Signature Capture for SXP Employee Edition

First published on: 08/10/2023/6:54 pm

Signature Capture for SXP Employee allows delivery drivers to accept customer signatures at the point of delivery. Some configuration (outlined below) is required to enable this feature.

User Settings

Each employee user must have the “Deliveries” role (applied in B1) . For a walkthrough of applying user roles, see "Employee User Configuration". 

Users with the “Deliveries” role can access all signature-capture functionality.

Application Settings

To set Signature Capture configuration options, navigate to SXP Manager AddOn > Administration > Employee Platform Config > Sales User tab.

Enable Signature Capture

If Signature Capture isn't enabled, signatures won't appear on the delivery details page. To enable Signature Capture, set the global configuration option “Enable Signature On Deliveries”.

Accept Cash Payments at Time of Delivery

Delivery drivers may accept cash on delivery (COD) at time of delivery, along with Signature Capture. To enable this feature, set the global configuration option “Enable Accept Cash Payments”.

Activity Setup

Activities are used to capture the signature and associate it with the delivery. "Activity Type" and "Activity Subject" are required before a signature can be captured on a delivery. Once configured, you can assign them in the "Activity Type" and "Default Subject" dropdowns.

Recommended Activity Types and Subjects are listed below:

• Activity type: Signature Capture (recommended but not required)
• Activity subject: Delivery Signature (strongly recommended but not required)
• Activity subject: Void Signature (strongly recommended but not required)

If an existing activity type and subject are not already configured, follow the instructions below:

• On a blank sales order screen, right-click below the header and open “New Activity”.

  

  Right-click below the header, and press "New Activity".

• Under “Type”, select the option “Define New”. Alternatively, you can use any existing activity type (if so, skip the following step).

  

  In the type drop-down, select "Define New".

• In the activity types window, create a Signature Capture option. This will allow for easy identification of Signature Capture activities.

• A new activity type isn't required. You can use an existing type or create a new type with another name.

  

  Create a new activity type called Signature Capture.

• Under “Subject”, select “Define New”.

  

  In the subject drop-down, select "Define New".

• In the activity subjects window, create a "Delivery Signature" option and a "Void Signature" option. This will allow for easy identification of the Signature Capture activities and activities for invalid signatures.

• New activity subjects are strongly recommended but not required. A unique activity subject allows easy identification of an activity’s purpose. Additional subjects can be used for back-office processes (e.g., manual audits at a later date) that are separate from the signatures.

  

  Define a new subject to identify delivery signatures.

• The "Activity Type" and "Activity Subject" are now created. Cancel out of all open windows.

• Apply activity type and activity subject in SXP Manager Add-On (SXP Manager AddOn > Administration > Employee Platform Config > Sales User).

  

  Apply configured activity type and activity subject to Sales User configuration.

Scheduled Deliveries Report

By default, deliveries are grouped based on shipping methods in SAP Business One. In this case, no further configuration is required.

If routes aren't based on shipping methods, then the delivery report must be modified with an implementation customization. Modify the “Scheduled Deliveries” report found in the query category B1WebAPI_QueryPortal > DeliveryReport. Customize this as described in the "Scheduled Deliveries Query" section on the right-hand side of the add-on window.

Delivery Driver Walkthrough

At a high level, Signature Capture displays open deliveries assigned to a specific driver. A driver can proceed through the list of open deliveries and capture signatures on-site with the customer.

In more detail, Signature Capture works as follows:

• Before delivery, an admin must assign the delivery to the delivery driver’s salesperson. This allows the delivery driver to see the delivery in their list.

• Delivery driver views a route using the “Delivery Details” report.

• At the point of delivery, the delivery driver opens the current delivery details document using the “Delivery Details” report.

  

  Open the current delivery link to view delivery details.

• The customer signs for their order using the signature capture on the delivery details page.

  

  The customer signs and saves the signature.

  

  Once saved, the signature is permanently associated with the delivery.

Back-Office Process Walkthrough

Back-office staff can view the signed delivery and see additional details, such as whether COD was accepted. This is saved in the delivery document as an activity with the remarks “Delivery Signature Capture” and the configured activity type and subject for signature capture. The recommended activity type is “Signature Capture” and recommended activity subject is “Delivery Signature”, although this may be configured differently.

1. In SAP Business One, open the delivery document.
2. On the delivery, right-click the header and select "Related Activities".
3. Open the Signature Capture activity indicated by “Delivery Signature Capture” in the "Remarks" field.
4. View details for the signature, including:
   • General tab: View general details.
   • Content tab: View remarks and specific details, such as the date/time of the signature.
   • Linked document tab: Not relevant for Signature Capture.
   • Attachments tab: Displays a document path to the signature image file. Double-click on a link to see the image in a viewer, similar to the screenshot above.

Handling Invalid Signatures

Occasionally, an error may occur in the field where a delivery driver captures the incorrect signature. If so, a back-office process must be applied to identify these signatures as a “Void Signature”. This can be done by modifying the signature’s activity and applying a different subject.

To mark a signature as invalid, perform the following steps:

• In SAP Business One, open the delivery whose signature is invalid.

• Right-click on the delivery header and select “Related Activities”.

  

  Right-click on the document header and select "Related Activities".

• Open the desired activity. An activity related to Signature Capture will have the remarks “Delivery Signature Capture”.

  

• Set the subject to “Void Signature”. This will identify the activity as no longer relevant. This doesn't affect the front-end display of signatures. If a signature has been applied, it will always be visible from the web.

  

  Set the subject to "Void Signature" to identify it as invalid.

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