Commercial and in Confidence
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Contents
1 Document Controls
2 Table of Figures
3 Introduction
4 Un-Invoiced Shipment Report
4.1 Un Invoiced Shipment Report Fields
4.2 Un Invoiced Shipment Report Examples
5 Zero Priced Shipment Report
5.1 Zero Priced Shipment Report Fields
5.2 Zero Priced Shipment Report Examples
6 Re Price Shipments
6.1 Reprice Shipment Report Fields
6.2 Reprice Shipments Report Examples
7 Invoice Data Extract
7.1 Invoice Data Extract Report Fields
7.2 Invoice Data Extract File Example

Table of Figures

Figure 1: Reporting - Un Invoiced Shipment Report
Figure 2: Un Invoiced Shipment Report Screen
Figure 3: Un Invoiced Shipment Report Parameters
Figure 4: Un Invoiced Shipment report - CSV report fields
Figure 5: Un Invoiced Shipment report - PDF report fields
Figure 6: Reporting - Zero Priced Shipment Report
Figure 7: Zero Priced Shipment Report screen
Figure 8: Zero Priced Shipment report parameters
Figure 9: Zero Priced Shipment report - CSV report fields
Figure 10: Zero Priced Shipment report - PDF report fields
Figure 11: Reporting - Repriced Shipment Report
Figure 12: Repriced Shipment Report screen
Figure 13: Reprice Shipment parameters
Figure 14: Reprice Shipment report - CSV report fields
Figure 15: Reprice Shipment report - PDF report fields
Figure 16: Invoice Data Extract fields

Introduction

This user manual will guide System Administrator users through generating the below invoicing reports from Intelligent Shipper.
Un Invoiced Shipment Report: The report shows all the shipments that have not been already invoiced and Shipments that are not cancelled so that the customers can be invoiced for the shipments that have been created and not invoiced.
Zero Priced Shipment Report: This report will show shipments that are automatically priced and are 0 priced due to having no rate card.
Re Price Shipments: This is the process to reprice the shipments that had pricing errors and have not been invoiced, manually priced or cancelled.
Invoice Data Extract: The Invoice data extract file will include customer pricing for shipments that have been system closed out (export state 60) and not included in a previous billing extract.
These reports are accessible to System Administrator user roles and will use the rate cards set up in the customer rate card and agent rate card screens.

Un-Invoiced Shipment Report

This report contains Shipments that have been closed out but have not yet been invoiced, are not cancelled and not included in a current invoice run.
To generate the Un-Invoiced Shipment report:

Select Reporting> Un Invoiced Shipment Report on Intelligent Shipper

Figure 1: Reporting - Un Invoiced Shipment Report

Un Invoiced Shipment report screen is displayed.

Figure 2: Un Invoiced Shipment Report Screen

The fields displayed on screen are:

Field Name	Field Description	Required
Up to	Date until when the report must be generated - defaults to current date - dd/mmm/yyyy	Mandatory
Customer	Select the Customer the report will be generated for. Can Select one Customer or Select All	Mandatory
Rate Card	Select the rate card	Mandatory when the report is for all accounts
Include only Zero Price/Held Shipments	Check box	Optional
Report Format	List displaying PDF & CSV (display only CSV for All accounts)	Mandatory

Figure 3: Un Invoiced Shipment Report Parameters

Select a date from the Upto date field
Generate the report for all customers by leaving the customer field blank, or a select a specific customer. To select a customer either enter the Customer name and click search to find the specific Customer or leave the field blank and click search to select from the list of customers displayed.
If a customer has not been selected (and so the report is being generated for all customers) then select a Rate Card from the list.

If a customer account has been selected the Rate Card field will be disabled.

Leave the check box unchecked if the report needs to include all the Un-Invoiced shipments.
Select Check box if the report needs to Include only Zero Priced/held shipments.

Note: Where the Check box is selected the report will include the following shipments only:

Shipment that do not have Tariff, i.e. shipments that that have not been correctly priced against a tariff or been manually priced at 0.
Shipments placed on the invoice hold

Where the only Zero Priced/held shipments check box is unchecked then the report will include all the Un Invoiced shipments.

Select the report format.

Note: When a customer account is selected in the Customer field then the Report Format field will display PDF and CSV options. When a customer account is not selected in the Customer field then the Report Format field will only display CSV.

Un Invoiced Shipment Report Fields

See the table below for the Un Invoiced Shipment Report fields and the data to be populated in the report fields.
Un-Invoiced Shipment report – CSV report fields:

Field Name	Field Description
Account	Populate the customer account number
Tracking number	Populate the shipment tracking number
Export Date	Shipping Date
Destination Town	Shipment Destination Town
Destination Country Code	Shipment Destination Country Code
Post code	Shipment Destination Post/Zip Code
Country Group	Shipment Destination Country Group
Service	Shipment Service Code
Pieces	No of Pieces in the Shipment
Chargeable weight	Chargeable weight = whichever is greater of the actual weight or volumetric weight
volume indicator	Shipment volume - Calculated from Dimensions (If Provided)
DOX/NDX	Type of Shipment
Invoice Status	Errored or Ready for Invoicing or Invoiced or selected for Invoice Run
Pricing Status	Displays Pricing status of the shipment - Priced or Unable to Price
Customer Rate Card	Customer rate card that was used to calculate the customer charge
Customer Zone	The zone assigned to the customer rate card that was used for the shipment.
Customer Charge	Customer Charge for the shipment
Customer Currency	Currency code of the currency the customer charge is provided in
Agent Rate Card	Agent rate card that was used to calculate the agent cost
Agent Zone	The zone assigned to the agent rate card that was used for the shipment.
Agent Cost	Agent Cost for the shipment
Agent Currency	Currency code of the currency the agent cost is provided in
Margin	Customer charge minus the agent cost - this gives the profit the system admin (Intersoft's customer) have made on the shipment
Margin %	The margin value as a % i.e. the percentage profit E.g. If the customer charge is £1 and agent cost is £0.50, the margin value if £0.50 and the margin percent is 50%This is the same as Gross Profit shown in the header of the View Shipment screen Pricing section

Figure 4: Un Invoiced Shipment report - CSV report fields

Un-Invoiced Shipment report – PDF report fields:

Header	Description
Un Invoiced Shipment Report	Report name
Printed	Location Date & Time
Field Name	Field Description
HAWB	Shipment tracking number
Date	Shipping Date
Account	Account Number
Code	Depot code
Type	Document Type
Weight	Shipment weight
Pieces	No of pieces in the shipment
Tar	Tariff
Charge	Customer Charge
Currency	E.g.: GBP/USD
Delivery	Agent cost
Margin	Customer Charge minus Agent Cost
%	The margin value as a % i.e. the percentage profit E.g. If the customer charge is £1 and agent cost is £0.50, the margin value if £0.50 and the margin percent is 50%This is the same as Gross Profit shown in the header of the View Shipment screen Pricing section.

Figure 5: Un Invoiced Shipment report - PDF report fields

Un Invoiced Shipment Report Examples

Zero Priced Shipment Report

This report displays shipments that are priced ad zero due to a pricing error, for an example the shipment not being assigned to a rate card.
The report will contain shipments that:

Have Not been invoiced
Have not been manually priced at 0.00
Have not been priced correctly against a zero priced tariff

To generate Zero Priced Shipment report:

Select Reporting> Zero Priced Shipment Report

Figure 6: Reporting - Zero Priced Shipment Report

Select Zero Priced Shipment Report option

Figure 7: Zero Priced Shipment Report screen

Select a date from the Up to date field

Field Name	Field Description	Required
Up to	Date until when the report must be generated - defaults to current date - dd/mmm/yyyy	Mandatory
Customer	Select the Customer the report will be generated for. Can Select one Customer or Select All	Mandatory
Rate Card	Select the rate card	Mandatory- when the report is for all accounts
Report Format	List displaying PDF & CSV (displays CSV only if all customer accounts are selected in the Customer field)	Mandatory

Figure 8: Zero Priced Shipment report parameters

Select all customers or specific customer by either entering the Customer name and click search to find the specific Customer or leave the field blank and click search to select from the list of customers displayed.
Select a Rate Card from the list where all customers have been selected in the customers field above.

Note: By Default, and when a single customer account is selected, the Rate Card field is disabled.

Select Report format.

Note: Where the report is for a single customer account and a single customer is selected in the customer field then the Report format field will display a PDF & CSV format for the report to be generated. Where the report is for all customers then the Report Format field will display only CSV format for the report to be generated.

Zero Priced Shipment Report Fields

Zero Priced Shipment Report Fields – CSV report:

Header	Description
Zero Pricing report	Report name
Field Name	Field Description
Account	Populate the customer account number
Tracking number	Populate the shipment tracking number
Export Date	Date Shipment exported
Destination Town	Shipment Destination Town
Destination Country Code	Shipment Destination Country Code
Chargeable weight	Total Shipment Chargeable weight
Pieces	No of Pieces in the Shipment
DOX/NDX	Type of Shipment
Invoice Status	Errored or Ready for Invoicing or Invoiced or selected for Invoice Run
Rate Card	Customer rate card
Service	Shipment service
Zone	Customer Zone

Figure 9: Zero Priced Shipment report - CSV report fields
Zero Priced Shipment Report Fields – PDF report:

Header	Description
Zero Priced Shipment report	Report name
Printed	Location Date & Time
Field Name	Field Description
HAWB	Airway Bill Number
Date	Shipment Date
Account	Customer Account
Destination	Shipment destination
Weight	Chargeable weight - whichever is bigger of weight or volumetric weight
Pieces	No of pieces in the shipment
Type	DOX/NDX
Service	Shipment Service
Zone	Customer/Agent?
Stat	Invoice Status
Group	Country Grp
Charge	Customer

Figure 10: Zero Priced Shipment report - PDF report fields

Zero Priced Shipment Report Examples

Re Price Shipments

The Zero priced shipment report generated in section 5 contains shipments with pricing errors. A System Admin user will need to update the customer and/or agent rate cards to correct the pricing errors displayed in the zero priced shipments report. Once these errors are corrected, the Reprice Shipments process will reprice all the shipments that have been closed out, not invoiced, not manually priced and are not cancelled, and will update the pricing of these shipments.
To Reprice a shipment: On Intelligent Shipper, Select Reporting> Reprice Shipment Report.

Reporting page is displayed with Report options.

Figure 11: Reporting - Repriced Shipment Report

Select Reprice Shipments Report option
The Reprice Shipments Report page is displayed

Figure 12: Repriced Shipment Report screen

Field Name	Field Description	Required
Reprice From	Date From when Shipments are selected for Repricing- DD-MMM-YYYY	Mandatory
Reprice To	Date till when the Shipments are selected for Repricing - DD-MMM-YYYY	Mandatory
Produce Error Report	Check Box	Optional
Report Format	List - CSV or PDF	Mandatory When Produce Error Report is checked

Figure 13: Reprice Shipment parameters

Select Reprice From & Reprice to dates.
When the Reprice, button is selected then all shipments matching the following criteria are Repriced.

Note: The Reprice Shipments process will reprice all the shipments that have been closed out, not invoiced, not manually priced, and are not cancelled, and will update the pricing of these shipments.

Where the user checks the Produce Error Report check box then the Report Format field is enabled where user can select the report format PDF or CSV and select Reprice button. An error reports is generated as per the format selected.

Reprice Shipment Report Fields

Reprice Shipment Report Fields – CSV report:

Field Name	Description
Tracking Number	Shipment Tracking Number
Date	Shipment Date
Town	Shipment Town
Country	Shipment Country
Message	Message
Rate Card	Customer Rate Card
Zone	Customer Zone
Service	Shipment Service

Figure 14: Reprice Shipment report - CSV report fields

Reprice Shipment Report Fields – PDF report:

Header	Description
Re Price error report -	Displays date range selected
Printed	Location Date & Time the reported was printed
Field Name	Description
Customer	Customer Name
Acc NO	Customer Account number
Tracking Number	Shipment tracking number
Date	Shipment Date
Description of error	Error message

Figure 15: Reprice Shipment report - PDF report fields

Reprice Shipments Report Examples

Invoice Data Extract

This process is to extract billing data for shipments that have been closed out and have not been extracted for billing before. This is configurable, and once configured runs automatically on a daily basis; the Invoice Data Extract is not generated from the GUI. The data extract is exported in CSV format to an SFTP location that will be provided by Intersoft.
The invoice data extract contains the total customer charge of the shipments included in the report. Once a shipment has been included in the invoice extract the pricing cannot be edited, but pricing service enhancements can be added. Any pricing service enhancements added to a shipment after it has already been invoiced will be included in the next invoice data extract.

Invoice Data Extract Report Fields

Field Name	Field Description
Account Name	Customer Account Name
Account Code	Customer Account Code
Date	Shipment Date -DD/MM/YYYY
Tracking Number	Tracking Number
Shipper Reference	Shipper Reference
Service Code	Service Code
Destination City	Shipment Destination City
Destination Postcode	Shipment Destination Postcode
Destination Country Code	Shipment Destination Country Code
Country Group	ROW/EU/Domestic
Vatable	Indication of whether the charge is vatable or not. Determined by the 'VAT Type' field in the Country screen for the destination country
Pieces	Number of pieces in the shipment
Chargeable Weight	Whichever is greater of weight or volumetric weight
Charge Description	A description of the type of charge, e.g. shipping, service enhancements. No defined list
Total Charge	Customer charge
Currency	Currency code of the currency for the charge
Currency	Currency code of the currency for the charge

Figure 16: Invoice Data Extract fields