Digital delivery note: Advantages and an example

The digitalization of logistics operations has helped make processes more efficient and easier to track. One widely adopted solution is the electronic or digital delivery note, a crucial document for optimizing distribution management and cutting down on paper use. Going digital with these notes facilitates process automation and improves accuracy across the supply chain.

What is an electronic delivery note?

A digital delivery note is the electronic version of the typical paper delivery note. It serves as proof of delivery and includes details such as sender and recipient information, a list of shipped items and their quantities, and the weight and volume of each package. As with shipping labels, digitalizing delivery notes ensures full traceability of both documents and operations. Electronic delivery notes can also be integrated with enterprise resource planning (ERP) software or a warehouse management system like Easy WMS.

What advantages do digital delivery notes have?

Electronic delivery notes offer several benefits for business management and logistics operations. These are some of the most significant:

• Greater administrative efficiency. Digital delivery notes eliminate paper use and streamline document management, reducing the time needed to deal with paperwork.
• Decrease in errors. They minimize human errors associated with manual management and enable automatic data validation.
• Immediate access to information. Delivery note data are available in real time to all parties involved.
• Improved traceability. They facilitate order tracking and expedite returns management in reverse logistics operations.
• Sustainability. Digital delivery notes help reduce paper consumption for more eco-friendly document management.
• Integration with other systems. They can interface with WMS, ERP, and transportation platforms, automating processes and syncing data.

Ultimately, an electronic delivery note system optimizes logistics operations, lowers error rates, and enhances traceability. These benefits make it a key asset in digitally transforming the supply chain.

Digital delivery note types and example

Electronic delivery notes can come in several formats, PDF files being the most common. These are some ways to generate a digital delivery note:

• Via WMS or ERP. Many companies create delivery notes in PDF format from their WMS or ERP software. These systems automatically incorporate all information, which can be accessed at any time.
• Through transportation and logistics applications. Logistics service providers like DHL, UPS, and FedEx use electronic delivery notes in their mobile apps. Similar to electronic proof of delivery (ePOD), these documents are signed digitally, and the customer receives a copy via email.
• In EDI platforms. Through electronic data interchange (EDI), companies generate and share delivery notes without the need for physical copies. Extensively used in the automotive and distribution industries, EDI follows standards such as EDIFACT and ANSI X12.

Below is an example of a digital delivery note automatically generated by Interlake Mecalux’s Easy WMS. Managing this document through a WMS enables companies to track the entire packaging and shipping process within a single system.

How a WMS optimizes digital delivery note management

WMS software is essential for automatically generating electronic delivery notes, as it organizes information about every logistics operation in real time. This software, like Easy WMS, coordinates the flow of goods in and out, tracks inventory, and confirms every movement, ensuring the data on the delivery note are accurate and up-to-date.

Digitalization eliminates manual errors and streamlines information exchanges between customers and carriers. Integrating a WMS with other systems (e.g., an ERP or transformation platform) allows businesses to send digital delivery notes automatically, shortening administrative process time and providing shipment traceability.

Additionally, electronic delivery notes enable carriers to confirm deliveries with electronic signatures or QR codes, making the supply chain more transparent and improving document management.

Digital transformation in logistics

Digital delivery notes are a major step forward in modernizing logistics operations. These documents increase traceability, cut down on mistakes, and facilitate more cost-effective processes, making them a must-have tool for managing warehouses and distribution. Thinking about going digital? Get in touch for advice on streamlining your logistics processes and moving toward a more sustainable supply chain.