CartonCloud provides a designated email address which can be used to receive signed POD's from onforwarders / carriers, provided the signed documents contain a QR Code overlay.

This provides a simple way for onforwarders to send back completed POD's with minimal effort, increasing the chance of you receiving them back quickly.

This article will detail the steps to set up this automated workflow.

Step 1. Set up the QR Code Overlay

To begin, you will need to set up Consignment Customer Invoices to be overlayed with a QR code. This QR code is what CartonCloud will use to match the document to the consignment record when it is sent back by the carrier.

Follow the QR code overlay documentation in the below dropdown to set it up for each required customer.

 QR Code Overlay for Consignment Invoices

How QR Code Overlay Works

The QR Code overlay is performed when the Invoice file is assigned to the consignment. This step modifies the original file to include the QR code. This means that the original file (without the QR Code) no longer exists within CartonCloud.

If the QR Code needs to be moved, the settings will need to be modified and then a new file uploaded. 

When the QR Code Overlay feature is enabled, it only affects new Consignment Customer Invoices. Previously existing Consignment Customer Invoices will not be affected.

Notable Points

The QR code is overlaid as the Consignment Customer Invoice is allocated to a Consignment within CartonCloud. The original (non-overlaid) file is then deleted. 
This results in the following potential issues:

  1. If the position of the QR overlay gets changed, the previous overlay will still show on the invoice.
  2. If the user disables this feature, the Invoices already uploaded will have the QR code, so they will have to be re-uploaded.

Configuring QR Code Overlay for Invoices

As each customer may have their own Consignment Customer Invoice template the position of the QR code may need to be different for each customer.

  • To begin, navigate to Contacts in the main menu > Customers in drop-down.
  • Select the Customer you wish to configure QR Code overlaying for.
  • Now on the View Customer page, select the Edit button at the bottom left of the page.
  • Select the Transport Management tab > Defaults tab.
  • Scroll down to the Advanced section, and locate the QR Code Overlay setting.
  • Enable the setting Enable Overlaying of QR on Customer Invoice. This will occur on Invoice generation
  • The system will now require you to select an Invoice which can be used as a guide for choosing the position of the overlay. Either an existing recent invoice already in the system can be selected, or a new PDF file can be uploaded.
  • Once a sample invoice has been selected it will appear on the page inside the QR Code positioning tool.
  • Use the QR Code positioning tool to place the QR code in the desired location of the document, with the desired size.

QR Code Positioning Tool

The QR Code positioning tool supports the following.

FunctionDescription
QR Code PlacementDragging and dropping the red QR code square will place it in that location for all future documents using the overlay feature.
QR Code ResizingDragging from the bottom right corner of the red QR code square allows it to be resized as required.
Page RotationIf the sample page has been uploaded in the wrong orientation, it can be rotated as required.
On PagesIn the scenario where a Customer Consignment invoice is multiple pages, this allows the user to select which page/s the QR code will be overlaid on.
RotationNot required as QR codes are omnidirectional.

Example QR Code Overlay

Step 2. Provide the parser email address to the onforwarder and request they use it.

A parser is a piece of software which reads files and extracts desired information from them. In CartonCloud multiple parsers are included with your account to read in standard file types, this includes a QR Code POD Parser.

This parser has been configured to accepts all emails sent to a designated email address. The email address will depend on the account name set in your URL.

The email to give to your onforwarder will be in the form of pods+{accountname}@in.cartoncloud.com.au

For example an account with the following URL 

Would use the email address: pods+cartoncloud_account@in.cartoncloud.com.au

Step 3: Provide paperwork to the onforwarder

Once the onforwarder has been given the email address to send the POD's back to you will need to ensure that the consignment invoice paperwork they are given contains a QR Code. Provided Step 1 has been followed this should happen automatically when uploading the file against the consignment.

The onforwarder will then get the paperwork signed by the receiver, and scan it back to the parser's email address as explained in Step 2.

The system will automatically read the files sent to the email address and attach them to the appropriate consignment. Once attached, the consignment will also be updated to a status of 'Delivered'.

Step 3. Managing the returned Consignment Invoices

When a file is sent back to CartonCloud each page is individually checked for a QR Code. This QR Code acts as a reference to link it to the appropriate consignment. 

Since each page is checked individually, it is possible to gather multiple PODs into a single PDF file and then send them as one email. This can save time the carrier time as they can scan all outstanding POD's to their computer at once then forward them to the email address (for many printers they can bypass scanning to their computer by setting up the POD email in the printers address book, then scanning directly to it).

In the scenario that a page is sent to the POD email which does not contain a QR code, it will not be attached to a consignment. When this occurs, it will appear as an unassigned Consignment Invoice / POD on the CartonCloud dashboard.

Clicking on the link to outstanding unassigned PODs will navigate you to the Consignment Customer Invoices pages, within the Unassigned tab. From this tab, you can view what has been sent and either manually assign it to the appropriate consignment, or delete it from the system if it's not required.

After this manual procedure has been completed you can then revisit Step 1 to investigate why a QR code was not on the page (for example, perhaps the customer uses multi-page PODs, but the QR Code has only been configured to overlay on the first page).