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Mobile App User Guide

1- Introduction

Welcome to SDS (Sell Deliver Service), the mobile solution tailored for SAP Last Mile Distribution. SDS is designed to streamline delivery operations by providing a fully integrated, secure, and easy-to-use mobile experience for delivery drivers, checkers, cashiers, and supervisors.

2- Installation & Setup

SDS is an enterprise application provided as a standalone install for both Android and iOS platforms. Installation is typically managed by your company’s IT or MDM (Mobile Device Management) system. Upon installation, users can launch the app and log in using their SAP ID credentials.

3- Logging In

To access SDS, enter your SAP ID and password on the login screen. Authentication is secured using HTTPS and TLS to protect your credentials. If login fails, verify your network connection and reach out to your system administrator or SDS support team.

Users are created as business partners in SAP and are assigned a password. When the user logs in, the password from the backend is decrypted and compared to the password entered by user in the mobile app. System admins and / or supervisors can add users in the backend and add or reset passwords.

4- User Roles and Permissions

System admins and supervisors with authorization to do so can add different roles to users in the backend system. A user can be a driver, a checker, a cashier, a supervisor, a support or any combination of those or all of them.

SDS supports multiple user roles, each with specific functions:
– Drivers: Download routes, execute routes, record deliveries (planned or unplanned), record product returns (planned or unplanned), collect payments for deliveries or for open items from previous deliveries, track empties (delivered or received), collect signatures.

– Checkers: Validate loading and unloading of products. Together with the driver they can audit count of products at check-out and at check-in. Capture actual quantities of products checked-out or checked-in. Add products if there are not listed. For example, empties or ancillary products such as cups and lids. They can use their own SAP business partner ID and password to allow check-out or check-in products and record their signature.

– Cashiers: Handle check-in payment collection and reconciliation. Together with drivers they can view and audit the payments collected during the route. They can use their own SAP business partner ID and password to allow check-out or check-in payments and record their signature.

– Supervisors: Oversee delivery operations and authorize exceptions. They can view route progress for all drivers assigned to a given supervisor. They can execute routes as a driver. They can reset passwords for drivers and can manage user roles and assignments to specific locations and routes.

5- Main App Features

  • Route Management: View assigned routes, scheduled stops, and delivery instructions.
  • Stop Details: Access customer data, order information, and delivery checklist.
  • Route Types: Delivery, Van Sales, Sales or a combination of any of them (mixed routes).
  • Proof of Delivery: Capture customer signatures or photos at the delivery site.
  • Payment Collection: Record payments using cash, check, or card options.
  • Truck Transfers: Support for reloads and stock transfers between vehicles.
  • User Role Switching: Securely log in based on job function (driver, checker, etc.).
  • Offline Mode: Work offline with automatic sync once connection is restored.
  • Color User Interface: Completed activities are marked in green and failed activities or mandatory fields in red to draw user attention.
  • Sync Logs: Track data upload status and reprocess failed syncs automatically.

6- Working with Routes

Once logged in, drivers can view a list of assigned delivery routes. Tapping a route displays all customer stops, delivery tasks, and relevant notes. Each stop must be executed, transferred or cancelled with appropriate reason codes and comments.

7- Audit Check-out Inventory

Optionally a checker can randomly or routinely audit the inventory of a vehicle and record differences in the mobile app with a reason code. The app allows to enter additional materials such as empties or ancillary products that may be added to help with delivery activities or load stability.

8- Capturing Proof of Delivery

At the customer location, drivers can capture quantity deviations and select a reason code. They can collect returns (planned or authorized from backend and unplanned). Drivers can upsell or add product for sale that may be available in their vehicle due to a possible rejection from a different customer.

The mobile app can show product to be delivered by batch number. Driver can also collect batch numbers for returns or confirm that authorized returns are for the planned batch numbers.

Drivers can capture proof of delivery via:

– Digital Signature: Customers sign directly on the device screen.
– Photo Capture: Take a photo of delivered goods or location.
– DSD Document: Capture DSD document number issued by customer, optional capture a picture and upload it to backend.

All data is stored securely and synced with the SAP backend.

9- Capturing Collected Payments

Driver can enter payments received from customer for a given invoice. The app allows the driver to collect a combined payment in case where there is an invoice and a separate credit (planned / authorized from the backend or unplanned returns). Driver can also collect non-invoice payments. App displays open items or unpaid accounts from previous deliveries; driver can select documents to collect and register a payment with assignment to the given open item or unpaid invoice.

10- Print Mobile Invoice and Payment Collection Documents

The mobile app provides a preview of a mobile invoice printout which can be viewed before the process is completed and after the delivery is completed. Collected payments are included in the printout and can be generated as a separate printout for the backend system to attach it to the corresponding accounting document created.

11- Capturing Future Orders

If configured the driver can create future orders at time of delivery. This functionality is useful for customers that are not visited often or are located far from a location and the app allows to leverage the advantage of a delivery driver visiting the customer. The app also calculates prices and provides a printout

12- Capturing Bank Deposits

Driver can create multiple bank deposits. The mobile app provides the preconfigured reference accounts from the backend. Driver can select a reference account and enter the deposit ID, amount and reference number and capture a picture of the bank deposit as proof of activity.

13- Adding Unplanned Visits

The mobile app allows to add unplanned visit. This feature gives the ability to add a visit for a customer for which a visit has already been completed. Therefore, allows the driver to capture additional activities such as a return or payments and upload to the backend system. Or it allows to add a visit for any customer. If a customer is not available in the mobile, it allows to download customer and price data to be able to service the customer.

14- Truck to Truck Delivery Transfer

If configured, the mobile app allows the transfer of deliveries from Mobile A to Mobile B in online or offline mode. Two drivers can agree to meet at a location and execute the physical transfer of product and data. Driver 1 with Mobile A can simply select the delivery to transfer and optionally provide the receiving route. Driver 2 with Mobile B can request the delivery and optionally provide the issuing route. The mobile app handles all the process in both devices, adjusts truck inventory and updates all visit related information.

15- Truck to Truck Stock Transfer

If configured, the mobile app allows stock transfer from Mobile A to Mobile B in online or offline mode. Two drivers can agree to meet at a location or for Driver 1 to drop off product at an intermediate location and Driver 2 to pick up the product. Driver 1 in Mobile A can select the products and quantities to transfer. Driver 2 in Mobile B can add products and quantities. The mobile app handles all the process and adjusts truck inventory in both devices.

16- Manage Truck Inventory

The mobile app allows driver to view the truck inventory anytime during the route execution. The inventory is separated by pre-ordered product, available product for sale (based on rejected product or configured saleable returns) and returned product not available for sale. If configured to manage batches the inventory is also separated by batches. If authorized a driver can make inventory adjustments to increase, decrease inventory of existing products or to add additional products. Driver can view and print the truck inventory at any time to allow random audit counts.

17- Adding Reloads

If configured the driver can receive reload data for delivery process or for van sales process or for mixed routes. The backend team route planner or supervisor can request and add additional deliveries (rush orders), or additional van sales driver loads to add additional product to be sold off the truck. The mobile app can handle the addition of visits, deliveries, inventory for the route and allows products and payments to be checked in during the reload process to make space in the vehicle for the additional product being loaded.

18- Price and Reprice

The mobile app uses standard APIs to download price condition records from the backend using configured access sequences and condition types. As well as the price elements for planned deliveries. At the time of delivery if the driver changes the quantities to increase, decrease or add product. The mobile app automatically performs price or reprice calculations. It is also able to show the calculation result by product and condition record. The price calculated is uploaded to the backend and can be used if configured in the backend as price for the order items to ensure that the mobile prices match the SAP document prices.

19- Capturing Driver Load Requests

If configured the driver can create driver load requests and add product during route execution. At the end of the route, it can show the product left on truck to aid the driver in the process of entering the requested quantities for the next day or next route. The driver can view and print the driver load request with products and quantities. The document and printout can be uploaded to the backend.

20- Audit Check-in Inventory

The mobile app keeps track of the inventory during the route execution and provides the final inventory for check-in. The gate checker or warehouse clerk together with the driver can perform a physical count of the truck inventory, register any differences in quantity and select a reason code for the difference. They can also add product and quantities not available in truck inventory for example product mis-pick by warehouse clerk. The driver can view and generate a printout which if configured can be uploaded to the backend.

If configured to keep inventory on the truck overnight (stock left on truck). the mobile app will suggest the products to be left on stock such as finished products in good condition and will exclude if configured as such other products such as finished products in bad condition and also empties or ancillary products.

21- Check-in Collected Payments

If configured, at the end of the route, the driver together with a cashier or a settlement clerk can view and print the check-in collected payments report which lists all mobile invoices and credits issued during the route whether a payment was collected or not. It will show the payments collected and the due amount at check-in. It allows the driver to enter the amounts being checked in by type. Both the driver and cashier or settlement clerk can use their own ID password and signature to proof the handover of the collected payments. If configured the document can be uploaded to the backend system.

If configured and the cashier or settlement clerk is not present due to later arrival or other unforeseen circumstances, the driver can skip the need for a cashier ID, password and signature or can use his ID, password and signature to deposit the payments and routes documents into a safe box at the location.

22- Offline Mode Support

SDS is fully functional in offline environments. When offline, the app stores all delivery data locally and tracks failed uploads. Once a connection is restored, SDS automatically retries the uploads. Users can also view logs and manually trigger retries if needed.

23- Security

All data transmission is encrypted using HTTPS with TLS. On-device data such as credentials or cached content is securely stored using:

– Android: Keystore, EncryptedSharedPreferences
– iOS: Secure storage APIs

Local databases are encrypted with tools like react-native-sqlcipher. SDS adheres to ISO 27001, SOC 1/2, and ECCN compliance standards.

24- Customization Options

SDS can be tailored to your business needs:

  • Enable/disable screens or features.
  • Change background colors or branding elements.
  • Supported languages (English, Spanish, German, French, Portuguese, Chinese, Arabic). Additional languages can be added upon request.
  • Support for multiple route types (pre-sales, van sales, sales or mixed routes).
  • Direct connection to backend SAP system or via a middleware if required by customer.
  • SAP Version. Specific functionality to match the backend release version.
  • Date format and decimal notation to match different formats around the world.
  • Parallel route execution to allow up to three routes to be executed by a driver in the same mobile app.
  • Keep inventory on truck by product type. Empties product types. Generic batch.
  • Inventory group determination to match the backend when adding products at check-out, delivery or check-in.
  • Driver Load Request to use either standard sales order creation API or LMD API.
  • Price condition to condition value mapping.
  • Track batches throughout the app at check-out, delivery or check-in.
  • Track empties delivered to or received from customer.
  • Collect payments by delivery only or allow combined collection.
  • Bank deposits to allow to capture deposit details and upload to backend anytime during route execution to prevent lost or theft.
  • Transfer delivery or stock to allow driver to issue or receive deliveries or stock.
  • Future order to allow driver to capture future orders in delivery routes or van sales routes.
  • Backend upload ON/OFF to allow testing to view messages generated without uploading to backend.
  • Non-invoice collection even without open items.
  • Final upload generated in backend to allow check-in unloaded product intermediate settlement while keeping visit without settlement for companies that want to manually review and release customer visits and delivery data. Companion backend app provided.
  • Route type to enable or disable entire route type screens and functionality.
  • Reason codes to configure mandatory reason codes for quantity deviations for planned deliveries and by product type for unplanned returns.
  • Route selection settings to allow driver multiple options to fetch and download a route from the backend. From simply the date and location to route type, routes stock ID, vehicle ID or truck or Route ID.
  • Master data settings to control download of data needed for the route or all the data for the location to allow unplanned sales or returns of products not part of the route.
  • Route recovery to support the process of disaster recovery and continuity in case the mobile device is damaged, lost or stolen to be able to finish the route in a different mobile device. With automatic Adjustment of truck inventory based on completed visits. Ability to view completed visits, delivery information including changes to quantities, reason codes, unplanned documents and empties tracking.
  • Reload process settings to allows driver to receive reload information and to create and upload driver load requests for van sales or mixed routes.
  • Printout settings to control which printouts are uploaded to the backend including documents and pictures.
  • Price condition sequence to control what access sequences are used to retrieve price information from the backend.
  • API logs to view details of API calls and responses from the backend to trouble shoot issue.
  • Message to view and manage batch Json messages generated by the mobile app with color indicator for success or failure with options to view, download, edit and repost with support authorizations.
  • Logs to view important events during the route execution process and to help troubleshoot issues reported by users.

25- Support & Contact

For assistance, reach out to your system administrator or SDS support team. Comprehensive onboarding and customer support are available to ensure successful deployment and usage.

For questions or support, contact us today at: support@whitecastleconsulting.com