• OptiKEP

For The Mailroom And For Goods Inwards

  • Traceable distribution of registered shipments
  • Automatic inhouse routing
  • Use of MDE-terminals for professional data entry
  • Statistics for analysis and planning of in-house routes
  • Secure and time saving capture of incoming shipments
  • Multi-Tasking: to check, register and log shipments with MDE
  • Self-learning sender recognition
  • Archive with filter functions


Stops the Mail-Room Blame-Game - Here's How It Works:

OptiKEP is a system that continues the package tracking process after the outside courier has delivered to reception, the mail room or goods-inwards - which is where the courier's liability ends.

OptiKEP provides absolute proof that a package has been delivered efficiently to its final destination. It will:

  • log initial capture (by reading the courier's bar code),
  • design a secure routing path through the organisation and 
  • provide real-time traceability to, and 
  • provide absolute proof of delivery (including signature) 

at the final destination.

OptiKEP - Learns as it goes along - Here's how it works:

The problem: When any package enters the building (delivered as a registered shipment), it is received and signed for by someone and/or given a final scan by the courier; this is where the sender's and the courier's liabilities end - and 

This is where most of the problems begin!  Shipments can easily get lost within the target organisation.

Not any more they don't

The solution: At reception, the mail room, goods inwards or wherever post and parcels enter the organisation the incoming shipment is logged, usually by scanning the outside courier's barcode. OptiKEP instinctively knows most courier's bar code formats (and learns more with each product update).


Ideal for the Mail Room

OptiKEP also knows a lot about the recipients by use of its clever database.
OptiKEP will recognise as much information about the sender and the target recipient as is available from the bar code and request anything else it needs to know - using keywords and other databases such as the internal telephone directory - in order to calculate a route to the shipment's final destination.
OptiKEP automatically finds the optimum post-route to the target recipient(s) and produces a distribution list for each route.
OptiKEP can handle any number of incoming shipments, directing these on any number of post-routes. For each internal post-route a distribution list is produced.
This includes tracking number (barcode), the sender and recipient detail, and a field for the signature of each recipient.
When the list is sent back to OptiKEP, the proof of delivery, complete with all the details of shipment history, are shown on the barcoded list. Undelivered shipments will be highlighted automatically on the next distribution list.
Shipments can be searched in the archive against several criteria.

OptiKEP - Mobile Data Entry (MDE) data without loss - to speed up shipment delivery

Mobile data entry (MDE) units, similar to those used by the couriers, can be used as part of the OptiKEP solution. Using a MDE unit and its associated OptiKEP module all shipment data is transferred to the hand-held MDE, so there's no need for printed lists.  The recipient acknowledges receipt by signing directly on to the MDE unit.
At the end of the delivery route(s) all distribution lists, including captured signatures, are loaded in to the OptiKEP system, these are stored in the archive along with all associated shipment data.
All signatures are available for review in the system archive.


Statistics - just to show where everything is

Traceability is assured using OptiKEP's database and archive. Current and past shipment histories can be searched (by selected time-frame) against several criteria - delivery route, department, likely recipient etc.

Typical shipment scenarios - Here's how it works

A shipment from a 'known' sender:

OptiKEP recognises this sender and shows them within a green background on the capture-screen. If the internal telephone list module (TEL) is installed the recipient can be recognised quickly and accurately.

The scanner can take a picture if the BLD module is installed

OptiKEP with a maximum of features
Shipment captureing with a maximum of features

A shipment from an unknown sender

OptiKEP with a minimum of features
OptiKEP Shipment captureing


In-house postal distribution, so easy:

The shipment is scanned and the sender and recipient details are entered, next the department is selected - and voilà the shipment is published on the route list. This works even faster with the MDE (mobile data entry) device.

Ideal For Goods Inwards

OptiKEP - Fast Shipment Registration - Fast Capture

If you receive large numbers of shipments, often containing multiple packages, which demand fast capture, accurate recording and thorough checking - all whilst the courier is waiting to leave - then OptiKEP has the solution.
OptiKep - enables a large number of shipments to be recorded and documented in the shortest possible time, regardless of whether these are bulk items, individual packages, frequent daily deliveries etc.
OptiKEP - can merge quantity, sender and parcel information in a reception log in the shortest time, even while the parcel is still sitting in the unloading bay, enabling this data to be checked against shipment inventory information.

OptiKEP - Goods-Inwards checking and capturing with the MDE.

OptiKEP - Enables simultaneous check and monitor of incoming packages using the MDE device.
The MDE device can capture individual consignment data and then check to see if the number of items within the shipment is correct - complies with the specifications provided by all major parcel service couriers.
The captured data can be either printed or transferred to other programmes such as an
Inventory Accounting programme.
If the ZUS module is installed the additional data fields allow the more detailed content of the shipment (s) to be recorded. This is especially useful when the individual items are also marked with barcodes.

OptiKEP is self-learning

The ABS module contains self-learning sender recognition capability compatible with all major carriers bar code protocols. With each shipment received, OptiKEP looks in its archive for known senders. Using special features and comparison methods (from the bar-code) OptiKEP can recognize if previous shipments have been received from that sender. If this is the case, the sender name will be displayed in green. If shipments are often received from the same sender, capture time is drastically reduced.



OptiKEP - Archive and retrieve shipments data

Shipments can be searched using various criteria. All details are available.

OptiKEP offers the following Modules and Functions:

Fast capture

  • The fast capture module facilitates scanning, in the presence of the courier, to record shipment data, the quantity of shipments received. - Faulty signatures are a thing of the past

GRF Graphical capturing

  • Module BLD: Enables photographic capturing of shipment data using the photo scanner.
  • Shipments with 2D code (Stampit, Frankit, etc.) can be processed directly.

HPV In-house post distributions

  • Captures shipments with tracking number, sender, recipient and department.
  • Creates lists for route related in-house post distribution with signature field.
  • Produces statistics for package distribution by route.
  • Displays all shipments over any time period, sorted by department or in-house routes.

LNG Language-Pack

  • Enables languages other than German.

MDE Delivery with a MDE (Mobile Data Entry) device

  • Optional mobile data entry devices for package delivery and  acknowledgement of receipt.

MD+ Enhanced dependability by RFID card reader

  • Enhanced dependability by reading a company identity card (RFID) during delivery.
  • The archive shows, if the information was typed in or read from a chip card.

ABS Sender recognition

  • If the sender of a package is unknown to OptiKEP, entry of some basic (key word) data into the search function will aid location of the sender for current and subsequent shipments.
  • Known senders data will automatically be displayed during capture of package data.

KST Cost centre calculation

  • Assignment of all shipments by cost centre.
  • Calculation of shipment information by cost centre for any time period.

WAG Scales

  • Add the weight of a shipment to available data fields.
  • Supports all common electronic scales with serial ports.

TEL Telephone directory

  • The TEL module enables comparison of recipient data with the internal telephone directory to aid accurate recipient location. During capture a pick-list will be displayed after 2-3 characters
  • The telephone directory can be a (CSV) file, an EXCEL table (XLS), or a LDAP software file.

ZUS Additional fields

  • Enables capture and recording of additional contents and other data about a shipment and assignment to the total shipment.

ABH - Collection

  • The ABH collection module facilitates situations where packages are to be collected rather than delivered. This module enables the generation of collection orders and the printing of a consignment note from any PC. The collection order (incl. sender and recipient data) goes directly to the in-house postal service, this can occur in real-time if a WLAN is installed. At collection the shipment will be scanned and the collection data follows the same procedure as other shipments.

STA Relay

  • The STA module facilitates inter-connection of several mail-rooms.
  • Example: Mail-room A captures shipments which are for mail-room C, but which may be routed via mail-room B.
  • OptiKEP documents are tagged at each stop with a date and time. In this way the user always knows exactly where the shipment is.

OptiKEP - Technical pre-requisits

PC and Operating system

OptiKEP runs on normal PC's with a CD-ROM and all Windows 32-/64-Bit-operating systems, Windows XP and later. The installation requires 200MB of memory. Changing PC's and installations is easy as no entries to the registry or system folders are made.


MDE-devices require  ActiveSync or, (as of Windows7), the Windows Mobile Device Manager.

For the photo function with scanner DS6707 a SNAPI-driver must be installed.

Multi-user system are based on a central SQL-Server. All popular SQL variants  are supported such as (Centura, DB2, Firebird, Informix, MS-SQL, MySQL, ODBC, Oracle, PostgreSQL, SQLite, Sybase). Single-user systems can work with an embedded SQL-server.

OptiKEP - Safely concludes the ‘proof of delivery’ journey expected by the sender, started by the courier but finalised by OptiKEP

OptiKEP Additional Hardware

Scales & MDE-devices

Optiware can supply these devices. The devices offered are optimized for the use with Optiware products.

Complete systems and components

Optiware EDV offers economical complete turn-key systems. Single components such as scales, printers and PC's are also available.