Custom reports and alerts

Why do people like Excel? Most people answer as follows: it’s flexible, I can customize whatever I want and how I want it. We decided to take the example of the best — but made it even better.

Let’s start with the value: per usual a person opens an Excel file, scrolls through something, analyzes it, and only then makes a conclusion. Oh, but it would be so convenient if Excel could send itself to the needed place when you need it. What does the manager need to know? Operational summary of what happened yesterday, what will happen today and tomorrow in terms of goods and money.

A few examples:

What contracts are in execution?

Before:

• Looking for and opening an Excel file — 1 minute.
• Looking for a tab of contracts, filter by 2-3 different criteria, loading — 1 minute.

But Excel is not always handy, especially on the road, and the data in it is not always up to date.

Now:

While you enjoy a cup of tea, a notification “Contracts in Execution” comes in the mail or Telegram at 7 p.m. Open it and you’ll see this:

What contracts are not signed but the delivery period begins?

Before:

• Searching and opening an Excel file — 1 minute.
• Marking contracts that are signed, calculating those for which the delivery period begins — 3 minutes.
• Filtering by 2-3 different criteria, loading — 1 minute.

We ought to control it every day by performing similar operations.

Now:

• Every day we get a summary of contracts, where we get only the contracts with this issue.

What contracts can be invoiced and invoices have not been invoiced yet?

Before:

• Searching and opening an Excel file — 1 minute.
• Trying to match accounting summary with invoices — 5 minutes.
• Checking terms of payment for each contract, seeing if invoice is possible — 5 minutes.
• Finding matches— 2 minutes.

This is all assuming that the data from accounting came in on time.

Now:

• Every day we get a summary of contracts, where we see only the contracts with this issue.

Which invoices need to be paid today?

Before:

• Requesting information from accounting — unlimited response time.

Now:

• Every morning you get a summary with info about what invoices need to be paid and what they are for.

What vehicles came in and need to be paid today?

Before:

• Requesting information from the logistics, execution department — response time is unlimited.

Now:

• Every evening we get a summary of the cars or wagons that have arrived today.

The main task we set ourselves is to remove the need for managers to request, enter, and check data themselves. Now everything comes in automatically for the areas of interest to a specific person. There is no need to log in to the system and no need to ask the employees.

In addition you can set up absolutely any report and get it in the mail or via Telegram at a given time or periodically.

To do this, we have implemented three settings: favorite filters, customization of reports and automatic sending of the report.

Favorite filters

You can create any order or combination of filters by contracts, fulfillment or invoices. Ask the system to remember this combination, and then either apply it by button or use it for sending.

Report customization

Given that each filter option is designed for different analysis, we made it possible for each favorite filter to configure a table/report. When we want to see only the executed contracts but not paid, we are only interested in the columns with payments and execution. When we need to see not signed contracts in progress — we want to see the column with the signature status and execution dates. Therefore for each favorite filter you can select the columns that you need.

Automatic sending of reports

We can set up regular automatic sending of a particular favorite filter with a specific report status, which allows you to generate and send any report at any time, to any user, making the job standalone.