WO2013142213A1

WO2013142213A1 - Methods, systems, and computer readable media for tracking and verifying receipt of contents of a delivery within an organization

Info

Publication number: WO2013142213A1
Application number: PCT/US2013/031048
Authority: WO
Inventors: Ronald A. NOEL; Conrad Stuart EMMERICH
Original assignee: Wake Forest University Health Sciences
Priority date: 2012-03-20
Filing date: 2013-03-13
Publication date: 2013-09-26

Abstract

The subject matter described herein includes methods, systems, and computer readable media for tracking contents of a delivery within an organization. One exemplary method includes storing, in a database accessible by a server, a delivery receipt document listing contents of a delivery received by an organization. The method further includes electronically presenting an indication of the delivery receipt document to a representative of a department within the organization to which the contents are being delivered, obtaining an electronic signature from the representative, and associating the electronic signature with the electronic copy of the delivery receipt document in the database. The method further includes providing, via the server, access to the delivery receipt document and the signature.

Description

DESCRIPTION

METHODS, SYSTEMS, AND COMPUTER READABLE MEDIA FOR TRACKING AND VERIFYING RECEIPT OF CONTENTS OF A DELIVERY

WITHIN AN ORGANIZATION

PRIORITY CLAIM

This application claims the benefit of U.S. provisional patent application number 61/613,464, filed March 20, 2012, the disclosure of which is incorporated herein by reference it its entirety.

TECHNICAL FIELD

The subject matter described herein relates to delivery management systems. More particularly, the subject matter described herein relates to methods, systems, and computer readable media for tracking and verifying receipt of contents of a delivery within an organization.

BACKGROUND

Delivery management systems, such as those used by domestic and international couriers, allow the couriers and the sending and receiving parties to track the delivery of a shipment. Such systems typically use a bar code printed on a sticker that is adhered to a package and is scanned at various locations during shipping to track the delivery progress of the package. While such systems may be useful for tracking a delivery, they do not track the contents of delivery. Rather, such systems indicate that a package arrived at an organization without detailing the package contents.

Tracking the contents of a delivery may be needed within an organization to confirm whether or not a department receives items that are ordered, rather than simply confirming that the department received a package. Tracking contents of a delivery is currently performed manually using forms that travel from the receiving department with the package contents to the destination department. The destination department signs the delivery forms, and the forms are returned to the receiving department where the forms are stored. Anyone seeking to subsequently access the forms is required to manually search the files of the receiving department. In addition, additional labor is required to print the forms, have the forms signed, and return the forms to the receiving department for storage. Multiple forms require separate signatures on each form. These processes for confirming contents of a delivery and providing subsequent access to delivery confirmation records are inefficient.

Accordingly, there exists a need for improved methods, systems, and computer readable media for verifying receipt of contents of a delivery within an organization. SUMMARY

The subject matter described herein for tracking and verifying receipt of contents of a delivery within an organization can be implemented using a non- transitory computer readable medium having stored thereon executable instructions that when executed by the processor of a computer control the computer to perform steps. Exemplary computer readable media suitable for implementing the subject matter described herein include disk memory devices, chip memory devices, programmable logic devices, and application specific integrated circuits. In addition, a computer readable medium that implements the subject matter described herein may be located on a single device or computing platform or may be distributed across coral devices or computing platforms. BRIEF DESCRIPTION OF THE DRAWINGS

Preferred embodiments of the subject matter described herein will now be explained with reference to the accompanying drawings of which:

Figure 1 is a block diagram illustrating an exemplary system for verifying receipt of contents of a delivery within an organization according to an embodiment of the subject matter described herein;

Figure 2 is an example of a receipt delivery form suitable for use with embodiments of the subject matter described herein;

Figure 3 is a flow chart illustrating exemplary steps for verifying receipt of contents of a delivery within an organization according to an embodiment of the subject matter described herein; and

Figures 4A-4D are drawings of graphical user interfaces that may be presented by a system for verifying receipt of contents of a delivery according to an embodiment of the subject matter described herein.

DETAILED DESCRIPTION

The subject matter described herein includes methods, systems, and computer readable media for tracking and verifying receiving contents of a delivery with an organization. Figure 1 is a block diagram illustrating an exemplary system for tracking and verifying receipt of contents of a delivery within an organization. Referring to Figure 1 , block 100 represents the receiving department of an organization that receives packages from external sources, such as couriers. The receiving department receives the deliveries, opens the corresponding packages, and enters delivery data into a financial management system 102. Financial management system 102 stores purchase orders from previously ordered items from the corresponding destinations within the organization for the items. Assuming that the delivery includes a packing slip, the contents of the delivery match the packing slip, and corresponding purchase orders exist, financial management system 102 creates a delivery confirmation form referred to in the example described below as a receipt delivery form (RDF). Financial management system 102 may provide the RDF form to delivery receipt document access server 104, which adds a bar code to the document, stores an electronic copy of the document in database 106, and prints a paper copy 108 of the document. The term "bar code" as used herein is intended to include any printed indicia that can be electronically read, converted into a digital value, and used to access a record stored in a database. Thus, a bar code may include two dimensional bar code, a three dimensional bar code, a quick response code, or a combination of alphanumeric characters and/or symbols.

Once the delivery receipt document is stored in database 106, a representative of the delivery department can deliver the contents to the destination department. The representative carries a tablet computer 110 that includes delivery receipt document management module 112 and a bar code reader 114. Bar code reader 114 may be a traditional laser scanning type bar code reader or a camera that captures an image of the bar code for subsequent processing by bar code image processing software. Delivery receipt document management module 112 allows delivery receipt documents maintained in database 106 to be loaded onto tablet 110 and viewed. In one example, delivery receipt documents may be loaded by scanning, using the bar code reader or camera on tablet 110, the bar codes on the delivery receipt documents that are being delivered. In an alternate embodiment, a kiosk 115 may include a bar code reader that scans the bar code on each delivery receipt document, and kiosk 115 may load the delivery receipt documents onto tablet 110 by communicating with tablet 110 over a wired or wireless connection. In one embodiment, the connection between tablet 110 and kiosk 115 is a Bluetooth connection. Kiosk 115 may be any suitable computing platform. In one example, kiosk 115 may be a general purpose computer, such as a personal computer. In addition to allowing delivery receipt documents to be loaded onto tablet 110, delivery receipt document management module 112 allows electronic signatures to be received and stored or associated with delivery receipt documents in database 106.

Although in the example illustrated in Figure 1 , delivery receipt documents are loaded onto tablet 110, the subject matter described herein is not limited to using a computer having a tablet form factor. Any portable computing device onto which electronic delivery receipt documents can be loaded, and which can receive and store electronic signatures is intended to be within the scope of the subject matter described herein. Other examples of portable computing devices that may be suitable to perform the functions of tablet 110 include laptop computers, smartphones, or any other portable device with a processor, memory, and communications capabilities.

When the contents of the package are delivered to the destination department within the organization, the receiving department representative scans a bar code on the printed paper copy of the delivery receipt document or selects the department delivery receipt documents from a drop down list provided by delivery receipt document management module 112. If bar code scanning is used to display the delivery receipt documents for a particular destination, the scanning of the bar code opens the electronic copy of the delivery receipt document previously loaded onto tablet 110. If a drop down list is provided, the receiving department representative may select an identifier, such as "Department 886" from the drop down list provided by delivery receipt document management module 112. When the department identifier is selected, all delivery receipt documents currently loaded onto tablet 110 for delivery to the particular department may be opened for signature.

To obtain an electronic signature on the form, delivery receipt document management module 112 operates in delivery mode, which allows a department representative to electronically sign the delivery receipt document, for example, by signing with a stylus directly on the screen of tablet 110. The delivery function of delivery document management module 112 associates the signature with the corresponding delivery receipt document in delivery receipt document database 106. If multiple delivery receipt documents are presented simultaneously to the same department, one signature from the department representative may be received and delivery receipt document management module 112 may automatically save or associate the signature with each of the delivery documents. This feature eliminates the need for the department representative to sign multiple times for one delivery.

Figure 2 is an example of a delivery receipt document according to an embodiment of the subject matter described herein. Referring to Figure 2, delivery receipt document 200 includes a bar code 202 created by delivery receipt document access server 104. Bar code 202 encodes delivery receipt number 204 which is a unique identifier for delivery receipt form 200 in database 106. Delivery receipt form 200 lists contents 206 of the delivery. Delivery receipt form 200 also includes an electronic signature 208 that was applied by the department representative that received the delivery. Signature 208 may be physically applied to a PDF version of delivery receipt form 200 and stored as part of the same PDF file. Alternatively, signature 208 may be created as a separate file that is associated with the file corresponding to form 200 in database 106.

Once the signed delivery document is saved in database 106, the document may be accessed by members of the destination department or others within the organization that need to view the document for accounting or other purposes. As such, a department computer 116 may include a web browser 118 or other suitable client that accesses a search function 120 provided by server 104. Search function 120 may allow a user to search documents stored in delivery receipt document database 106 by department number, delivery receipt number, or other suitable identifying information.

Figure 3 is a flow chart illustrating an exemplary process for tracking and verifying receipt of contents of a delivery within an organization. Referring to Figure 3, in step 300, a delivery is received. For example, the delivery may be a package from a courier where the package includes several items that were ordered by an organization. In step 302, an electronic delivery receipt document is created and stored in a database. The electronic delivery receipt document lists contents of the delivery. In step 304, the contents of the delivery are delivered to a department within the organization. As stated above, the receiving department representative may print a copy of the delivery receipt document. However, the receiving department representative is not required to obtain a physical signature on the paper copy. Rather, in step 306, an indication of the electronic delivery receipt document is electronically presented to the destination department representative, an electronic signature is obtained from the destination department representative, and the electronic signature is associated with the delivery receipt document in the database. As indicated above, this step can be performed via a tablet with a Wi-Fi interface or other electronic interface to delivery receipt document database 106 via server 104. The indication of the delivery receipt document may be a scanned or other electronic version of the entire contents of the delivery receipt document or a code that identifies the delivery receipt document or documents being presented for signature. Presenting all or any portion of the delivery receipt document or documents for signature is intended to be within the scope of the subject matter described herein. In step 308, user access is provided to the signed delivery receipt document stored in the database. This step may be implemented by search function 120 and client software 118.

In step 310, notification of the electronically signed documents may be communicated to predetermined individuals. For example, delivery receipt document database 106 may be configured with contact information, such as email addresses or mobile telephone numbers for individuals or organizations to whom notification of signed delivery receipt documents may be beneficial. Such individuals or departments may include receiving department 100, financial management system 102, and/or the destination department. Upon storage of an electronically signed delivery receipt document in database 106, delivery receipt document access server 104 may access the contact information associated with the delivery receipt document in database 106 and generate emails, SMS messages, or other electronic communications containing a notification of the signed delivery receipt document to the individuals corresponding to stored contact information. The notification may include a link that allows the recipient to access the signed document.

Figures 4A-4D are drawings of exemplary graphical user interfaces that may be presented by delivery receipt document management module 112 according to an embodiment of the subject matter described herein. Referring to Figure 4A, management module 112 may present a shoot bar code dialog box 400 on tablet 110 that encourages a user to scan or manually enter a bar code, such as bar code 202 located on the delivery receipt document 200 illustrated in Figure 2. When the user scans or enters the bar code, the delivery receipt document is loaded onto tablet 110. Alternatively, as stated above, bar codes may be scanned by kiosk 115, and the user may load the delivery receipt documents onto tablet 110 by interfacing tablet 110 with kiosk 115. In Figure 4B, interface 402, which may be presented by delivery receipt document management module 112, displays bar codes of delivery receipt documents that have been loaded onto tablet 110. Once all bar codes are loaded, the delivery department representative can deliver the corresponding package contents to the destination department.

Figure 4C illustrates a signature interface 404 that may be presented by delivery receipt document management module 1 2 at delivery time. The signature interface 404 displays the bar codes of the delivery receipt documents associated with the delivery. The bar codes of the delivery receipt documents may be displayed on the signature interface 404 by scanning one of the bar codes of the paper copies of the delivery receipt documents associated with the delivery. In Figure 4D, the user signs directly on the screen of the tablet, the result of which automatically saves or associates the signature with each of the displayed delivery receipt documents in database 106.

The following describes an exemplary implementation of the subject matter described herein, referred to as Sign and Save.

1. Goal of Sign and Save

The goal of Sign and Save Software is to efficiently and effectively collect electronically signed delivery receipts. The outline below is how Sign and Save works to have the documents signed electronically and filed automatically. Sign and Save places the signature with the actual document so there is no need for a cross reference to another document or bar code.

Sign and Save can be used by any organization to have documents electronically signed and saved. Sign and Save requires limited steps to save, archive, and reproduce on demand, any needed data. The construction industry can use this process to ensure that drawings or specifications are accepted by a worker in the field or on site. The hospitality industry can use Sign and Save to ensure a room service receipt is accepted upon delivery. A law firm may utilize Sign and Save for the custody transfer of documents. In yet another alternative, Sign and Save may be used to track equipment and supplies delivered to a medical center.

The first step for a receiving staff member will be to check the items in the transaction to the packing slip and the lines and quantities listed in the financial management system. They will complete a receipt in a financial management system and create a unique receiver for the transaction and print a paper copy of the Receipt Delivery Form (RDF). The Sign and Save system will print a bar code on the RDF that will be used as the unique identifier for the file name. In this example, the bar code will indicate the department number and the receipt number of this unique electronic transaction for Sign and Save. In other industries this number can be any unique number that makes the transaction significant. The receiving staff member will then save a copy of the RDF in a specified file folder as a Portable Document Format (PDF). The folder will be monitored by Sign and Save and a copy of the original saved document will be moved to an archive folder and two more copies will be created. One will be used for processing and the other will be saved in an archive folder to provide an audit trail. The new copies will be renamed the combination of the department number and receipt number (the same as the bar code). The electronic copies of the forms may be encrypted and write protected to reduce unauthorized access or altercation. A log file will be created that states the time of their creation.

The packing slip from the vendor will be entered into an appropriate document scanner. Sign and Save will retrieve the image, add a suffix to the unique number for this transaction and save the copy in the appropriate folder for later review.

The receiving staff member will then take the printed paper copy of the Receipt Delivery Form and attach this paper copy to the package(s) in the receipt. The package(s) will be marked with the department number and box numbers will be indicated then placed in the appropriate delivery location.

When a delivery person loads a cart with packages, they will open Sign and Save to the Load Tablet feature and scan the bar code on the RDF. This action will move the electronic copy of the receipt PDF to the tablet they are using and it will be recorded to a log file. This will repeat for all packages on the cart.

When the delivery person arrives at the department to deliver the package(s), they will open the Sign and Save delivery feature and scan one of the bar codes on the delivery cart that is to be delivered to that department. Sign and Save will combine all the receipts for this department into one file. Each RDF can be viewed on the tablet and the information compared to the paper copy and the product for verification. Once approved by the department, one signature will be required to sign all the PDFs for this department.

The user will sign a separate document which will state which delivery receipt(s) were reviewed and accepted. This separate document will become the first page of each delivery receipt.

Only one signature will be placed on the combined receipt. This file, once signed, will be saved as the department number and delivery receipt number. If more than one receipt was signed (a combined file) a copy will be made for each receipt contained in the combined file.

When the new file has been created, Sign and Save will connect to the network and update the log file, then transfer the signed files to the proper network storage area. If it is unable to connect at the time, Sign and Save will try again after the next delivery is made. With this system, the user should be able to track the process of any package by looking at the log file. A download method will be used at the end of each delivery session to ensure all file have been downloaded to the server.

There will be two components to the system: one that resides on the server or the desktop that processes the electronic copies (virtual files) and one that resides on the tablet that processes the bar codes and collects the signatures. To retrieve the electronic copies (virtual files) the user will be able to search for them in Windows by entering the department number followed by the delivery receipt number. A search function will be provided for this and the electronic copies (virtual files) will be stored in a logical manner based upon Department number and delivery receipt number.

To view a specific event such as the time prepared for delivery, time picked up for delivery and the time the items were delivered to the Department, the user will be able to search the text of the log file. Additional Features / Abilities for Sign and Save

One additional feature of the subject matter described herein includes a method for providing an electronic image storage method for the packing slip. This process will incorporate the use of a desk top document scanner at each receiving station. The same department number and receiver number combination will be used to create the file name followed by an extension number to allow the packing slip to be filed in the same sequence as the receipt RDF.

A Transfer To function will be included in Sign and Save. If a package(s) is to be transferred to another facility, the Transfer To function will be opened. This is similar to the Load Cart function. All packages destined for another facility will be scanned into sigh and save. A location indicator will be used to identify the destination. If the next destination has system network capability, there is no need for the transport person to have a tablet. Upon arrival at a system network location, the receiving person will open the Transfer From function and retrieve the files on the transfer. If there is no System Network, the transport person will need to confirm delivery by having the Receiving person sign for the items being transported. This information will be downloaded when in an area with system network capability.

Delivery of these items will be completed as listed above using the Load Tablet and Delivery features in Sign and Save.

Sign and Save may be implement using any suitable operating system. The following hardware specifications are for a Windows PC version of Sign and Save. Other possible operating systems on which Sign and Save may be implement include the Android operating system for Android-based computing systems, such as the Samsung Galaxy tablet.

Sample Hardware specifications

Windows PC based tablets offered for Sign and Save may allow for USB connection of a corded or cordless bar code scanner and USB or other connection for Internet or other network access. Each tablet will be used as a communication device to the receiving department or vehicle courier to add additional value to the overall Sign and Save product line.

Suggested tablet for constant movement such as vehicle courier.

Motion F5v Tablet - Part# LD222322233323

Intel® Core™ i5 Processor

Standard Indoor Display 160GB Hard Drive

2GB Ram

Windows® 7 Professional (32-bit)

Bar code Scanner

RFID Reader

Camera

WiFi® 802.11

For Android based implementations of sign and save, exemplary hardware specifications are:

Suggested tablet: Samsung Galaxy Tab 2

Android 4.01 GHz Dual Core Processor

10.1-Inch Multitouch 720p HD Screen

16 GB Internal Memory, MicroSD expansion up to 32GB

WiFi® and Bluetooth

It will be understood that various details of the presently disclosed subject matter may be changed without departing from the scope of the presently disclosed subject matter. Furthermore, the foregoing description is for the purpose of illustration only, and not for the purpose of limitation.

Claims

CLAIMS What is claimed is:

1. A method for tracking and verifying receipt of contents of a delivery within an organization, the method comprising:

storing, in a database accessible by a server, a delivery receipt document listing contents of a delivery received by an organization; electronically presenting an indication of the delivery receipt document to a representative of a department within the organization to which the contents are being delivered, obtaining an electronic signature from the department representative, and associating the electronic signature with the delivery receipt document in the database; and providing, via the server, user access to the electronically signed delivery receipt document in the database.

2. The method of claim 1 wherein electronically presenting an indication of the delivery receipt document includes loading an identifier for the delivery receipt document from the database onto a portable computer and displaying the identifier for delivery receipt document on the portable computer.

3. The method of claim 2 wherein loading the identifier for the delivery receipt document from the database includes scanning a bar code on a paper copy of the delivery receipt document and accessing a record in the database corresponding to the bar code.

4. The method of claim 2 wherein loading the identifier for the delivery receipt document from the database includes interfacing the portable computer with a kiosk having access to delivery receipt documents stored in the database.

5. The method of claim 1 wherein electronically presenting an indication of the delivery receipt document to a representative of the department includes presenting the indication in response to the scanning of a bar code on the delivery receipt document.

6. The method of claim 1 wherein electronically presenting an indication of the delivery receipt document to a representative of the department includes presenting the indication in response to selection of a department identifier from a drop down menu.

The method of claim 1 comprising, in response to receiving the electronic signature, automatically associating the electronic signature with a plurality of delivery receipt documents associated with the delivery.

The method of claim 1 comprising, upon associating the delivery receipt document with the electronic signature in the database, sending notifications to predetermined individuals of a signed delivery receipt document.

The method of claim 1 wherein the delivery receipt document comprises a receipt delivery form (RDF).

A system for tracking and verifying receipt of contents of a delivery within an organization, the system comprising:

a delivery receipt document database configured to store electronic copies of delivery receipt documents created for deliveries within an organization, wherein each delivery receipt document lists contents of a delivery;

a delivery receipt document server configured to provide access to the delivery receipt documents stored in the database; and

a delivery receipt document management module configured to electronically present an indication of a delivery receipt document stored in the database to a department representative for signature, receiving an electronic signature, and associate the electronic signature with the document in the database.

The system of claim 10 wherein the delivery receipt document management module is configured to automatically associate a single electronic signature with multiple delivery receipt documents.

The system of claim 10 wherein the delivery receipt document management module is configured to load identifiers for delivery receipt documents from the database onto a portable computer for presentation to the department representatives.

13. The system of claim 12 wherein the delivery receipt document management module is configured to load the identifiers for the delivery receipt documents on the portable computer in response to corresponding bar codes being scanned.

14. The system of claim 12 wherein the delivery receipt document management module is configured to load the identifiers for the delivery receipt documents from the database by interfacing the portable computer with a kiosk having access to delivery receipt documents stored in the database.

15. The system of claim 10 wherein the delivery receipt document management module is configured to electronically present an indication of the delivery receipt document to a representative of the department in response to the scanning of a bar code on the delivery receipt document.

16. The system of claim 10 wherein the delivery receipt document management module is configured to electronically present an indication of the delivery receipt document to a representative of the department in response to selection of a department identifier from a drop down menu.

17. The system of claim 10 wherein the delivery receipt document server is configured to, upon associating the delivery receipt document with the electronic signature in the database, send notifications to predetermined individuals of a signed delivery receipt document.

18. The system of claim 10 wherein the delivery receipt document comprises a receipt delivery form (RDF).

19. A non-transitory computer readable medium having stored thereon executable instructions that when executed by the processor of a computer control the computer to perform steps comprising: