Untitled

System Activation and Module Configuration

01

Enable XoroDMS App Setting

Navigate to system settings and activate the XoroDMS App Setting to initialize the delivery management system. This single action triggers the automatic activation of all dependent modules and functionalities required for comprehensive delivery operations.

02

Automatic Module Activation

System automatically enables Delivery Truck Module, Shipment Delivery Module, and adds delivery- related fields to Sales Order Centre and Invoice Centre. A new user type "Truck Operator" is introduced to support field operations.

03

DMS App Enablement

Mobile application access is configured for truck operators, providing them with dedicated tools for managing deliveries in the field. This ensures seamless connectivity between ERP system and mobile operations.

The activation process is designed to be comprehensive yet straightforward, ensuring that all necessary components are properly configured without requiring extensive manual setup. Once activated, the system provides immediate access to all delivery management features, allowing organizations to begin implementing improved delivery workflows right away.

Truck Operator User Setup

User Creation Options

• Create independent Truck Operator users

• Link to existing ERP users for unified access

• Maintain consistent credential management

• Ensure security and ease of administration

User Management Benefits

The flexible user setup approach allows organizations to adapt the system to their existing workforce structure. Whether creating new dedicated operators or leveraging existing personnel, the system maintains security standards while simplifying access management.

Truck operators serve as the backbone of the delivery process, requiring proper setup and configuration to ensure smooth operations. The system supports both independent operator creation and integration with existing ERP users, providing flexibility in implementation approaches. When operators are linked to existing ERP users, they utilize the same credentials for both systems, eliminating the need for multiple login procedures and reducing administrative overhead.

Delivery Truck Master Data Configuration

With operators in place, administrators configure the Delivery Truck Master Data.

• Each truck record includes:

  • Assigned Truck Operator

  • License Plate details

• Trucks are linked to specific operators for accountability.

This configuration ensures that every shipment has a responsible vehicle and driver recorded in the ERP.

Creating and Managing Shipment Deliveries

The Shipment Delivery Module enables businesses to transform orders into actionable deliveries.

• Users can select pending orders and create deliveries.

• Shipments are assigned to specific trucks.

• Orders can be added in two modes:

  • Quick Add → Entire order added in one step.

  • Show Lines → Add partial order quantities or specific product lines.

The module provides filters for:

• Pending orders

• Shipped orders

• Available orders

This flexibility ensures delivery planning matches operational needs.

DMS Mobile Application Overview

The DMS Mobile Application is designed to give truck operators a simple, efficient, and field-ready interface for managing deliveries. Upon logging in, operators are presented with a clear switchboard containing two main modules—each focused on a specific phase of the delivery process.

Delivery Module This module serves as the primary tool for handling active deliveries. Operators can:

• View the list of assigned deliveries

• Start delivery operations

• Access detailed order pages

• Send customer notifications

Lookup Module This module provides read-only access for reviewing completed deliveries and historical records. Operators can:

• Review completed deliveries

• Inspect delivery details

• Verify past delivery information

• Access delivery documentation

Delivery Lifecycle in App:

Step 1: Login

• Operator opens the DMS Mobile App.

• Uses ERP/DMS credentials to log in securely.

• Ensures only authorized personnel access operational data.

Step 2: Viewing Assigned Deliveries

• Operator is presented with a list of deliveries in “Open” status.

• Provides a clear overview of pending deliveries.

• Helps operators prioritize tasks and plan delivery routes efficiently.

Step 3: Start Delivery

• Operator initiates a delivery by selecting it from the list.

• Delivery status automatically changes to “In Transit”.

• Automation: Triggers an “Out-for-Delivery” email to customers.

• Keeps customers informed in real time about their order.

Step 4: Delivery Detail Page

• Consolidates all orders linked to the selected delivery.

• Displays:

  • Item details

  • Customer information

  • Special instructions

• Ensures complete visibility and operational control.

Step 5: Mark as Delivered

• Operator opens the signature capture canvas at customer location.

• Customer provides electronic signature.

• Operator confirms delivery completion in the app.

Step 6: Signature Storage & POD Management

• Each captured signature is instantly stored in the system.

• Linked to the corresponding order as Proof of Delivery (POD).

• Ensures:

  • Traceability

  • Accountability

  • Seamless documentation for operations and customer service

Automated Customer Communication System

Delivery Start Notification

Automated email sent to customers when delivery begins, providing real-time visibility into delivery status and expected arrival information.

Signature Collection

Electronic signature captured at point of delivery using mobile device, creating immediate digital proof of delivery completion.

Proof of Delivery

Signed invoice document automatically generated and formatted with embedded customer signature for official delivery confirmation.

Confirmation Email

Delivery confirmation email with signed invoice attachment automatically sent to customer, providing immediate receipt documentation.

The automated communication system ensures that customers remain informed throughout the entire delivery process, from initial dispatch notification through final delivery confirmation. This comprehensive approach enhances customer satisfaction by providing transparency and immediate access to delivery documentation.

By automating these communication touchpoints, the system reduces manual administrative tasks while ensuring consistent, professional customer interaction. The immediate generation and distribution of signed delivery documents provides customers with instant access to proof-of-delivery records for their own business processes and record-keeping requirements.

ERP Integration and Tracking Capabilities

Sales Order Centre Enhancement

Delivery Status column added to provide real-time tracking of delivery progress for every order. Administrators and customer service representatives can instantly view current delivery state without switching systems.

Invoice Centre Improvements

Enhanced interface displays delivered versus pending delivery quantities at invoice detail level. Dedicated tab provides direct access to signed invoices, streamlining customer service and accounting operations.

Batch Processing Capabilities

Print Signed Invoice feature enables selection of multiple invoices for batch processing. Generate comprehensive proof-of-delivery document packages efficiently for bulk customer communication or compliance requirements.

Business Impact and Operational Excellence

XoroDMS transforms delivery operations by creating a cohesive, technology-driven workflow that bridges the gap between ERP management and field execution. The system's comprehensive approach to delivery management ensures that businesses can achieve faster, more reliable proof-of-delivery while significantly enhancing the customer experience through real-time notifications and immediate access to delivery documentation.