Filter and export reports

Overview

Every report works the same way: choose filters, apply them, check on screen and download. The file has everything filtered, all pages, not just the one you see. This article covers what is common and what differs between reports: formats, default periods, limits and file names. Each report also has its own article:

• Warehouse reports — inventory, receipts, shipments, transactions and invoices.
• Driver log.
• Dock management report.
• Yard reports — yard management and yard inventory.
• Audit log.

Before you start

• Each report has its own permission and module; the details are in each article. By default the admin and super admin have them all, and accounting only the billing ones.
• To open the Reports section you need at least one report permission. Being able to view visits is not enough to see the section, although it does let you open visit history from Visits.
• Check the active warehouse: every report shows only that warehouse (the audit log has an exception for the super admin).

Filter and download, step by step

1. Check the active warehouse in the top bar.
2. Under Reports, open the report with View Report.
3. Choose filters: usually customer, from and to dates, and in some status, type or operator.
4. Click Apply Filters (called Filter or Apply in some reports) and check that what you see is what you want.
5. Click the download button (Excel, PDF or CSV). The file goes to your downloads folder.
6. To start over, click Reset (or Clear).

What each report gives you

Files have a fixed name with the download date and time, for example daily_warehouse_receipt_list_20260925_104233.xlsx or yard_inventory_20260925_104233.pdf. Some, such as the dock report (dock_management_report.xlsx) or the driver log (history_report.xlsx), have no date: download twice and your browser numbers them. Rename them when you save them.

How dates behave

• Time zone: almost all cut days in the warehouse time zone. The audit log is the exception: it uses system time.
• Which date is used: each report filters by a different date (receipt confirmation, shipment departure, job creation, invoice date). Each article says which.
• End before start: no report shows an error message. Depending on the report, the list comes back empty, it says no results were found for the selected criteria, the screen stays as it was, or (in visitors) the dates are swapped automatically.

Save and share a filtered report

In almost every report the filters stay in the page address. Copy it and send it to a colleague with the same permission in the same warehouse and they will see what you see; you can also bookmark it. The exception is the driver log: its filters are lost when you reload the page. In the dock and yard reports the address keeps the filters but not the page you were on.

The visitors report

The Visitors card opens visit history. It needs the visits module; viewing it only requires permission to view or manage visits (by default super admin, admin and supervisor), but the download button requires the Visit Reports permission (super admin and admin).

• Filters: from, to, visit type, status, host and search (name, company or visit number). Buttons Filter and Reset.
• Date used: the arrival; if the person did not arrive, the expected time.
• Table: 25 per page, with visit number, visitor, type, host, status, expected time, arrival, departure and minutes on site.
• Statuses: expected, confirmed, pending approval, approved, on site, checked out, cancelled, no-show and denied.
• Excel: adds kind, company, email, phone, origin and purpose. Up to 5,000 rows; if your period has more, split it.

See How Visits works.

Example: sending a customer their unload times

Pacific Brands asks how long their August unloads took.

1. Open Dock Management.
2. Choose customer Pacific Brands, type Delivery, and dates August 1 and 31. Apply Filters: 23 jobs.
3. Click Export to Excel. The file has, per job, arrival, assignment, start, end and three times: waiting, cycle and total.
4. Rename the file (for example Pacific-unloads-august.xlsx) and remove internal columns you don’t want to share before sending it.

Each column is explained in Dock management report.

Good practices

• Apply the filters and check on screen before downloading: avoid huge files nobody opens.
• For month-end always set both dates.
• When comparing with another system, remember days are cut in the warehouse time zone.
• Rename files when you save them: several reports always use the same name.
• Do not edit the downloaded Excel to "fix" data: fix the document in the system and download again.

Troubleshooting

FAQ

Why are some Excel columns in English when I use Spanish?

Some downloads (driver log, docks, yard) currently have their headers and statuses in English regardless of the interface language. Each article explains the values.

What if I need more rows than the limit?

Split the period: download by fortnight or month and combine the files. The limit applies to visitors (5,000) and the audit log (10,000).