Best Practice. Shipment Management for Logistics Providers. IT-Process Recommendations for the Collaboration of Companies along the Supply Chain

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1 Best Practice Shipment Management for Logistics Providers Version: 08/2015 IT-Process Recommendations for the Collaboration of Companies along the Supply Chain AXIT GmbH. A Siemens Company. Nachtweideweg Frankenthal.

2 Content Introduction...3 Business Case...4 Initial Situation & Requirements...4 Best Practice Description...4 Scope of the solution...5 Especially recommendable functions...5 Advantages...6 Success Factors for Implementation the Best Practice Methodology Integration Standardization Flexibility...7 List of Functions to this Best Practice...8 Best Practice Shipment Management for Logistics Providers 2

3 Introduction Saving knowledge in reference processes IT cannot only be supporter but also driver of new, innovative processes along the supply chain. A possibility for this is the definition of recommendations of best practices for the collaboration of companies along the supply chain. No one knows these processes better than AXIT: in over 2,500 supply chain management customer projects which AXIT has implemented so far it turns out that often the same problems occur for the companies involved. For the best and the most efficient solutions of these frequently occurring problems AXIT has created reference processes. In these processes lie the knowledge and the experience of the AXIT employees systematically saved. They serve as a guideline for the implementation of similar projects. The recommended best practices by AXIT reduce complexity, enable a stable supply and lead to a smooth collaboration of all participants. They are fast and easy to use, currently used in practice by over 150,000 users and address the typical challenges in the operative management of logistical networks with many different participants. One central Platform for all Participants Cross-company standardization of processes is only achieved when all participants look beyond the borders of their present in-house systems. That s why a central platform is needed which connects the heterogenic system worlds and the involved actors. All participants can location independent communicate with each other and exchange information. Services In order to use Best Practices ideally for the company, AXIT supports them with different services: Workshops help the participants to find the appropriate solution. Trainings accompany the roll-out of the solution and assure the correct usage. After the implementation, the Review-Workshops and consulting help the companies add useful extensions. Best Practice Shipment Management for Logistics Providers 3

4 Business Case Initial Situation & Requirements For a smooth cooperation the processes of the logistics provider and those of his customers need to be linked. To realize this, the logistics provider employs several solutions, among them often individual solutions in order to respond to special customer requirements, e.g. different needs concerning the scope and visualization of information. Managing cross-company communication often means complex efforts for the logistics provider and his customer. This results in the following requirements: Replace the individual solutions by a central and standardized solution which is clearly easier to maintain Easy and flexible adaptability in order to respond to various customer requirements Quick and cost-efficient implementation Modern and innovative portfolio of functions in order to achieve a high degree of customer satisfaction Best Practice Description The AX4 Best Practice Shipment Management between the Logistics Provider and his different Customers offers the logistics provider a central solution which he can use for various shipping customers to map a continuous flow of information in shipment management. The solution can be flexibly adapted to the shippers requirements. This way it replaces numerous individual solutions by a standard. The Best Practice can be used for both distribution and procurement processes. It comes with smart and modern functions which lead to a high degree of satisfaction with the customers. Img.: Best Practice Overview Best Practice Shipment Management for Logistics Providers 4

5 Scope of the solution 1. Transmission of shipment data from the customer to the logistics provider. For this flexible options for transmission are available, e.g. EDI, shipment upload or a web-based entry mask. Besides classic shipment entry the multilingual entry mask includes further areas, such as - Address book - Template functions - Dangerous goods entry with check routines - All web masks can be designed with the logistics provider s logo and colors 2. Editing or enhancement of shipment data, e.g. consolidating, adding additional information, validations, completion by profile data 3. Barcode label creation 4. Display of shipment data in overviews and searches tailor-made to the involved parties requirements 5. Printing functions for necessary documents like loading list or barcode labels 6. Exchange of tracking data, linked to proactive notifications for certain events, search functions, status info via smartphone 7. Combinable enhancements like freight calculation, reports, document upload 8. Administration and configuration functions for the logistics provider to change existing solutions or to set up new solutions by himself (AX4 Open). Highly recommended functions Own URL for logistics provider Shipment upload as an alternative to the manual entering of shipments Automatic shipment pre-alert to consignee by incl. tracking link through which the individual shipment tracking data is shown. Separate overview in shipments with a delay or risk of delay Upload of relevant documents (e.g. for customs clearance) to avoid separate faxes Integration of sub-providers in the tracking feedback, e.g. feedback via smartphone Access to tracking information by the customer via smartphone Personalization functions for users Best Practice Shipment Management for Logistics Providers 5

6 The Best Practice replaces various individual applications for the logistics provider. Therefore this central solution can have different characteristics depending on the customer s requirements. The following are especially often in use with logistics providers: Use as shipment entry portal for standard shippers Use as solution for shipment management and tracking for large distribution customers Use as pick-up network for procurement customers Advantages Reduction of administrative costs per shipment by approx. 0,50 Quick roll out: Connect a new customer via web account in 5 minutes 0 external project costs for changes due to self-contained administration via AX4 Open Less complexity and more stable processes and at the same time flexibility to adapt to customer needs Higher degree of customer satisfaction due to custom-fit and flexible IT systems Best Practice Shipment Management for Logistics Providers 6

7 Success Factors for Implementation the Best Practice Methodology AXIT s best practices are always based on the same recommended methodology. It is based on three steps: 1. Easy and flexible INTEGRATION 2. STANDARDIZATION of processes 3. FLEXIBILITY to be able to adapt to changes in an agile and swift way Each of these steps includes direct advantages so it is not necessarily required to make all three steps to achieve improvements for the logistics provider and his customers. 1. Integration Flexible and easy options to integrate all customers according to their requirements Via web account, interface, web service, mobile devices 2. Standardization A central solution replaces isolated solutions Screens, workflows and printable documents are standardized, i.e. for identical requirements there are identical processes and screen layouts 3. Flexibility Depending on the customers requirements the central solution can have different characteristics Due to modularized process modules those can be flexibly reassembled according to customer requirements The logistics provider can manage the solution by himself using AX4 Open: e.g. changes of masks or printable documents User can make individual mask adaptations via AX4me to optimize their workspace Best Practice Shipment Management for Logistics Providers 7

8 List of Functions to this Best Practice Img.: Best Practice Module Box Integration Web Account EDI - FTP, , HTTP, HTTPS, OFTP via TCP/IP, OFTP via ISDN, value added-service-bound communication ways (X 400- Telebox), SFTP, AS2 Shipment Upload - Upload shipment data via csv or text file - One-off creation of mappings to this by the AX4 user Web Service - inbound, outbound Mobile Devices - Scanner, Smartphone, Tablet PC Roles Shipper Logistics Provider Carrier (Sub-Contractor) Consignee Best Practice Shipment Management for Logistics Providers 8

9 Shipment Management Shipment Transmission - Transmission of shipments via interface (from customer / to logistics provider) - Shipment upload - Shipment creation via web mask o Sub-position for entering article data o Validation of entered data after save action o Dangerous goods entry mask o Templates - Shipment delete, advice, release, cancel, edit - Pallet information o Entry mask for pallets o Pallet overviews with search function o Control Tower function: Search for partners stock Enter data on behalf of others Consolidation & Dispatch - Consolidate shipments - Consolidation via web mask o Consolidate several shipments to one manifest o Validation of entered data after save action - Manifest assignment o to transport mode o to pre, main and delivery carriage o to carrier Manifest Creation - Transmission of manifests via interface - Manifest create, delete, advice, release, cancel, edit Routing & Barcode Label - Creation of barcode labels for shipments - Storing of routings - Generation of barcode labels o via AX4 o via web service Overviews & Searches - Shipment and manifest overviews with search function - Creation of individual overviews based on overviews type Download of shipment and manifest data (csv, xml and Excel for overviews type 2.0) - Comment functionality for shipments Best Practice Shipment Management for Logistics Providers 9

10 Tracking Transmission of tracking data from Logistics Provider Transmission of Tracking Data to Shipper - Transmission of tracking data via interface - Tracking status updates via web mask o with status/reason-combination o with check routines o with comments - Tracking status available on different levels: o Shipment o Shipment position o Manifest - Tracking information via Smartphone (add, view) - Anonymous tracking - Transmission of tracking data via interface Overviews & Searches - Tracking overview with search function and traffic light colors - Creation of individual overviews based on overviews type Download of tracking data - (Excel for overviews type 2.0) Additional Functions Print Documents - Print documents available for: Shipment, loading list, barcode label, pallet note Electronic Data Folder - Upload of external documents (e.g. pdf, xls, jpg) and assigning to following levels: o Shipment o Manifest - Displayed in overviews - Anonymous access via link SCEM - Available for: Shipment, manifest, tracking, uploaded documents (see electronic data folder) Master Data - Import of master data via interface o e.g. transit times, container master data (dimensions, weight, stacking factor) - Calculations based on master data (e.g. of pick-up date based on delivery date, transit tables and calendar) Reports - Reports via (csv, xls, pdf) AX4 Open (range of functions to be defined by project) Administration / Management - Administration of user, partner and master data Configuration Workflow - Definition of participants and their relation among themselves Configuration User Interface - Design of entry masks and overviews with fields and colors Configuration Documents - Design of print documents Integration Tools - Possibility to monitor the data flow Best Practice Shipment Management for Logistics Providers 10

11 AX4me Usability & User Experience - Web session prolongation to 60 minutes - Excel-Download for overviews - Creation of individual overviews - Comment function for shipments and delivery notes Combinable Extensions Reports - Cube creation for transmission of data to the report module (done by AXIT) - Configuration and administration of reports - Presentation of reports in graphical form or table - Export of data (csv, xls, pdf) Billing - Master data o Storing of freight tariffs incl. versioning o Manual editing of stored tariffs o Storing of calculation routines - Create and visualize logics for freight cost calculation via drag & drop in the Calculation Designer - Freight cost calculation on shipment and manifest level - Manual selection of respective VAT rates for each invoice item - Freight cost information directly on shipment entry o Selection of available carriers and services based on freight costs - Automated freight cost calculation e.g. after shipment or manifest release and transmission to external systems - Entry mask for transport invoices - Transport invoice overview with search function - Creation of final invoice or credit note data for further transmission to the customers system (as csv or via EDI) Best Practice Shipment Management for Logistics Providers 11

12 Editor AXIT GmbH A Siemens Company Nachtweideweg Frankenthal Phone: / Fax: / For this and other best practices please visit: You can request further information about the use of the logistics platform AX4 at: Best Practice Shipment Management for Logistics Providers 12

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