipt → Balance updated
Common questions and quick answers
Click on "Forgot Password" on the login screen. Enter your registered email address, and you'll receive a password reset link. If you don't receive it, contact your system administrator.
Yes! GenLogiXpert is fully responsive and works on mobile phones, tablets, and desktop browsers. Simply open your browser and navigate to the portal URL.
There's no limit on the number of branches. You can add unlimited branches from the Branch Master section. Each branch can have its own users and permissions.
Absolutely! We use encrypted connections (HTTPS), secure password hashing, role-based access control, and regular backups to ensure your data is always protected.
The GRN (Goods Receipt Note) number is auto-generated sequentially when you save a new docket. You cannot manually edit it to maintain uniqueness and prevent duplicates.
Yes! Click the "Edit" button on any docket. However, if the docket has already been added to a challan or delivered, certain fields may be locked to maintain data integrity.
Enter the Rate (per kg or per packet) and select Rate On (Weight/Packet). The system automatically calculates: Freight = Rate × Quantity. You can also add other charges like ODA, delivery, fuel surcharge, etc.
Branch Delivery: Customer picks up the shipment from the destination branch.
Door Delivery: Your team delivers the shipment to the consignee's address.
Yes! That's the purpose of a challan. You can group multiple dockets going to the same destination into one challan for efficient vehicle dispatch.
Navigate to Operation → EWayBill Generate. Enter the consignment/document number, party details (GSTINs, state, PIN), transport details (distance, vehicle, mode), and item value/quantity. Click "Generate" to obtain the unique e-Way Bill Number (EWBN) from the GSTN API.
Yes. Use Operation → Cancel e-Way Bill (within 24 hours of generation) selecting a cancel reason, or Operation → Extend e-Way Bill Validity for bills still in movement by providing updated transport and location details.
Billing, GST, and Reports
Go to Billing Management → Create Invoice. Select the customer, choose pending dockets marked "To Be Billed", and click "Generate Invoice". The system creates the invoice and accounting voucher automatically.
The system automatically detects based on states:
• Intra-State (same state): CGST (9%) + SGST (9%) = 18%
• Inter-State (different states): IGST (18%)
GST is calculated on Taxable Amount = Freight + Other Charges.
Invoices can be edited only if no payment has been received against them. Once payment is recorded, you'll need to create a credit note or journal entry for adjustments.
Navigate to Payment Entry → Select Customer → Enter Amount, Date, and Payment Mode. The system updates the outstanding balance and creates a payment voucher automatically.
The system supports: Cash, Bank Transfer, Cheque, Credit Card, Debit Card, UPI, and Online Payment. You can record the transaction reference number for tracking.
Go to Vehicle & Vendor Payment → Select Challan (vendor auto-fills) → Enter payment details. The system creates a payment voucher and updates the vendor ledger.
Yes! A single vendor can have unlimited vehicles registered under them. Each vehicle has its own number, type, and driver details.
Creating a challan:
1. Groups selected dockets
2. Assigns a vehicle and vendor
3. Updates docket status to "Dispatched"
4. Generates a unique challan number
5. Creates vendor liability for payment
Go to Fleet Management → Fuel Management → Add Fuel Log. Select the vehicle and driver, enter fuel date, station, type, quantity in liters and rate — the total cost is auto-calculated. Add odometer reading and bill number for mileage tracking, then save and export as needed.
Use Fleet Management → Maintenance to record service records. Filter by status (Scheduled/In Progress/Done), and the system sends automated alerts 7 days before scheduled maintenance (oil change, tire rotation, brake inspection, etc.).
Register GPS hardware for live tracking of vehicles on the map. After a trip, use Trip Billing to invoice and Trip Settlement to enter actual costs (fuel, driver allowance, toll) — the system calculates profit/loss, and vendor/driver payments are processed with partial payment support.
Go to Reports → Customer Ledger. Set the date range and view the Outstanding Balance column. You can also export to Excel for detailed analysis.
Yes! Most reports have Export to CSV/Excel and Export to PDF options. Look for the export buttons at the top of the report page.
Vouchers are accounting entries that record financial transactions. They're auto-generated to maintain accurate ledgers:
• Sales Voucher: Created when invoice is generated
• Receipt Voucher: Created when payment is received
• Payment Voucher: Created when you pay vendors/expenses
Navigate to Reports → GST Reports. Select the report type (GSTR-1, GSTR-2, etc.), set the period (monthly/quarterly), and click "Generate". Export the report for filing on the GST portal.
Yes! Every docket and challan has a "Print" button. The system generates a professional PDF with your company logo, which you can print or save.
Tips for optimal system usage
Docket not in challan search? → Check date range filter
Vendor not showing? → Ensure challan created and vehicle linked
GST not calculating? → Verify consignor/consignee states
e-Way Bill failing? → Complete GST API Auth and verify GSTIN/state/PIN details
Fuel log not saving? → Ensure vehicle is selected from Vehicle Master
Logo not printing? → Check uploads/companies/ folder
📧 Email: support@pcsoftsolution.com
📞 Phone: +91 9716851238
🕐 Hours: Mon-Sat, 9 AM - 6 PM