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  • Aivaras Liutvinas

CargoRail - enable natural scale for rail freight carries and shunters organizations

When our clients are looking for effectiveness in their processes, they usually are trying to downsize the workforce. Still, they are stuck in between - to let go of knowledgeable employees and to lose effectiveness or to increase losses. And a similar situation is in all economic challenges:

  • From one side (when the financial situation is uphill) - shortage of skills, talent, and experience;

  • On the other hand, (when economic is subtracting) – ensure top expertise and knowledge would stay in the company, reduce cost and increase agility.

In any situation, it’s tough to find top talent and to maintain knowledge in an organization. Especially so when the need for expertise spread across all divisions of the company. For example – VAT assignment - maybe not only financial division must know these laws how to assign VAT to services, but:

  • station workers who prepare waybills or shunting documents,

  • locomotive drivers, who add additional services documents,

  • back-office workers who manage all documentation.

Or perhaps waybills filling rules must be known to central office, drivers and station worker. Such a broad need for knowledge increases the chances of human error and financial or time losses.


We see CargoRail as a solution to connect knowledge for everyone, from railway drivers to financial specialists. All roles are working together to achieve business goals, from different cities, countries, or continents in optimal business processes.


Moreover, we try to ensure that all business roles will do minimal in their knowledge capacity. In that way, we know that when the need arises, our clients can scale faster (let go or hire more employees depending on the economic situation).


Also, we try to minimize interactions with CargoRail as much as possible – to ensure that operations will go smoothly, without a lot of data entering. That way, we are confident that our client’s employees will adapt quickly and without much training.


At this time, we will cover a process from client registration to invoice, through principles, described above. You will see how different employees are using CargoRail to enter knowledge and share it across all job functions.


At first, we are entering the client data into CargoRail.


As side note in CargoRail, every participant in the process is called ‘Party’ – parties can be organizations or individuals (from your client to employees). Parties participate in this process through roles – payer, client, recipient.


In this case, we are creating a party, which will be payer, client and recipient:

As you can see on the right side, we identified VAT information about this party, to automatically calculate VAT in all situations, based on VAT assignment rules.

To calculate services for the client, it must have the contract and prices for services. Sales manager enters agreements and rates for services, and this information helps to calculate taxes for all provided services automatically.


First, the sales manager creates a contract with the party:


He adds services to the contract (the client can have different agreements for different sets of services) for price calculations.


And later, he defines tariffs of services – based on valid data, from – to if applicable (for example, different calculations depending on length). Finally, you can define unique coefficients with their own application rules:


At operations level driver, opens CargoRail – automatically to locomotive window. Role-based system ensures that the driver sees only relevant information:

  • wagons in station track where the locomotive is standing;

  • locomotive operations history;

  • available tasks or operations (couple/uncouple wagons, start/stop shunting, perform technical or commercial inspections).

The driver is responsible for entering only his work-related data -

shunting operations, couplings,/uncoupling. Other data - client, agreement, cargo data, wagon or locomotive data, is provided automatically. CargoRail’s or back-office employees’ responsibility is to prepare documents and send them to infrastructure managers, other railway carriers, and clients.


After he completes shunting operations, back-office takes the process further.


At the end of the day or any period, back-office or station officers reviews all completed operations in CargoRail. Their main goal is to prepare needed documents and confirm with the client the list of provided services and calculated taxes.


To help back-office or station officers, CargoRail:

  • shows all billable operations, provided to the client;

  • helps prepare documents and calculates taxes automatically (from contract and VAT assignment information).

All operations, which are not included in documents but are billable, will be shown to CargoRail users. Clients will get and approve documents electronically if needed.


Financial officer issues invoices to clients at the end of the period independently from back-office or station officers. Invoices are compiled from documents taxes automatically from CargoRail.


What we saw here - different roles participates in the same process:

  • system administrator with financial office guidance enters VAT calculation rules;

  • salesperson creates contracts and pricing strategies;

  • sales manager approves contracts for further usage;

  • driver performs shunting operations;

  • back-office or station officer prepares shunting statements, calculates taxes and gets confirmations from clients;

  • financial officer forms and sends invoices to clients.

As we can see, every role plays a part in the business process, using the knowledge needed to fulfill their operations, but not more.

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