6.5 Maintain Proof of Delivery
| Maintain Proof of Delivery | |
| Performer: | Customer Service & Logistics |
| Role: | C.S. Representative - Logistics |
| Transaction : | WingsII - VLPOD |
Importance of Posting the Proof of Delivery for Debiting Partners
In order to ensure the efficient and accurate processing of financial transactions, it is crucial to post the Proof of Delivery (POD) in a timely manner. The POD serves as the key document that confirms the successful delivery of goods or services to the intended recipient. Without this confirmation, the subsequent steps in the billing and debiting process cannot proceed effectively.
Posting the POD triggers the debiting process to Partners to ensure that the financial transactions are aligned with the delivered goods or services, and also maintain transparency and accountability throughout the entire supply chain. Failure to properly post the POD can lead to delays, discrepancies, or errors in billing, which may affect relationships with partners and disrupt financial operations.
When Proof of delivery can be recorded
When the items shipped out from UNHRD warehouses or procured by UNHRD under the Direct Delivery process are received at final destination, the Proof of Delivery (POD) has to be created in the system. UCS or logistics staff monitors the shipment to final destination and collect the confirmation from receiver that all the items are in good order. When confirmation is received, UCS staff informs Logistics staff so that the Proof of Delivery is recorded in the system. POD must be posted even if transport service is not contracted through UNHRD, to complete the removal from WINGS WMS and to confirm that goods have been delivered to consignees as per Partners requirements.
The table below outlines the duties associated with the management of POD recording and the interactions among the various functional units through four detailed common scenarios:
| Case scenario | Transport details | Responsible unit for the follow up | Interactions amongst the units | Other responsibilities | Responsible unit for WINGS POD posting | When POD can be posted |
|---|---|---|---|---|---|---|
| Direct Delivery sale | Transport contracted by UNHRD | Logistics team with the Partners/Consignees | Logistics team with Customer Service team to confirm when goods arrive at place specified in the Incoterms | Logistics unit manages coordination with UNHRD Freight Forwarders (i.e. picking with suppliers and delivery with consignees, collection of delivery confirmation) | Logistics team | When goods are delivered at the place specified in the UNHRD TPO Incoterms |
| Direct Delivery sale | Transport contracted by Supplier | Customer Service team with UNHRD suppliers and Partners/Consignees | After Procurement issues the POs, the contract management falls under Customer Service team | Customer Service team coordinates delivery with suppliers and Partners/Consignees, keeping Procurement team informed | Customer Service team | When goods are delivered at the place specified in the UNHRD PO Incoterms |
| Departure from HRD warehouses | Transport contracted by UNHRD | Logistics team with the Partners/Consignees | Logistics team with Customer Service team to confirm when goods arrive at place specified in the Incoterms | Logistics unit manages coordination with UNHRD Freight Forwarders (i.e. picking with suppliers and delivery with consignees, collection of delivery confirmation) | Logistics team | When goods are delivered at the place specified in the UNHRD TPO Incoterms |
| Departure from HRD warehouses | Transport contracted by Partner | Logistics team with the Partners/Consignees | Warehouse team informs Logistics and Customer Service teams that items have been withdrawn | Logistics unit manages coordination with Partners' Freight Forwarders (i.e. picking with suppliers and delivery with consignees, collection of delivery confirmation) | Logistics team | When goods leave HRD warehouses |
Record whole of partial Proof of Delivery
The Proof of Delivery is recorded by following the path below:
Logistics > Outbound Process > Goods Issue for Outbound Delivery > Proof of Delivery > Change Single Document
Insert the Outbound delivery related to the Sales Order to be processed and click on 
:
In case of damages and / or non-compliance, request the customer to send a detailed description. Enter the date of delivery in the POD Date field and click the ‘Confirm Proof of Delivery’ icon on the right:
Scanned copy of the NCIFPL signed by receivers must be attached to the POD in the system, as confirmation of hand over of goods in the hands of consignees nominated by requestor. The need of attaching to the PoD the scanned copy of the signed NCIFPL serves also as audit trial, since the document represents the confirmation of the fact that cargoes was made available to the consignee and in line with UNHRD provision of service. Follow the instructions related to the attachment functionality available on 3.17.3 WINGS attachment functionality. By attaching this documents to the PoD, WINGS is also used as common repository place for all UNHRD cross-functional units.
Once all above steps are completed, click on ‘Save’ 
Reverse Proof of Delivery
In case the Proof of Delivery has to be reversed, follow the path below:
Logistics > Outbound Process > Goods Issue for Outbound Delivery > Proof of Delivery > Change Single Document
Insert the Outbound delivery related to the Proof of Delivery to be reversed and click on :
Click on the Reverse POD.png icon:
Click on ‘Save’
NOTE: If agreed between the Partner and UNHRD, the items shipped out can be returned back to UNHRD warehouses. In such cases WM Experts at Support Office perform the so called "Customer Return" process on behalf of the involved hub.
Monitor missing Proof of Delivery
In order to list the Proof of Delivery that requires to be posted vs Outbound Deliveries related to items received at consignor side, the POD Activity Monitor can be consulted.