The digitalization of the supply chain: The digital delivery note with GS1 standards and QR codes from Cloud4Log improves the flow of goods

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Published on: January 17, 2025 / Update from: January 17, 2025 - Author: Konrad Wolfenstein

The digitalization of the supply chain: The digital delivery note with GS1 standards and QR codes from Cloud4Log improves the flow of goods - Image: Xpert.Digital

Digital instead of paper: Cloud4Log makes supply chains more transparent and sustainable - short version

With Cloud4Log to smarter supply chains – logistics in digital change

Cloud4Log, an innovative cooperation project between GS1 Germany and the Federal Logistics Association (BVL), is revolutionizing the national movement of goods through the use of digital delivery notes. The aim is to increase efficiency, sustainability and transparency in the supply chain by replacing paper-based processes with digital alternatives.

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Background and goals of the project

The Cloud4Log project was launched in October 2020 on the initiative of the BVL topic group “Digitization of transport logistics”. The reason: Despite digital progress, many deliveries of goods between consumer goods manufacturers and trading partners are still accompanied by paper delivery notes. This leads to unnecessary administrative effort, high susceptibility to errors and unnecessary environmental impact. Cloud4Log aims to solve these problems through a central digital industry solution.

A central concern is the creation of a standard that makes it easier for companies to connect to the platform and make existing processes more efficient. Using the GS1 standards creates a consistent, interoperable foundation that benefits both large companies and small businesses.

How Cloud4Log works

Cloud4Log is based on a cloud-based platform that serves as a central exchange location for transport-related documents. All companies involved along the supply chain can access the necessary information in real time. The platform offers:

Open API interfaces: These make integration into existing company systems easier.
Basic frontend: A user-friendly solution for companies that do not have their own IT systems.
Self-service options: These enable drivers to register deliveries independently.
QR code integration: Drivers and logistics partners access the digital delivery notes using QR codes, without the need for special apps.

Advantages of digitalization

The switch from paper-based to digital delivery notes offers numerous advantages that cover both economic and ecological aspects:

1. Increased efficiency and process optimization

Time savings: The digital delivery note eliminates the need to print, share and manually process documents. This speeds up delivery processes significantly.
Automation: Many tasks, such as document transmission or confirmation of receipt of goods, are automated.
Easier processing: The self-service function allows drivers to register deliveries independently and easily.

2. Transparency and availability

Real-time information: All parties involved can access current data in real time, making planning and coordination easier.
Improved traceability: Digital documents provide a complete delivery history.

3. Sustainability and resource conservation

Paper savings: In the food retail sector alone, over 180 million sheets of paper could be saved per year.
Reducing the ecological footprint: Digitalization uses fewer raw materials and reduces CO2 emissions.

4. Security and privacy

Higher data security: Only authorized people can access the documents.
GDPR compliance: Data processing takes place in accordance with the strict standards of the European General Data Protection Regulation.

5. Ease of use and flexibility

Multilingualism: The platform supports up to 14 languages, simplifying communication in international supply chains.
Easy integration: Companies can flexibly integrate the platform into their existing systems.

6. Defect reduction and quality improvement

Minimization of manual errors: The automated collection and processing of data significantly reduces the error rate.
Faster problem solving: Any quantity deviations, quality defects or damage can be documented and processed directly digitally.

Insight into the process of a digital delivery note

The digital delivery note optimizes every step of the delivery process, from creation to archiving:

1. Creation

The sender creates the digital delivery note and saves it in the cloud platform.
The documents are provided with GS1 identification standards to clearly assign them to the delivery.

2. Provision for the driver

The driver receives a QR code that grants access to the delivery note.
By scanning the code, the driver can open the delivery note without having to install a special app.

3. Transport and control:

During transport, the driver can show the digital delivery note if necessary.

4. Goods receipt

The QR code is scanned by the recipient and the delivery note is loaded from the cloud.
Any deviations or damage can be documented directly.

5. Conclusion

Once acknowledged by the recipient and driver, the delivery note is archived and can no longer be changed.

Advanced features and developments

Since July 2024, Cloud4Log has been offering a self-service solution for drivers. This makes it possible to register deliveries directly at goods receipt, which further speeds up processes. Digital delivery notes are also becoming increasingly important as they are actively used by over 100 companies, including well-known names such as Dachser, DHL Group, Nordfrost and Nagel-Group.

The platform is continually evolving to meet the needs of the industry. Among other things, functions for extended data analysis are planned that will help companies optimize processes even better.

Why QR codes and not DataMatrix codes?

Although GS1 standards are used, Cloud4Log does not rely on the GS1 DataMatrix Code, but rather on QR codes. These offer:

Easy to use: QR codes are easy to create and do not require any special hardware.
Wide Compatibility: Drivers can scan QR codes with any smartphone.
Efficient access control: The QR code links directly to the digital document in the cloud.

Efficient, sustainable, secure: Cloud4Log's digital delivery note sets new standards

Cloud4Log sets new standards in the digitalization of the supply chain. By combining GS1 standards, a user-friendly cloud platform and innovative features such as QR code integration, the project offers a pioneering solution for the logistics industry. The advantages in terms of efficiency, sustainability and security make the digital delivery note an indispensable tool for modern companies. With continuous development, Cloud4Log will continue to play a central role in the digital transformation of logistics in the future.

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The digital transformation of the supply chain in detail: Cloud4Log and the digital delivery note as a pioneer of an optimized flow of goods

The challenge of digitalization in the logistics industry

Digitalization is progressing inexorably and is revolutionizing almost every sector of the economy. The logistics industry is also faced with the challenge and at the same time the opportunity to fundamentally change its processes through the use of modern technologies. A promising example of this change is Cloud4Log, a joint project between GS1 Germany and the Federal Logistics Association (BVL). The goal of this cooperation is ambitious: to fundamentally optimize and make the national movement of goods more efficient through the introduction and establishment of a digital delivery note.

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The creation of Cloud4Log

The Cloud4Log initiative arose from the BVL's “Digitization of Transport Logistics” topic in October 2020. The motivation for developing such a solution was extremely simple and yet explosive: Even in 2022, in the midst of the digital age, deliveries of goods from consumer goods manufacturers to the Trade is usually accompanied by delivery notes in paper form. This practice contained enormous, previously unused optimization potential. Leaders recognized the need for an industry-wide, fully digital solution to eliminate these inefficiencies and make supply chains future-ready.

The central role of the cloud platform

At its core, Cloud4Log is based on a central cloud platform. This serves as a hub for the exchange of digital transport documents between all companies involved in the logistics chain. In order to ensure the broadest possible acceptance and easy integration, Cloud4Log relies on two main pillars: On the one hand, the platform offers an open API interface. This enables companies with existing systems to seamlessly integrate Cloud4Log into their infrastructure and thus benefit from the advantages of the digital delivery note without having to fundamentally change their existing processes. On the other hand, Cloud4Log provides a basic frontend. This is particularly intended for companies that do not require a comprehensive interface connection or whose systems do not easily allow such integration. The basic frontend offers a user-friendly interface through which these companies can also take advantage of the advantages of the digital delivery note.

Advantages of digitizing the delivery note process

The advantages that arise from digitizing the delivery note process through Cloud4Log are diverse and convincing.

Efficiency and time savings

A central aspect is the significant time savings and the associated increase in efficiency. Manually filling out, printing, forwarding and ultimately physically archiving paper delivery notes is no longer necessary. This elimination of manual work steps not only reduces the effort, but also minimizes the susceptibility to errors. The digital capture and transmission of data avoids transmission errors that can easily occur when entering data manually.

Sustainability and resource conservation

Another important advantage is improved sustainability. The paper savings are enormous and make a significant contribution to environmental protection. In the German food retail sector alone, the nationwide introduction of digital delivery notes could save an estimated 180 million sheets of paper per year. This not only reduces paper consumption itself, but also the associated resources for producing and transporting paper. In addition, digitalization helps to reduce the overall ecological footprint of the logistics industry.

Improved transparency and real-time data

The real-time availability of information is another crucial advantage. Everyone involved has access to the current delivery note data at any time and from anywhere. This enables a transparent and traceable supply chain in which every step is documented and visible. This means that discrepancies or delays can be identified and resolved more quickly.

Overcoming language barriers

An often underestimated but nevertheless important advantage is the ability to overcome language barriers. Cloud4Log offers multilingual user interfaces that facilitate communication between drivers, warehouse staff and dispatchers, especially in an international context. The ability to choose between different languages reduces misunderstandings and helps the process run more smoothly.

The continuous development of Cloud4Log

The continuous development of Cloud4Log shows that the project is dynamic and adapts to the needs of the industry. An important milestone was the introduction of a new self-service solution for drivers in July 2024. This innovation enables drivers to independently register deliveries at goods receipts. By scanning a QR code, you can enter the necessary information directly into the system without having to wait for staff at the goods receiving department. This speeds up the process significantly and reduces waiting times.

The increasing importance of Cloud4Log in the industry

The growing importance of Cloud4Log in the logistics industry is underlined by the constantly increasing number of participating companies. Over 100 companies now use the platform, including well-known brand manufacturers and logistics service providers such as Dachser, DHL Group, Nordfrost and Nagel-Group. This broad acceptance shows that Cloud4Log represents a relevant and future-oriented solution to the challenges of modern logistics.

The direct comparison: digital vs. paper delivery note

In a direct comparison with conventional paper delivery notes, the numerous advantages of Cloud4Log become even clearer.

Process optimization and self-service

Increasing efficiency and optimizing processes are central arguments for the digital solution. Eliminating the manual effort involved in printing, forwarding and acknowledging paper receipts results in significant time savings throughout the delivery process. Cloud4Log creates the conditions for true process efficiency and automation in the supply chain. The self-service solution for drivers is a further step in this direction, as it further simplifies the goods receipt process by registering deliveries independently.

Improved transparency and traceability

The digital delivery note also sets new standards in terms of transparency and availability. Unlike the paper document, which can be lost, damaged or in circulation, the digital delivery note is available anytime and anywhere. This ensures improved transparency in the supply chain as everyone involved can access the latest information at any time. In addition, digital capture and central storage enables better traceability of deliveries. Every step in the delivery process is documented and traceable.

Sustainability and cost savings

The aspects of sustainability and cost savings are of great importance these days. As already mentioned, paper reduction leads to a significant conservation of resources. The switch to digital delivery notes therefore actively contributes to reducing the ecological footprint of companies. In addition to the ecological benefits, there are also financial savings by eliminating paper, printing and archiving costs. In addition, errors and the associated costs can be minimized through more precise digital data capture.

Security and privacy

The digital delivery note also offers advantages in terms of security and data protection. Data security is increased through central storage and controlled access rights. Only people directly involved in the process have access to the current documents. Data processing is carried out in strict compliance with European data protection standards, which is an important aspect in today's data-sensitive times. Modern encryption techniques also protect the data from unauthorized access.

Ease of use and flexibility

The user-friendliness and flexibility of Cloud4Log are further advantages. The ability to choose between 14 languages makes communication easier and contributes to user acceptance. In addition, integration into existing company or industry-specific solutions for digital delivery notes is possible without any problems. Cloud4Log does not see itself as an isolated solution, but as an open platform that can be integrated into existing IT landscapes.

Reducing errors and improving quality

Another important advantage of the digital delivery note is the reduction of errors and the associated improvement in quality. Capturing and transmitting data digitally minimizes errors that can easily occur when manually processing paper documents. This applies, for example, to errors when specifying quantities or items. In addition, the digital delivery note enables faster troubleshooting in the event of quantity deviations, quality defects or transport damage. These can be documented directly digitally and forwarded to the responsible authorities.

How the digital delivery note works

Cloud4Log's digital delivery note works according to a well-thought-out and efficient principle. First, the sender creates the digital delivery note in his system. This is then uploaded to Cloud4Log’s central cloud platform. A crucial step is linking the delivery note data with clear GS1 identification standards. These standards ensure that the digital delivery note can be clearly assigned to the respective delivery. The Global Document Type Identifier (GDTI) in particular plays an important role here.

Driver access

The driver receives an access link to the digital delivery note, in most cases in the form of a QR code. This QR code is generated in the sender's outgoing goods department and made available to the driver. By simply scanning the QR code with their smartphone, the driver can access the delivery note without the need to install a special app. The access link is stored in the driver's smartphone wallet, similar to digital airline tickets or boarding passes. This enables quick and easy access to the relevant documents.

Incoming goods processes

During transport, the driver has the opportunity to access the digital delivery note at any time and show it if necessary, for example during checks. When the goods arrive at the recipient's incoming goods department, the responsible staff scans the QR code from the driver's smartphone. The digital delivery note is then retrieved from the cloud and read into the recipient's system for further processing.

Real-time updates and transparent documentation

A big advantage of the digital delivery note is the ability to add and update information in real time. Quantity discrepancies, information about loading equipment replacement, goods receipt receipts or even images of damage can be added directly to the digital delivery note in the cloud. This ensures transparent documentation of the entire delivery process. The acknowledgment by the recipient and driver completes the process and puts the delivery note in a completed status that can no longer be changed. This ensures the integrity of the data and prevents subsequent manipulation.

Data security through central storage

Cloud4Log's cloud solution also offers an important advantage in terms of data security. Since the delivery note is stored centrally in the cloud, copies are prevented from being stored on different devices. This reduces the risk of data loss or unauthorized access. Only the people directly involved in the process have access to the current status of the documents.

Leveraging GS1 standards and QR codes

Although Cloud4Log uses GS1 standards to clearly identify digital documents, the GS1 DataMatrix code is not specifically used. Instead, Cloud4Log relies on QR codes as a practical and widely used method for accessing digital delivery notes. The key point is that Cloud4Log uses the Global Document Type Identifier (GDTI), an established GS1 standard, to ensure that the digital document can be clearly assigned to the corresponding delivery. The GDTI thus acts as a kind of digital fingerprint for the delivery note.

Flow of the process

The process is extremely simple: the sender uploads the digital delivery note to the cloud platform. A QR code is then generated that contains a direct access link to the digital delivery note. The driver can scan this QR code with his smartphone. When the recipient receives goods, the QR code from the driver's smartphone is scanned in order to retrieve the digital delivery note from the cloud and initiate the further steps.

With its digital delivery note, Cloud4Log makes a significant contribution to the digitalization of the logistics industry

The use of GS1 standards and QR codes enables an efficient, transparent and secure exchange of transport-related documents. The advantages over conventional paper delivery notes are evident and range from time and cost savings to improved sustainability to increased data security and user-friendliness. Cloud4Log is therefore a promising example of how digitalization can help optimize supply chains and make them sustainable. The constantly growing number of participating companies underlines the relevance and potential of this innovative solution. The digital transformation of the supply chain is in full swing, and Cloud4Log plays a crucial role in it.