In the transport, logistics and distribution industries, proof
of delivery (POD) is essential.
 A POD form exists for every single
delivery that carrier companies make The POD is a mission-critical
document – without it the carrier cannot prove that the delivery
was made and that someone signed and accepted it. This can hamper
payment processing, and reduce overall efficiencies throughout
the organization.
With increased regulations and the emergence of corporate governance,
these forms must be retained and companies need to access specific
delivery tickets on request, to deal with customer inquiries and
to clear bills for payment.
POD storage and retrieval is an ideal application for document
management systems. Digital Storage Solutions has vast experience
and considerable expertise in this area. Our Solutions provide
effective scanning, storage and retrieval at a central location
or working across multiple locations around the world.
We can also provide a complete scanning and storage service for
you and ensure that all PODs received during an evening are available
for retrieval via secure web connections the next morning. Advanced
Reporting will provide valuable management insight as to what tickets
have been received and allow proactive management of outstanding
items.
Customer requests can be dealt with much more swiftly – customers
can even be allowed to access and view their PODs themselves. Forms
are never lost, mis-filed or damaged so you will always be able
to produce clear evidence that a delivery was made – quickly
and easily, without having to sort through a mountain of paper
documents.
- Reduce Daily Sales Outstanding
Improve
Cash Flow with the capability to get PODs to customers
faster
- Enhanced Reporting
Print reports showing
all missing delivery documents. If a driver or carrier
misplaces a signed delivery ticket, you find out
immediately.
- Save time looking for delivery documents.
- Improve Accounting
& Document Control:
- Related Documents
There are often groups of
documents that are related. For POD's, related
documents could be your client's purchase order and
check, and your invoice. When you are looking at
a document, you can click the Related button to see
related documents. The related documents could be
any combination of scanned documents, Word or other
Office documents, and email.
- Missing Documents Report
This shows related
documents that are missing or are not in agreement.
For example, it could show that the POD is
missing for one invoice and the invoice is missing
for another POD.
For documents containing dollar
amounts, such as invoice amount, the Missing Documents
Report shows any related documents in which the
total dollar amount or total quantity do not agree.
This report also shows the dollar amount of missing
documents. The Missing Documents report could list
any combination of scanned documents, Word or other
Office documents, and email.
- Grand Totals Report
This shows the grand
total dollar amounts for each document type. This
could show the grand total amount of all POD's. The
Grand Totals Report sums data from scanned documents,
Office documents, and email.
- Reduced physical document
storage costs.
- Allow Customer Access
Let your customers use their browser
to view their own POD's, via the Internet to create
competitive advantage.
- Define Your Workflow
You can define a multiple-step
workflow so that scanned POD's are routed to "inboxes" for
different users. The users use their web browser
to see all documents in their inbasket. This can
be done over intranet or the Internet.
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