A busy September at the grain elevator: how to avoid downtime for grain lorries and automate e-waybills

September at the grain elevator means dozens of grain lorries, a packed reception schedule, constant coordination with drivers and a heavy flow of paperwork. One lorry has arrived early, another has been delayed en route, and a third is waiting for its consignment note to be processed. Every such change affects the work of the weighing department, the laboratory, the operators, the logistics team and the accounts department.

During peak periods, efficiency depends on the coordination of the entire process. It is important for the grain elevator to see the planned transport in advance, for the driver to know their arrival time, for the logistics manager to monitor the queue, and for the relevant staff to promptly prepare and sign documents.

These tasks can be combined into a single digital workflow using AP Elevator Queue and e-TTN by AP Group.

Where seasonal delays occur

Queues at the grain elevator are often the result of several processes operating independently.

The logistics coordinator manages the drivers by telephone or via messaging apps. Arrival times change throughout the day. Elevator staff only see the actual flow of vehicles as they arrive. Data for consignment notes is passed between several parties, and corrections to the documents take extra time.

As a result, a grain lorry may be ready for unloading, but its place in the queue is still being finalised or a document is awaiting a signature. The lorry is left idle, the driver wastes working time, and subsequent journeys are delayed.

Digitising the process helps to manage three key components:

• vehicle arrival times;
• the order of service;
• documentation for the consignment.

AP Elevator Queue: every grain lorry has its own slot

The driver receives information about their slot and can see the current queue status. The logistics manager monitors drivers and journeys from a single dashboard. The grain elevator can see the planned load in advance and can distribute transport more evenly throughout the working day.

This creates a clear process for all parties involved:

1. The company books a time slot.
2. The driver receives a slot.
3. The grain elevator sees the scheduled arrival.
4. The queue is updated digitally.
5. Staff monitor arrivals and departures via a web application.

Telephone calls are replaced by a single schedule, and the flow of grain lorries becomes more predictable.

e-TTN: the document travels with the cargo

An organised queue determines the time of arrival. The next important step is the preparation of the consignment note.

e-TTN by AP Group is a digital service for creating, exchanging, editing and signing consignment notes. It brings together the consignor, carrier, driver and consignee in a single process.

The user creates the document in the system, adding information about the parties involved in the transport, the vehicle, the cargo, and the loading and unloading points. Some of the data is filled in automatically. All changes are saved in a single, up-to-date document.

The service allows you to:

• create consignment notes online;
• view drafts and finalised documents;
• edit details, transport information and cargo data;
• monitor the status of the consignment;
• view the document as a PDF;
• sign consignment notes using an electronic digital signature (EDS) or ‘Dія.Podpis’;
• integrate the service with the company’s ERP system via API.

The driver needs a smartphone and access to the company’s electronic signature method. Information about the document and its status remains available to the relevant parties involved in the process.

The cost of using the service is 7.20 UAH per consignment note. For companies that process around 100 consignment notes or more each month, the digital process has a particularly significant impact on the work of logistics specialists, accountants, drivers and warehouse staff.

What a digital journey looks like

Let’s look at a typical scenario for delivering grain to a grain elevator.

1. Booking

The consignor selects the grain elevator, crop, vehicle, driver, and date and time of arrival in AP Elevator Queue.

2. Document preparation

The responsible staff member creates an e-waybill, adding the parties involved in the transport, information about the cargo, the vehicle and the route.

3. Signing

The parties involved in the transport sign the document with an electronic signature in accordance with their stage and role.

4. Arrival at the grain elevator

The driver arrives at the booked time. The grain elevator staff can already see the vehicle in the queue and can plan its handling.

5. Status update

Once the relevant stage has been completed, the transport status is updated in the system. The parties involved can view the current status of the document and the cargo.

In this way, the physical movement of the grain lorry and the digital flow of the document occur simultaneously.

What the agricultural company gains

The combination of the electronic queue and e-waybills creates a seamless process in which every participant understands their next step.

For the company, this means:

• predictable arrival times for grain lorries;
• a more even load on the grain elevator;
• faster coordination of drivers;
• up-to-date information on the queue;
• centralised document management;
• a transparent approval and signing process;
• quick search for the required consignment note;
• monitoring of transport statuses;
• data for further logistics analysis.

The manager sees the big picture. The logistics manager manages the transport flow. The driver receives a clear time and the required document. The grain elevator plans the reception. The accounts department works with up-to-date data.

It is worth preparing for peak demand in advance

The digitalisation of grain elevator logistics begins with a description of the current process: how the company books slots, coordinates drivers, issues waybills and shares information between parties involved in the transport process.

The AP Digitals team then customises the solution to suit user roles, the company’s structure and existing information systems. The team also trains staff and supports the launch.

The September flow of grain lorries becomes manageable when transport, queuing and documentation operate as parts of a single process.

Request a demo to assess how these solutions can benefit your grain elevator or agricultural business.