Truebooks ERP

Net4Courier System Workflow

Standard Operating Procedure (SOP) for the Courier & Parcel Module

Phase 1: Booking & Initiation (Pre-Shipment)

Goal: Create a digital record (AWB) and a physical label before the package moves.

Data Entry

Actors: Walk-in Customer (Counter Staff) OR Corporate Client (Web Portal)

Action: User fills the New Booking Form

Inputs: Sender/Receiver details, Weight, Pieces

Payment Modes:

Prepaid - Customer pays freight now

COD - Driver collects Freight + Material Value

ToPay - Driver collects Freight only

System Logic:

Checks RateCard logic to calculate estimated Freight

Generates unique AWB Number (Barcode)

Output: Shipment record created with Status: Booked. Thermal Label printed.

Phase 2: First Mile (Pickup & In-Scan)

Goal: Acknowledge receipt of goods into the company network.

Physical Pickup

Action: Driver collects the package from the sender

Hub Arrival (In-Scan)

Actor: Warehouse Operator

Action: Scans the AWB Barcode using the Hub Ops module

System Logic:

Validates AWB exists

Updates Status: InScan

Updates Location: Origin Zone

Logs event: Arrived at Hub

Phase 3: Line Haul (Hub-to-Hub)

Goal: Move goods from the Origin City to the Destination City. If the delivery is local, this step is skipped.

Manifest Generation (Out-Scan)

Actor: Hub Manager

Action: Selects all shipments going to destination hub

System Logic:

Groups shipments into a Manifest (Master Bag)

Updates Status: InTransit

Generates a Manifest Copy for the truck driver/airline

Destination Arrival (Inbound)

Actor: Destination Hub Manager

Action: Scans the Incoming Manifest ID

System Logic:

"Explodes" the manifest: Updates all contained shipments to Status: InScan

Updates Location: Destination Zone

Phase 4: Last Mile Delivery (The DRS Cycle)

Goal: Final delivery to the consignee and cash collection.

Dispatch (Generate DRS)

Actor: Dispatcher

Actions: Selects Driver and Vehicle, Scans shipments, Clicks "Generate Run Sheet"

System Logic:

Creates a DeliveryRunSheet (Status: Open)

Calculates TotalCodExpected (Sum of all COD values)

Updates Shipments to OutForDelivery

Delivery Attempt

Actor: Driver

Action: Hands over package, Collects Cash (if COD)

Digital Action: Captures Signature/Photo via App

The Return (DRS Closure)

Actors: Driver returns to Hub, Cashier reconciles

Marks items as Delivered or RTO (Return to Origin)

Enters Cash Received and Driver Expenses

System Logic:

Formula: Shortage = (TotalCodExpected - Expenses) - CashReceived

If Shortage = 0, Status -> Reconciled

Shipments marked Delivered

Phase 5: Financial Settlement

Goal: Revenue recognition and paying back the sender.

Invoicing (Accounts Receivable)

Frequency: End of Month (or weekly)

Actor: Accountant

Action: Runs "Generate Invoices" batch

System Logic:

Finds all Delivered shipments for Contract Customers

Calculates final freight based on actual weight

Creates PDF Invoice -> Emails to Client

COD Remittance (Accounts Payable)

Context: You collected $100 for a Watch on behalf of an E-commerce client. You must pay it back.

Actor: Accountant

Action: Opens Remittance Module

System Logic:

Lists all collected COD funds not yet paid to senders

Groups them by Client

Generates a Payment Advice (List of AWBs paid)

Bank Transfer initiated to Client

State Transition Summary

Step	Shipment Status	Location	Financial State
Booking	Booked	-	Freight Pending
Pickup	InScan	Origin Hub	-
Manifest	InTransit	On Truck/Flight	-
Arrival	InScan	Dest Hub	-
DRS Out	OutForDelivery	On Bike	Cash with Driver
Delivered	Delivered	Receiver	Cash at Office (Unreconciled)
DRS Close	Delivered	Receiver	Cash Deposited (Reconciled)
Remittance	Delivered	Receiver	Material Cost Paid to Sender

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