Net4Courier System Workflow

Standard Operating Procedure (SOP) for the Courier & Parcel Module

Phase 1: Booking & Initiation (Pre-Shipment)
Goal: Create a digital record (AWB) and a physical label before the package moves.
Data Entry

Actors: Walk-in Customer (Counter Staff) OR Corporate Client (Web Portal)

Action: User fills the New Booking Form

Inputs: Sender/Receiver details, Weight, Pieces

Payment Modes:

Prepaid - Customer pays freight now
COD - Driver collects Freight + Material Value
ToPay - Driver collects Freight only

System Logic:

Checks RateCard logic to calculate estimated Freight

Generates unique AWB Number (Barcode)

Output: Shipment record created with Status: Booked. Thermal Label printed.
Phase 2: First Mile (Pickup & In-Scan)
Goal: Acknowledge receipt of goods into the company network.
Physical Pickup

Action: Driver collects the package from the sender

Hub Arrival (In-Scan)

Actor: Warehouse Operator

Action: Scans the AWB Barcode using the Hub Ops module

System Logic:

Validates AWB exists

Updates Status: InScan

Updates Location: Origin Zone

Logs event: Arrived at Hub

Phase 3: Line Haul (Hub-to-Hub)
Goal: Move goods from the Origin City to the Destination City. If the delivery is local, this step is skipped.
Manifest Generation (Out-Scan)

Actor: Hub Manager

Action: Selects all shipments going to destination hub

System Logic:

Groups shipments into a Manifest (Master Bag)

Updates Status: InTransit

Generates a Manifest Copy for the truck driver/airline

Destination Arrival (Inbound)

Actor: Destination Hub Manager

Action: Scans the Incoming Manifest ID

System Logic:

"Explodes" the manifest: Updates all contained shipments to Status: InScan

Updates Location: Destination Zone

Phase 4: Last Mile Delivery (The DRS Cycle)
Goal: Final delivery to the consignee and cash collection.
Dispatch (Generate DRS)

Actor: Dispatcher

Actions: Selects Driver and Vehicle, Scans shipments, Clicks "Generate Run Sheet"

System Logic:

Creates a DeliveryRunSheet (Status: Open)

Calculates TotalCodExpected (Sum of all COD values)

Updates Shipments to OutForDelivery

Delivery Attempt

Actor: Driver

Action: Hands over package, Collects Cash (if COD)

Digital Action: Captures Signature/Photo via App

The Return (DRS Closure)

Actors: Driver returns to Hub, Cashier reconciles

Marks items as Delivered or RTO (Return to Origin)

Enters Cash Received and Driver Expenses

System Logic:

Formula: Shortage = (TotalCodExpected - Expenses) - CashReceived

If Shortage = 0, Status -> Reconciled

Shipments marked Delivered

Phase 5: Financial Settlement
Goal: Revenue recognition and paying back the sender.
Invoicing (Accounts Receivable)

Frequency: End of Month (or weekly)

Actor: Accountant

Action: Runs "Generate Invoices" batch

System Logic:

Finds all Delivered shipments for Contract Customers

Calculates final freight based on actual weight

Creates PDF Invoice -> Emails to Client

COD Remittance (Accounts Payable)
Context: You collected $100 for a Watch on behalf of an E-commerce client. You must pay it back.

Actor: Accountant

Action: Opens Remittance Module

System Logic:

Lists all collected COD funds not yet paid to senders

Groups them by Client

Generates a Payment Advice (List of AWBs paid)

Bank Transfer initiated to Client

Phase 6: Transfer Order Operations
Goal: Manage bulk shipment movements between locations, vehicles, and couriers.
Delivery Outscan Workflow

Actor: Warehouse Operator

Action: Create transfer order, scan AWBs for vehicle loading

System Logic:

Validates shipments are at warehouse

Updates status to "Out for Delivery"

Logs transfer event

Warehouse Transfer Workflow

Actor: Hub Manager

Action: Create transfer order for inter-warehouse movement

System Logic:

Creates manifest-like grouping

Tracks custody chain

Updates location on completion

Courier Reassignment Workflow

Actor: Dispatcher

Action: Reassign shipments from one courier to another

System Logic:

Updates DRS assignment

Notifies both couriers

Maintains audit trail

Status Transitions

Draft
→
InProgress
(Start Processing)

InProgress
→
Completed
(All items transferred)

InProgress
→
Rejected
(Transfer cancelled)

Phase 7: Employee Zone & Incentive Management
Goal: Assign couriers to geographic zones and incentivize pickup performance through competitive commitment workflow.
Zone Assignment Workflow

Actor: Operations Manager

Action: Assign employees to geographic zones with effective dates

System Logic:

Links employee to one or more zones

Tracks assignment effective/expiry dates

Makes courier visible for zone-based dispatch

Pickup Commitment Workflow

Actor: Courier (via Mobile App)

Action: Accept or commit to pickup requests in assigned zone

System Logic:

Broadcasts pickup to all couriers in zone

First courier to commit gets the pickup

Updates pickup request with assigned courier

Tracks response time for performance metrics

Incentive Calculation Workflow

Actor: System (Automated) / Payroll Team

Action: Calculate incentives based on completed pickups

Calculation Methods:

FlatAmount - Fixed amount per pickup
PerPiece - Amount × Number of pieces
PerKg - Amount × Total weight

System Logic:

Retrieves completed pickups for the period

Applies incentive schedule rates

Generates incentive summary per courier

Exports to payroll for processing

Performance Tracking

Metrics Tracked: Pickups completed, response time, success rate, incentive earned

Dashboard: Zone leaderboard showing top performers

State Transition Summary
Step Shipment Status Location Financial State
Booking
Booked
 - Freight Pending
Pickup
InScan
 Origin Hub -
Manifest
InTransit
 On Truck/Flight -
Arrival
InScan
 Dest Hub -
DRS Out
OutForDelivery
 On Bike Cash with Driver
Delivered
Delivered
 Receiver Cash at Office (Unreconciled)
DRS Close
Delivered
 Receiver Cash Deposited (Reconciled)
Remittance
Delivered
 Receiver Material Cost Paid to Sender
Transfer
Draft
→
InProgress
→
Completed
 Between Hubs/Couriers Custody Transferred
Zone Incentive
Assigned
→
Committed
→
Completed
 Zone Coverage Incentive Calculated
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