Digitalization in the logistics industry

Tip 1

FORMATION OF CONSIGNMENT FILES

A document management system (DMS) optimized for the logistics sector creates the basis for logically combining shipment-related receipts, documents, information and processes. The DMS also supports their secure and legally compliant storage in the form of digital files in the central, digital archive. A digital shipment file contains, for example, defined structures for shipment documents, customs documents, warehouse documents and many other documents such as customer orders, packing slips, track & trace information, etc. This makes it easier to store and find information and documents in the file more quickly and creates a high level of transparency.

“Every order that is created in our system generates a shipment file directly in the Kendox InfoShare DMS. The file has the task of logically summarizing all shipment and customs documents and supplying other systems with documents and information.”
Christian Saar, Team SDI, Streck Transportges. mbH

Tip 2

AUTOMATED PROCESSES BY MEANS OF DIGITAL WORKFLOWS

Many DMS solutions offer a so-called workflow module, which can be used to automate electronic document processes. In this way, document processes and recurring processing steps can be digitally mapped, which usually take place analogously in the company. This reduces sources of error, speeds up processing and leads to considerable cost savings. For the logistics sector, the following processes should be integrated into the solution: Automated processing of shipment documents such as PODs and bills of lading, etc.; processes for deviation management in the event of container differences or damage; invoice verification processes (P2P) for general costs and shipment costs (such as third-party driver costs with validation for the order) as well as the option to easily implement additional processes.

“With the Kendox workflow solution, we process over 100,000 invoices per year automatically. The documents run automatically through the company and the various sub-steps such as account assignment, vouching and approval etc. are mapped. The costs per document have been reduced by over 50% as a result.”
Patrick Grünig, Head of Finance & Controlling, Lamprecht Transport

Tip 3

KI-BASED, STANDARDIZED SCANNING AND CAPTURING

An effective DMS solution should offer a convenient way to automatically and quickly capture and classify paper-based documents and index them with an intelligent document data recognition module. These are then automatically added to the digital consignment file. Depending on the document type and attributes, automated processes can also be triggered by the workflow system. In this way, high volumes of documents can be processed automatically and with an integrated learning mode based on AI technologies. This eliminates manual work and frees up personnel resources for value-adding activities. Important features of a suitable scanning and capturing solution include Processing of large numbers of documents per day, automated document recognition with intelligent learning mode, standardized document profiles (e.g. delivery bills, PODs, CMR consignment notes, AWBs, warehouse receipts, invoices and container bills) and transfer of documents from e-mail inboxes or file repositories.

“With the AI-based scanning and capturing solution, we process all documents that we used to capture manually. This has reduced the process costs per document by 80 %.”
Christian Saar, Team SDI, Streck Transportges. mbH

Tip 4

LEGALLY COMPLIANT STORAGE AND ARCHIVING

A DMS solution must ensure that the managed information can be archived in a legally compliant manner. In particular, if digital documents have to be submitted as evidence, it is important to prove that the digital document corresponds to the “original” and has not been manipulated in the meantime. To ensure that archiving is legally compliant, archived documents must only be deleted after a specified period has expired. This can be ensured by defining “document life cycles”, among other things.

“We use Kendox InfoShare as an archiving solution for all company documents from all document sources. All documents are digitized and archived in a legally compliant manner. This has saved us a lot of space and costs.”
Hans-Peter Dreier, CEO, Dreier AG

Tip 5

INTEGRATION WITH INDUSTRY-SPECIFIC SOFTWARE SOLUTIONS

In order to enable seamless integration with existing applications and industry solutions, care should be taken when choosing a DMS solution to ensure that appropriate interfaces (web APIs) are provided for customers and partners. Standardized APIs and web services that are relevant for logistics companies also include integrations to forwarding solutions, customs systems, cooperation and collaboration systems, financial accounting solutions, track & trace solutions for shipment tracking, ERP systems and other software solutions for transport, warehouse and company management. A solution should also be supported by an integration module for Microsoft Office, Microsoft Outlook and Microsoft Power Automate.

“Kendox InfoShare is seamlessly integrated into our leading applications. For example, when we enter a new order, a digital shipment file is automatically created in the DMS, which automatically copies all the documents relating to the order.”
Hans-Peter Dreier, CEO, Dreier AG

Tip 6

INTEGRATION WITH DIGITAL SIGNATURE SOLUTIONS

With the integration of digital signature solutions such as actaSIGN, AdobeSign, DocuSign and Skribble, the automation of complex signature processes with internal and external contracting parties is also possible in an international business environment. The DMS transfers documents directly to the signature solution via suitable interfaces for the purpose of digital signatures. The results of the individual signature processes are saved on the signed documents and stored in the DMS. In this way, it is directly traceable who has digitally signed which documents and when. This simplifies processes and ensures transparency and security.

“We use signature solutions with integration to the DMS so that signature processes can be handled quickly and efficiently, both internally and externally. The signature processes are also monitored and controlled by the Kendox workflow engine.”
Pit Bühler, Controller Stab, Tiefbauamt Kanton Zug

QUICKFACTS

DMS for the transportation and logistics industry:

Whether for large international companies or for small and medium-sized freight forwarders and logistics companies – a DMS for the logistics sector should meet these requirements:

• Possibilities for the automated and intelligent digitization of documents so that manual processing steps are no longer necessary.
• Specific solution modules and functionalities to meet the needs of the logistics industry, such as the creation of a digital shipment file and the switch from analog to digital processes.
• Standardized processes for scanning and capturing paper documents, including intelligent document data recognition and processing as well as the option of automatically triggering follow-up processes.
• Certified, legally compliant document retention and archiving to ensure that managed information can be archived in a legally compliant and audit-proof manner.
• Integration with leading industry solutions and IT systems as well as connection to MS 365 via corresponding standard interfaces and web API.
• Availability for operation in the cloud or on-prem.
• Mobile and secure access options for customers and business partners.
• Integration of solutions for the digital signing of documents.