What is a POD (Proof of Delivery) system for tracking deliveries?
Axes Software has developed its own POD application for tracking deliveries, called xTrack POD, with co-funding from the European Social Fund through the Competitiveness Operational Programme 2014-2020, within the framework of the project proposed by Axes Software: “Innovative platform for artificial intelligence management of work processes in factories and warehouses“.
What does POD mean?
POD (Proof of Delivery) is a “magic” application for companies interested in tracking all deliveries in progress or access data related to those already made.
Users fall into two categories depending the role they play in managing transport orders: administrators and drivers, and the access level differs from one category to another.
Administrators have access to the full list of transport orders so that they can follow the execution of deliveries in real time. Drivers have access only to the information and tasks they need to fulfil their assigned deliveries.
In other words, using the app, drivers know exactly what they have to do and can confirm on the spot what tasks they have completed, whereas managers can monitor the parcels or goods being transported in real time to see how operations are progressing on the way to and at the destination.
A POD application makes it easy to manage tasks with the help of a system of tasks and options. Transport orders are assigned to drivers according to their priority, and the delivery of each order can be monitored step by step through AWB tracking and streamlined through a powerful delivery tracking system.
A transport order comprises one or more deliveries, each recorded as a separate process. When each delivery is completed, all related information is saved in a database to which the application is permanently connected.
Integration of POD systems with other applications
Integrating the POD application with a TMS (Transport Management System) is very important, as it ensures complete management and optimization of all delivery-related activities, from loading goods onto trucks to delivering them to their destination.
To facilitate the delivery process, POD applications can also be integrated with applications such as Waze, Google Maps or other similar apps.
xTrack POD, the application that Axes Software developed in-house, has increased flexibility and can be integrated not only with TMS systems but also with WMS or ERP applications.
With xTrack TMS and its algorithm optimizing route planning and trip scheduling within a warehouse network, fuel consumption, transport costs and driver working times are reduced. The structure and interface of xTrack POD is intuitive and user-friendly, so the application can be used without special training.
The tasks the driver has to perform during transport, from accessing the details of the assigned trip to completing the transport order, are designed in stages. Predefined options and filters for searching the needed information are included so that users can easily access data in the application.
Successively opened application windows follow the sequence of tasks and thus “map” each trip from the moment of departure from the warehouse to the destination (breaks, stops, handover). Selecting an option or confirming the completion of a task automatically takes the user to a new stage in the delivery process.
This does not mean, however, that the system is rigid and unidirectional. It is possible to return to a previous window to resume delivery steps; variables, such as a customer cancelling an order, are automatically taken into account.
What activities during delivery are covered by POD systems?
From the driver’s perspective, the tasks and options in the application windows follow all the stages of a delivery trip. Optimizing distribution and streamlining costs with xTrack TMS is a key contribution to covering the full range of activities targeted by POD systems.
The drivers using the app may:
View trip details
The driver can view all the details of the trip he has been assigned to: customers to whom he has to deliver goods on the route, location addresses, photos previously taken at delivery locations, etc.
Take pictures of delivery locations
Drivers can take photos of delivery locations. These pictures are uploaded to the database and become accessible to coworkers who will be making trips to those addresses. Documents can also be photographed and saved on the spot or uploaded later from the driver’s mobile device.
Add a link to Google Maps
A link to Google Maps (or Waze or another similar app) attached to a delivery allows the driver to view the route to their destination in the xTrack POD app.
Mark stops (breaks) on the route
There is a special button in the app that the driver presses when they stop either for rest breaks or other reasons. When he confirms the end of the break, he is redirected to the next task in the app to resume the process.
Cancel a delivery order
The driver has a specific option to cancel a delivery if a problem occurs (e.g. a customer cancels the order after the driver has left the warehouse).
Confirm arrival at destination
The driver easily confirms that he has reached any of the locations on the route and the app automatically gives him the possibility to select one of the specific delivery options.
Enter data during the delivery trip
Drivers have the possibility to enter or modify data on goods delivered (quantity/number) or amounts of money to be collected.
Confirm cash collections
The driver performs tasks related to the actual handover of goods, that is:
- hands over goods,
- picks up returned goods or returnable packaging,
- collects cash payments.
Confirm delivery completion
At the end of the cycle of tasks associated with a delivery, the driver confirms its completion. If the transport order includes other deliveries to other locations as well, the process is repeated for each individual delivery.
Confirm transport order completion
When all deliveries in a transport order have been completed, the driver confirms completion of the trip. This order is marked as executed in both the TMS and the xTrack POD application.
What advantages and benefits does POD offer for delivery optimization and tracking?
If your business involves delivering products to customers, then an xTrack POD application will be of great help.
On the one hand, it simplifies the work of your drivers a lot and helps them to complete their assigned trips on time. On the other hand, tracking of deliveries and monitoring of how deliveries are progressing can be done by managers in real time.
So the benefits are felt throughout the company:
- Saving time and effort. Automatic import of the required data from external applications eliminates manual data entry and errors that occur during this process;
- Streamlining of workflows. Drivers follow predefined steps executing clearly-defined tasks and have the possibility to update data in the system according to the situation on the ground;
- Real-time monitoring. Managers can track the execution of transport orders even as they are being carried out;
- Access to the database. Managers can access the information on each executed transport order at any time because it is automatically saved;
- Traceability of goods. Data about the goods delivered is complete: what, where, when, how and how it was transported.
The importance of POD systems for business
Due to globalization and the digitalization of economic activities, the importance of POD for business is growing. By implementing electronic proof of delivery software systems, national and international parcel tracking can be achieved by integrating different forms of country-specific monitoring and control for transport and distribution of goods.
At EU level, digitalization in logistics and environmental protection are common transport policy priorities. Companies in this sector are actively participating in the development and implementation of action plans for freight transport logistics and intelligent transport systems in Europe.
The POD systems contribute to the modernization of logistics activities and are thus an accelerating factor in the implementation of the European strategy for competitive and sustainable transport.
At the level of each transport or logistics company, the POD applications are a source of increased operational efficiency and cost reduction. The electronic proof of delivery systems are of strategic importance in the development of companies because they streamline current processes, improve communication and limit financial risks.
How can Axes Software help you?
Axes Software’s xTrack POD is part of an ecosystem of supply chain management applications. It can be easily integrated with the other applications developed by our team of developers, xTrack WMS and xTrack TMS, but also with ERP or GPS applications.
All our applications are designed with their prospective users in mind, so they all have a user-friendly interface. xTrack POD can also be used immediately by people new to the team, without requiring any complicated training.
In short, the strengths of xTrack POD refer to:
- user-friendly interface that does not require any prior training;
- clear and efficient structure based on tasks and options defined according to the stages of the delivery process;
- installation on smartphones or mobile computers without special hardware configurations;
- usability for the pick-up of goods from suppliers as well;
- adaptability to the devices (tablets and mobile phones) on which it is used;
- integration with various applications and maps.
Do you want to enjoy the benefits of xTrack POD and optimize and tracking your deliveries? Fill in any form on our website and our consultants will get back to you in 48 hours.
