Large scale warehouse document electronic signature: Integrated warehousing system, speeding up the process of goods' "in inspection adjustment withdrawal". Integrated warehousing management software, using business software as the operating platform, realizes convenient "online document preparation, online approval, and mobile signing" in various links such as warehouse entry, inspection, adjustment, withdrawal, and shipment. In the process of "warehouse management", the various links of "entry and exit, inspection, transfer, requisition, inventory, weighing, etc." of goods are all driven by "documents". Faced with the common problems of "large signing volume, complicated procedures, and difficult management" of paper documents, more and more manufacturing and e-commerce industry organizations are using electronic signatures to achieve "electronicization of paper documents" and online signing of "orders", realizing cost reduction and efficiency improvement in warehouse management. The contract lock electronic signature system supports the integration of warehouse management software, based on business software as the operating platform, to achieve convenient "online document preparation, online approval, and mobile signing" in various links such as warehouse entry, inspection, adjustment, pickup, and shipment, enabling efficient circulation of goods. Automatically return signed documents to the business system for archiving, without the need for manual input or automatic association of business information, making warehouse management convenient and financial reconciliation more efficient.

(Electronic signature application solution for warehousing business)

Effectively resolves

The workload of warehouse managers signing is large

The number and variety of document files generated in each link are huge, which not only makes the signing process cumbersome and time-consuming, but also requires a lot of manual energy to organize and archive.

The signing procedures are cumbersome and the circulation of goods is slow

All goods in the warehouse are circulated on "vouchers", and signing paper documents is the most afraid of not finding the person. If the document signing is not completed, it will be impossible to arrange for inventory and affect the efficiency of goods circulation.

Paper documents lost, incomplete storage information

Paper documents accumulate for a long time, making storage difficult. Once lost during storage, there is a high possibility of incomplete information and discrepancies between inventory and goods in the enterprise warehouse.

Difficulty in sharing warehouse data information

Important node data in the warehouse relies entirely on paper documents for recording, which cannot be timely associated with business system order data. A large amount of messy data has poor real-time performance and is prone to loss, and warehouse management lacks effective data support.

Manual management of paper documents is difficult

All documents at each stage are manually recorded, scanned and entered into the system, which not only has poor timeliness, large workload, high data error rate, but also makes it inconvenient to search for them in the future.

Scene highlights: Covering nearly 20 scenarios for signing warehouse documents

↓ Please see detailed signing scenarios:

Scene 1: Electronic signature of "warehouse receipt"

Online one click document creation, electronic signature of warehouse keeper, automatic copying and archiving

"Warehouse receipt" is a necessary document for purchasing goods and an important financial reconciliation and settlement voucher. After the warehouse keeper checks the goods on site and confirms that they are correct, they will create a document and sign it for confirmation. At the same time, four copies of the signed documents will be provided. One copy will be handed over to the truck driver as proof of departure, one copy will be handed over to the warehouse loading and unloading worker for loading and unloading settlement, and the other two copies will be used for warehouse and financial reconciliation. In the past: After counting the goods, the warehouse keeper needed to manually fill out and sign the form based on the order information in the business system. At the same time, four copies of the signed documents were handed over to the driver, loader, and financial personnel. This resulted in a large number of documents being signed and a high rate of data errors, making it difficult to store the documents for a long time.

Now:

Through integrated applications, the internal ERP software, logistics system, and warehousing system of the enterprise have been fully connected with the electronic signature system. The system automatically calls electronic templates online based on the delivery progress of the driver to generate electronic warehouse receipts. SMS notifies the warehouse keeper to sign online and simultaneously copies the driver and loading and unloading workers to ensure that once the warehouse keeper's electronic signature is completed, the SMS synchronously distributes the electronic warehouse receipts and automatically archives the business system for convenient settlement. Based on the business system, enable enterprises to intelligently carry out counting, document preparation, signature, and receiving operations, ensuring automatic synchronization and traceability of business and document information, and improving the daily work efficiency of warehouse managers.

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(Electronic signature scene for warehouse receipt)

Scenario 2: Electronic signature for" warehouse delivery note "

Internal online approval and signing, drivers and warehouse keepers can check in seconds

During the process of product sales and arranging shipment, truck drivers need to pick up the goods at the warehouse site with the" delivery note ".

In the past:

It was necessary for the business personnel of the enterprise logistics department to initiate the delivery process according to the agreed date in the contract. After approval by the higher authorities, they would create a document based on the reported data. The business personnel would download the paper documents and ask the person in charge to sign and stamp them. Finally, the paper documents would be sent to the warehouse keeper and the truck driver separately before verification and on-site delivery could be carried out. There are many handling personnel, complicated document turnover, and low delivery efficiency.

Now: Once the approval of the delivery process by the business personnel is passed, the business software automatically calls the contract lock electronic template to generate an electronic delivery note online. The relevant person in charge can check the signing message online and sign and stamp it on their mobile phone.

(Electronic signature scenario for delivery note)

With the help of the contract lock file copy function, the signed documents are directly sent in duplicate to the truck driver and warehouse keeper, and the entire process only takes a few minutes to efficiently carry out warehouse pickup.

(Business system initiates approval signs delivery note)

(Online stamping generates electronic delivery note)

Scenario 3: "Delivery note" electronic signature

Three party online remote signing, efficient circulation of goods

In the process of product sales in manufacturing and e-commerce enterprises, it is often necessary to transfer goods between warehouses, and the transfer note is an important voucher for the circulation of goods between warehouses and the release of goods by warehouse managers, requiring the signatures of warehouse managers, transfer in parties, and suppliers. In the past, such documents could only rely on express delivery to circulate and sign in three places, and at the same time, three copies were archived and managed. The entire signing cycle lasted for 5-8 days, which not only resulted in high signing costs but also affected the efficiency of goods transfer.

Now:

Through the integration of ERP and warehouse management systems, once the transfer request is approved, the warehouse management personnel create a transfer process online and arrange shipment. Combined with the outbound and arrival progress, the warehouse keeper and the transfer in party can electronically sign and confirm through their own mobile phones. At the same time, SMS notifications are sent to the responsible person of the supplier to sign and confirm the transfer of goods information online, and sign along with the transfer, without delaying the progress of goods circulation.

(Electronic signature scenario for transfer order)

(Online signing of electronic transfer order)

Scenario 4: "Warehouse Weighing Sheet" electronic signature

Three party remote online signing for efficient circulation of goods

"Weighing Sheet" is a packaging document that highlights the weight, size, total weight, and total size of each item and specification item on the basis of the packing list. Not only is it a necessary document for the carrier driver to sign when picking up the goods, but it is also the main basis for the buyer to inspect the goods when receiving them. The signature of the warehouse weighbridge and truck driver is an important condition for the driver to load and pick up the goods.

In the past, there were a large number of goods waiting to be weighed and shipped out every day, and the weighing staff could only manually fill in and create orders based on weighing and customer orders, while arranging for the on-board driver to sign, which was a heavy workload and paper consumption. In addition, it is difficult to confirm the identity of the pickup driver on site. Once there is a situation of proxy signing or impersonation, the goods may face the possibility of loss and difficult accountability.

Now:

Through the integration of ERP business system, after the driver loads the vehicle and scales it on site, the warehouse management personnel enter the weighing data and capture the order information in the business system. The electronic scale sheet is automatically generated through the contract lock electronic template interface, and the driver is notified by SMS and signed by facial recognition. Comprehensively simplify the process of document preparation, ensure the credibility of the pickup driver's identity, and guarantee the safe and efficient delivery of products.

(Electronic list signing initiated on mobile phone - truck driver SMS link to sign document)

(Driver signs electronic scale form online)

Scenario 5: "Accompanying goods form" electronic signature

Online remote signing above, efficient circulation of goods

"Accompanying goods form" is a proof document of product source, which must be accompanied by goods during transportation to ensure that the ticket and goods match. Accompanying goods form generally requires the signature and confirmation of the shipping and receiving warehouse administrator.

In the past:

When the driver picked up the goods for transportation, he carried the accompanying bill of lading signed by the warehouse keeper of the shipper with him. After the goods were signed for, he asked the warehouse keeper of the other party to sign and bring the return file. The signing process was complicated, and the driver was prone to losing it during the process of carrying it with him.

Now:

Through integration with ERP and warehouse management systems, during the process of drivers picking up and leaving the warehouse, business personnel initiate the signing process online. After approval, the system automatically calls the electronic signature page of the contract lock to stamp and generate a accompanying document. At the same time, SMS notifications are sent to the recipient's warehouse. After receiving the goods, the identity can be verified online for electronic signature and stamping, and the document will be automatically returned to the business software for archiving, reducing the pressure on drivers to carry and find someone to sign, and improving work efficiency.

(Mobile signing of accompanying documents with goods)

Summary

Electronic signature is a secure, convenient, and mobile signing application that helps warehouses achieve electronic signing of goods in and out, transfer, inventory, weighing, and other links on the basis of daily business software. It enables online document preparation, online approval, mobile signing, and automatic archiving of warehouse documents, comprehensively simplifies the document signing work of warehouse managers, further improves the efficiency of warehouse goods circulation, and enhances the competitiveness of manufacturing and e-commerce enterprise supply chains.