enaio DMS for logistics: files, documents and archive
An enaio DMS for logistics assigns every document in your business to a fixed file, that is the customer, supplier, vehicle, personnel or order file, captures documents automatically and archives them in an audit-proof way with retention periods per document type.
As a certified enaio partner since 2006, AWP Consult sets up enaio for forwarders, transport companies and logistics service providers. The basis is a filing plan that fits your orders, vehicles and business partners, and a document capture that routes every document to the right place via order number, creditor, number plate or personnel number.
250+
completed projects since 2006
150+
reference customers in the DACH region
12 to 18
months average payback period
One document, two filesExample view
Freight invoiceSubcontractor, by email
Creditor recognised
Order recognised
Customer
Supplier
Vehicle
Employee
Order
Saved once, visible in both files, one retention period
Key points at a glance
01
An enaio DMS for logistics is a document management system based on enaio that keeps a logistics operation's records in five file types: the customer file, supplier file, vehicle file, personnel file and order file.
02
Each file has a unique key from a leading system, for example the creditor number from the ERP, the order number from the transport management system or the personnel number from the payroll software.
03
A document is stored once and linked to all the files it belongs to, for example a subcontractor's freight invoice to the supplier file and the order file.
04
Accounting documents such as invoices and credit notes must be retained for eight years under § 147 Abgabenordnung (AO, the German Fiscal Code) and § 257 Handelsgesetzbuch (HGB, the German Commercial Code), commercial and business letters for six years, and customs documents for ten years under § 147 AO.
05
Personal records in the personnel file may be stored under Art. 5(1)(e) GDPR only for as long as the purpose requires.
06
For AWP Consult customers, an implementation pays for itself after 12 to 18 months on average, measured across more than 40 companies.
Sounds right for your company? Let us talk it through.
What is an enaio DMS for logistics?
An enaio DMS for logistics is a document management system tailored to forwarding, transport and warehousing, in which every document is given a document type, fixed index data and a place in one of five files, so that dispatch, accounting, fleet and personnel work from the same set of records, each with their own permissions and retention periods.
The difference from a network drive lies in the structure: a folder does not know that a delivery note belongs to an order, a customer and a vehicle. enaio knows these relationships because the order number, customer number and number plate are attached to the document as index data and are matched against the transport management system (TMS) and the ERP.
This page describes files, document capture and the archive in enaio. For an overview of all logistics topics, see DMS for logistics, and for selection criteria the guide DMS for forwarders.
A filing plan instead of a folder tree
Five file types with fixed sections and document types, the same at every site.
Document capture with assignment
Scan, email, smartphone and partner upload land in the right file via index data.
Archive with retention periods
Unalterable storage, retention and deletion rules per document type.
Permissions per file and section
Dispatch, accounting, fleet and personnel see only what they need.
Have your filing plan mapped out once
We record your document types, document routes and systems and sketch how the customer, supplier, vehicle, personnel and order files would look at your company.
Which five files belong in an enaio DMS for logistics?
An enaio DMS for logistics contains five file types: the customer file and the supplier file for business partners, the vehicle file for the fleet, the personnel file for drivers and staff, and the order file for each transport, with every file carrying a key from a leading system and being populated automatically through it.
The first four are master files: they last for years and grow with the business relationship or service life. The order file is a transactional file that comes into being with the order and is closed after billing.
| File | Key | Typical documents | Leading system |
|---|---|---|---|
| Customer file | Customer number (debtor) | Framework agreement, terms and conditions, rate agreement, quality agreement, correspondence, complaints | ERP or TMS |
| Supplier file | Creditor number | Carrier contract, proof of road haulage authorisation, insurance confirmation, incoming invoices, credit notes | ERP or financial accounting |
| Vehicle file | Vehicle identification number, number plate as an addition | Registration certificate, reports on the main inspection and safety inspection, leasing contract, workshop invoices, damage reports | Fleet software or ERP |
| Personnel file | Personnel number | Employment contract, driving licence check, proof of further training with key number 95, ADR training certificate, instructions | Payroll or HR system |
| Order file | Order or shipment number | Transport order, consignment note, CMR, delivery note, proof of delivery, customs papers, damage report, invoice | TMS |
An example assignment. Which document types belong in which file is something we define with you during the analysis.
What goes into the customer, supplier, vehicle, personnel and order files?
Each file holds the documents that can be clearly assigned via its key: contracts and correspondence in the customer and supplier files, inspection and registration documents in the vehicle file, proof of qualifications in the personnel file and all shipment papers in the order file. What matters are the sections, index data and links that we define for each file.
Define files and sections for your operation
Together with dispatch, accounting, fleet and personnel we define which sections each file gets and who sees what.
Request an analysis +49 6104 94738-1301
Customer file: contracts, terms and complaints
The customer file bundles everything that governs the business relationship with a client. Its key is the customer or debtor number from the ERP or TMS. Through it, customer service finds the valid framework agreement, the agreed terms and conditions, for example the ADSp, and, in contract logistics, the service level agreements.
Notice periods run as a follow-up reminder to the responsible person, as with any contract management in the DMS. Outgoing invoices sit in the order file and, via the customer number, also appear in the customer file.
- Contract sectionFramework agreement, amendments, terms and conditions, rate agreements with term and notice period as index data
- Quality sectionQuality and safety agreements, audits, the customer's certificates
- Complaints sectionComplaints and damage cases linked to the affected order file
Practical tip
Create the customer file automatically only for active clients. For one-off customers the order file is enough, otherwise you end up with a stock of empty files.
02
Digital supplier file: making carriers and subcontractors verifiable
A digital supplier file is more than a collection of invoices. Under § 7c Güterkraftverkehrsgesetz (GüKG, the German Road Haulage Act), a client must not have services from a freight or forwarding contract carried out if it knows, or negligently fails to know, that the commissioned company has no road haulage authorisation or deploys driving staff without the required qualifications. Anyone who commissions subcontractors therefore needs up-to-date evidence.
- Evidence with an expiry datePermit or Community licence, insurance confirmation and further agreed evidence, each with validity as an index field
- Follow-up reminderIn good time before expiry, the workflow requests the new evidence from the partner
- Upload by the partnerCarriers upload evidence via the AWP link and upload portal, without access to your files
- Invoices and credit notes assigned via the creditor number and linked to the order file
Practical tip
Define mandatory evidence per supplier group, for example carriers, workshops or warehouse service providers, and have missing documents flagged as a gap.
03
Vehicle file: registration, inspections and damage
The vehicle file accompanies a vehicle from acquisition to disposal. The vehicle identification number (VIN) works well as the key because, unlike the number plate, it does not change.
For motor vehicles with a permissible gross weight of over 7.5 tonnes, Annex VIII of the Straßenverkehrs-Zulassungs-Ordnung (StVZO, the German Road Traffic Licensing Regulation) requires a main inspection every 12 months and, after the first 24 or 36 months respectively, an additional safety inspection every 6 months. enaio sends a reminder before the appointment. More on this on the fleet management page.
- Registration and contractRegistration certificate, purchase, leasing or rental contract, insurance documents
- InspectionsReports on the main inspection and safety inspection, with the next appointment as an index field
- Workshop and maintenanceWorkshop invoices and maintenance records, linked to the workshop's supplier file
- DamageDamage reports, photos and expert reports, connected to the order file in the case of transport damage
04
Personnel file: driver qualifications with separate sections
The personnel file concerns personnel, fleet and dispatch, but not everyone may see the same thing. Its key is the personnel number from the payroll software. For drivers, operational records are added: driving licence checks, the driver card, the ADR training certificate and the further training under the Berufskraftfahrerqualifikationsgesetz (the German Professional Drivers' Qualification Act), which must be repeated every five years with at least 35 hours and is recorded with key number 95 on the driving licence.
The principles of the General Data Protection Regulation (GDPR) apply, in particular the storage limitation under Art. 5(1)(e). The digital personnel file page covers permissions and deletion periods in more depth.
- Personnel sectionContract, pay, certificates, visible only to the HR department
- Qualification sectionDriving licence, key number 95, ADR, instructions, with expiry date
- Dispatch's view only the validity of qualifications, no contract or pay data
Practical tip
Separate proof of qualifications and contract documents already in the section structure.
05
Order file: shipment papers per transport
The order file is the only transactional file in the filing plan. It comes into being as soon as the TMS creates an order and takes on the order number, customer, route and dates. Into it go the transport order, consignment note or CMR, delivery note, proof of delivery, customs papers, damage report and invoice. It is closed with billing, after which only the retention periods continue to run.
The order file is the crossing point of the filing plan: it refers to the customer, carrier, vehicle and driver. How proofs of delivery flow back digitally is described on the digital proof of delivery page.
06
Linking instead of copying: how the files connect
Many documents belong to more than one file: the workshop invoice concerns the vehicle and the workshop, the freight invoice the order and the supplier. In a folder system, copies arise that drift apart. In enaio the document is stored once and linked via index data to all the files concerned.
- One originalChanges to index data are versioned, the document itself stays unchanged
- Several viewsAccounting sees the invoice under the creditor, dispatch under the order
- One retention periodRetention is tied to the document type, not to the file in which someone searches
Practical tip
Define for each document type which file is the leading one. The document is stored there, and all other files show it as a link.
How does a document find its file in the enaio DMS for logistics?
In the enaio DMS for logistics a document finds its file in six steps: receipt via scan, email, smartphone or portal, recognition of the document type, reading of the key, matching against the TMS and ERP, filing with a link and, if nothing matches, clarification by a fixed responsibility. Only exceptions reach people.
The basics are on the automated document processing page.
01
Receipt via all channels
Scanning with enaio capture, automatically collected email inboxes, photos from the smartphone and uploads from partners. Every document receives a time stamp on receipt.
02
Recognising the document type
enaio classify and the AI module enaio kairos determine whether it is an invoice, delivery note, CMR, workshop report or copy of a driving licence. The document type determines the file, section and retention period.
03
Reading the key
Depending on the document type, a different key is sought: barcode or order number for the consignment note, tax number or bank details for the creditor, number plate or VIN for the workshop report, personnel number for personnel records.
04
Matching against the TMS and ERP
The key that has been read is checked against the master data. If the order, the creditor or the vehicle exists, enaio adds further index data such as customer, route or cost centre from the leading system.
05
Filing and linking
The document is filed in the leading file and linked to all further files. Incoming invoices directly start the incoming invoice workflow with checking and approval.
06
Clarification when there is no match
Without a matching key, the document lands in a clarification list with a fixed responsibility and deadline, not in a catch-all folder.
By which routes do documents reach the files?
Documents reach the files via five routes: as a scan of paper, as an email attachment, as a photo from a smartphone, as an upload from external partners and as a structured file from other systems, with e-invoices in XML format being read directly.
Scan of paper
Consignment notes, delivery notes and mail are scanned with enaio capture. Barcodes on labels or cover sheets make the assignment to the order unambiguous.
Email inboxes
Inboxes for invoices, dispatch and customer service are collected automatically. The attachments run into recognition, and the email itself is kept as context.
Smartphone in the vehicle
Drivers photograph the signed proof of delivery at handover. The image lands in the order file with a time stamp.
Upload by partners
Upload by partners
Carriers and network partners upload evidence and documents via the AWP link and upload portal, without their own access to enaio.
Link and upload portalFiles from systems
The AWP DocumentHandler collects documents from the file system, network share, FTP or REST interface and files them in enaio with metadata.
E-invoice as XML
XRechnung and ZUGFeRD are read from the structured data instead of by text recognition.
E-invoice in logisticsHow does the enaio DMS for logistics archive in an audit-proof way?
The enaio DMS for logistics archives in an audit-proof way by storing documents unalterably, versioning every change to index data, logging every access and assigning each document type a retention period under the Abgabenordnung, the Handelsgesetzbuch or an internal deletion rule, which runs from the end of the calendar year. In this way the retention period is tied to the document, not to the folder.
The table shows typical assignments. Whether a consignment note counts as a business letter or an accounting document in your case is something we agree with your tax advisor. The requirements for the archive are described in detail on the audit-proof archiving in logistics page, and the basics of any archiving software apply here too.
| Document type | File | Retention | Basis |
|---|---|---|---|
| Incoming and outgoing invoices, credit notes | Order, customer and supplier files | 8 years | § 147 (3) AO, § 257 (4) HGB (accounting documents) |
| Consignment notes, order confirmations, correspondence | Order and customer files | 6 years, 8 years as an accounting document | § 147 (3) AO, § 257 (4) HGB (commercial and business letters) |
| Customs documents | Order file | 10 years | § 147 (1) no. 4a and (3) AO |
| Contracts with customers and carriers | Customer and supplier files | during the term, afterwards according to tax relevance | § 147 AO, internal rule |
| Inspection reports and registration documents | Vehicle file | during use, afterwards according to internal rule | internal rule |
| Proof of driver qualifications | Personnel file | for as long as required for the purpose | Art. 5(1)(e) GDPR, internal deletion rule |
This is not legal advice. Under § 147 (3) AO, the retention periods do not expire as long as the documents are relevant to taxes for which the assessment period has not yet expired.
Unalterable and versioned
Corrections to index data are created as a new version, the original is retained.
Ready for the tax audit
Documents can be provided by period, document type or creditor for data access and data transfer.
Deletion by rule
After the retention period expires, enaio proposes documents for deletion. Deletion takes place after approval and with a log.
We show you how this looks with enaio at your company.
Who sees which file in the logistics operation?
In the logistics operation, each role sees only the files and sections it needs for its task: dispatch works in the order and vehicle files, accounting with invoices from all files, the fleet in the vehicle file, the HR department in the complete personnel file, and branches see their own site.
The permissions concept is tied to file, section, document type and site, and every access is logged. Branches work through the enaio webclient in the browser. On request, AWP Consult runs enaio in enaio cloud hosting in data centres in Germany. Which principles apply to permissions is described on the DMS security page.
Dispatch
Order file in full, from the vehicle and personnel files only status and validities
Accounting
Invoices and credit notes from the order, customer and supplier files, the contract section for checking
Fleet
Vehicle file in full, workshop invoices via the link
Personnel
Personnel file in full, including confidential sections
Branches the same file structure, access to files of their own site
External partners only upload via the portal, no insight into files
What logistics companies say about AWP Consult
Voices from forwarding and logistics.
With AWP's incoming invoice workflow we standardise document processing in a secure and efficient process. Documents are checked digitally and in a personalised way, and at the end there is automatic posting in the financial accounting.
We introduced the software to greatly simplify the search for documents and to optimise the incoming and outgoing invoice process. We achieved both with AWP's help. The very pleasant cooperation was and is marked by a high level of professionalism.
After several meetings and presentations, enaio was exactly the solution we had envisaged for a new DMS and a new incoming invoice workflow. Simple to operate, a clear user interface, clear process flows. All documents can be found quickly and easily.
With AWP we were able to successfully modernise, develop and continuously adapt our enaio to our business processes and to new challenges. Together we have already achieved a great deal and we very much look forward to continuing to work together.
Unsure where to start? We help you make sense of your starting situation.
Arrange an initial consultation +49 6104 94738-13Which mistakes happen when building the file structure?
The most common mistakes when building the file structure are taking over the folder tree from the network drive, using the number plate as the sole key of the vehicle file, a lack of separation of the sections in the personnel file, copies instead of links, blanket ten-year retention periods and a clarification list with no responsibility.
01
Taking over the folder tree from the network drive
- Consequence
- Every site has a different structure, and searching across files does not work.
- Better
- Define a filing plan with fixed file types, sections and document types that is the same for all sites.
02
The number plate as the sole vehicle key
- Consequence
- After a re-registration, the vehicle file splits into two parts.
- Better
- Vehicle identification number as the key, number plate with a validity period as a search field.
03
Personnel file without separate sections
- Consequence
- Dispatch sees contract or pay data, even though it only needs to check the driving licence.
- Better
- Separate sections for personnel and qualifications and assign permissions per section.
04
Copying documents into several files
- Consequence
- Copies drift apart, and retention periods and deletion take effect for only one copy.
- Better
- One original in the leading file, all further files via a link.
05
Retaining everything for ten years across the board
- Consequence
- Personal data stays stored longer than necessary, and the archive grows in a disorganised way.
- Better
- Define a retention period per document type, agreed with the tax advisor and data protection.
06
Clarification list with no responsibility
- Consequence
- Unassigned documents accumulate, and proofs of delivery are missing at billing.
- Better
- Fixed responsibility and deadline per site, evaluation of the most common causes.
Sounds right for your company? Let us talk it through.
How is an enaio DMS rolled out in a logistics operation?
An enaio DMS is rolled out in a logistics operation in five phases: analysis of the document types and document routes, filing plan with permissions and retention periods, connection of the TMS, ERP and input channels, a pilot with one file at one site and a step-by-step rollout to further files and branches.
01
Analysis
Document types, volumes, document routes and systems are recorded with dispatch, accounting, fleet and personnel.
02
Filing plan
File types, sections, index data, permissions and retention periods are defined and signed off by you.
03
Connection
We connect enaio to the TMS and ERP and set up scan, email, smartphone and portal. Details on the enaio interfaces are on a separate page.
04
Pilot
One site starts with one file, often the supplier file with incoming invoices or the order file with proofs of delivery.
05
Rollout
Further files and branches follow with the same structure. AWP Consult supports operations after go-live.
More on this: DMS implementation checklist and training
Checklist: is your filing plan ready for enaio?
These questions decide how many documents later land in the right file without manual assignment.
01
Files and keys
- Which file types do you need, and which document types belong in each file?
- From which system does each file's key come: customer number, creditor number, VIN, personnel number, order number?
- Is the master data in the TMS and ERP cleaned up, for example duplicate creditors or vehicles without a VIN?
- Which file is the leading one for each document type, and which only shows the link?
02
Document routes
- Through which channels do documents arrive today: mail, email inboxes, drivers, partners, system exports?
- Which suppliers send e-invoices, and which still send PDF or paper?
- Who clarifies documents with no match, at each site?
03
Archive and permissions
- Which retention period applies per document type, agreed with the tax advisor?
- Which deletion rules apply to records in the personnel file?
- Which roles see which files and sections, per site?
- Is there procedural documentation that describes the new process?
Which terms around files and archiving should you know?
Terms that come up regularly when building a filing plan.
01
Filing plan
The binding structure of all file types with sections, document types, index data, permissions and retention periods. It applies equally to all sites.
02
Master file
A file for a permanent object such as a customer, supplier, vehicle or employee. It grows over the years.
03
Transactional file
A file for a completed transaction, typically the order file in a logistics operation. It is closed after billing.
04
Section
A subdivision within a file, for example contract, quality or qualification. Different permissions are often attached to sections.
05
Index data
Structured attributes of a document such as order number, creditor, number plate or date. Documents are assigned and found through them.
06
Link
A reference from a document to further files without copying it. The original sits in the leading file.
07
Follow-up reminder
A scheduled reminder to a person or role, for example before evidence expires or before the next main inspection.
08
Vehicle identification number
A globally unique identifier for a vehicle (VIN). It stays the same on re-registration and is therefore suitable as the key of the vehicle file.
09
Key number 95
An entry on the driving licence that documents the basic qualification or further training under the Berufskraftfahrerqualifikationsgesetz (the German Professional Drivers' Qualification Act) and its period of validity.
10
Procedural documentation
A description of how documents are captured, assigned, archived and deleted. It makes the process traceable for the tax advisor and the tax audit.
Start with one file at one site
Begin with the supplier file or the order file at one site and check assignment, permissions and retention periods on real documents before further files follow.
Sources and legal bases
The legal statements on this page are based on these official and established sources. As of October 2026.
- § 147 AO: rules on the retention of records Records to be retained and periods of ten, eight and six years
- § 257 HGB: retention of records Commercial-law periods and the start of the period at the end of the calendar year
- § 7c GüKG: responsibility of the client Obligations when commissioning carriers and forwarders
- Annex VIII StVZO: inspection of vehicles Periods for the main inspection and safety inspection
- Professional drivers: basic qualification and further training (State of Berlin) Further training every five years, at least 35 hours, key number 95
- Art. 5 GDPR: principles of processing Storage limitation under (1)(e)
- BMF letter on the amendment of the GoBD of 11 March 2024 Data access and data transfer in the external audit
Frequently asked questions about the enaio DMS for logistics
Is your question not here? Call us or write to us, we answer personally.
Questions about your project?
We discuss your starting situation and show how the implementation with enaio would look at your company.
Request a consultation +49 6104 94738-13What does an enaio DMS for logistics do?
An enaio DMS for logistics keeps all of a logistics operation's records in five file types: the customer, supplier, vehicle, personnel and order files. Documents from scan, email, smartphone and partner portal are recognised automatically and assigned via keys from the TMS and ERP. The archive observes retention periods per document type.
Which files does a document management system need in logistics?
Four master files for customers, suppliers, vehicles and employees, plus the order file as a transactional file per transport, have proven effective. What matters is that each file has a unique key from a leading system.
What goes into a digital supplier file for carriers?
Besides the framework agreement, invoices and credit notes, it should contain evidence such as a permit or Community licence and insurance confirmations, each with an expiry date. Under § 7c GüKG, a client must not have services carried out if it knows, or negligently fails to know, that the company lacks the authorisation. A follow-up reminder before expiry helps to avoid this.
How does a proof of delivery get from the vehicle into the file?
The driver photographs the signed proof of delivery at handover with the smartphone. The image lands in the order file with a time stamp and is immediately visible for dispatch and billing via the order number.
How can I consolidate my transport processes in one system?
The DMS consolidates the documents, not dispatch itself. Order, tour and dates stay in the TMS, postings in the ERP. enaio connects the two via the order number, customer number and creditor number and provides every transaction with all its records.
How long must consignment notes and invoices be retained?
Invoices and credit notes are accounting documents and must be retained for eight years under § 147 AO and § 257 HGB. For commercial and business letters, which often include consignment notes, six years apply. If a consignment note serves as an accounting document, eight years apply. We agree the classification with your tax advisor.
Why is the VIN better than the number plate as the key of the vehicle file?
The number plate can change through re-registration or a change of location, whereas the vehicle identification number stays the same. With the VIN as the key, the vehicle file stays complete over the entire service life. The number plate is additionally kept as a search field.
Who may see a driver's personnel file?
The HR department sees the complete file. Dispatch and fleet see only whether the driving licence, key number 95 or ADR certificate are valid, but not the contract or pay. This is made possible by separate sections with their own permissions.
Can the enaio DMS for logistics be connected to our TMS?
Yes. For automatic assignment, enaio needs order and master data from the TMS. AWP Consult clarifies which integration route suits your system during the analysis phase. On the accounting side, SAP, DATEV and Microsoft Dynamics 365, among others, are possible.
What determines the effort for an enaio DMS in logistics?
The effort is determined by the file types and document types, the interfaces to the TMS and ERP, the sites and users, and whether it runs in your own data centre or in the cloud. In addition there is the enaio licensing model. You receive a specific quote after an initial consultation via the contact page.
Related topics
DMS for logisticsConsignment note, proof of delivery and customs in a logistics file.DMS for forwardersWhat matters when selecting document management in a forwarding company.E-invoice in logisticsProcessing freight invoices and credit notes in the XRechnung and ZUGFeRD format.Audit-proof archiving in logisticsRequirements for the archive for shipment papers, invoices and customs documents.
Your filing plan for enaio, thought through once
In the initial consultation we record your document types, document routes and systems. You receive a recommendation for the filing plan, capture channels, retention periods and the most sensible starting point.
- In person in Dietzenbach or online
- With dispatch, accounting and fleet
- Result: a clear first step
Your certified partner for audit-proof document management, ECM and DMS in the DACH region since 2006.
150+ REFERENCE CUSTOMERS IN THE DACH REGION SINCE 2006
250+ COMPLETED PROJECTS SINCE 2006
Average payback of 12 to 18 months at 40+ companies
Certified partner
enaio® Partner DACH
Investment security with a certified enaio implementation partner and 19 years of project experience.
Contact
COMPANY
SERVICES
PRODUCTS
SOLUTIONS
© AWP Consult GmbH. All rights reserved 2026 | Powered by AWP Consult GmbH
