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New Proof of Delivery Document Management System

20 March 2014 - 14:05

Widdowson Group has successfully completed the implementation of a new Document Management system for Proof of Delivery (POD) paperwork.  As part of its continuing investment in IT, the new system will benefit customers of Widdowson’s Groupage and Full Loads transport division.

Paul Caygill, Head of IT at Widdowson, explains why the investment was needed:  “PODs are critical to our customers in terms of cash flow and customer service.  Customers need us to get their own paperwork signed when we make deliveries on their behalf, and the ability for them to view PODs on-line is essential.  Our old system was approaching the end of its life – the hardware needed more and more attention to keep running, and the software was about to go out of support.  I need to provide Widdowson’s customers with the best possible IT solutions, and our old POD system was not going to be a sustainable option.”

Widdowson set up a small project team to review the current and future needs of a Document Management system.  Once the requirements were agreed Widdowson’s turned to Document Logistix, an expert in Document Management solutions with a track record of working in the logistics industry.  All of Widdowson’s requirements were met by Document Logistix’s Document Manager software.  Following the due diligence processes, two months after placing the order the new system was being piloted by a small number of Widdowson’s customers with all customers successfully migrated a couple of weeks later.

Customers will see a number of benefits of the new system:

  • Faster scan times mean PODs will be available earlier in the day
  • PODs can be emailed to a customer on a daily basis
  • PODs can be integrated with customer systems by file transfer
  • Faster web site response times due to new server investment

“With this part of the project complete, we can make a start on Phase 2”, adds Caygill.  “We are going to implement the Document Management software into our Accounts Department to scan and capture purchase invoices.  We will use a workflow process to authorise invoices for payment, and this will reduce the amount of paperwork we have to deal with.”

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