Module “Document Capture” in Infodesk

September 27, 2016

Today we are introducing a new feature that we have developed for our mobile order management software TISLOG (photo capturing of shipping documents) and integrated it into the pick-up stop and shipment processing.

The new “Document Capture” by drivers enables complete processing of the shipment documents of a pick-up tour during pre-routing and order entry in the forwarding software while the driver is still on the road.
Thanks to Document Capture the shipping documents, as well as possible damages and pick-up impediments can be documented mobile by photo during the pick-up and stored in Infodesk.

In practice, the new function has already been able to prove itself in practical use at a major customer of TIS GmbH. The tests were so successful that the new feature has been rolled out in many of the client’s branches for several months already. During the implementation phase, the interest of all drivers in the new solution grew quickly, and soon all of the drivers wanted to use the photo capturing feature.

Document Capture bears time advantages for drivers: 30 minutes each day

The advantage for drivers was obvious: Faster clearance in the branch thanks to the new photo-detection and thus the possibility to finish early.
Drivers can now save an average of 30 minutes every day, since the processing of paper documents after returning to the depot is no longer necessary. The driver no longer needs to wait for the processing until his truck can be unloaded.
Meanwhile around 5000 photos of documents are recorded daily upon collection and associated with the corresponding barcodes.
For customers whose order is not received via EDI or email, during the pick-up processing the driver sees a separate dialogue on his handheld with the information that the shipping documents must be photographed. If the driver skips this optional dialog during pick-up, he will later be reminded of the document capture when continuing to process the order.

For all completed collection orders, the driver can also activate the photo-detecting at a later time manually using a button in order to complete the capturing, for example, while waiting at another customer’s site, if previously there was not enough time.
Photos are transferred directly to the TIS server after capturing and can then, for example, be sent via e-mail via Infodesk to other recipients.

More transparency in headquarters or branch

In Infodesk both the status of the pre-routing (completed / not completed), and the type of customer (EDI, paper customer, e-mail client, one-time customer) can be viewed. Photos of documents are uniquely qualified and are displayed as document photos Infodesk.
For document capturing and damage documentation different mailboxes can be created in Infodesk, related to any branch, for the targeted distribution of the incoming information.

If document photos related to an existing order are unreadable, the person working in Infodesk can trigger an automated message to the driver to inform him that new photos need to be created.

In Infodesk the dispatcher can always see how many pick-up orders have already been entered completely. If all pick- ups are captured, the dispatcher can assign a gate to the driver via the mobile order management for unloading.

Special case: Damages detected during pick-up

In case the driver discovers a damage to the shipment during pick-up, he sets the status to "Picked up with damage”. In this case, the software will prompt the mandatory creation of damage photos for documentation.

TISLOG Logistics Software: Add-on module "Document Capture"

Conclusion

With the new Document Capture the order processing with TISLOG could be significantly improved and accelerated, and transparency for Infodesk users has been increased.
The customer, who has already been testing the new feature thoroughly, is pleased about more efficient mobile order management, and the drivers are happy about earlier closing times.