Order Documents, POD & Signatures

Attach a scanned POD and other files to an order, open the printable POD and confirmation sheets, email the POD to the client, and manage driver signatures.

Overview

Every order can carry proof of delivery and supporting paperwork. Office staff work with it from the Orders and Dispatch lists.

• Scanned POD: one PDF per order, uploaded in the Documents panel
• Additional documents: any number of extra files per order, each tagged with a Document Type
• Signed POD: built automatically from the signature the driver captures in the mobile app
• Printable sheets: View POD, View Internal POD and View Carrier Confirmation
• Send POD to client: emails the signed or scanned POD to the delivery client
• Remove Signature: clears a delivery signature so the driver can sign again

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Quick Start

Attach a scanned POD or a document

1. On the Orders list, open the order's action dropdown (the caret next to the status button) and click Documents.
2. Under Order POD, choose your file in Signed POD file in .pdf format.
3. To add other files, click (+) Add document under Additional Documents, choose the file and pick its type.
4. Click Update Order.

Email the POD to the client

1. In the Email POD column, click the envelope button on the order.
2. Check the To address, and add Cc or Bcc addresses if you need them.
3. Click Send.

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Access & Permissions

Action	Admin	Manager	Dispatch / Customer Service	Accountant
Open the Documents panel, upload or delete files				¹
Open a document by its file name or icon				¹
Use the green download icon on a document		—	—	—
See the POD and DOC columns on the Orders list
View POD				—
View Internal POD (when enabled)				—
View Carrier Confirmation (Dry Van)				—
Send POD to client				— ²
Remove Signature				¹
Manage Document Types			—	—

¹ Accountants can work on orders in the standard setup. If your account is set up so accountants have read-only access to orders (ask UTX support), they cannot change documents, open the POD icons in the POD column or use Remove Signature.

² Sending the POD is done by Admin, Manager, Dispatch and Customer Service. Accountants should ask one of them to send it.

Managers, dispatchers, customer service and accountants only see orders from their own office(s).

How to get there:

• Documents panel: Orders action dropdown on an order Documents. The Dispatch page has the same Documents link.
• Document Types: click your name at the top of the screen Manage Document Types.

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The Documents Panel

Click Documents in an order's action dropdown. A window titled Edit Order (order number - description - container) opens with only the Order Documents section. It has two parts.

Order POD (scanned POD)

Use this for a POD that was signed on paper and scanned.

Field	What it does
Signed POD file in .pdf format	Choose the scanned POD file. Only a PDF is accepted. If you pick another file type the form shows "Please select a file with a PDF extension."
Hint under the field	Shown only when a PDF is already attached: "Uploading a new file will replace the existing PDF: (file name)". An order holds one scanned POD, so a new upload replaces the old one.
Check to remove the existing PDF	Shown only when a PDF is already attached. Tick it and click Update Order to delete the scanned POD.

Files can be up to 20 MB. A larger file is rejected and the update fails.

You can also attach or replace the scanned POD with the same Signed POD file in .pdf format field in two other places: the Order Documents section of the Complete window, and the Administrative information section of the full Edit Order page.

A scanned POD takes the order off the driver's list

Once a scanned POD is attached, the order is treated as signed and no longer shows as ready for signature in the driver app.

Additional Documents

Use this for anything else that belongs to the order: work orders, customs papers, photos, and so on.

1. Click (+) Add document. A new row appears.
2. In Document, choose the file.
3. In the type list (- Select Type -), pick a document type. Only active document types are listed.
4. Add more rows if needed, then click Update Order.

Any file type can be attached, up to 20 MB per file. A new row where no file was chosen is ignored when you save.

Saved documents show as a row with:

Item	What it does
File icon	A PDF icon for .pdf, an image icon for .jpg, .jpeg, .png or .gif, and a plain file icon for anything else. Click it to open the file in a new tab.
File name	Click to open the file in a new tab.
Green download icon	Downloads the file. Admin only.
Size	The file size.
Type list	Change the document type, then click Update Order.
(-) Delete	Removes the row. The document is deleted when you click Update Order.

No type selected

If you save a document without choosing a type, it is saved with the type Other. If no Other type exists yet, UTX Freight creates it.

Opening a document

Click the file name or the file icon to open a document. These links work for everyone who can open the Documents panel.

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POD, DOC and Email POD Columns

At the right end of each row, the Orders list has an Email POD column, then the order's action button, then the POD and DOC columns. The Dispatch page has only the Email POD column. The Legend button on the Orders list opens the Orders Page Legend, which also explains these icons under Document Icons.

Icon Guide

Column	Icon	Meaning	Click to
POD	Red PDF	A scanned POD is attached	Open the scanned PDF in a new tab
POD	Green signature	The order has a driver signature (delivery, pickup, or both)	Open the signed POD (tooltip "Open signed POD")
DOC	Red document	The order has at least one additional document	Open the Documents panel
Email POD	Envelope button	A POD can be sent, or was already sent	Open Send POD to client

Both POD icons can show at once when an order has a scanned POD and a signature.

The DOC icon only shows to users who can edit the order. Sending the POD from the Email POD column is for Admin, Manager, Dispatch and Customer Service (see Send POD to Client below).

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View POD, Internal POD and Carrier Confirmation

These links are in the order's action dropdown and open in a new tab.

Link	Shown when	Who sees it	What you get
View POD	Every order type	Admin, Manager, Dispatch, Customer Service	A PDF of the POD for printing, named (Your company) POD #(order number).pdf. The signature images and signature dates are left off. See The POD sheet.
View Internal POD	Only when the Internal POD option is turned on for your company. Orders list only.	Admin, Manager, Dispatch, Customer Service	A web page with the POD's order details plus blank boxes for internal billing notes. No signature boxes. See The Internal POD.
View Carrier Confirmation	Dry Van orders only. Orders list only.	Admin, Manager, Dispatch, Customer Service	A web page with the booking, package, pickup and delivery details to send to the carrier. See The Carrier Confirmation sheet.

View Internal POD and View Carrier Confirmation open as web pages, not PDFs. Use your browser's print command to print them or save them as PDF.

Blank POD vs. signed POD

View POD gives you a sheet to print and take on the road, without signature images or signature dates. The green signature icon in the POD column opens the same layout as a web page, with the captured signature images and dates filled in.

The POD sheet

The POD (from View POD, the green signature icon and the Send POD to client email) uses the same layout for Container Import, Container Export, Transfer and Dry Van orders. The bilingual French / English labels below are printed exactly as shown. Which blocks appear depends on the order type.

Header

• Your company logo, and your company address, Tel:, Fax: and web address.
• The title Proof of delivery - Order #: followed by the order number.

Order blocks

Label on the sheet	What is printed	Order types
DATE:	The order date	All
Customs Release	YES or NO	Container Import only
(top right)	The order type in capitals, for example IMPORT or DRY VAN	All
CONSIGNATAIRE / CONSIGNED TO:	The order's customer	All
REFERENCE NUMBER	The order's reference number	All
PICKUP FROM:	The pickup company name	Dry Van only
PICKUP DATE:	The pickup date	Dry Van only
ADRESSE / ADDRESS:, CONTACT PERSON:	The pickup address (a - when empty) and pickup contact	Dry Van only
VILLE / CITY:, CODE POSTAL / POSTAL CODE:	The pickup city and postal code (a - when the postal code is empty)	Dry Van only
SPECIAL INSTRUCTIONS, PO #	The pickup comments and pickup P.O. number	Dry Van only
LIVRE A / DELIVERY TO:	The delivery company name	All
DELIVERY DATE	The delivery date	Dry Van only
HAZARDOUS	YES or NO	All types except Dry Van
ADRESSE / ADDRESS:	The delivery address (a - when empty)	All
CONTACT PERSON:	The delivery contact, plus the delivery email address when there is one	All
ZONE	The order's zone	All
VILLE / CITY:, CODE POSTAL / POSTAL CODE:	The delivery city and postal code (a - when the postal code is empty)	All
SPECIAL INSTRUCTIONS	The delivery comments	All
PO #	The delivery P.O. number	All

Container block

Label on the sheet	What is printed	Order types
CONTAINER NUMBER / NUMERO DU CONTAINEUR	The container number, in large capitals	Container Import, Container Export. On Transfer orders the heading shows as Container Number only.
TRAILER NUMBER / NUMERO DE LA REMORQUE	The trailer number, in large capitals	Dry Van
EQUIPMENT TYPE	The order's equipment type	Dry Van only
PICK-UP LOCATION	The pickup terminal	All types except Dry Van
NUMERO DE PICK-UP	The pickup number	Container Import
BOOKING NUMBER	The booking number	All types except Container Import and Dry Van
RETURN	The return terminal	Import and Export only
INSTRUCTIONS FOR CONTAINER	The return instructions	Import and Export only
CHASSIS #	The chassis (equipment) name. When the equipment is Borrowed, the chassis number is printed instead.	Import and Export only
SIZE	The container size	Import and Export only
RV NUMBER	The reservation number	Import and Export only
POIDS / WEIGHT	The weight (a - when empty)	Import and Export only
VOLUME / CBM	The volume	Import and Export only
STEAMSHIP LINE	The steamship line	Import and Export only
OFF-HIRE	YES or NO (blank when not set)	Container Import only
SCALE	The scale value (for example Full, Empty or Both)	Container Export only
NUMERO DE SEAL / SEAL NUMBER	The seal number	Import and Export only
No DE COLIS / PKGS.	The packages	Import and Export only
TIME IN, TIME OUT	The order's time in and time out when they are recorded, otherwise blank	All types except Dry Van

Signature boxes

The signature area depends on the order type. On Dry Van, Container Export and Transfer orders, each signature box is followed by a row of labels: SIGNATURE (AU COMPLET / IN FULL) under the signature itself, SIGNED BY under the signee name, and a DATE label under the date. On Container Import orders the label row has only SIGNATURE (AU COMPLET / IN FULL) and the date label.

Order type	Boxes, top to bottom
Dry Van	PICKUP SIGNATURE (Shipper) with DATE ( PICKUP ), then DELIVERY SIGNATURE (Receiver) with DATE ( DELIVERY ). The pickup signature and the delivery signature from the driver app fill these two boxes.
Container Import	One box: DRIVER'S SIGNATURE with DATE ( RECU / RECEIVED ). It holds the delivery signature. On the signed POD a SIGNED BY line with the signee name is added below.
Container Export and Transfer	DROP SIGNATURE (Empty) with DATE ( DROP ), then PICKUP SIGNATURE (Full) with DATE ( PICKUP ). The first box holds the pickup signature from the driver app, the second holds the delivery signature.

On the blank View POD the signature images and dates are empty.

NIR line and footer

• NIR - CTQ#: followed by your NIR Number is printed at the right of the first signature box. Set it in Settings (see Application Settings). If NIR Number is empty, the label prints with nothing after it.
• The POD Message from Settings (shown as POD Footer on the Settings page) is printed in small text at the bottom of the sheet. Line breaks are kept.

Remove Signature and the Export layout

Remove Signature clears the delivery signature. On a Dry Van POD that is the DELIVERY SIGNATURE (Receiver) box, on an Import POD the DRIVER'S SIGNATURE box, and on an Export or Transfer POD the PICKUP SIGNATURE (Full) box.

The Internal POD

View Internal POD is an office copy of the POD for recording extra charges by hand. It is only available when the Internal POD option is turned on for your company (see Add-ons & Options).

What is the same as the POD:

• The title Proof of delivery - Order #: with the order number.
• The same order blocks (DATE:, Customs Release, CONSIGNATAIRE / CONSIGNED TO:, REFERENCE NUMBER, the Dry Van pickup blocks, LIVRE A / DELIVERY TO: and the delivery blocks).
• The same container block (container or trailer number, PICK-UP LOCATION, booking or pickup number, and for Import and Export, RETURN, INSTRUCTIONS FOR CONTAINER, CHASSIS #, SIZE, RV NUMBER, POIDS / WEIGHT, VOLUME / CBM, STEAMSHIP LINE, OFF-HIRE or SCALE, NUMERO DE SEAL / SEAL NUMBER and No DE COLIS / PKGS.).

What is different:

Internal POD	Details
Header	Your logo only. Your company address, phone, fax and web address are not printed.
INTERNAL INFORMATION and RATE	A block labelled INTERNAL INFORMATION with an empty RATE box. Not shown on Dry Van orders.
Blank boxes	Empty boxes to fill in by hand: TIME IN, TIME OUT, TOTAL FOR TIME IN/OUT, EXTRA LEG / DEAD RUN, LIFT ON, LIFT OFF, CHASSIS DETENTION, STORAGE, HAZMAT, PORT FEE, REMANIFEST, EXTRA and TOTAL. These are always blank, even when the order has a time in or time out recorded.
No signatures	No signature boxes, no SIGNED BY and no date boxes.
No NIR, no footer	The NIR - CTQ#: line and the POD Message footer are not printed.

Keep the Internal POD in the office

The Internal POD is meant for internal billing notes. Do not give it to the receiver or email it to the client: use View POD or Send POD to client for that.

The Carrier Confirmation sheet (Dry Van)

View Carrier Confirmation prints the delivery instructions for the carrier that moves a Dry Van order.

Section on the sheet	What is printed
Header (left)	Your logo, your company name in capitals, address and Tel:.
Header (right)	Shipment: (the order's reference number), Transport Booking: (the trailer / container number) and Delivery Date: (the delivery date).
DELIVERY INSTRUCTIONS	The sheet title.
BOOKING DETAILS	Two columns: TRANSPORT COMPANY and ROAD CARRIER REGISTRATION.
TRANSPORT COMPANY	The order's transport company (the Transport Company ( broker ) field, Transport Company / Broker in Quick Edit) in capitals, with address and Tel:. If the order has no transport company, your own company is printed.
ROAD CARRIER REGISTRATION	Empty.
CHARGES	One line, Delivery Cartage, with the order total in your company's default currency.
CONSIGNEE	The order's customer name.
PACKAGES DETAILS	PACKAGES and WEIGHT, then a Goods Description: line.
INSTRUCTIONS DETAILS	1- PICKUP: the pickup company, address, city and postal code (a - when the address or postal code is empty), then Contact: and Notes: (the pickup comments). 2- DELIVERY: the same for the delivery address, with the delivery comments as Notes:.
SPECIAL INSTRUCTIONS	The order's Special Note (see Special Note).
Footer	THANK YOU FOR YOUR SUPPORT.

Fixed text on some accounts

On some accounts, UTX has set up the Carrier Confirmation with fixed text: the header logo and company name, and the footer (for example payment terms and a contact name and email), can show fixed wording set up by UTX for the account instead of your own company details. Contact UTX support if your sheet shows text you want changed.

The order total is printed

The CHARGES section shows the order total as Delivery Cartage. Check that this is the amount you want the carrier to see before you send the sheet.

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Send POD to Client

Who: Admin, Manager, Dispatch and Customer Service.

When the envelope appears

The envelope button shows in the Email POD column when the order has at least one of:

• a delivery signature
• a pickup signature
• a scanned POD
• a previous POD email attempt

Sending

1. Click the envelope. The Send POD to client window opens.

2. Review the fields:

   Field	Prefilled with	Required
   To	The delivery client's email address	Yes
   Cc	Empty	No
   Bcc	Empty	No
   Subject	(Your company) Order # (order number) Completed	Yes

   To, Cc and Bcc accept several addresses separated by commas or semicolons.

3. Click Send. A spinner replaces the envelope while the email goes out, then a message confirms POD Sent! or explains the failure.

What the client receives

• From: your company name and the Accountant Email from Settings.
• Attachment (one file):
  • If the order has a delivery or pickup signature: a signed POD PDF named (Your company) POD Signed #(order number).pdf.
  • Otherwise: the scanned POD PDF, under its original file name.
• Body: the heading New proof of delivery from (your company), followed by the order number, order type, client name and reference number. Import and Export orders also show the container number and pickup terminal; other order types show the pickup company, pickup address and delivery address.

Envelope colours

Colour	Meaning	Tooltip
Blue	Never sent successfully	Send POD to client
Green	The last attempt was delivered	Last email delivered (date and time)
Red	A send succeeded before, but the latest attempt failed	Last email delivered (date and time), the date of the last successful send

A failed first send stays blue

The date only updates on a successful send. If the very first attempt fails, the button stays blue with the tooltip Send POD to client. Watch for the Sending POD Failed! message.

You can send the POD again at any time. Each successful send updates the date in the tooltip.

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Signatures in the Office

Drivers capture signatures in the mobile app (see Driver Workflow). Office staff see them in these places:

• Driver name colour: the Orders list has two driver columns (Delivery Driver and Return Driver when your company runs container work, Pickup Driver and Delivery Driver otherwise). In the first one, a green driver name means the order is ready for its first signature in the driver app. In the second one, green means it is ready for the next step (the return or the delivery). Red means it is not ready, for example because it is already signed, has a scanned POD, or its status or container status does not allow it.
• Signature date: shown in grey under the driver's name once that signature is captured.
• POD column: the green signature icon opens the signed POD with the signature image, signee name and date.
• Email POD column: the envelope appears as soon as a signature exists.

Some order types, such as Dry Van, can have two signatures: one at pickup and one at delivery.

Remove Signature

Use this when a driver collected the wrong signature, or the signature must be taken again.

Remove Signature shows in the action dropdown on both the Orders and Dispatch pages only when all of these are true:

• the order has a delivery signature
• the order status is not Completed
• you can manage the order

To remove it:

1. Open the order's action dropdown and click Remove Signature.
2. In the warning "Are you sure you want to remove the signature, this is a destructive action and cannot be undone!", click CLEAR THE SIGNATURE.
3. The message Order Signature Reset! confirms it.

What it clears:

• the delivery signature image
• the signee name
• the signature date

What it does not touch:

• the pickup signature
• a scanned POD
• the order status

Once cleared, the driver can capture the delivery signature again, as long as nothing else blocks it: no scanned POD is attached and the order's status and container status still allow it. Check the driver name colour on the Orders list to confirm.

This cannot be undone

The signature image is deleted permanently. The only way to get a signature back is to have the driver sign again.

Completed orders

Remove Signature is hidden on Completed orders. Move the order back first with Go Back 1 Step or Reset Order to New (see Order Workflow).

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Document Types

Document types label the files in Additional Documents (for example Work Order or Customs).

Who: Admin and Manager. Where: click your name at the top of the screen Manage Document Types.

The list shows Name, Orders and Active for the current office. Use Add a new Document Type to create one, or Actions Edit to change one. View History shows past changes.

Field	Description
Name	The name shown in the type list on the Documents panel. Required.
Office	The office the document type belongs to. Required.
Active	"Only active document types will be visible for new documents." Untick it to retire a type without losing it on documents that already use it.

Click Save Changes to save, or Cancel to go back.

Retiring a document type

To stop using a document type, untick Active. Documents that already use it keep their type.

The type list on the Documents panel

The Documents panel lists all active document types, sorted by name.

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FAQ / Troubleshooting

I don't see the envelope button on an order

Solution

The envelope only shows once the order has a signature, a scanned POD, or a previous email attempt. Upload the scanned POD in Documents, or wait for the driver to sign. Also check your role: sending the POD is for Admin, Manager, Dispatch and Customer Service.

I'm an accountant and can't send the POD

Solution

Sending the POD is limited to Admin, Manager, Dispatch and Customer Service. Ask one of those users to send it.

"The POD was not sent. Please correct the email address and try again."

Solution

One of the addresses is not valid. Check To, Cc and Bcc: separate several addresses with commas or semicolons.

The client got the signed POD, not the scanned one

Solution

When an order has both a signature and a scanned POD, the email attaches only the signed POD. To send the scanned copy, attach it to your own email from the POD column (red PDF icon).

Remove Signature is missing from the dropdown

Solution

It only shows when the order has a delivery signature and is not Completed. A pickup-only signature cannot be removed this way.

My new document type is not in the list

Solution

Make sure Active is ticked on the document type, then reopen the Documents panel.

The POD shows "NIR - CTQ#:" with no number

Solution

The number comes from NIR Number on the Settings page. Ask an Admin to fill it in (see Application Settings). The same page holds the POD Message printed at the bottom of the POD.

I don't see View Internal POD

Solution

View Internal POD only appears when the Internal POD option is turned on for your company, and only on the Orders list for Admin, Manager, Dispatch and Customer Service. Contact UTX to turn the option on (see Add-ons & Options).

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Best Practices

Keep POD paperwork tidy

• Upload scanned PODs as soon as the paper comes back, so the order leaves the driver's list and the envelope becomes available.
• Always pick a document type. Untyped files all end up as Other.
• Retire old document types with Active rather than renaming them.
• Check To, Cc and Bcc before each POD email.
• Check the envelope colour after sending: green means delivered, red means the last attempt failed.