COSYS Photo Documentation Software
With COSYS MDE solutions, you create photo documentation software quickly and easily, whether in warehousing, logistics or retail.Photo documentation software Android and iOS
In many companies, it is necessary to document events photographically for follow-up, in order to have a record for certain cases, using the photo documentation software. However, classic methods are still used for this, such as reports or sketches that are made to better convey facts. The direct connection to an order is not so easily recognizable because the documentation is mostly analog and not stored in your IT and ERP systems specific to the order. The documentation of damage, proof of delivery in transport or evidence of work carried out in the trades, retail or field service thus proves to be a time-consuming and error-prone task. But logging and damage documentation are also used in other areas, such as load securing or quality assurance in production.
Photo documentation is used in the following examples:
Proof of delivery for delivered goods
Proof of load securing
Damage documentation of packages or loading equipment
Documentation of damaged goods in goods receipt for supplier return
Proof of craftsmanship
Evidence for the installation of sales stands and displays
Proof of compliance with the corporate identity in visual merchandising (e.g. decoration of store windows in accordance with the specifications)
Documentation of the part quality in the production
Evaluation and acceptance of vehicles
This can be remedied by a photo documentation app that logs damage and more using mobile devices. A mobile photo documentation app for Android or iOS devices offers the advantage that employees can immediately document damages and more on the go and assign them directly to a job or order. With a mobile device, employees are therefore no longer forced to visit a stationary workstation to create the documentation.
This is also where the great advantage comes into play that all modern MDE devices and smartphones have high-resolution cameras that are capable of taking razor-sharp photos. This makes it easy to visibly record damage. Instead of creating elaborate documents, you simply take a photo with the mobile device and thus document the facts. With photo documentation, you save the time and effort that would be required for classic documentation with Word and Excel or by hand, and even reduce the susceptibility to errors.
COSYS Photo Documentation App
Photo documentation alone does not provide the necessary context for assigning a photo to an order, delivery bill, etc.. You need an intelligent photo documentation app that creates the context for you and also verifiably displays it in your IT systems.
This context is provided by the COSYS photo documentation, which consists of a mobile app and aBackend and can be operated as a stand-alone system or as middleware to your ERP system. COSYS Photo Documentation is used as a standalone app or as part of a COSYS solution. The photo documentation is used like any app onMDE devices or onAndroid and iOS smartphones andTablets installed. Via an interface to your ERP system, all orders and order data are transferred to the app and thus to the mobile device, so that you always have all order information at hand.
If you want to record something with the photo documentation, select the corresponding job and take a photo of the situation using the device camera. The photo is then saved to the order and can be viewed at any time in the COSYS solution. Employees in the back office have the option of viewing the photos in the web-based toolCOSYS WebDesk to edit and manage them.
Create photo documentation
With the COSYS app, it´s easy to create photo documentation. What you need is a COSYS app and a mobile device with an integrated camera. In every COSYS software, the photo documentation can be called up simply via a button. If you or your employees are processing an order, you can quickly create a photo documentation of the goods or package concerned. Via a comment field the employee has the possibility to add a comment.
To take a photo with the photo documentation, the employee selects "New photo" and thus accesses the camera dialog of the device. The photo is taken by pressing the shutter release button. All captured photos can be edited later in the app with the photo documentation to add markers. Additional photos can be captured and it is also possible to delete bad photos. By saving the photo documentation, all captured images and information are sent to the COSYS backend. With the COSYS WebDesk, the photos can be viewed and subsequently edited.
If the employee´s mobile device supports a SIM card, the photo documentation is transferred to the COSYS backend via mobile communications. If the employee makes a mobile photo documentation in the field, the images are sent automatically. In case the device has no mobile internet connection or does not support SIM cards, the offline function can be used to save images offline on the mobile device. As soon as a WLAN connection is established via the device´s WLAN module, the images are sent automatically. Automatic e-mailing to customers is also possible, or to the complaints department in the case of damage documentation.
Automatic assignment of the photos
Damage and photo documentation via camera
Deposit markers and comments
Image editing in COSYS WebDesk
Data transmission via WLAN and UMTS to the COSYS backend
Traceable documentation
Standalone or ERP connection possible
Documentation always and everywhere possible
Device-independent, for smartphones and MDE devices
Easy to use software
Photo documentation Fields of application
COSYS photo documentation is optimized for many areas of application and will help you to record and prove damages and facts faster. Thanks to years of experience, COSYS has a suitable standardized photo documentation for every suitable area of application. From logistics to warehousing, sales field service to retail as well as production, COSYS has countless solutions for every industry.
Damage documentation
Damage and defects can occur anytime and anywhere, be it in transport logistics, in the warehouse or in retail. If employees have caused damage or received damaged goods from suppliers, they can use the damage documentation to create clear records. If damage is documented with the app, the COSYS app automatically informs the responsible department to initiate further follow-up processes such as scrapping, repair or complaint.
If your employees notice that a package is damaged during loading or unloading of the transport vehicle, the employee takes a photo of the damage. The photo, along with the time it was taken and the GPS coordinates, is stored in the relevant process (e.g. picking, loading or delivery). This makes it possible to trace where the damage occurred and the extent of the damage. Should your customer make an exaggerated claim, you have clear evidence against it with the Damage documentation.
Damage documentation is also an excellent tool in warehousing, for example in the goods receipt of articles and non-production materials. If you receive damaged goods or goods with defects from your suppliers or from CEP services, Damage documentation gives you the option of documenting this damage directly in goods receipt and storing it with the delivery bill. To do this, the employee selects either "Package damaged" or "Item damaged" or "Deficiency" in the damage documentation and photographs the damage. As you have a photo of the damaged goods as evidence, you can use it to contact the supplier or CEP service to discuss everything necessary for a complaint.
Another field of application of the Damage documentation is the loss transcript. If your employees accidentally damage goods during stock transfer or picking, the damage can be documented for the loss transcript and inventory correction. The use of loss transcription is also common in the retail industry, as not only employees can damage items, but customers can as well. If your employees find damaged items on the shelves, they can photograph them with a mobile device and enter the new unit quantity. Broken goods are calculated as a loss depending on the severity of the damage and deducted from inventory.
Load securing
In transport logistics, correct loading of transport vehicles is important, on the one hand to avoid transport damage caused by drivers´ rough loading, but also to make optimum use of the vehicle´s loading space. Photo documentation for load securing helps to prevent loading errors and minimize the risk of damage to packages and load carriers.
COSYS photo documentation provides targeted support here by taking a photo of the loaded loading area after loading to document proper loading. To ensure this, the driver first opens the digital delivery bill on his MDE device or smartphone. Then, one by one, the driver scans the shipment number of the packages he is loading. Visual feedback shows the driver which packages he has already loaded and which are still open. Once loading is complete, a message prompts the driver to take a photo of his load. The status of the loaded packages and the photo of the load securing is displayed to the dispatcher in the COSYS WebDesk.
Proof of delivery
In transport logistics, it can always happen that customers are not met on site or that a drop-off location is agreed for the delivery. For these cases, COSYS also offers photo documentation to accurately document the delivery of goods with time and GPS coordinate.
In this case, the photo documentation acts as a transport document / proof of delivery to prove to your customers that the goods have been placed at the agreed location. The employee receives a mobile device with the COSYS app and records all packages that need to be unloaded during his tour stop. As soon as all packages have been unloaded, the driver selects "parking" as the delivery type and is prompted by the app to take a proof photo for the delivery. Alternatively, photo documentation can be used for blocked access, defective loading area or access codes. All captured proof of deliverye are transferred to the COSYS WebDesk and linked to the tour and the delivery bill.
Field Sales
In field sales, photo documentation is necessary when manufacturer or supplier specifications require proof of goods sold at the customer´s site. If sales drivers are required to take proof photos of the goods on display, the COSYS Photo Documentation App can help. For this purpose, the sales driver selects the customer and the store, enters the delivery bill and is prompted by a message to take a photo of the goods or the issuer. This photo is added to the delivery bill so that it can be viewed in the back office via the COSYS WebDesk.
Visual Merchandising
The design of store windows and displays is highly relevant in the retail sector, because if they are attractively designed, they attract customers who are ready to buy. Retail chains in particular therefore rely on design specifications in order to present the latest goods in an appealing way, but also to maintain a uniform appearance to the outside world.
COSYS photo documentation helps you with visual merchandising and ensures that design specifications are met. Through photo templates of the administrator or main designer for displays and store windows, images are sent to each individual store via the COSYS backend. Store associates receive the images on their mobile devices and must use the template to design storefronts and displays. As proof that the design complies with the specifications, the employee must take a proof photo for each store window and display, which is sent from the mobile device to the COSYS backend. There, it is checked whether the designed store window corresponds to the template.
