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EPTS - Electronic Parcel Tracking System

Parcel Tracking, Mail Tracking and Proof of Delivery Systems



We provide a software package for Parcel Tracking, Proof of Delivery and Mail Tracking applications as well as offering a customized software development service. The focus of our company is to provide the most complete tracking systems.

EPTS is a complete system for Parcel Tracking and Proof of Delivery applications. Obtaining a quality PoD / Tracking system that is affordable has been a challenge for many organizations in the past. That is where EPTS steps in - a commercial, flexible, low cost package.


Our company provides state of the art but "affordable" solutions for Parcel Tracking, Proof of Delivery, Internal Mail and Document Tracking markets. The advent of a host of technologies becoming affordable makes possible our ability to provide revolutionary systems that enables even small companies to have tracking systems that were previously the sole domain of large multi-national organizations.

Our Tracking and Delivery package makes it possible for any company with a fleet of 10+ vehicles to be able to afford a state of the art Consignment / Proof of Delivery / Parcel Tracking System that has features comparable to the world’s foremost multi-national giants, such as:

» Web Based Reports 24/7 - Downloadable as PDF files
» "One Click" check on all Parcels / Consignments Sent
» Email Tracking Notifications
» Digital Mapping Capability- See where the vehicle with your parcel is located
» Electronic Signature Capture on Mobile Units
» Take Photographs (prove Delivery was attempted)
» Loading Restrictions - avoid loading onto wrong vehicle
» Send Jobs over GPRS to Drivers
» Full Tracking System
» Tracks all Shipping Stages
» Depot / Hub Stages
» Inbuilt Vehicle Tracking



Our parcel tracking software is suitable for a wide range of applications and companies including:

» Third Party Logistics
» Couriers
» Own Fleet
» Defence / Security
» Internal Mail / Document Tracking


The system can be divided into several parts:

Web Site - People shipping and receiving go to the web site to obtain Tracking / PoD Reports. You can configure the system so that only users with User Names and Passwords can access the site (if you wish).

Dispatch Software - This PC based software allows companies to produce shipping labels with a tracking barcode built into the label, this can be done even if their connection to the Internet is down.

Web Label - Occasional shippers can go to the web site and generate shipping labels with a tracking barcode. No need to roll out software to each customer site.

Mobile Computer - Mobile Computers are used to track items from start to finish by scanning an items barcode. You can also use inbuilt cameras and imagers to take pictures of damaged items or someone's doorstep to prove delivery was attempted. These images are posted to the web site and appear on the PoD / Tracking reports.

Email Tracking / Notifications - People sending items, receiving items and staff can setup Email requests. They enter the Title of the Email, list who should receive it and then set what should happen to trigger the Email to be sent. Typical events might be "Delivered", "Could not Deliver", "Collected from Desk" or "Damage Reported".

You can make the Email request specific to an individual mail item or generic (in which case it applies to all mail items). A good example might be the mailroom manager asking for an Email to be sent to him / her whenever a package is reported as being damaged.

Service Level Reporting - The chances are you are contracted to deliver mail within a certain period of time of it arriving. The service level module allows you to set up single or multiple "Delivery Services". You can then set up the allowed time to delivery for each service and a set of time zones (e.g on-time, 1-10 mins late, 10-30 mins late, 30+ minutes late), which will be used in the Service Level Report. The report allows you to set the start and finish dates for the packages, then it will produce a quality report showing the following:

» Percentage & Quantity of items delivered on time
» Percentage & Quantity delivered late within each time zone
» A graph of the above
» Report on items that could not be delivered due to nobody being at their desk to take delivery
» The report can also be broken down into individual companies, so that catered offices can be handled.

Service Level Expiration Warnings - Provided you have some form of loading a trolley process, the mobile computer accompanying the trolley can download a list of the trolley's mail items and when each items service level time will expire. The mobile computer will now provide an advance warning, to alert the mail person that they should give priority to a particular item.

Messaging - It can be hard work keeping in touch with everyone delivering mail. That’s why we have included a simple text messaging system into the package - so staff can send and receive messages.



PDA's, Rugged Mobile Computers and Barcode Printers

Our software integrates with the leading vendors of PDA's, Rugged Mobile Computers, Barcode Printers and Barcode Readers. This ensures that you can use the best options from Hand Held Products, Motorola, Intermec, Datalogic, Opticon and Zebra Technologies.




Mobile Computers and Barcode Equipment

In order to ensure that the software works efficiently with the various mobile computing platforms, it is tested on a variety of platforms. This means that the software incorporates the technology of leading vendors such as Datalogic, Hand Held Products, Intermec, Motorola and Opticon. Our mobile computer software is designed for Microsoft CE.Net, Pocket PC and Windows Mobile - so that it can be moved to the customers preferred hardware platform.




Barcode Printers

Where we print barcodes and labels we try to produce software that works on all printers (prints via Windows print drivers) and then test on our range of demonstration printers (Zebra Technologies).




Customers, staff and receiving companies can view reports on their consignments on the web site. No more waiting, reports 24/7 and they can be downloaded, stored and emailed.

Email Notification - Automatically Send an Email when a package is Delivered, Damaged or Can't be Delivered

Customers and staff can request that Emails are sent on certain events happening such as "Delivery", "Damage Reported", "Could Not Deliver". You can enter your own message, list the Email addresses you want the Email sent to and then decide on what triggers the Email to be sent. The request can be for "All Consignments" or just a Single Consignment (where you enter the Consignment Number). Two classic examples illustrate this feature:

A really urgent consignment is sent, seconds after it is delivered an Email is automatically sent to the person who needs the goods telling them who has signed for the items - no more urgent goods sitting in Goods Inwards for hours because nobody knew they were urgently needed. An email notification is set up to let an Insurance Clerk know when an item is recorded as being damaged.



Onscreen Signature Capture

The person receiving the package signs on the mobile computers screen. The signature is sent to the web site via GPRS.

Signatures and tracking details can be sent Via GPRS and WiFi so customers can see what has happened only a few seconds ago - no more waiting for drivers to return and copying job sheets!

Smart Communication - Communication with Mobile Computer works over 3G, GPRS, WiFi and Cradle, better still automatically selects the cheapest / fastest option available at a given time. In the event of there not being coverage the data is stored and sent when the unit next gets into coverage.

One Click Download of All Consignment Information - Companies shipping goods can check on every consignment they sent with a one click! They can then drill down to see a single consignment report or list all the packages that fall into these categories:

Delivered Consignments (with signatures) - Delivered items are acknowledged by real live signatures using electronic signature pads.

Non-Delivered Consignments - "Customer Not In" / Consignments that could not be delivered (with pictures of doorsteps etc)

Damaged Packages - with a photograph of the damage.



Digital Mapping - allows customers to see where their package / consignment is on a map. Items in depots are shown automatically, vehicles need to have a GPS equipped mobile computer.

Route Restrictions - Loading an item for Lagos onto a lorry going to Abuja is not a good idea, but its surprisingly easy to do. Route Restrictions allow you to set up Regional Depots and Delivery routes and allocate which postcodes they look after. When loading a vehicle you select the Route or Depot and it checks the package postcode and stops you from loading it onto the wrong vehicle.

Vehicle Manifest and Package Count Off - A vehicle manifest can be printed and downloaded to the mobile computer. As the driver scans a package, a box on the screen notifies them of how many other packages are on the van. The box then counts down as the other packages are scanned off. This helps prevent a driver from leaving a site with a package still on the van.


Image Capture - Many mobile computers have built in imagers and cameras. These can be used to take an image to record damage of prove that you attempted to deliver (e.g. picture of the customers doorstep) - which accompanies the text description.

Job Dispatch via GPRS - EPTS sees all of the collections that need to be made as soon as the shipping label is printed. The collection points are shown in a grid and on a digital map. To allocate a job to a driver, simply drag it from the grid or map onto the driver’s icon - this will send a job request to the driver who has the option to accept or reject the job. The collection points change color as collections are made, allocated, accepted and rejected (by the driver).

Audit Trail - The audit trail allows you to see the precise movements of a Consignment, complete with a date & time stamp and the name of the operative. You can also look at everything a particular user has done.

Receipt Printing - If you need to issue receipts for goods collected in the field (customer returns), it is handled by the software, which enables you to print receipts with the Zebra RW220 and MX220 belt mounted receipt printers.




If your organization handles important mail, documents or parcels or provides a mail handling service you will appreciate the need for a quality tracking / proof of delivery service. The product will suit both organizations that handle mail for other companies as well as those that handle their own mail.

The system uses mobile computers (PDA's) with barcode readers to track mail throughout a building or an entire enterprise (all sites world wide). Tracking and Proof of Delivery information is available to staff 24/7 on the web site on your intranet. The mobile computers can be used in batch mode (data is sent when docked in a cradle) or in WiFi mode (data is sent over your Wireless LAN) or even GPRS / 3G.

The EPTS’ internal mail system is made up of three main parts:

1. Web Site - Once a package is booked onto a site, staff can go to the web site to see where the package is or obtain a full Delivery Report (including signature). The web site is normally hosted on your companies Intranet, so it is only accessible by people on your own internal network. You can configure the system so that only users with User Names and Passwords can access the site (if you wish). Alternatively you can put the website onto the world wide web and allow full access - it can be configured in many ways.

2. Label Software - This PC based software allows you to enter and maintain a list of Contacts and Addresses (Internal Staff and External). The software is used to produce tracking / address labels in the following scenarios:

» Booking In External Mail - Here you select the person whom the item is going to and print a tracking label. The data is sent to the website so that person can see that an item has been booked in. If the item had an external couriers tracking barcode, this can also be scanned in - so that staff can use either Tracking Number to find their tracking data / reports.

» Sending Mail - People sending mail, select the contact (or enter the details) and then print a label. This is purely optional - but it does mean that you can track mail going from peoples’ desks (both internal and external) if you want to. You can create as many "Delivery Stages" as you want when you set up EPTS, so you can separate out Incoming and Outgoing mail delivery. For example you might create these stages: "Book in external mail", "Collect outgoing mail from desks", "Delivery Mail to Person", "Delivery outgoing mail to Post Room" - it is really up to you. All the stages are separated on the PoD / Tracking reports, so they will always make sense.

The label software can be deployed as Single User (contact list is private to that user), Multi User (people share the contact list) or a combination of both (e.g. mailroom staff share a database of everyone on site, other staff have private contact lists).

3. Mobile Computer - Mobile Computers are used to track items from start to finish by scanning in packages barcode. You can also use inbuilt cameras and imagers to take pictures of damaged items or someone's desktop to prove delivery was attempted. These images are posted to the web site and appear on the PoD / Tracking reports.



Online Proof of Delivery, Audit Trail and Tracking Reports

The web site is primarily used to show PoD / Tracking information. This can be shown to the public, shippers as well as staff. Who can see what data is determined by the system setup and user level. Users of the web site are separated into different user levels:

» Public (someone receiving a package)
» Shipper and VIP Shipper
» Staff
» Staff Manager
» Systems Administrator

Members of the public can go to the web site and enter a Consignment Number and view tracking information. A shipper can forward a Consignment Number to their customer to allow them to track goods that are sent to them. This facility can be switched off, so that only users with passwords can view information.

All other levels of user log on with User Names and Passwords, which identifies to the web site which company they belong to and what level of user they are. The web site will use that information to ensure that they only see the information that they should see. For example someone from a Shipper called “Company A” can only see Consignments sent by their company.

A staff manager can view an audit trail by mobile computer user, but a normal member of staff cannot.

Consignment and PoD Reports Shippers can see all the Consignments they have generated shipping labels for and the search tools enable them to find the one they want. Similarly staff can see multiple consignments and use search tools.

When the Consignment has been found, you can click on the Report button and obtain either a Full or PoD Report. These reports show as much information that the level of user is allowed to see. This will include Signatures, Damage or “Could not Deliver” Text and Photographs along with the Date and Time.

Report facilities include:

» Export - export and save the report on the users PC as an Adobe PDF or Microsoft Excel.
» Email or Print the report.
» Search and Magnify - Search for text or zoom in for more detail.

Facilities for Staff Managers -  Staff managers have access to additional reports and features, which include:

» Collection Report – What needs collecting (by depot or all over).
» Audit Trail – See who did what and when.
» Configuration

Systems administrators setup the entire system via the web site. Everything is set up here, from delivery stages through to vehicles. A key configuration is whether you wish to record the Weight and Dimension of packages. If you do, the shipper will be prompted to enter the weight and dimensions, otherwise they will not.


Anyone shipping goods uses our Shipping Tool, which is a PC based software tool that enables shipping departments to get the most benefit from using EPTS. The software can be used as a single or multi user system.

Contact Database - The inbuilt contact database allows you to create and maintain a list of people and companies that you ship goods to. Whenever you want to send them a Consignment, just select them from the menu and their address details are put straight into the shipping form.

Shipping Labels - The software enables you to produce shipping labels for each package in the Consignment. These can be printed on a standard printer or a special label printer (4” x 4”). Once the Consignment is finished, details are sent to the web site, so it is known that the goods are ready to be collected.

Local Database and Custom Fields - Similar to most systems, Consignment and Tracking information is stored on the web site. However in addition, we provide the shipper with a local database that enables them to store data that is unique to them. By using User Defined fields, they can put their own prompts on the screen and collect information that is unique to them at both the Consignment and Package level. For example, they may want to record their customers purchase order number and who checked the order prior to dispatch.

Products Database - If you configure the overall system to record weights and dimensions, the Shipper might find it beneficial to enter standard products and package sizes into the inbuilt database. Then they can simply click on the product (or scan its barcode) to move the weight and dimensions into the shipping form boxes. You can combine this facility with user defined forms so that you record what is going into each package. This can even be done by scanning each items barcode!

Check on all Consignments with One Click - Previously any shipper wanting to check every Consignment that was delivered, would at best have to enquire on each one in turn. This is so laborious that nobody does this, so it is often their customer that tells them that there is a problem! That is consigned to the past as with EPTS, they just click a button and all the details of their Consignments are downloaded and stored in their own database.

After downloading the data, they can access all sorts of reports:

» List of Delivered Items with signature
» List of Packages that Could Not be Delivered
» List of Non Delivered Packages
» List of Damaged Packages
» Updates from a given date
» Individual Consignment Reports

Each report can be printed, searched and exported to an Adobe PDF or Microsoft Excel file, so that it can be emailed.


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