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Introduction

The shipment statistic application is used to generate statistics from all shipment data. These reports will include related revenues and expenses. Extensive filter functions are available to drill down the shipment data and there is instant output to spreadsheets for further processing. In addition a set of predefined reports are available for month-end and open estimates reporting.

Description

Generate Reports

This action opens a generate reports pop-up window in which pre-defined reports for the month-end and open estimates can be generated.

Open

To view a shipment listed in the report, highlight the shipment and select Open. The shipment will open in the application used to created it. On closing the shipment, the shipment statistics screen will be restored.

Refresh

Updates the index to ensure that the latest shipment details are present and will be included in the report.

Shipment Statistics

A summary table showing all the shipments that will be included in the report. The filter and search functions can be used to revise this listing.

Branch spanning

By default only the shipments in the current branch are included in the report. This check box can be used to include shipments from all branches

Exclude Old

This is a a drop-down filter. By default it displays Exclude Old and it can be changed to Show All. These options operate as follows:

Selection

Result

Show All

All existing records are included

Exclude Old

Records older than 3 months will be excluded

Select Filter

This drop-down menu will display filter management options and any filters that have been created:

Clear filter

If a filter has been selected, remove it using this option. The summary table will then include shipments that were previously excluded by the filter.

Saved filters

This is a list of previously stored filters. To apply a filter to the summary table, click the desired filter.

Organize filters

To edit existing filters and create new filters, select this option to launch the Organize filters application.

Text to search

This is a full text search field. Enter a keyword or text to restrict the summary table to those shipments that match the keywords or texts.

Advanced Search

Using the and buttons, the advanced search function is activated.

The advanced search introduces an expanded set of filter options to the summary table. Multiple rows of these filter options can be added using the button, or removed using the button. Each row of filter options comprises the following:

Match All/One of the following Criteria

This first option indicates how multiple filter rows are to be applied:

Option

Description

Example

Result

All

records must match all of the criteria in all filter rows

Departure=DEFRA, destination=USA

All records where both the Departure is DEFRA and the Destination is USA are produced.

One

records need to match only one of the criteria in all filter rows

Departure=DEFRA, destination=USA

All records where the Departure is DEFRA or the Destination is USA are produced.

Definition of Criteria

The filter row is comprised of three elements; the object of the search, the comparison criterion and the value of the object itself which may be a date, a location, a time period or a mode of transport. A complete description of the filter row is in the table below:

Object of the search

Comparison criterion

value of the object

Cost center

is

Cost center (search field)

Customer

is

Business partners (search field)

Economic date

is equal to
is greater (than)
is less (than)
is between
in the last

Date
Date
Date
Date and Date
No. of days, weeks or months

Economic Month

is or is not

Current month
Last month
before last month

Transport Conveyance

is or is not

Airfreight Export
Airfreight Import
Seafreight Export
Seafreight Import
Airfreight
Seafreight
Import
Export

Departure

is or is not
Located in or not located in

UNLocodes (search field)
Country code (search field)

Destination

is or is not
Located in or not located in

UNLocodes (search field)
Country code (search field)

As the above filter rows are applied, the summary table will immediately show the results of the filters in terms of the list of matching shipments.

Advanced searches cannot be saved unless the they are created using the organize filters option found in the select filter button.

Calculate amounts

This action link at the bottom of the summary table will produce a financial summary of the shipments displayed in the summary table:

Include Transit

Ongoing items that do not represent profit or loss figures such as VAT charges and customs duties are excluded from the financial summary. Check this text box to include these items.

In order to include income and costs in the spreadsheet reports described below, the Calculate amounts action must be activated.

Export Shipment Statistics

The data in the summary table will be produced in spreadsheet format. The report will open in the default spreadsheet application (Excel, iWork, Calc etc.) on the local computer. The report provides the following columns:

  • Branch
  • HAWB Number
  • MAWB Number
  • Economic Date
  • Departure
  • Destination
  • Customer
  • Shipper
  • Consignee
  • Import Agent
  • Export Agent
  • Incoterms
  • ETD
  • ETA
  • Pieces
  • Gross Weight
  • Chargeable Weight
  • Volume
  • Salesperson
  • Open Income
  • Income
  • Estimate Income
  • Open costs
  • Cost
  • Estimate Costs
  • Profit

Export Customer Report

The data in the summary table will be produced in spreadsheet format. The report will open in the default spreadsheet application (Excel, iWork, Calc etc.) on the local computer. Prior to opening, a dialogue pop-up appears where the customer can be identified, this can be: the actual customer, the salesperson, the shipper or the consignee. The report provides the following columns:

  • Customer
  • Shipments
  • Pieces
  • Gross Weight
  • Chargeable Weight
  • Volume
  • Turnover
  • Profit

Reports to Generate

This application is launched via the Generate Reports option on the menu bar.

The first section of the pop-up presents a list of reports that are available. To the right are check boxes to choose the report and in some cases to
generate the report in XLS and/or PDF format the options are:

Report Type

XLS (Spreadsheet)

PDF

Shipment Details

(tick)

(tick)

Shipment Estimates

(error)

(tick)

Accounting Month

(tick)

(error)

Resolved Estimates

(tick)

(error)

Shipment Details

A shipment report including income, costs, estimates and profit in XLS (spreadsheet) or PDF format.

  • Branch
  • HAWB Number
  • MAWB Number
  • Economic Date
  • Departure
  • Destination
  • Customer
  • Shipper
  • Consignee
  • Import Agent
  • Export Agent
  • Incoterms
  • ETD
  • ETA
  • Pieces
  • Gross Weight
  • Chargeable Weight
  • Volume
  • Open Income
  • Income
  • Estimate Income
  • Open costs
  • Cost
  • Estimate Costs
  • Profit

Shipment Estimates

A report showing shipment open estimates in PDF format

Accounting Month

Month end report as an XLS spreadsheet listing.

  • Shipment Number
  • Income
  • Cost
  • Accruals
  • Profit

Resolved Estimates

A spreadsheet report showing:

  • Shipment Number
  • Charge Type
  • Voucher Date
  • Voucher Amount
  • Estimate Amount
  • Estimate Date

Settings

Economic Month

The economic period for the report. This is a date and time field

Cost Center

The cost center for the report. This is a text search field that can be used to locate the correct valid cost center.

Include Transit

Ongoing items that do not represent profit or loss figures such as VAT charges and customs duties are excluded from the report. Check this text box to include these items.

OK

Runs the report. XLS and PDF files will open in the default spreadsheet program and pdf viewer on the local computer.

Cancel

Exits this report generator and returns to the statistics application without further action.

{anchor:organize filters]

Organize Filters

The select filter button in the statistics application includes the option organize filters, this is used to create and store advanced searches that can be reused.

The organize filters application lists existing filters on the left and the contents of each filter on the right with options to add and remove filters.

Filter

This is a listing of all existing filters. As each filter is highlighted, the details of the filter appear to the right.

Add

Creates a new filter. All the fields to the right are cleared so that the process of building a new filter can begin.

Remove

Removes the highlighted filter from the list.

Criteria

The criteria is the area where details of existing filters are shown, or new filters can be defined.

Description

This will be the name of the filter. It should be descriptive of the filter so that it can be readily identified from just this short description.

Match All/One of the following Criteria

This first option indicates how multiple filter rows are to be applied:

Option

Description

Example

Result

All

records must match all of the criteria in all filter rows

Departure=DEFRA, destination=USA

All records where both the Departure is DEFRA and the Destination is USA are produced.

One

records need to match only one of the criteria in all filter rows

Departure=DEFRA, destination=USA

All records where the Departure is DEFRA or the Destination is USA are produced.

Definition of Criteria

The filter row is comprised of three elements; the object of the search, the comparison criterion and the value of the object itself which may be a date, a location, a time period or a mode of transport. A complete description of the filter row is in the table below:

Object of the search

Comparison criterion

value of the object

Cost center

is

Cost center (search field)

Customer

is

Business partners (search field)

Economic date

is equal to
is greater (than)
is less (than)
is between
in the last

Date
Date
Date
Date and Date
No. of days, weeks or months

Economic Month

is or is not

Current month
Last month
before last month

Transport Conveyance

is or is not

Airfreight Export
Airfreight Import
Seafreight Export
Seafreight Import
Airfreight
Seafreight
Import
Export
|

Departure

is or is not
Located in or not located in

UNLocodes (search field)
Country code (search field)

Destination

is or is not
Located in or not located in

UNLocodes (search field)
Country code (search field)

Multiple rows of these filter options can be added using the button, or removed using the button.

Apply

Active when a new filter is being created. This button will save the new filter.

Revert

Active when a new filter is being created. This button will clear all the criteria so that the new filter can be rebuilt.

Apply

Applies the selected filter to the summary table so that only matching results are present.

Close

Closes the Organise Filters application and returns to the summary table.