Reports

Borderbolt’s reporting system provides comprehensive data export, custom report creation, and compliance monitoring. Generate reports for customs audits, business intelligence, and operational tracking.

Custom Reports

What are Custom Reports?

Custom reports allow you to:

• Define your own data views
• Select specific columns and filters
• Save report configurations for reuse
• Export data to CSV for analysis
• Schedule automated report generation

Common use cases:

• Monthly declaration summaries for customers
• Duty and tax summaries for accounting
• Declarant activity reports
• Customer profitability analysis
• Compliance monitoring

Creating a Custom Report

1. Navigate to Reports → Custom Reports
2. Click New Report
3. Configure the report

Report Configuration

Basic Settings:

• Report Name: Descriptive name (e.g., “Monthly Import Summary”)
• Description: What the report shows and its purpose
• Data Source: Select the primary entity:
  • Declarations (import/export)
  • Transit Declarations
  • Dossiers
  • Invoices
  • Customers
  • Declaration Lines (for item-level detail)

Visibility:

• Private: Only you can see and run this report
• Shared: All users in your organization can see and run it
• Public: Available platform-wide (admin only)

Selecting Columns

Choose which fields to include in the report:

1. Click Select Columns
2. Available columns are grouped by category
3. Check the columns to include
4. Drag to reorder columns
5. Click Save Column Selection

Common Column Sets

Declaration Report:

• MRN, LRN, Declaration Type
• Customer Name, EORI
• Office of Entry/Exit
• Declaration Date, Acceptance Date, Release Date
• Total Invoice Amount, Currency
• Total Duty, Total VAT
• Status

Dossier Report:

• Dossier Number, Customer, Reference
• Created Date, Completed Date
• Number of Declarations, Number of Transits
• Total Costs, Total Revenue, Margin %
• Status

Invoice Report:

• Invoice Number, Invoice Date, Due Date
• Customer Name
• Subtotal, VAT, Total
• Status, Payment Date
• Days Overdue

Applying Filters

Narrow the data to specific criteria:

1. Click Add Filter
2. Select the field to filter on
3. Choose the operator:
   • Equals: Exact match
   • Contains: Partial text match
   • Greater than: Numeric/date comparison
   • Less than: Numeric/date comparison
   • Between: Range (dates or numbers)
   • In list: Multiple values (e.g., multiple customers)
   • Is null: Field is empty
   • Is not null: Field has a value
4. Enter the filter value(s)
5. Click Add

Example Filters

Declarations for a specific customer:

• Field: Customer Name
• Operator: Equals
• Value: ACME Corp

Declarations in a date range:

• Field: Declaration Date
• Operator: Between
• Value: 2024-01-01 to 2024-12-31

High-value declarations:

• Field: Total Invoice Amount
• Operator: Greater than
• Value: 50000

Released declarations only:

• Field: Status
• Operator: Equals
• Value: REL

Combining Multiple Filters

• Add multiple filters to narrow results
• Filters use AND logic (all must match)
• Example: Customer = “ACME” AND Status = “REL” AND Declaration Date in Q4 2024

Sorting Results

1. Click Sort
2. Select the sort field
3. Choose Ascending or Descending
4. Add secondary sort if needed (e.g., sort by Customer, then by Date)
5. Click Save

Saving the Report

1. Review the configuration
2. Click Save Report
3. The report is saved to your Custom Reports list
4. Run anytime by clicking the report name

Running Reports

Running a Saved Report

1. Go to Reports → Custom Reports
2. Click on a report name
3. The report runs with the saved configuration
4. Results are displayed in a table

Interactive Features

Pagination:

• Navigate through pages of results
• Change page size (25, 50, 100, 500 rows per page)

Sorting:

• Click column headers to sort
• Click again to reverse sort order

Quick Filters:

• Type in the search box to filter visible results
• Filters all columns for matching text

Column Resizing:

• Drag column borders to resize
• Double-click border to auto-fit column width

Exporting Report Data

CSV Export

1. Run the report
2. Click Export to CSV
3. Choose export options:
   • Current Page: Only visible rows
   • All Results: All matching records (may be large)
   • Include Headers: Column names in first row
4. Click Download
5. CSV file downloads to your computer

CSV files can be opened in:

• Microsoft Excel
• Google Sheets
• Any text editor
• Database import tools

Excel Export (Advanced)

For formatted Excel files:

1. Run the report
2. Click Export to Excel
3. Excel file (.xlsx) downloads with:
   • Formatted columns (numbers, dates, currency)
   • Auto-filters on headers
   • Frozen header row
   • Auto-fit column widths

Default Reports

Borderbolt includes pre-configured reports for common needs:

Import Declarations Report

Summary of all import declarations:

• Columns: MRN, Customer, Declaration Type, Acceptance Date, Release Date, Total Duty, Total VAT, Status
• Filters: Date range, Customer, Status
• Format: Stratech-compatible CSV
• Use Case: Monthly customs reconciliation

Export Declarations Report

Summary of all export declarations:

• Columns: MRN, Customer, Declaration Type, Export Date, Exporter, Consignee, Total Value, Status
• Filters: Date range, Customer, Destination Country
• Format: Stratech-compatible CSV
• Use Case: Export compliance monitoring

DVA Departure Report

Transit departure declarations:

• Columns: MRN, Principal, Consignor, Consignee, Office of Departure, Office of Destination, Departure Date, Status
• Filters: Date range, Principal, Office
• Format: Stratech-compatible CSV
• Use Case: Transit tracking and reconciliation

DVA Arrival Report

Transit arrival notifications:

• Columns: MRN, Office of Destination, Arrival Date, Write-Off Date, Status
• Filters: Date range, Office, Non-Closed Only
• Format: Stratech-compatible CSV
• Use Case: Transit closure monitoring

Running Default Reports

1. Go to Reports → Default Reports
2. Select the report type
3. Set the date range
4. Apply additional filters if needed
5. Click Run Report
6. Export to CSV

Report Export Options

CSV Format

Standard CSV:

• Comma-separated values
• UTF-8 encoding
• Double-quoted text fields
• RFC 4180 compliant

Delimiter Options:

• Comma (default): value1,value2,value3
• Semicolon: value1;value2;value3 (Excel-friendly for EU locales)
• Tab: value1 value2 value3

Date Format:

• ISO 8601: 2024-12-15 (default)
• EU Format: 15-12-2024
• US Format: 12/15/2024

Number Format:

• Decimal separator: . (dot) or , (comma)
• Thousands separator: None, , (comma), or . (dot)

Configure in Settings → Reports → Export Formats.

Queue Large Reports

Reports with many records can take time to generate:

1. Run a report with >10,000 results
2. Borderbolt prompts: “Queue for background processing?”
3. Click Yes
4. Report is queued
5. You receive an email when complete with download link
6. Download link valid for 7 days

Benefits:

• Don’t wait for large reports to finish
• Continue working while report generates
• Email notification when ready

Queue Status:

• View queued reports in Reports → Queued Reports
• See progress (pending, processing, completed, failed)
• Download completed reports
• Cancel pending reports

Non-Closure Risk Monitoring

Track transit and export declarations at risk of non-closure:

What is Non-Closure Risk?

Non-closure occurs when:

• Transit: Arrival not notified within expected timeframe
• Export: No proof of exit (APE) received from destination

Consequences:

• Guarantee claims
• Customs audits
• Financial penalties
• Suspension of authorizations

Non-Closure Report

1. Go to Reports → Compliance → Non-Closure Risk
2. Report shows:
   • MRN, Customer, Declaration Type
   • Submission Date, Expected Closure Date
   • Days Overdue
   • Risk Level (Low, Medium, High, Critical)

Risk Levels:

• Green: Closed on time
• Yellow: Approaching deadline (warning)
• Red: Overdue, action required
• Critical: Severely overdue, urgent action

Expected Closure Timeframes

Taking Action

For overdue declarations:

1. Click the MRN to open the declaration
2. Review status and history
3. Actions:
   • Transit: Submit enquiry (CC140C) to check status
   • Export: Contact destination customs for exit confirmation
   • Both: Notify customer and request proof of delivery
4. Document actions in the declaration notes
5. Follow up weekly until closure

Automated Alerts

Set up automatic email alerts for non-closure risks:

1. Go to Settings → Notifications → Compliance Alerts
2. Configure:
   • Warning Threshold: Days before expected closure to warn (e.g., 2 days)
   • Overdue Threshold: Days overdue to alert (e.g., 1 day)
   • Critical Threshold: Days severely overdue (e.g., 7 days)
   • Recipients: Email addresses to notify
   • Frequency: Daily, weekly, or real-time
3. Click Save

Report Scheduling

Automate report generation and delivery:

Creating a Schedule

1. Open a saved custom report
2. Click Schedule
3. Configure:
   • Frequency: Daily, Weekly, Monthly, Quarterly
   • Day of Week (for weekly): Monday-Sunday
   • Day of Month (for monthly): 1-31 or “Last day”
   • Time: When to run (e.g., 07:00)
   • Time Zone: Your local time zone
4. Recipients: Email addresses (comma-separated)
5. Format: CSV or Excel
6. Click Save Schedule

Managing Schedules

• View scheduled reports in Reports → Scheduled Reports
• Edit schedule by clicking the report name
• Pause schedule temporarily (for vacations)
• Delete schedule if no longer needed
• View run history (success/failure logs)

Email Delivery

Scheduled reports are emailed with:

• Subject: Report name and date range
• Body: Summary (number of records, filters applied)
• Attachment: CSV or Excel file
• Link: Open report in Borderbolt for interactive viewing

Best Practices

Report Design

• Meaningful Names: Use descriptive report names (e.g., “Q4 Import Duty Summary” not “Report 1”)
• Document Purpose: Add clear descriptions for shared reports
• Start Simple: Begin with basic columns and filters, refine over time
• Test Filters: Run reports with filters to ensure correct results

Performance

• Limit Columns: Only include necessary columns for faster exports
• Use Filters: Filter by date range to reduce data volume
• Queue Large Exports: Use background processing for >10,000 records
• Archive Old Data: Exclude very old declarations unless needed

Compliance

• Monthly Reconciliation: Run import/export reports monthly and reconcile with customs
• Non-Closure Checks: Review non-closure risk report weekly
• Audit Trail: Keep exported reports for 7 years (customs retention requirement)
• Data Access: Restrict report access to authorized users only

Automation

• Schedule Routine Reports: Automate monthly/quarterly reports
• Consistent Format: Use the same report configuration each period
• Multiple Recipients: Email reports to stakeholders automatically
• Monitor Failures: Check scheduled report logs for errors

Troubleshooting

Report Performance Issues

“Report takes too long to run”

• Add date range filters to limit data
• Remove unused columns
• Queue the report for background processing
• Contact support if persistent (database indexing may help)

“Report times out”

• Reduce date range (e.g., monthly instead of yearly)
• Use pagination instead of exporting all at once
• Queue large reports for background processing

Export Issues

“CSV opens incorrectly in Excel”

• Change delimiter to semicolon (EU Excel default)
• Ensure UTF-8 encoding is preserved (use “Import Data” in Excel)
• Try Excel export instead of CSV

“Numbers show as text in Excel”

• Use Excel export format instead of CSV
• In CSV, numbers may be quoted (Excel issue)
• After import, use “Text to Columns” to convert

“Date format is wrong”

• Change date format in Settings → Reports → Export Formats
• Use ISO format (YYYY-MM-DD) for unambiguous dates

Data Accuracy

“Report shows different numbers than declaration list”

• Check filters are applied correctly
• Verify date range includes all expected declarations
• Ensure status filters match (e.g., “Released” vs “All”)
• Clear browser cache and re-run report

“Missing declarations in report”

• Check if declarations are filtered out by status, customer, or date
• Verify the declarations exist in the system
• Check permissions (you may not have access to all declarations)

Scheduled Report Issues

“Scheduled report not received”

• Check spam/junk folder for report emails
• Verify email addresses in schedule configuration
• Check scheduled report run history for errors
• Ensure report schedule is active (not paused)

“Report runs but is empty”

• Check if filters are too restrictive (e.g., date range with no data)
• Verify data exists for the reporting period
• Review run history logs for specific error messages

Related Topics

• Declarations - Declaration data for reports
• Dossiers - Dossier profitability reports
• Invoicing - Invoice and revenue reports
• Compliance - Compliance monitoring and dashboards