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Proof of Delivery

How does innovative POD software advance delivery logistics?

Thanks to increasing digitalization, the dynamics of business processes are becoming increasingly transparent. In this context, an efficient supply chain is crucial for companies in order to maintain customer satisfaction and ultimately competitiveness. A key component of this supply chain is the proof of delivery (POD), also known as the delivery bill, confirmation of receipt or proof of delivery. It plays a significant role in the monitoring, tracking and confirmation of deliveries. In this article, we will take a closer look at the importance and various aspects of the Proof of Delivery.

 

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What is Proof of Delivery?

Meaning of Proof of Delivery

Proof of delivery is an important part of delivery logistics. Proof of delivery is used to prove that the delivery was completed correctly, i.e., that it was delivered to the desired quality, at the right time and to the right place. The proof of delivery therefore confirms that the transport was carried out correctly and serves as legal and operational verification of the transport service.

To fulfill these functions and fully document the delivery process, the Proof of Delivery usually contains various pieces of information. This information includes details such as the delivery address, the contents of the goods, the recipient's details, the delivery date and a signature from the recipient or an authorized person to confirm receipt of the goods. If necessary, further information such as the condition of the goods on delivery or special instructions are noted.

Creation and meaning of the digital Proof of Delivery

Proof of delivery can be created in different ways. In the past, it was recorded on paper, for example by means of a handwritten entry on a delivery bill that the driver presented to the recipient for signature. Nowadays, however, advancing digitalization offers innovative options for creating the proof of delivery. The use of dedicated delivery software and mobile apps enables electronic confirmation of receipt and immediate transfer of data to a central system, synchronizing the management of delivery information between your company and your customers.

Various solutions are now available to create proof of delivery digitally. Mobile apps that document the proof of delivery directly on site and transmit it electronically in real time are very popular. This minimizes sources of error and time delays as well as the use of paper. Barcode scanning allows deliveries to be recorded particularly accurately. Furthermore, electronic signatures replace handwritten signatures to confirm receipt of orders. 

The software automatically inserts the signature into the POD document. The innovative combination of GPS tracking in with the provision of information to all participants enables real-time tracking of the delivery and informs your customers directly about the delivery time and enables changes in the delivery process. The customer can even track how many stops the delivery vehicle has made and determine the drop-off location or time of delivery.

What is the importance of the PoD for everyone involved?

Importance of the document for the delivery company

The importance of Proof of Delivery affects the recipients of the goods or consignments to be delivered as well as the supplier and the transport company. For the supplier, proof of delivery is an important part of the documentation process. The proof of delivery confirms proper delivery and thus forms a legal basis for the conclusion of the delivery contract. In addition, the POD serves as proof of the service provided and as evidence in the event of disputes or problems.

Importance of the proof of delivery for the customer

The Proof of Delivery serves as confirmation of receipt of the goods and provides a certain level of security for the delivery company. The customer's signature documents that the delivery has been made correctly and that there are no discrepancies. In the event of damage or errors, the recipient can use the POD as the basis for any claims or returns collections. In addition, the customer can use the Proof of Delivery in the case of collections to prove that he has returned the rejected goods on time.

Importance of Sign on Glass in the delivery process

Sign on Glass (SoG) technology in the delivery process offers decisive advantages by making delivery confirmation more efficient and cost-effective. Sign on Glass is simply a modern alternative to physical signatures when delivering products. Instead of signing on paper, the customer signs directly on the "glass" of an end device. The electronic SoG signature on mobile devices enables real-time updates, which improves accuracy and traceability in the delivery process. The reduced paper consumption and administrative effort protects the environment and lowers costs. In addition, Sign on Glass increases customer satisfaction as it is convenient and transparent. SoG technology improves the accuracy and reliability of proof of delivery, optimizing the last mile of deliveries.

PoD with Axylog: Full control in the delivery process

Proof of delivery solutions help to make the delivery process more transparent, secure and efficient, thereby increasing trust in the supply chain. The PTV Axylog platform impresses with its versatile functions and enables a transparent representation of the entire supply chain for all industries and types of transport and all status information and activities across all participants along the entire transport network. With the PTV Axylog control tower platform, planners, customers, subcontractors and drivers can collaborate and exchange information in real time. PTV Axylog enables the delivery process to be fully digitalized with the PTV Axylog mobile app. This allows your drivers to create electronic proof of delivery including Sign on Glass signature, photos and status information.

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What are the requirements for proof of delivery software?

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Real-time tracking

Deliveries should be tracked in real-time and the current location and status of each shipment should be accurately recorded.

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Automated data capture

The software should provide the ability to automatically capture and store data digitally, whether through the use of mobile apps, digital signatures or other electronic capture methods.

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Integration with existing systems

Powerful POD software integrates seamlessly with existing IT systems and business processes, including ERP systems and warehouse management systems.

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Driver management

The delivery software should enable efficient management of drivers and vehicles and, for example, simplify route planning, vehicle assignment and monitoring of driver performance.

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Transparency and tracking

The software solution should allow companies to have a comprehensive overview of their deliveries and track the entire audit trail of each shipment.

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Ease of use

A user-friendly interface and intuitive usability are crucial for the successful use of the delivery software, so that both drivers and office staff can learn the POD software quickly and use it without errors.

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Security and data protection

The POD software should include security mechanisms to protect sensitive data and ensure that only authorized persons have access to the information.

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Reporting and analysis

The software should have extensive reporting and analysis functions to provide companies with insights into their delivery performance and identify areas for improvement.

What are the benefits of Proof of Delivery software?

  1. Increasing productivity

    Innovative software solutions increase the efficiency and productivity of delivery processes. The digitalized recording of proof of delivery and transfer to the ERP in real time saves time and effort and also reduces sources of error resulting from the manual transfer of data.

  2. Real-time tracking optimizes the monitoring of processes

    Companies track the entire supply chain in real time and monitor the delivery status. This makes it possible to inform customers precisely about the delivery time and increases customer satisfaction. In addition, customers receive transparent information about the delivery process and can anticipate when the delivery will take place, eliminating wasted delivery attempts.

  3. Digital delivery bills help to reduce incidents

    The software makes it easier to identify disruptions in the supply chain at an early stage and take countermeasures before delivery bottlenecks occur. If delivery failures are avoided, this in turn reduces customer complaints and maximizes customer satisfaction.

  4. POD software: optimized reporting and more precise analyses

    Modern POD software has extensive reporting and analysis functions that make it easier for the company to optimize delivery performance and identify potential for process improvements. This leads to smoother delivery processes, eliminates bottlenecks and reduces costs simply by eliminating the need for paper.

     

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Which industries benefit from POD software

Industry Freight

Logistics and transportation

Tracking and confirmation of deliveries.
Industry Retail and wholesale

Retail

Monitoring of shipped products and stops.
PTV Route Optimiser Lebensmittelgroßhandel Branche

Food and beverage industry

Checking the delivery of fresh and perishable food.

Service companies

Confirmation of order conclusions and avoidance of complaints.

Find out more about our customers

“The excellent results achieved over the years guarantee a high level of reliability and are our 'eye on the road'.”

Luca Schiroli

Linehaul Delivery Manager @ DHL Italy

“PTV's technology is a benefit for all key players: drivers, partners and those in the background.”

Giuseppe Mariella

Logistics Director @ Codè Crai Ovest

“The immediate availability of information enables us to respond more accurately and quickly to customer and sales inquiries.”

Andrea Ceccantini

Logistics Director @ The Fileni Group

“We know at all times whether an order is being prepared, planned for dispatch or delivered. This makes us faster, more efficient and more productive.”

Luca Mancusi

Continuous Improvement Manager @ Linea Catering (Gerli Group)

FAQs on proof of delivery

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Is a POD legally valid?

Proof of delivery created with an electronic signature is a legally valid document. This applies to all EU countries and the USA. In the European Union, Regulation No. 910/2014 (eIDAS Regulation) forms the legal framework for this. However, there is no legal obligation to create proof of delivery.

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Does the proof of delivery have to be created in paper form?

Many companies print out the proof of delivery. However, this is not necessary. Thanks to digital signatures and barcode scanners, the document can also be created completely electronically and sent to the company's ERP system and the customer's email address.

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What information must the proof of delivery contain?

In order for the transport documents to be legally valid, they must contain the delivery bill and order number, the name and address of the sender and recipient, the date of dispatch and delivery, details of the products delivered (type, description, quantity) and a confirmation of receipt.

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What interfaces does POD software need?

For seamless interaction with systems and data sources, POD software requires various interfaces: to mobile apps (on-site data collection), to the transport management system (transmission of delivery data), to ERP systems (synchronization of order information) and to tracking systems (real-time delivery tracking). Additional interfaces to electronic payment systems, warehouse management systems or CRM systems offer even more functions and optimize the entire delivery logistics process.

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What equipment do companies need to use digital proof of delivery?

To take advantage of digital POD, you need mobile devices such as smartphones or tablets for on-site data collection, GPS trackers for tracking delivery vehicles and goods, and barcode scanners for quick identification of deliveries. If you want to archive the forms in paper form, you will also need printers to create delivery bills or receipts. A powerful software solution is also essential.

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