Digital Transformation in BOL Document Print Processes

An electronic document solution for the entire BOL (Bill of Lading) process streamlines the business process of a leading home appliance industry company.

In Search of a BOL Printing Solution

In 2016,  the US branch of a leading home appliance manufacturer founded nearly a century ago was looking for an electronic solution for their Bill of Lading (BOL) print process. The main goal was to reduce the volume of printed documents, mainly BOL documents, and optimize the corresponding logistics processes by implementing a comprehensive document software system of electronic document signature, management and archival.

Before implementing DocPath's document software, the company was generating all of its documentation in PCL format and both their BOL and packing slip documents were manually printed from their AS400 system. Their shipping department used to prepare all the documents for the drivers at the start of the day, producing multiple copies of each document in order to provide one to the driver and have at least one copy to be filed internally. Then they would wait for the drivers to come, request the paperwork for their load and manually sign both copies.

An Electronic Document Solution for the Entire BOL Process

DocPath proposed a document software solution consisting of a comprehensive software product developed specifically to optimize and digitize a large variety of logistics processes. The solution includes a central Web Service processing application installed on a Windows server; the Kiosk, which is the interface application installed on different workstations for usage by desk clerks and guards; as well as other DocPath applications, for document signature, archival and retrieval.

Specific Benefits for Logistics

DocPath's document software solution has not only drastically reduced the volume of printing, but it has also provided a much easier and more flexible method of signing BOL documents and packing slips electronically and archive them for later. The document solution was installed at all of the company's US shipping warehouses and corresponding guard checks. As a result, the shipping department clerks are able to rapidly prepare the digital documents that will be required by the drivers, as BOL and packing slip generation and processing is now highly automated and only one copy is needed of each document. On the other hand, in addition to PCL, the new document software also generated BOL and packing slips in PDF format, which is shown on screen and digitally archived after being electronically signed, which makes it much easier to retrieve those signed documents.

Reduced Administrative Workload

The drivers also obtain advantages from the process. The shipping clerks now rapidly find the required documentation via DocPath's Kiosk document software installed on the each clerk's computer and the driver only needs to sign the electronic copy presented to him or her on screen using the signature tablet. This means that the time that each driver dedicates to administrative tasks (waiting, signing, etc.) is significantly reduced.

Key Document Solution Project Phases

The project was carried out in four phases:

1. Pre-Analysis: This was the initial stage of the project,, during which the high level scope and requirements of the project were established and documented.
2. Analysis, Planning and Design: Once the Client had confirmed approval, a detailed analysis of the project requirements was performed.. The document software solution was put together and the SOW created. Lastly, the project tasks were planned and a time frame for the project was established.
3. Implementation: For a period of 3 months, the document software was developed and delivered as per the scope of the project. During this stage, a test environment was implemented during several weeks. Once the testing was done, the solution would be rolled out to the remaining kiosks one by one, until all of them were in production.
4. Closing: In May 2017, the testing of the complete document software solution was finalized and all kiosks were rolled out to production.

Optimal Results

As DocPath's document software has adequately met the specific business and technical needs of the company and integration with their existing system was straightforward, the multinational manufacturer has managed to transform and optimize the management and generation processes of its logistics-related documents – BOL and packing slips – in record time. DocPath's software is now installed in all of the company's base distribution centers across the US.

Significantly high user satisfaction rates regarding the ease of use and overall operation of DocPath's document software solution have encouraged the company to increase its capabilities with other advanced functions, such as advanced toner saving options.