enaio in logistics: one platform for forwarding, warehousing and transport

In many logistics operations each department has its own filing, and the same information is stored several times. In enaio the setup therefore begins with the data model. It defines which objects exist, which attributes they carry and which specialist system supplies these attributes. A document is stored once and visible through links in all files it belongs to. A logistics file per customer can thus show all forwarding files, warehouse files and contracts of that customer without copying them.

In the warehousing business, the storage contract under § 467 Handelsgesetzbuch (HGB) obliges the warehouse keeper to store and safekeep the goods, and the depositor to pay the agreed remuneration. For the document structure this means: in the warehouse the leading unit is not the individual transport but the relationship with the depositor and the individual goods movement.

In enaio, therefore, a file is created for each depositor with the contract, warehouse regulations and contacts, including cases per goods receipt and goods issue. Delivery notes, advice notes, discrepancy reports, photos and complaints are assigned via the goods receipt or advice number from the WMS. Stocktaking documents are attached to the depositor and the reporting date.

In contract logistics, a service provider often takes over entire process chains for a client, from warehousing and kitting through to shipping and returns. In document management, the separation of clients is therefore paramount. Staff who work for customer A should not see contracts, service descriptions or performance reports of customer B.

If the service provider processes personal data on behalf of the client, such as recipient addresses in shipping or returns with customer data, it must be checked whether this constitutes processing on behalf under Art. 28 General Data Protection Regulation (GDPR). In that case it processes data only on documented instructions, secures it under Art. 32 GDPR and deletes or hands it over after the end of the service at the client's choice, unless there is a storage obligation.

Own vehicles and drivers generate documents that do not belong to the order. Under § 2 para. 5 Fahrpersonalverordnung (FPersV), the operator must copy the data from the mass memory of the digital tachograph within 90 days and the data of the driver cards within 28 calendar days of an event being recorded, immediately make backup copies of the copied data on a separate data medium and make them available to the authorities on request.

Evaluating driving and rest times remains the job of the specialist software. However, enaio can bring together records, logs and printouts in vehicle and driver files and manage deadlines as follow-up reminders. Dangerous goods drivers need a training certificate under subsection 8.2.2.8 ADR, which is valid for five years and must be refreshed before it expires. Such records belong in the digital personnel file, not in the forwarding file.

Branches, transshipment warehouses and head office need the same status, otherwise customer service searches for a proof of delivery that was scanned at the depot long ago. In enaio all sites work in the same system: documents are captured where they arise, workflows run across sites, and permissions follow site, area and client.

There are two ways to operate it. enaio runs in your own data centre or as a cloud solution in a German data centre. Branches without their own server access it in the browser via the enaio webclient. Which option fits depends on IT strategy, the bandwidth of the sites and existing systems.

The interfaces determine the benefit of enaio in logistics. The TMS supplies orders, shipments and statuses, the WMS goods receipts, depositors and articles, the ERP or financial accounting supplies accounts payable, accounts receivable and postings. Telematics, driver apps and eCMR platforms supply records as a file or data record.

Depending on the system, the connection is made via programming interfaces, web services, file exchange or database access. For ERP systems such as SAP ECC and S/4HANA via RFC and BAPI, DATEV, Microsoft Dynamics 365, Business Central and NAV, proALPHA and Sage there are proven approaches, which we describe under enaio interfaces. AWP Consult reviews the TMS and WMS before the project starts and only then gives a commitment.