The COSYS Internal Mail Distribution Software therefore combines internal shipment tracking with operational parcel handling. Shipments are captured using a smartphone or mobile computer, assigned to recipients and guided through all subsequent process steps. This enables companies not only to see what has already happened but also to manage what needs to happen next.

Tracking shows the status – parcel management controls the process

Tracking software primarily displays the status, location and previous journey of a shipment. Track and trace refers to the digital tracing of a consignment based on documented process steps. Every scan creates a timestamp and assigns a new status to the shipment.

This makes it possible to determine when a parcel was accepted, stored, loaded, delivered, collected or processed as a return. Unlike the tracking service provided by a courier, express or parcel carrier, internal tracking begins where external delivery ends: at goods-in, reception or the company mailroom.

Track and trace is therefore a central component of parcel management. Parcel management forms the overarching system because, in addition to tracking, it also organises shipment capture, recipient assignment, storage, distribution and documented handover.

Intelligent task control triggers follow-up processes

After a parcel has been accepted, the software determines its recipient and destination. This defines the next processing step: the parcel can be assigned to a storage location, added to an internal delivery round, prepared for self-collection or processed as a return.

Digital task control guides employees through these workflows in a structured manner. Instead of coordinating tasks through paper lists, verbal instructions or repeated enquiries, the required information is available directly within the relevant process. Automatic notifications can also be triggered as soon as the shipment status changes or a parcel is ready for collection.

With COSYS, acceptance, storage, transfer to a delivery round, delivery, self-collection and returns are represented as connected follow-up processes. Each completed activity therefore creates both a documented tracking status and the basis for the next operational task.

When is shipment tracking alone sufficient?

A standalone tracking function may be sufficient when shipments pass through predefined stations and only their progress needs to be monitored. Complete parcel management becomes necessary as soon as employees actively handle the consignments.

Typical tasks include finding recipients, temporary storage, preparing delivery rounds and recording personal handovers. Distribution across multiple buildings, substitute recipients, refused deliveries, self-collection and smart lockers also require controlled follow-up processes.

Parcel volume is not the only deciding factor. Even a small number of valuable, confidential or time-critical consignments may require a fully documented workflow. This is particularly relevant for industrial companies, public authorities, banks, research institutions, universities, hospitals, business parks and facility management providers.

Mobile scanning creates a complete shipment history

At every process step, employees scan the barcode using a smartphone or mobile computer, such as the Zebra TC201. Existing shipping labels can generally be reused, provided they enable unique identification. Letters and documents can also be incorporated into the process using dedicated 1D or 2D barcodes.

Damage can be documented upon acceptance using photographs, comments and, where required, a signature. Artificial intelligence can then describe and assess the recorded damage. During handover, the recipient, time and proof of delivery can be captured. All bookings create a chronological shipment history that makes the internal journey traceable.

The COSYS WebDesk centrally provides parcel statuses, histories, photographs, signatures and recipient data. Smart lockers, automatic notifications and master data imports can be integrated as additional functions.

Process data reveals bottlenecks

COSYS Process Data Analysis is part of COSYS Business Intelligence. It converts the captured process data into key performance indicators and dashboards. Analyses of parcel volumes, processing times, inventory changes and damage rates reveal where backlogs occur.

Advanced business intelligence functions highlight trends, peak workloads and bottlenecks across different sites. Tracking data therefore serves not only as proof of completed activities but also as a basis for optimising future workflows.

CONCLUSION

Track and trace provides visibility into a shipment’s previous journey. Parcel management additionally uses this information to control tasks and follow-up processes until handover. Companies should therefore determine whether they merely want to track consignments or digitally manage the entire internal handling process.

TIP:

Before selecting software, companies should record every internal station from goods-in to the final recipient. This reveals where tracking alone is sufficient and where active process control is required.