F O R M 2
THE PATENTS ACT, 1970
(39 of 1970)
The Patent Rule, 2003
COMPLETE SPECIFICATION
(See section 10 and rule 13)
TITLE OF THE INVENTION
A system and method for providing integrated transport office management
Name and address of the Applicant:
Name: Caliper Business Solutions Private Limited
Nationality: Indian
Address: C7/5, Kendriya Vihar, Sector 11, Karghar, Navi Mumbai-410210, Maharashtra, India 2

[001] Preamble to the description
[002] The following specification particularly describes the invention and the manner in which it is to be performed:
[003] Technical field of the invention
[004] The present invention relates to a system and method for integrated 5 transport office management. More particularly, the invention relates to create an efficient single platform through online system for service providers and seekers seeking transport service.
[005] Background of the invention
[006] A Transportation Management System (TMS) is a division of supply chain 10 management related to transportation operations. The transportation service provider transports the goods from one point to another point i.e. from origin to destination upon customers‟ request based on the pre-defined short term (one day to Month) or long term transportation commercial agreement. The service seeker may be a manufacturing company, a stockroom owner, or any company that is in 15 need to ship goods from an origin to a destination wherein the origin may be a stock room, a production plant etc., and the destination may be another production plant, a stock room, a harbor, airport or directly to a customer.
[007] Today, several companies transport merchandise from one location to another for their business purpose. Many companies are dependent on 20 transportation service providers to transport the goods, as these companies fail to meet the expense of having their own transportation vehicles. The transport service provider offers the type of available vehicle required for the specific transportation of goods. This involves the service seeker to screen the qualified service providers and float an RFQ to all qualified service providers. Generally, 25 these RFQs are received by service providers through hard copy or through E-mail. Upon receiving quote, the service seekers compile the RFQ‟s and bids the RFQ based on the service provider‟s competitiveness in terms of cost and service levels. The service seeker awards the contract to one or multiple service providers by sharing the volume. Generally, the whole contracting process is tedious and 30
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takes plurality of weeks. Due to this reason most of the service providers go for long term transport contract. The long term contract ramifications are multifold, as the transportation industry is unorganized and highly fragmented. The market operates on daily rates based on the demand v/s supply and seasonality. The market rates are highly volatile and dynamic. When the service providers are 5 entering into long term transportation contract, they are considering the above market volatility and edging the price accordingly. However, the service providers industry works on several process and based on the incentives the service providers offer better services when the market rates are less than the contract rate. During the season, the vehicle supply deficits and market rates drastically 10 goes up at this time, hence the service providers fail in service levels.
[008] Further, post contract it require lot of manual efforts to collect the data related to goods needing transportation and transportation vehicle. The service provider also has to collect the information such as geographic location of the destination, customer details etc. Generally, in existing systems, the service 15 providers contact the customers over the phone to obtain the details and record the details by writing down and allot the vehicle based on the goods pick up and destination point which is matching with the available vehicle that will transport the goods as per the customer‟s intent. This is a very tedious process, time consuming, ineffective and requires more manpower. 20
[009] Further, the service provider interacts with service seeker for various other processes such as planning and decision making, managing contracts (for example dedicated contract for transportation, annual contracts and spot-market agreements), transportation execution, maintaining delivery details, providing service level reports generating bills, final reconciliation etc. As service seekers 25 works with multiple service providers they need to constantly interact with the multiple service providers to monitor the service levels, therefore this is a very tedious job and they are constantly in firefighting.
[0010] In many existing transportation systems, there are many players like transporters or 3PL‟s who mostly don‟t own the fleet. These transporters sign long 30 term contract with the service seekers, and based on the daily requirement of the vehicle, the service providers take market vehicle through the middle man or
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broker. The broker is an agent who facilitates the market vehicles to transporters or 3pl, the market vehicles are owned by individual fleet owner and they are constantly in touch with the brokers for their pre-determined route(forward and return trips). The driver basically takes care of the service level and the safety of the goods. In the entire eco system because of the fragmented visibility, the fleet 5 owner is completely dependent on broker or transporters for forward and return trip, wherein the brokers and transporters are least affected by it. This is basically causing fleet idle time resulting in low Return on Investment (ROI) and unbalanced equilibrium in the ecosystem.
[0011] Hence, looking at the problems in the prior art, there is a need of a system 10 and method for transport management with more efficient, quick and organized process. The system must ensure to identify and address the root causes without destabilizing the ecosystem. The system must also reduce the overall transportation contract lead time from weeks to few hours, and provide entire service seeker and service provider market visibility to all the stakeholders 15 depending on the need.
[0012] Summary of the invention:
[0013] The present invention overcomes the drawbacks in the prior art and provides a system for integrated transport office management. The present invention comprises a single platform to connect at least one service seeker and at 20 least one service provider through the internet. The single platform has an application implemented by one or more computing devices. A central server is employed to store, analyse and manage the plurality of data shared by the service seeker and the service provider, wherein one or more reports are generated using the stored data for decision making. Users can access the single platform 25 application any time through internet by entering their unique login credentials.
[0014] The present invention further comprises an automated contract management mechanism to allow the service seeker and service provider to register with the single platform application, in which the company details, user information and service details are entered. The request for quotation (RFQ) is 30 raised by the service seeker, wherein the service seeker bids for the RFQ. Post
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bidding, the service seeker gets an intelligent dashboard to take decision and issues the Letter of intent (LOI) to service providers. Further, the service seekers approves the contract upon receiving the acceptance on the LOI from the service providers, all this happens within couple of hours, post contract. An automated indent management mechanism is used to enable the service seeker to raise the 5 indent for day to day transportation requirement. Upon receiving the indent, the service provider allots the vehicle to start the trip. An automated tracking mechanism is used to track the location of vehicle and update the trip details of the vehicle in real-time. An automated on-spot reconciliation module is used to generate the periodic trip details and update the payment advice based on the 10 service levels.
[0015] In the preferred embodiment of the invention, said details pertaining to service seeker in the automated contract management mechanism include location of the destination, service type, service mode, cargo details, pricing etc.
[0016] In one of the embodiment of the invention, said system enables the service 15 seeker to select plurality of options for bidding RFQ‟s such as no bidding, full bidding and partial bidding.
[0017] In the preferred embodiment of the invention, said system further provides a vendor management module for service seekers, wherein the service seeker is allowed to create a group of selected service providers to choose that group while 20 sending RFQ and block other service providers.
[0018] In the preferred embodiment of the invention, said system further provides an option where a third party logistic (3PL) is allowed to access the single platform application, wherein 3PL has an option to access the system as service provider or service seeker and take services from brokers, transporters or directly 25 from fleet owners.
[0019] In most preferred embodiment, the method for integrated transport office management for service seeker side includes the step of registering as service seeker to a single platform application. The company, user and locations details are added for registration. The mode of operation is selected and configuration 30 option is chosen. RFQ is raised by the service seeker and viewed by the service
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provider. The LOI is sent to service provider and the status of the LOI is viewed, whether the LOI is accepted or rejected by the service provider. Upon acceptance of the LOI through Indent, the vehicle is allotted for the transportation and the trip is started by adding vehicle details and docket details. The delivery details are received by the service seeker upon delivering the consignment. The details are 5 updated in real-time in a central server at regular intervals of time.
[0020] In most preferred embodiment, the method for integrated transport office management for service provider side includes the step of registering as service provider with a single platform application. The company, user and locations details are added for the registration. The serviceable area and vehicle mode are 10 chosen and the fleet details are added. The RFQ‟s sent by service seeker are viewed by the service provider. During the time of bidding RFQ, the service provider may also monitor the bidding statistics comparing with the competitors and may further fine tune the bid based on the retained margin targets. Upon successful bidding, a LOI is received from service seekers. The decision is made 15 to accept or reject the LOI, wherein on accepting the LOI, it is deemed to be a transportation contract to provide the transportation services agreed in the LOI.
[0021] In most preferred embodiment, the method for tracking the vehicle during trip in integrated transport office management includes the step of registering with the single platform application and entering the trip details of the consignment 20 that needs to be tracked, wherein trip details are provided by the service provider to service seeker. The trip is started and the driver‟s location details are tracked. The real time position of the vehicle is viewed on map and the trip is ended upon delivering the consignment to the destination. The time taken by the driver to deliver the consignment is calculated and the driver receives the incentives based 25 on the calculation and generated the report.
[0022] Hence, the present invention provides a system, which is cost effective and provides more efficient transport office management system. The invented system identifies competent service provider and raise RFQ‟s for all modes of transport service requirement. The present invention enables the user (s) to make quick and 30 efficient decisions, and responds instantly to the demand and supply fluctuation. The present invention also maintains the data history for audit purpose.
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[0023] Brief description of the drawings:
[0024] The foregoing and other features of embodiments will become more apparent from the following detailed description of embodiments when read in conjunction with the accompanying drawings. In the drawings, like reference numerals refer to like elements. 5
[0025] Figure 1 (a) illustrates a block diagram of the system for providing integrated transport office management, in accordance with an embodiment of the invention.
[0026] Figure 1 (b) illustrates a process flow for registration of the service seeker and service provider into the single platform of the integrated transport office 10 management system, in accordance with an embodiment of the invention.
[0027] Figure 1 (c) illustrates a process flow for selecting the services in the integrated transport office management system, in accordance with an embodiment of the invention.
[0028] Figure 2 (a) and Figure 2 (b) illustrates a process flow involved in 15 sending the RFQ‟s from the service seeker‟s side, in accordance with an embodiment of the invention.
[0029] Figure 3 (a) and Figure 3 (a) illustrates a process flow involved in responding to the RFQ‟s at the service provider‟s side, in accordance with an embodiment of the invention. 20
[0030] Figure 4 illustrates a process flow for the automated indent management mechanism in the integrated transport office management, in accordance with an embodiment of the invention.
[0031] Figure 5 illustrates a process flow involved in raising the indent in the integrated transport office management, in accordance with an embodiment of the 25 invention.
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[0032] Figure 6 illustrates a process flow involved in responding to the indent in the integrated transport office management, in accordance with an embodiment of the invention.
[0033] Detailed description of the invention:
[0034] Reference will now be made in detail to the description of the present 5 subject matter, one or more examples of which are shown in figures. Each embodiment is provided to explain the subject matter and not a limitation. These embodiments are described in sufficient detail to enable a person skilled in the art to practice the invention, and it is to be understood that other embodiments may be utilized and that logical, physical, and other changes may be made within the 10 scope of the embodiments. The following detailed description is, therefore, not be taken as limiting the scope of the invention, but instead the invention is to be defined by the appended claims.
[0035] The following definitions are to be used through the document:
[0036] The term “Service Seeker” as claimed in the embodiments refers to a 15 person seeking for the transportation service.
[0037] The term “Service Provider” as claimed in the embodiments refers to a person who provides the transportation service.
[0038] The term “3PL or 3rd Party Logistics” as claimed in the embodiments refers to a person seeking for the transportation service and also can provide 20 service to other service seeker as well.
[0039] The term “RFQ” as claimed in the embodiments refers to Request for Quotation, which is raised for seeking the services.
[0040] The term “LOI” as claimed in the embodiments refers to Letter of Intent, which is a confirmation sent upon accepting the bid. 25
[0041] The term “FTL” as claimed in the embodiments refers to Full Truck Load.
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[0042] The term “LCL” as claimed in the embodiments refers to Less-than-Container-Load.
[0043] The present invention provides a system and method for integrated transport office management. The present invention comprises a single platform to connect at least one service seeker and at least one service provider through the 5 internet. The single platform has an application implemented by one or more computing devices. A central server (104) is employed to store, analyse and manage the plurality of data shared by the service seeker and the service provider, wherein one or more reports are generated using the stored data for decision making. Users can access the single platform application (105) any time through 10 internet by entering their unique login credentials.
[0044] Figure 1 (a) illustrates a system and method for providing integrated transport management, in accordance with an embodiment of the invention. The present invention provides a system and method for integrated transport office management. The present invention comprises a single platform (101) to connect 15 at least one service seeker (102) and at least one service provider (103) through the internet. The single platform (101) has an application (105) implemented by one or more computing devices. A central server (104) is employed to store the plurality of data shared by the service seeker (102) and the service provider (103), wherein the stored data is used to analyse, manage and generate one or more 20 reports for decision making. A single platform application (105) is allowed to run on the computing device for enabling the service seeker (102) and the service provider (103) to access the single platform (101) through internet. The service seeker (102) and the service provider (103) access the single platform (101) by entering the unique login credentials. 25
[0045] The present invention further comprises an automated contract management mechanism (106) to allow the service seeker (102) and service provider (103) to register with the single platform application (105) in which the company details, user information and service location details pertaining to the service seekers (102) and the service provider (103) are entered. Further in the 30 automated contract management mechanism (106) the request for quotation (RFQ) is raised, viewed, bade and accepted/rejected based on the market rates,
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wherein the service provider (103) bids for the RFQ. An automated indent management mechanism (107) is used to enable the service seeker (102) to raise the Indent to service provider (103), wherein the transporter/service provider allots the vehicle to start the trip. An automated tracking mechanism (108) is used to track the location of vehicle and update the trip details of the vehicle in real-5 time. The automated tracking mechanism (108) also provides overall visibility of the demand and supply gap of empty fleets. An automated on-spot reconciliation module (109) is used to generate the periodic trip details and update the payment advice based on the service levels.
[0046] Figure 1 (b) illustrates a process flow for registration of the service seeker 10 (102) and service provider (103) with the single platform of the integrated transport management system, in accordance with an embodiment of the invention. In the preferred embodiment the service provider/service seeker/3PL are registered to the single platform application (105). The registration enables to create a valid account on single platform application (105), so that user (s) is 15 enabled to access into the one or more features provided in the single platform application (105).In the registration process, the user (s) enters the basic details such as user name, company‟s name, email id, password and mobile number. The system processes the details and validates the details to check if the email ID has been already registered or not. If all the details are valid then the system takes the 20 user to next page and asks for the role as service seeker/Service provider/3PL) and service types to select.
[0047] Figure 1 (c) illustrates a process flow for selecting the services in the integrated transport office management system, in accordance with an embodiment of the invention. In the preferred embodiment of the present 25 invention, once the basic details are entered, the system requests for the information such as type of user and services which the user (s) is intending to select. The user (s) is/are allowed to select the type of user such as service provider/service seeker/3PL and based on the type of user further fields needs to be entered. 30
[0048] For example, considering if the user type selected is service seeker (102) then option will be displayed as 'I am Seeking following Services : All – Courier,
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Less than Container Load (LCL),Full Truck Load(FTL), Container Transportation, wherein the user selects services based on the requirement.
[0049] Considering, if user type is selected as service provider (103) then the option will be displayed as 'I am a: Transporter/ Transporter cum fleet owner' and 'I am providing following Services: Courier, Less Container Load (LCL), Full 5 Truck Load (FTL), container transportation.
[0050] Similarly, if user type is selected as 3PL then the option displayed will be as „I am providing and seeking following Services‟: All – Courier, Less Container Load (LCL), Full Truck Load (FTL), Container Transportation.
[0051] In the preferred embodiment of the present invention, the user type service 10 provider (103) is categorized into transporter, transporter cum fleet owner and fleet owner / broker / driver cum fleet owner. On selecting the option service provider and type of transporter then the introducer's details such as admin name, email, mobile number, company details, invitation to company‟s users are entered. The operational reach (such as nation, Zone Wide Reach, State Wide Reach, My 15 city strengths etc.), service range (such as all types of service and their mode) are also selected by the users based on the selected user type service provider (103).
[0052] For example, considering the user type service provider (103) is selected as transporter cum fleet owner provider, then option displayed will be „Introducer‟s details: Admin Name, Email, Mobile, My company details, Invite 20 My company users. Further operational reach will be nation, zone wide reach, state wide reach, and my city strengths. The service will be all types of service and their mode. Therefore once service provider/service seeker/3PL sets the company details, operational reach and service type/mode, the registration process will be completed. Upon completion of the registration process, the users will be 25 allowed to use all other options in the single platform application (105).
[0053] Figure 2 (a) and Figure 2 (b) illustrates a process flow involved in sending the RFQ‟s from the service seeker‟s side, in accordance with an embodiment of the invention. As shown in Figure 2 (a), the method (200) initiates with the steps (201) and (202), the company, user and locations details 30 are added into a single platform application (105) for registration. At step (203),
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the map location and mode of operation is selected. At (204), the configuration operation is chosen. At step (205), the RFQ‟s are raised and viewed. At step (206), the LOI is sent to service provider (103) upon accepting RFQ by the service provider (103), wherein the LOI is sent based on the market analysis. At step (207), the status of the LOI is viewed whether the LOI is accepted or rejected 5 by the service provider (103). At step (208) and (209), the request for vehicle allotment is raised, and vehicle details and docket details are added in the single platform application (105). At step (210), the trip is started. Finally, at step (211), the delivery details are received upon delivering the consignment, wherein the details are updated in real-time in a central server (104) at regular intervals of 10 time.
[0054] In the preferred embodiment as shown in Figure 2 (b), when a user enters into a single platform application as a service seeker, the plurality of options are displayed to the service seeker (102), wherein plurality of options include search (Service Provider/service seeker/3 PL), RFQ Seeker dashboard, RFQ management 15 module (create RFQ, Saved Draft, check Quality Assurance and Amendments), Daily Rate Dashboard, Daily Rate (Create RFQ, Saved Draft), LOI Management, Vendor Management (Blacklisted), Contract Management (Raise Indent, Indent Management), Settings etc.
[0055] In the preferred embodiment of the present invention, the service seeker 20 (102) dashboard displays filtered RFQ and RFQ's for which contract is not yet started. The service seeker (102) is enabled to view all the RFQ‟s posted by the service seeker(102)and also have an option to cancel the RFQ's.
[0056] The service seeker‟s dashboard comprises, RFQ data such as RFQ number and date, RFQ name and segment, contract span and days, bid time span and days, 25 recipients of RFQ, bidders and non-bidders of RFQ, total hits of bidding, query thread, LOI issue, accept/reject and no response action column, with option to save report, and view RFQ.
[0057] The RFQ consists of bidding start date and end date to give the time period to service provider(103) to bid the service types, wherein the plurality of service 30 types are courier, Full Truck Load (FTL), Less Container Load (LCL), container
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transportations etc. Each service type has a particular mode e.g. FTL has mode such as mini, light, medium commercial vehicle and under each mode seeker can select vehicle as per requirement.
[0058] The pricing basis for certain services such as courier and Less Container Load (LCL) has only 2 options i.e. flat rate and slab rate. For Full Truck Load 5 (FTL) it has an option of slabrate, wherein the pricing will be applied to goods as per quantity, for example: For 1-100 kg particular rate, for 101-500 kg another slab of rate and but for flat rate, the pricing applicable for whole quantity will be the same, for example 1000 rupees per kilogram.
[0059] In the preferred embodiment of the invention, RFQ's are segmented into 10 two types, i.e. onetime movement and regular movement. In onetime movement the service seeker (102) may avail the service only once and in regular movement the service seeker (102) may avail as many as service required within the contract period. The service seeker (102) may submit the RFQ for any of the previously mentioned services. Further, the RFQ bidding process is carried on after 15 requesting of RFQ by the service seeker (102), wherein the RFQ is bade by the service providers and bidding process include options of full bidding and partial bidding.
[0060] In full bidding, the service provider (103) bids on all the transportation movements mentioned in RFQ and in partial bidding the service provider (103) is 20 allowed to select the transportation movements as per the user (s) intent.
[0061] In another embodiment of the present invention, the RFQ‟s posted by service seeker (102) may have two options i.e.,” Post to All” and “Post to particular group”. “Post to All” option allows all the service providers registered with the single platform application (105) to receive RFQ request, provided 25 services matching the service seeker‟s RFQ. In, “Post to Group”, the service seeker (102) has option to create a group of preferred vendors, wherein while posting a RFQ, service seeker may select particular group, such that only vendors present in that group will receive RFQ request provided the services matches with mentioned in RFQ. 30
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[0062] Once the bidding process is closed, the service seeker (102) is allowed to send LOI (contract) of that RFQ to particular service provider (103) or all the providers who have bade on that RFQ. Once the service providers responds to the LOI request, the service seeker dashboard will be updated. As providers accepts the LOI, that particular RFQ is available in an automated indent management 5 (107). In an automated indent management mechanism (107), the service seeker (102) will be able to notify service provider (103) about the service required as per the service seeker‟s intent as shown in Figure 4.
[0063] Figure 3 (a) and Figure 3 (b) illustrates a process flow involved in responding to the RFQ‟s at the service provider‟s side, in accordance with an 10 embodiment of the invention. As shown in Figure 3 (a), the method (300) initiates with the step at (301) and (302), the company, user and locations details are added into a single platform application (105) for registration of service provider (103). At step (303), serviceable area and vehicle mode are chosen. At step (304), the fleet details are added and at step (305), RFQ‟s sent by service 15 seekers are viewed. At step (306), the rates from various stake holders are identified. At step (307), the LOI from service seekers are received and at step (308), the decision is made to accept or reject the LOI. At step (309), the driver‟s and vehicle‟s details are provided to service seeker (102) upon accepting the LOI and at step (310), the vehicle is allotted based on the service seekers request. 20 Finally, at step (311), the trip is started and the consignment is delivered to the destination as per service seekers request.
[0064] In the preferred embodiment of the present invention, the service provider's role is to bid on particular RFQ. If LOI is received for particular RFQ, then service provider (103) may accept/reject the LOI as shown in Figure 4. 25
[0065] In the preferred embodiment as shown in Figure 3 (b), the service provider receives new RFQ's from service seeker/3PL‟s on the dashboard. The service providers are able to bid on RFQ only when the bid time is ON. On posting of any quote, the service provider (103) is allowed to post the quote lower than previously quoted bid and if service seeker (102) has increased the amount, 30 then the service provider (103) should decrease in the same range. For example, if service seeker (102) sets the amount to 1000, then the service provider (103) has
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to decrease the amount in multiple of 1000. Once service provider quotes on RFQ, then the same RFQ is processed further.
[0066] Once the bid time is closed, the service provider (103) is able to quote his updated bid only if seeker increases the bid time and at the increment of the period of bid time, the service provider (103) has to decrease the quote in 5 specified range.
[0067] If there is no bidding for a particular RFQ, then that RFQ enters into “no bidding” RFQ column. If any RFQ is canceled by seeker, then that RFQ moves in to “canceled RFQ” column.
[0068] The preferred embodiment of the present invention, further has plurality of 10 bidding options i.e., direct bidding and excel upload bidding. In direct bidding, the amount is quoted directly on RFQ bidding page. In the excel upload bidding, the service provider (103) has option to generate excel file of RFQ, which contains information such as RFQ, route, type of mode etc. The service provider may enter the quote and related remarks on the respective spread sheets and upload excel in 15 the single platform application (105).
[0069] Once the bidding process is closed, the service provider (103) receives the LOI for a particular RFQ, wherein the service provider (103) will have option to accept or reject the LOI. If the service provider (103) accepts the LOI, then that LOI moves to “LOI accepted” column in the single platform application (105). If 20 service provider (103) rejects the LOI for particular RFQ then that LOI moves to “rejected LOI” column in the single platform application (105). In case the service provider (103) do not responds to that RFQ till specified date and time, then that RFQ moves into “ No Response” RFQ column.
[0070] If the service provider does not receive the LOI for that RFQ, then that 25 LOI will be removed from LOI prospect and its RFQ moves in to competitors‟ column.
[0071] Further on acceptance of RFQ, then that RFQ/LOI is available in the automated indent management mechanism (107). Therefore, the RFQ will be
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notified to service provider (103) in the automated indent management mechanism (107), when the service seeker (102) raises a service request.
[0072] Figure 4 illustrates a process flow for the indent management mechanism in the integrated transport office management, in accordance with an embodiment of the invention. 5
[0073] Figure 5 illustrates a process flow involved in raising the indent in the integrated transport management, in accordance with an embodiment of the invention. The indent is searched from the single platform application (105) based on the source/ destination location/movement. The indent is raised against the received RFQ, wherein the RFQ is obtained from the search results. The vendor 10 details and movement/trip details are fetched from the RFQ. Further, the pickup date and time is entered, and the delivery date is fetched based on the theoretical arrival time (TAT) which is mentioned in RFQ. The contract details (such as contract tenure, contract volume) and cargo weight details are entered. The indent response cut-off date and time is also entered. Then, the type of vehicle and 15 number of vehicles required for the trip are selected based on the vehicle details mentioned in the RFQ. Further the details such as indent note, indent raised, mail ID, contact details etc., are also entered and finally the indent enclosing consignee/transporter/consignor or any of these three with email ID and contact details is posted in the single platform application (105). 20
[0074] Figure 6 illustrates a process flow involved in responding to the indent in the integrated transport office management, in accordance with an embodiment of the invention. At the service provider side, the service provider (103) receives indent request and views the enclosed details. Further the service provider (103) responds for the received indents by accepting or rejecting the LOI. If the LOI is 25 accepted then the notification is sent to seeker/3 PL. If the LOI is rejected, then the date and time is rescheduled and notified to the service seeker/3 PL.
[0075] At the service seeker‟s side, upon receiving the approval/acceptance notification from the service provider (103), the service seeker (102) accepts the sent notification, and acknowledges the driver details and vehicle details such as 30 registration number, engine number, chassis number, license number, driver name
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etc. These details are updated in the central server (104) and posted on the single platform application (105).
[0076] At the service seeker‟s side, upon receiving the reject notification from the service provider (103), the service seeker (102) modifies the indent request, the indent date and time of the indent. Further the modified indent is updated in the 5 central server (104) and sent to the service provider (103).
[0077] Hence, the present invention provides a system, which is cost effective and provides more efficient transport management system. The invented system identifies competent service provider and raise RFQ‟s for all modes of transport service requirement. The present invention enables the user (s) to make quick and 10 efficient decisions, and responds instantly to the demand and supply fluctuation. The present invention also maintains the data history for audit purpose.
[0078] It is to be understood, however, that even though several characteristics and advantages of the present invention have been set forth in the foregoing description, together with details of the structure and function of the invention, the 15 disclosure is illustrative only. Changes may be made in the details, especially in matters of shape, size, and arrangement of parts within the principles of the invention to the full extent indicated by the broad general meaning of the terms in which the appended claims are expressed.

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[0079] Claims
[0080] We claim:
1) A system for integrated transport office management, the system comprising:
a. a single platform (101) to connect at least one service seeker (102) 5 and at least one service provider (103) through the internet, wherein the single platform (101) has an application (105) implemented by one or more computing devices;
b. a central server (104) to store, analyse and manage the plurality of data shared by the service seeker (102) and the service provider 10 (103), wherein one or more reports are generated using the stored data for decision making;
c. the single platform application (105) running on the computing device enables the service seeker (102) and the service provider (103) to access the single platform application (105) through 15 internet by entering an unique login credentials, wherein said system comprises:
i. an automated contract management mechanism (106) to allow the service seeker (102) and service provider (103) to register with the single platform application (105), in which 20 the company details, user information and service details are entered, wherein the service seeker(102)raises a request for quotation (RFQ) and bids for the request the RFQ;
ii. an automated indent management mechanism (107) to enable the service seeker (102)to raise an indent for the 25 requirement of the vehicle, wherein upon receiving the indent, the service provider (103) allots the vehicle to start the trip;
iii. an automated tracking mechanism (108) to track the location of vehicle and update the trip details of the loaded 30 vehicle in real-time;
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iv. an automated on-spot reconciliation module (109) to generate the periodic trip details and update the payment advice based on the service level.
2) The system as claimed in claim 1, wherein said details pertaining to service seeker (102) in the automated contract management mechanism 5 (106) includes location of the destination, service modes, wherein service modes include surface, rail, air and coastal, service type, wherein the service type includes courier, Less then Container Load (LCL), Full Truck Load (FTL), container transportation, cargo details, pricing basis, wherein the pricing basis include flat rate, slab rate, fixed rate. 10
3) The system as claimed in claim 1, wherein said system enables the service seeker (102) to select plurality of options for bidding RFQ‟s such as no bidding, full bidding and partial bidding, wherein in the no bidding option the service provider (103) receives notifications for the RFQ but is unable to bid and the provider contacts service seeker (102) through phone, 15 wherein in full bidding option the service provider (103) has to bid for complete RFQ, wherein in the partial bidding the service provider (103) bids partially.
4) The system as claimed in claim 1, wherein said system further provides a vendor management module for service seeker‟s, wherein the service 20 seeker (102) is allowed to create a group of selected service providers to choose that group while sending RFQ and block other service providers.
5) The system as claimed in claim 1, wherein said system further provides an option where a third party logistic (3 PL) is allowed to access the single platform application (105), wherein 3PL has an option to access the 25 system as service provider (103) or service seeker (102) and receive services from brokers, transporters or directly from fleet owners.
6) The system as claimed in claim 1, wherein the computing device is any electronic device but not limited to personal digital assistant (PDA), smart device, tablets, laptops, desktops. 30
7) A method for integrated transport office management for service seeker side, the method comprising the steps of:
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a. registering as service seeker (102) with a single platform application (105);
b. adding the company, user and locations details for registration;
c. selecting the service location and mode of operation;
d. choosing the configuration option; 5
e. raising and viewing a RFQ.
f. sending LOI to service provider (103) based on the market analysis and upon RFQ is accepted by the service provider (103);
g. viewing the status of the LOI whether the LOI is accepted or rejected by the service provider (103); 10
h. requesting for vehicle allotment on accepting the LOI;
i. adding vehicle details and docket details;
j. starting the trip; and
k. receiving the delivery details upon delivering the consignment, wherein the details are updated in real-time in a central server(104) 15 at regular intervals of time.
8) A method for integrated transport office management for service provider side, the method comprising the steps of:
a. registering as service provider (103) with a single platform application (105); 20
b. adding the company, user and locations details;
c. choosing serviceable area and vehicle mode;
d. adding fleet details;
e. viewing RFQ‟s sent by service seeker (102);
f. bidding the rates from various stake holders; 25
g. receiving LOI from service seekers (102);
h. making the decision to accept or reject the LOI;
i. providing driver‟s and vehicle‟s details to service seeker (102) upon accepting the LOI;
j. allotting the vehicle based on the service seekers request; and 30
k. starting the trip and delivering the consignment to the destination as per service seekers request.
9) A method for tracking the vehicle during trip in integrated transport office management system, the method comprising the steps of:
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a. registering with the single platform application (105);
b. entering the trip details of the consignment that needs to be tracked, wherein trip details are provided by the service provider (103) to service seeker (102);
c. starting the trip and tracking the drivers location details; 5
d. viewing real time position of the vehicle on map;
e. ending the trip upon delivering the consignment;
f. calculating the time taken by the driver to deliver the consignment; and
g. incentivizing the drivers based on the service levels and transit 10 time.