Delivery Tracking Software

Receiving and Booking In Mail and Parcels

Chances are that you currently write down information about a parcel or mail item when it arrives, such as who it is for, the type of item (letter, parcel, IT equipment), the courier who delivered it and their tracking number.

DeliveryPoD Mailroom records the same information, but it is much quicker:

booking in speed test video

Watch the video as we show you how much quicker it is

  • Just type the first part of a name or department, then click on that person / department. Much quicker than writing it down!
  • If you record the incoming Courier details, just scan the couriers barcode - it will record the tracking number and automatically select the courier for you. Much quicker than writing it down and no typing / handwriting errors to plague you later on.
  • Barcodes are now printed for the items, which take less than a second but makes delivering the items child's play.

Once Booked In - Items Can Be Searched

As soon as items are booked in (as described above), you can search for them on the website, this takes just seconds and can be done with little or diverse information:

  • "Has anything come in for Legal Department on DHL, the sender did not put my name on it and does not have the DHL tracking number?"

    Click Image to see Full Size Image
  • "Where is Royal Mail MB360174289GB?"

    Click Image to see Full Size Image

Email Address

When you select the person an item is going to, the system also obtains that persons email address from the database so if you have configured automatic emails to go to the person an item is addressed to - this is how the email address is obtained.

You can configure emails to be sent on practically any event, such as Booked In, Delivered, Delivered to Different Person, Failed Delivery Attempt, Damage Reported...

Summary So Far

Compared to a manual method of logging incomming parcels and mail you have:

  • Same level of information as before
  • Entered in less time and with Reading / Handwriting errors
  • You can Search Electronically, so even the most diverse queries can be answered in seconds, rather than hours
  • The system knows the email address of the person it is being sent to, so automatic emails can be used.
  • Items are barcoded with a DeliveryPoD barcode, so they can just be scanned with the mobile computer

Even our Special Barcodes save you time

The barcodes we print automatically, are 2D barcodes which has the name of the person it is addressed to built in:

  • If you collect the persons name in Printed / Text form, lesser systems will have you typing in the name every time!
  • With DeliveryPoD, it will take the Persons Name from the barcode, you only type a name if it is being delivered to somebody else
  • If each person delivers 200 items per day and say 80% are to the person it is addressed to, that saves you typing in 80% of 200 which is 160 names per user, per day! That equates to 40,000 names per year that don't need to be typed.

Other Booking In Options

Whilst some people think all mailrooms are the same, we would have to disagree. That is why we provide a number of ways of booking in items and you can mix and match as you feel fit.

Here are a few cases:

Bulk Delivery - Timed Items

Some mailrooms will get a huge delivery from a courier, which has to be timed from the point a courier delivers the item to when it is delivered to the relevant department.

The courier will deliver say 1000 items and want you to sign immediately - which presents a problem:

  • There is no time to book items in as described above
  • You need to check the quantity of items before signing the courier sheet. Counting by hand is error prone and you can easily sign for 1000 items when in fact you only received 999. You can guess the critical one will be the one you did not receive!
  • The clock needs to start ticking once you sign the couriers sheet.

The Quick Scan Solution

Our solution to the above is to use Quick Scan when the courier arrives:

  • Select the Courier Name
  • Scan each couriers barcode and put into another pile
    • This increments a visible count by one
    • If you scan the same item twice - it tells you!
    • If you scan an item not from that courier - it tells you!
  • You now have an accurate count of the incomming items, so you can sign for the quantity you actually received and get the courier on their
    • Our experience is that this is just as quick as counting, but avoids errors.
  • The system has noted the Courier Name, Courier Barcode and Date and Time for each item.
    • The clock has started ticking
  • When the time is right (courier has gone) you can:
    • Sort items
    • Select a Person / Department
    • Scan the Courier Barcode and a DeliveryPoD Barcode just prints out for that item.
    • Go to the next Person / Department and Repeat
  • The system has the name of the person, department, email address, courier and courier tracking number - just as before. The difference is that you simply did the minimum possible whilst the courier was with you to accurately receive the items.
  • Deliver the mail and parcels as normal
  • There is an option to import a Couriers delivery manifest
  • A Consolidation Report allows you to see:
    • What was received (the items you scanned)
    • What has been delivered and not delivered
    • What the Courier Manifest (if imported) says was delivered
    • Any discrepencies between Courier Manifest, Items Received and Items Delivered

Book In Away From a PC

DeliveryPoD allows you to pre-print tacking labels, which you can then apply to items anywhere.

You use the mobile computer to select who the item is for (if required)and then scan the barcode.

This is useful for booking in heavy items that are on vehicles, that you don't want to bring to the mailroom.

It can also be used for unusual situations where you need to book in from remote locations or for vital outgoing mail.

Low Value Mail

Some organisations have both high value and low value mail. For example a bank would treat all legal documents and normal correspondance as high value mail, but might receive 50,000 items of mail from a marketing campaign.

This can present a problem, particularly if the low value mail varies daily beyween 10% and 10,000% of the overall volume!

Whilst not recommended for high value items, we have a process where you print a single barcode to track many items of mail. When it is delivered, the quintity of items for the barcode is displayed so the person receiving the items can see how many items they are signing for.

The Booking In Process in Pictures

The following pictures show the process in pictures:

Click on the picture to see a full size version:

Step 1 - Select a Person

Click to see Full Size Image

A good tip is to type in 2 - 3 characters of the persons name or department into the search box:

Click to See Full Size Image

Now you have entered the persons name, department, email etc with almost no typing!

Step 2 - Scan the Courier Barcode (Optional)

Click Image to see Full Size Image

scanning the couriers barcode on a parcelTo save time and resuce errors, we suggest you scan the Couriers Barcode (with a barcode reader) to record the Couriers Tracking Number and Couriers Name in less than one second!

The system comes pre-loaded with the main couriers barcode patterns. You can add your own if you wish, by entering a courier name and then the barcode pattern - for example Royal Mail is ??#########?? where a ? represents and alphabetic character and # a number. Now when a barcode matches that pattern a Courier Name of Royal Mail will be selected.

recording the couriers tracking number

In the example above I just scanned a UPS barcode, which recorded the UPS Tracking Number and pre-selected UPS as the courier - it took less than one second!

Step 3 - Label the Incomming Items

Now you can print a tracking label for each item you want to track individually:

Click Image to see Full Size Version

If booking in a Consignment of 20 items, you can use the bulk print button and select 20 items - you do not have to press the print button 20 times!

Whilst the system tracks each barcoded item individually, there is an overall tracking number which is used to show the tracking reports of all items in that consignment / batch.

The image above has a User Defined field of "Contents" where you can record the type of item (e.g. letter, jiffy bag, parcel, personal item, IT equipment, tickets) - which helps you to find different types of items or show how many of each type of item came in. It is however a user defined option and can be switched off.

Fault Tolerant System

The main part of our system is the Website, where you can go to answer queries, view reports, see tracking reports etc. This is great as it is open and license free.

But what if the network fails or the server has a fault?

  • The critical things are that the mailroom can book things in as normal.
  • Items can be delivere as normal with the mobile computers.

First of all, the mobile computers just carry on working. They store the data and send it on, when they detect the website is contactable and running.

We recommend using our PC Software "Send Secure" in the mailroom becuase it allows you to carry on as normal even if the network, server or website are down:

  • Normally the software interacts with the website, requesting Tracking Numbers and sending details such as the Name, Department and other details.
  • If it cannot communicate with the website (for whatever reason), it will generate Tracking Numbers on its own, store all of the other information, print the tracking label as normal and forward the stored information as and when it detects the website is available again.
  • Some customers mailrooms operate on a Saturday, but the IT staff switch off the servers at the weekend - so again, this can be an ideal solution.

You can produce labels from the website so you are not forced to roll out PC software, but if you need 100% continuity it is better to use the PC software - but only where you need to print barcodes.

Another option to provide fault tolerance is to print a days supply of pre-printed barcode labels, which can then be initiated by the mobile computer, even if the website etc is down.

User Defined Fields

You may wish to record information when booking in that other people don't. It is no problem , we can (or you can) set up User Defined Fields.

Each User Defined Field is given:

  • A Prompt - the name that will appear in the booking in screens
  • Data Type - you can say whether the user can enter Alphatetic Characters, Numbers or Both.
  • Minimim and Maximum Length - you can set this to be Zero if they are allowed to leave it blank or higher if they must make an entry
  • The name you want for your user defined field in reports

This feature is great for those that may want to record things such as Purchase Orders, Internal References or Who Checked for Damage etc.

User Defined Fields - Search Enabled

The user defined fields appear in reports and you can search on user defined fields.

For example if you record "Works Order" and need to see all items received for Works Order: 1234 - just put 1234 in the User Defined Search Box and click on Search!