Reports

Reports group orders by pickup location and date, giving you a printable overview for day-of-pickup fulfilment operations.

Overview

The Pickup Locations Report is the primary reporting tool for fulfilment. It shows all orders for a given date, grouped by pickup location. Each location section lists the orders that need to be prepared and collected at that site.

You can access the report for the current day directly from the sidebar ("Today's Report") or select any date using the date picker. The report is designed to be printed or used on a tablet during pickup operations.

In addition to the report, the Orders grid provides bulk export options. You can export selected orders as a spreadsheet or generate a pick list for warehouse packing.

Key Concepts

• Pickup Locations Report: A date-based report that groups orders by pickup location, showing recipient details, donation/payment info, and fulfilment status columns.
• Pick List Export: A bulk export from the Orders grid that generates a packing list for selected orders, listing products and quantities.
• Order Export: A bulk export from the Orders grid that exports selected order data as a spreadsheet.
• Fulfilment Columns: The report includes columns for Boxes, Chilled, Produce, Checked in Van, and Collected -- used to track packing and delivery progress.

How It Works

Pickup Locations Report

The report fetches all orders for the selected date range and groups them under their assigned pickup location. Locations are sorted by priority (lowest first), then alphabetically. Within each location, orders are sorted alphabetically by the recipient's first name.

Each location section shows:

• Location name and address
• Pickup time and duration (e.g., "12:30 am for 15 minutes")
• Order table with the following columns:
  • Row number
  • Order number
  • Recipient name
  • Phone number
  • Donation or payment amount and method
  • Payment/donation status
  • Boxes (normal box count)
  • Chilled (chilled box count)
  • Produce (produce box size)
  • Checked in van (yes/no)
  • Collected (yes/no)

Locations with no orders for the selected date are hidden from the report.

Date Selection

The report defaults to today's date when accessed from the "Today's Report" sidebar link. Use the "Select another date" button in the top right to view a different date. The URL follows the pattern /admin/report/pickup-locations/YYYY-MM-DD.

When viewing a date range, the report header shows both start and end dates. If the range is a single day, only that date is shown.

All dates and times are displayed in your food bank's configured timezone.

Order Export

From the Orders grid, you can export selected orders:

1. Select orders using the checkboxes.
2. Open the Bulk Options menu.
3. Choose the export option.

The export generates a spreadsheet containing order details.

Pick List Export

The pick list is designed for warehouse staff packing orders:

1. Go to Activity > Orders.
2. Select the orders you want to pack using the checkboxes.
3. Open the Bulk Options menu.
4. Choose Export Pick List.

The pick list groups products across all selected orders, showing total quantities needed. This helps staff pick products efficiently from shelves rather than packing one order at a time.

Common Tasks

View Today's Report

1. In the admin sidebar, click Activity > Today's Report.
2. The report shows all orders grouped by pickup location for today's date.
3. Print the page or use it on a tablet during pickup operations.

View a Report for a Different Date

1. Navigate to Activity > Today's Report.
2. Click Select another date in the top right corner.
3. Choose the date you want to view.
4. The report updates to show orders for the selected date.

Track Fulfilment During Pickup

1. Open the report for the current day.
2. Use the Boxes, Chilled, and Produce columns to verify what needs to be packed.
3. Use the "Checked in van" column to confirm parcels are loaded.
4. Use the "Collected" column to mark when recipients pick up their order.

Export Orders for External Use

1. Go to Activity > Orders.
2. Use filters (date range, pickup location, status) to narrow down the list.
3. Select the orders you want to export using the checkboxes.
4. Click Bulk Options and choose the export option.

Generate a Pick List

1. Go to Activity > Orders.
2. Filter orders by the relevant pickup date.
3. Select the orders to include.
4. Click Bulk Options > Export Pick List.
5. Use the generated list to pack orders in the warehouse.

FAQ

Q: Can I view a report for a date range instead of a single day?

A: The report supports date ranges through the URL. By default, the sidebar link shows a single day. Contact your administrator if you need multi-day reports configured.

Q: Why is a pickup location missing from the report?

A: Locations with no orders for the selected date are hidden. If you expected orders at that location, check the Orders grid to verify the orders are assigned to the correct pickup location and date.

Q: What is the difference between the report and the pick list?

A: The report is organised by pickup location and shows recipient-level detail for day-of-pickup use. The pick list is organised by product and shows total quantities across selected orders, designed for warehouse packing.

Q: Can I print the report?

A: Yes. Use your browser's print function (Ctrl+P or Cmd+P) to print the report page. The layout is designed to work well on printed pages.

Q: How are locations ordered in the report?

A: Locations are sorted by their priority value (lowest first), then alphabetically by name. You can control the order by adjusting the priority field on each pickup location. See the Pickup Locations documentation for details.

Q: What do the Boxes, Chilled, and Produce columns mean?

A: These columns track the physical packing of orders. "Boxes" is the count of normal-temperature boxes. "Chilled" is the count of refrigerated boxes. "Produce" indicates the produce box size. These values come from the order's fulfilment data.