Starting point
Dispatch & transport
Turn dispatch releases into freight bookings
A dispatch-ready order is checked for consignee details, packages and pickup window before registration with an approved freight partner. Only a confirmed transport reference is written back to the ERP; missing fields or uncertain responses remain visible as review cases.
Process architecture
From dispatch release to a confirmed transport reference.
A warehouse release starts a comparison with current package and order data. Complete standard consignments are handed to the freight partner under agreed rules. Acceptance is checked before recording it in the ERP; uncertain responses never trigger a blind second booking.
01Input
Release & package data
The warehouse status supplies the trigger; order, consignee and current package details come from the system of record.
2 Steps
02Process
Checks & booking
Approved standard consignments are registered. Dispatch staff resolve missing data and uncertain responses before continuing.
7 Steps
03Output
Reference & evidence
The confirmed transport reference is in the ERP; warehouse and dispatch see accepted orders separately from open cases.
4 Steps
Source01Capture dispatch release
A Webhook reports the released dispatch order with version and a unique shipment identifier. Repeated events link to the existing case rather than triggering another transport order.Details
Capture dispatch release
A Webhook reports the released dispatch order with version and a unique shipment identifier. Repeated events link to the existing case rather than triggering another transport order.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Load package details
Data02Load package details
ERP REST API reads consignee, package count, dimensions, weight and planned pickup window. An outdated or blocked order cannot proceed from an earlier event state.Details
Load package details
ERP REST API reads consignee, package count, dimensions, weight and planned pickup window. An outdated or blocked order cannot proceed from an earlier event state.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Prepare booking fields
Action03Prepare booking fields
n8n maps fields to the freight partner's agreed format. Weight, dimensions and consignee data come from approved records, not estimates introduced to fill gaps.Details
Prepare booking fields
n8n maps fields to the freight partner's agreed format. Weight, dimensions and consignee data come from approved records, not estimates introduced to fill gaps.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check dispatch rules
Decision04Check dispatch rules
Address, package data, release status and permitted service must agree. Special transports and consignments outside the agreed scope go to dispatch staff for a decision.Details
Check dispatch rules
Address, package data, release status and permitted service must agree. Special transports and consignments outside the agreed scope go to dispatch staff for a decision.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Register freight bookingStandard case complete
- Resolve shipment detailsReview needed
Approval05Resolve shipment details
Dispatch staff correct missing data in the shipping interface and release the relevant version again. Unsupported special cases remain outside this standard booking route.Details
Resolve shipment details
Dispatch staff correct missing data in the shipping interface and release the relevant version again. Unsupported special cases remain outside this standard booking route.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Check dispatch rules
- Flag open shipmentsOutside scope
System06Register freight booking
Speditions REST API takes the checked consignment with a unique customer reference. The request uses the partner's agreed duplicate protection where its interface supports it.Details
Register freight booking
Speditions REST API takes the checked consignment with a unique customer reference. The request uses the partner's agreed duplicate protection where its interface supports it.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Check partner acceptance
Decision07Check partner acceptance
Confirmed order acceptance with matching shipment and transport references permits continuation. A technical receipt, rejection or absent response is not a confirmed booking.Details
Check partner acceptance
Confirmed order acceptance with matching shipment and transport references permits continuation. A technical receipt, rejection or absent response is not a confirmed booking.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Save transport referenceAcceptance confirmed
- Resolve booking statusResponse unclear
Approval08Resolve booking status
When a response is unclear, dispatch checks status through Speditions REST API or the partner portal. It does not rebook without a resolved state; a confirmed reference goes through the check again.Details
Resolve booking status
When a response is unclear, dispatch checks status through Speditions REST API or the partner portal. It does not rebook without a resolved state; a confirmed reference goes through the check again.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Check partner acceptanceStatus resolved
- Flag open shipments
System09Save transport reference
ERP REST API writes the confirmed reference and corresponding order state back. If saving fails, only the write-back is retried, not the already accepted freight booking.Details
Save transport reference
ERP REST API writes the confirmed reference and corresponding order state back. If saving fails, only the write-back is retried, not the already accepted freight booking.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Provide dispatch handover
Result10Provide dispatch handover
The warehouse sees the confirmed reference on its dispatch order. This status records registration with the freight partner, not proof of physical collection or delivery.Details
Provide dispatch handover
The warehouse sees the confirmed reference on its dispatch order. This status records registration with the freight partner, not proof of physical collection or delivery.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Inform dispatch staff
- File booking evidence
Result11Inform dispatch staff
Dispatch sees the confirmed data state in its shipping overview with open tasks kept separate. Messages describe only the booking status actually confirmed.Details
Inform dispatch staff
Dispatch sees the confirmed data state in its shipping overview with open tasks kept separate. Messages describe only the booking status actually confirmed.
Interfaces
- Power BI API
- Teams Webhook
Result12File booking evidence
Nextcloud WebDAV files the data version, order reference and partner response in restricted dispatch storage. Review cases keep their link to the original order.Details
File booking evidence
Nextcloud WebDAV files the data version, order reference and partner response in restricted dispatch storage. Review cases keep their link to the original order.
Interfaces
- Power BI API
- Teams Webhook
Result13Flag open shipments
Missing fields, unsupported transport types or unresolved partner status remain visible with an owner. The order does not falsely appear confirmed or already collected.Details
Flag open shipments
Missing fields, unsupported transport types or unresolved partner status remain visible with an owner. The order does not falsely appear confirmed or already collected.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- File booking evidence
System landscape
Connect the existing ERP and approved freight partner.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
Webhook
Receives warehouse dispatch release with shipment identifier and version.
- Interfaces in use
ERP REST API
Reads current package and consignee data and writes the confirmed transport reference back.
- Interfaces in use
n8n
Orchestrates mapping, rule checks and separate controlled retries for individual processing steps.
- Interfaces in use
Speditions REST API
Takes the checked booking and returns the agreed acceptance or lookup status.
- Interfaces in use
Nextcloud WebDAV
Files the submitted data state and corresponding partner response with restricted access.
- Possible apps & platforms
ERP-Warenwirtschaft
Warehouse and dispatch maintain orders, package data and returned references in the existing ERP.
- Possible apps & platforms
Versandoberfläche
Dispatch resolves exceptions and sees confirmed consignments separately from open cases.
- Possible apps & platforms
Speditionsportal
Dispatch checks partner status and exceptions when the agreed API does not give a clear answer.
- Possible apps & platforms
Nextcloud
Authorized roles retrieve the data version and partner response for a dispatch case.
Implementation in context
A dispatch release should not end with an uncertain booking.
The trigger is a dispatch release for packed goods, not goods receipt, a customer quote or a supplier order confirmation. The existing ERP remains authoritative for orders and package data. This process ends at the confirmed transport reference; physical collection, tracking and proof of delivery belong to separate follow-on workflows.
Scope is limited to approved partners and defined standard consignments. Package data must come from physical capture; a model must not guess missing dimensions or weights. Dangerous goods, temperature-controlled freight and other special cases require a specifically designed procedure and cannot be pushed through this standard route by a blanket exception approval.
Consignee address and contact details may be personal information. Only agreed necessary fields go to the freight partner, while access and retention in ERP and Nextcloud are role-based. Data handling and partner access are settled before implementation; self-hosted orchestration does not mean that no data leaves the business.
Shipment identifier, released version and partner reference link the steps. The release state is checked again before registration, and concurrent changes prevent an outdated submission. An uncertain response first triggers a lookup of the existing order; retrying an ERP write-back never creates a second transport booking.
Target picture
Each released standard consignment has a controlled handover to the approved partner. Its confirmed transport reference sits on the right ERP order, while data gaps and uncertain responses remain separate review cases.
Expected benefits
- Consignee and package fields come from the approved ERP state instead of being copied into another portal.
- Dispatch sees missing data and uncertain partner responses as specific tasks.
- A repeated event does not silently create another freight booking.
- The confirmed transport reference remains linked to the order version actually submitted.
- Registration, collection and delivery are not collapsed into a misleading shipping status.
Prerequisites to start
- 01The ERP exposes dispatch releases, unique shipment identifiers and documented interfaces for package data and reference write-back.
- 02The freight partner provides test access, supported fields and explicit acceptance, status lookup and duplicate-protection behavior.
- 03Consignee, package count, dimensions and weights come from actual dispatch preparation.
- 04Dispatch defines permitted standard consignments, owners and a separate route for special transports.
- 05Connectivity, partner permissions, data handling and retention are agreed.
- 06Tests cover duplicate releases, changed package data, missing partner responses and ERP write-back failures.
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