Xamance - Xambox: Automatic paper document management solution

Handle your proof of deliveries and reconcile all your trasnportation documents in an instant:

ERP solutions are widely used in the transportation industry, however, the industry still requires a large amount manual filing and manual storage of paperwork, and lead inevitably to a loss of efficiency and reactivity in the treatment of important documents. This manual method of managing legal documents is also sources of error.

In this industry, the link between the computerized transport orders and their reconciliation with physical receipts and signatures is a source of confusion and misplacement of information. Generally, data are extracted and recorded manually from the signed receipts, which are then filed chronologically. This complete paper trail has juridical value in the event of a litigation, but may be difficult to retrieve when sorted in this manner.

Conscious of the multiple uses for the Xambox along with the diverse array of customer needs, Xamance took on a project to integrate its technology with the existing technology of the transportation industry. Partnering with Cofi-Soft (ERP specialist in transportation), Xamance created XAMTRANS, première solution for the physical and numerical management of delivery confirmations integrated with an ERP.

This ambitious project led to a partnership with Cofi-Soft, to market the XAMTRANS solution to clients, but Xamance remains eager to explore future integration projects with other ERP-PDF systems.

STEP 1 : PUBLICATION, PRINTING, AND AUTOMATIC IDENTIFICATION OF PROOFS OF DELIVERY

With your own company software (ERP), after creating a delivery order, you may directly print the proof of delivery filled out with the relevant information and a unique bar code on carbon paper, then send it along with the delivery personnel.

STEP 2 : TRANSPORT AND RETURN THE SIGNED PROOF OF DELIVERY

At different stops along the delivery route, the delivery confirmations are signed by the customers, then brought back to the officer by the delivery personnel.

STEP 3 : RETURN OF DELIVERY CONFIRMATION AND AUTOMATIC FILING

Once returned to the office, the proofs of delivery are fed into the Xambox, which will:

Digitalize and index each proof of delivery ;

Analyze and recognize the unique bar code containing the order identification;

Generate PDFs of the proofs of delivery and save them on the server;

Physically store the delivery confirmations by stocking them in the Xambox trays, separated by dividers and easily located with the search feature.

STEP 4 : ACCESS, RELOCATED, AND CONSULT THE DOCUMENTS

Later, with the client’s name, order number, or date of delivery, you may:
At the office : consult the signed proof of delivery physically or digitally
Access a PDF version for email or print from any computer in your network
Locate the exact position of the actual document:

Your proof of delivery n°562876 is located in box n°2 the 3rd document after divider n°7

Your clients or employees may view their proofs of delivery through a secure web portal where they may also print, copy, or email the file.

THE XAMBOX TRANSPORT SYSTEM OFFERS :
The optimization of the flow of deliveries, efficiency, simplicity, security, and transparency

Optimization of delivery flow: The integration of the Xambox with your ERP considerably improves the management of orders, locating each specifically with its unique bar code;

Efficiency: In the case of litigation, you have immediate access to the transportation contract physically, and in PDF with the click of a mouse. ;

Simplicity: The Xambox allows you to quickly store and find your documents – no file cabinets required;

Security on two levels : The conservation of the physical document preserves the integrity of original papers while the saved digital version provides a valuable backup in the event of a document misplacement;

Transparency: All parties involved have unique access to the documents which concern them (local, TSE, intranet, extranet) ;

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