POD – Proof Of Delivery

xTrack POD tasks have a concept similar to those presented in the xTrack WMS application. Here, too, the tasks are basic elements in the confirmation of deliveries and / or pick-ups of goods.

A task has several characteristics:

• desired execution interval;
• expected execution interval;
• actual execution interval.

All these periods can be the basis for defining performance indicators.

The tasks also have a color code that indicates a higher degree of flexibility in the ergonomics of the application.

Tasks also ensure the application flexibility as new tasks may be added to a workflow. Thus, we can start a POD implementation by performing a simple unloading task, and then we can introduce new tasks such as:

• confirmation of arrival at the destination;
• actual unloading;
• collecting the value of the delivered products;
• pick-up of packaging and / or returns, etc.

All this is done without the need to change the application version on drivers’ smartphones. The workflow changes and drivers receive new tasks that they have to perform without being specifically trained because this is impossible in certain situations.

The application running on the mobile devices is a WEB application which has the great advantage of being also used without an Internet connection. This feature of switching to offline mode automatically has its advantages when using the xTrack POD solution. And this change of operating mode is visible to the user.

The mobile app has an integrated database specially designed for offline mode, and its installation is not a problem because it is accessed, more often than not, via a link where users can find all the information about the trips they are interested in.

A color code is used to alert users to any interface and workflow changes that may occur while using the application.

An important supply chain component today is represented by the recovery of goods and packaging. This is generically known as a reverse logistics activity. Therefore, such activities are automatically tracked through the xTrack POD application. This allows the management of a stock of crates, for example, through the xTrack POD functionalities. In this way, xTrack POD is integrated into the delivery workflow or creates new, separate workflows for the pick-up of packaging from customers.

Of course, reverse logistics also means return of goods, which can be announced or not. Generating tasks  related to the pick-up of goods is an important feature of the application. Basically, the driver can generate pick-up tasks even if they were not provided as mandatory to be performed before setting out on a delivery trip.

We learnt from our previous projects that it is necessary to capture images in the field. Here we refer to several types of pictures:

• pictures of the store;
• pictures of the goods shelf;
• pictures of signed documents;
• pictures of returned goods or packaging.

The photos can be taken by the driver, who, at the same time, can also view pictures already saved in the database. A useful picture for the distribution drivers, for example, is the picture of the stores where they have to deliver goods, especially if there are several stores in the same area and they need to quickly identify them.

The xTrack POD application can be integrated with various maps to help the driver optimize his route. Such applications can be well-known ones, such as Waze or Google Maps or lesser-known professional applications.

Such an application can help drivers identify the fastest route between the starting point and the next loading or unloading point. The user can choose to enter the map mode to view the optimal route.

The use of maps is not mandatory, but this functionality can be made available to drivers. However, integration with a certain type of map application must be configured by specialized personnel.

Documents can be photographed or scanned with a mobile device immediately after they have been signed by the customer or the supplier. Photographs of the documents are saved in the database and can be consulted later for clarification. Electronic document management is an important advantage in saving working time as it is usually done manually until the deployment of the xTrack POD application.

Taking pictures of documents with a view to saving them is mandatory and the driver cannot proceed to the next step until the picture has been taken. To validate the picture, a barcode which may be identified by the application can be optionally inserted in the document. This verifies that a photo of the correct document has been taken.

The module for sending messages to users is very important. When a delivery trip is assigned to a driver or when the goods have been loaded in the truck, the related tasks and the link to the application are sent to the user through an SMS message. This method is often employed by forwarders using hired drivers who do not know how to access the application.

For experienced users, dispatchers or transport managers, the method of reporting exceptions by sending reports by e-mail is used. Different reports can be configured on request, and the trigger can be different each time.

IOD (Information on Delivery) is a subsidiary functionality of a POD application. The way in which the information about task execution times and delivery performance is saved in the database turns the xTrack POD application into a powerful tool for measuring delivery KPIs.

Important data about the drivers’ activities is saved simply by pressing buttons on mobile devices. If the activities are not confirmed by the drivers, warning messages can be sent by e-mail to dispatchers or transport managers for rectification.

The xTrack POD application seamlessly integrates with the xTrack TMS application from where it can receive all the data needed to create a workflow to be transmitted to drivers. The xTrack POD application can also be integrated with WMS or ERP applications if there is sufficient data on the order or at least the grouping of deliveries by a specific car or driver. Integration with external applications is done by one of the methods listed below:

• intermediate database;
• FTP files;
• API services.