Reports - Frequently Asked Questions
Guide to Velocity Shipping's reporting system, export modes, filters, and scheduling
Table of Contents
- Overview
- Report Modes: Realtime vs ClickHouse
- Available Reports
- Filters & Date Ranges
- Scheduled Reports
- Custom Reports
- Reports Download
- Data Access & Permissions
- Troubleshooting
1. Overview
Q: What types of reports are available in Velocity Shipping?
A: Velocity Shipping offers various report types:
| Category | Reports |
|---|---|
| Shipment Reports | Shipment Report, Shipment Item-Level Report |
| Order Reports | Order Report, Order Item-Level Report |
| NDR Reports | NDR Report, NDR Analysis |
| Financial Reports | COD Remittance, Shipping Charges, Ledger, COD Settlement |
| Operational Reports | Weight Discrepancy, Delayed Deliveries, RTO Analysis |
| Performance Reports | SKU Performance, Carrier Performance |
| Serviceability | Serviceable Pincodes Report |
Q: What formats can I export reports in?
A: Reports are exported as CSV files. The file is generated and stored securely, with a download link sent to your email.
Q: How do I access the Reports section?
A: Navigate to Shipping > Reports in your Velocity dashboard. The Reports page has four main tabs:
- Additional Reports - Generate standard reports on-demand
- Reports Download - View download history and status
- Schedule Report - Set up automated recurring reports
- Custom Report - Create personalized report templates
2. Report Modes: Realtime vs ClickHouse
Critical: Two Report Generation Modes
Velocity Shipping uses two different backends for generating reports:
| Aspect | Realtime Mode | ClickHouse Mode |
|---|---|---|
| Speed | Slow (can take up to 2 minutes) | Fast (usually under 30 seconds) |
| Record Limit | Up to 10,000 records | Up to 1,00,000 (1 lakh) records |
| Filters Supported | All UI filters | Only status and date filters |
| Data Freshness | Real-time (live database) | Slightly stale (max 30 minutes delay) |
| Use Case | Small, filtered exports with all columns | Large bulk exports |
Q: Which mode is used when I download from the Reports section?
A: Reports downloaded from the Reports section default to ClickHouse mode.
This means:
- Your report will be generated quickly
- You can export up to 1 lakh records
- Data may be up to 30 minutes stale
- Only status and date filters are applied
Q: Why is my downloaded report missing some recent orders?
A: If you're using the Reports section (ClickHouse mode), there's a data sync delay of up to 30 minutes.
- Orders created in the last 30 minutes may not appear
- For real-time data, use the Orders/Shipments listing page with filters and export (limited to 10k records)
Q: How do I get real-time data in my report?
A: Use the listing page export instead of the Reports section:
- Go to Orders or Shipments listing
- Apply your desired filters
- Click Export/Download
This uses Realtime mode but is limited to 10,000 records.
Q: Why can't I apply all filters in bulk reports?
A: ClickHouse mode (used for bulk reports) only supports:
- Status filter - Select specific shipment statuses
- Date filter - Date range with milestone selection
Other filters (tags, carriers, warehouses, etc.) are not available in bulk mode due to performance optimization.
3. Available Reports
Shipment Reports
Q: What's the difference between Shipment Report and Shipment Item-Level Report?
| Report | Granularity | Use Case |
|---|---|---|
| Shipment Report | One row per shipment/AWB | Overall shipment tracking, delivery status |
| Shipment Item-Level Report | One row per product/SKU | Product-level analysis, inventory reconciliation |
Example:
- Order with 3 items - Shipment Report shows 1 row
- Order with 3 items - Item-Level Report shows 3 rows
Order Reports
Q: What's the difference between Order and Shipment reports?
| Report | Scope | Key Fields |
|---|---|---|
| Order Report | Order-level data | Order ID, order date, customer details, payment method |
| Shipment Report | Shipment-level data | AWB, carrier, tracking status, delivery timestamps |
One order can have multiple shipments (split shipments, returns, replacements).
Financial Reports
Q: What financial reports are available?
| Report | Description | Access Required |
|---|---|---|
| Shipping Charges | Detailed breakdown of shipping charges | Financial Data Access |
| COD Remittance Report | Cash-on-delivery collection and settlement | Financial Data Access |
| Ledger | Complete transaction ledger | Financial Data Access |
| COD Settlement | COD settlement details | Financial Data Access |
| Weight Discrepancy Report | Carrier weight disputes and charges | Standard Access |
Note: Financial reports require the "Financial Data Access" permission enabled on your account.
4. Filters & Date Ranges
Q: What date fields can I filter by?
A: You can filter reports by various milestones:
| Date Field | Description |
|---|---|
order_date | When the order was placed |
ready_for_pickup_at | When shipment was ready for carrier pickup |
picked_up_at | When carrier picked up the shipment |
in_transit_at | When shipment entered transit |
out_for_delivery_at | When shipment went out for delivery |
delivered_at | When shipment was delivered |
rto_initiated_at | When return-to-origin was initiated |
rto_delivered_at | When RTO shipment was delivered back |
Q: What statuses can I filter by?
A: Status filters differ based on journey type:
Forward Journey Statuses:
| Status Category | Statuses |
|---|---|
| Pre-Transit | Pending, Ready for Pickup, Pickup Scheduled |
| In Transit | In Transit, Out for Delivery |
| Delivered | Delivered |
| Exceptions | NDR Raised, Need Attention, Undelivered |
| RTO | RTO Initiated, RTO In Transit, RTO Delivered |
| Other | Cancelled, Lost, Rejected, Processing |
Reverse Journey Statuses:
- Pickup Requested, Pickup Scheduled, Picked Up
- In Transit, Out for Delivery
- Delivered to Warehouse
- QC Pending, QC Approved, QC Rejected
- Refund Initiated, Refund Completed
- Cancelled
Q: What's the maximum date range I can query?
A:
- ClickHouse mode: Recommended max 90 days for optimal performance
- Realtime mode: No strict limit, but larger ranges take longer
For historical data beyond 90 days, consider scheduling multiple reports or contacting support.
5. Scheduled Reports
Q: Can I schedule automatic report generation?
A: Yes! You can schedule reports to run automatically and receive them via email.
| Frequency | Options |
|---|---|
| Daily | Every day at your specified time |
| Weekly | Choose any day (Monday - Sunday) |
| Monthly | Choose any date (1st - 31st) |
Q: How do I set up a scheduled report?
A:
- Go to Shipping > Reports > Schedule Report
- Click "Schedule Report" button
- Configure your schedule:
- Report Type: Select from available reports
- Email Addresses: Add up to 10 recipients
- Email Subject: Customize the email subject line
- Frequency: Daily, Weekly, or Monthly
- Day/Date: For weekly (day of week) or monthly (day of month)
- Date Range Preset: Select the data window
- Send Time: Choose from 24 hourly slots (12:00 AM - 11:00 PM)
- Configure data access options if needed
- Click Save
Q: What date range presets are available for scheduled reports?
A: Date range presets vary by frequency:
| Frequency | Available Presets |
|---|---|
| Daily | Yesterday, Today, Last 7 days, Last 15 days, Last 30 days, Last 60 days |
| Weekly | Last 7 days, Last 15 days, Last 30 days, Last 60 days |
| Monthly | Last 30 days, Last 60 days |
Q: Can I add multiple recipients to a scheduled report?
A: Yes, you can add up to 10 email addresses. All recipients receive the download link when the report is generated.
Q: How do I enable or disable a scheduled report?
A: Each scheduled report has an On/Off toggle in the scheduled reports table. Toggle it to enable or disable without deleting the schedule configuration.
Q: Can I hide sensitive data in scheduled reports?
A: Yes, you can configure data masking options when creating a schedule:
| Option | Effect |
|---|---|
| Hide Buyer Data | Masks customer names, phone numbers, and addresses |
| Hide Financial Data | Hides charges, amounts, and financial columns |
These options are available for Orders, Returns, Order Confirmation, and NDR reports.
6. Custom Reports
Q: What are Custom Reports?
A: Custom Reports let you create personalized report templates with:
- Selected columns only - Choose exactly which fields you need
- Custom field ordering - Drag and drop to arrange columns
- Journey type selection - Forward or Reverse shipments
- Breakdown level - Order-level or Item-level granularity
- Saved filters - Pre-configured status filters
- Reusable templates - Download anytime with different date ranges
Q: How do I create a Custom Report?
A:
- Go to Shipping > Reports > Custom Report
- Click "Create Custom Report"
- Configure your report:
- Report Name: Give your template a unique name
- Journey Type: Choose Forward or Reverse
- Breakdown Level: Order Level or Item Level
- Field Selection:
- Default fields are pre-selected and required
- Select additional fields from the Available Fields panel
- Use the search box to find specific fields
- Reorder Fields: Drag and drop selected fields to your preferred order
- Status Filter: Optionally filter by specific statuses
- Click "Create Report"
Q: What journey types are supported in Custom Reports?
A: Custom Reports support two journey types:
| Journey | Description | Use Case |
|---|---|---|
| Forward | Original shipment from seller to customer | Standard order fulfillment tracking |
| Reverse | Return shipment from customer to seller/warehouse | Returns, exchanges, RTO tracking |
Each journey type has its own set of available fields and status filters.
Q: What breakdown levels are available?
A:
| Level | Description | Rows Generated |
|---|---|---|
| Order Level | One row per order | Order with 3 items = 1 row |
| Item Level | One row per product/SKU | Order with 3 items = 3 rows |
Choose Item Level when you need product-specific details like SKU, quantity, or item-level pricing.
Q: What fields are available in Custom Reports?
A: Fields vary by journey type. Here are the main categories:
Forward Journey Fields:
| Category | Example Fields |
|---|---|
| Order Details | Order ID, Order Date, Channel, Payment Method, COD Amount |
| Customer | Customer Name, Phone, Email, Delivery Address |
| Shipment | AWB, Carrier, Status, Current Location, Delivery Date |
| Product | SKU, Product Name, Quantity, Unit Price, HSN Code |
| Warehouse | Warehouse Name, Origin Pincode, Pickup Address |
| NDR | NDR Status, NDR Reason, Reattempt Count, AI Call Status, WhatsApp Status |
| RTO | RTO AWB, RTO Status, RTO Initiated Date, RTO Delivered Date |
| Charges | Shipping Charge, COD Charge, Total Amount |
Reverse Journey Fields:
| Category | Example Fields |
|---|---|
| Return Details | Return ID, Return Date, Return Reason |
| Pickup | Pickup AWB, Pickup Status, Pickup Date |
| QC | QC Status, QC Notes, QC Date |
| Refund | Refund Status, Refund Amount, Refund Date |
| Warehouse | Destination Warehouse, Received Date |
Q: Can I modify an existing Custom Report?
A: Yes, but with some restrictions:
- You can modify: Field selection, field order, status filters
- You cannot modify: Report name, Journey type, Breakdown level
If you need to change the journey type or breakdown level, create a new custom report.
Q: How do I download a Custom Report?
A:
- Go to Custom Report tab
- Find your report in the table
- Click the Download button
- Select your date range in the modal (default: Last 30 days)
- Click Download
The report is generated asynchronously and you'll be notified when it's ready.
Q: Can I delete a Custom Report?
A: Yes. Click the Delete icon next to the report and confirm. This permanently removes the template but does not affect previously downloaded reports.
7. Reports Download
Q: Where can I find my downloaded reports?
A: The Reports Download tab has three sections:
| Section | Contents |
|---|---|
| Report Download | Standard report downloads (Orders, Shipments, NDR, etc.) |
| Scheduled Reports Download | Reports generated by your scheduled jobs |
| Custom Report Download | Downloads from your custom report templates |
Q: What information is shown in the download history?
A: Each download entry shows:
- Module: Report category (Orders, Returns, etc.)
- Report Type: Specific report name
- Report Date Range: The date range of data in the report
- Username: Who requested the report
- Report Generated On: When the report was created
- Action: Download button or status indicator
Q: What do the download status icons mean?
A:
| Status | Indicator | Meaning |
|---|---|---|
| In Progress | Spinning loader | Report is being generated |
| Ready | Download button | Click to download the CSV |
| Failed | Error icon | Generation failed - try again |
Q: How long are reports available for download?
A: Download links are available for 1 hour after generation. After expiration:
- Find the report in your download history
- Request a new download with the same parameters
Q: Will I be notified when my report is ready?
A: Yes! Velocity uses real-time notifications:
- In-app notification: You'll see a notification in your dashboard when the report completes
- Email: Download link is also sent to your registered email address
You don't need to stay on the Reports page - you can continue working and will be notified automatically.
8. Data Access & Permissions
Q: What data access controls are available?
A: Velocity Shipping supports granular data access controls:
| Permission | Description | Affected Reports |
|---|---|---|
| Buyer Data Access | View customer names, phone numbers, addresses | Orders, Returns, NDR, Order Confirmation |
| Financial Data Access | View charges, amounts, financial data | Shipping Charges, COD Remittance, Ledger, COD Settlement |
Q: What happens when Buyer Data Access is disabled?
A: Customer PII (Personally Identifiable Information) is masked:
- Customer names show as "NOT AUTHORISED"
- Phone numbers are hidden
- Delivery addresses are masked
This applies to both on-demand downloads and scheduled reports.
Q: How do I check my data access permissions?
A: Contact your account administrator or Velocity support to verify your current permission settings. Permissions are configured at the user level and may vary by role.
Q: Can I generate reports with masked data for external sharing?
A: Yes! When scheduling reports, you can enable:
- Hide Buyer Data: Masks all customer PII
- Hide Financial Data: Removes financial columns
This is useful when sharing reports with external partners or teams who shouldn't see sensitive information.
9. Troubleshooting
Q: My report is taking too long to generate
A: Possible causes and solutions:
| Cause | Solution |
|---|---|
| Large date range | Reduce to 30-60 days |
| Too many records | Add more filters to reduce data |
| System load | Wait and retry, or schedule for off-peak hours |
| Realtime mode | Use Reports section for ClickHouse mode |
| Concurrency limit | Wait for your current report to complete |
Note: The system limits concurrent report generation:
- Standard reports: 1 report per user at a time (15-minute window)
- ClickHouse Cloud reports: Maximum 6 concurrent jobs globally
Q: My report shows fewer records than expected
A: Check these common causes:
| Issue | Explanation |
|---|---|
| Data staleness | ClickHouse data may be up to 30 mins behind |
| 10k limit | Realtime mode caps at 10,000 records |
| 1 lakh limit | ClickHouse mode caps at 1,00,000 records |
| Filter mismatch | Verify your status and date filters |
| Date field selection | Ensure correct date milestone is selected |
| Journey type | Custom reports only include the selected journey |
Q: Report generation failed
A: Common reasons:
| Reason | Solution |
|---|---|
| Timeout | Reduce date range or add filters |
| No data | Verify filters return results in UI first |
| Concurrent limit | Wait for other reports to complete |
| System error | Contact support with the report ID |
Q: Can I download a report again after it expires?
A: Download links expire after 1 hour. To get the report again:
- Go to Reports > Reports Download
- Find your report in the history
- Click Download to generate a new file
For scheduled reports, check the Scheduled Reports Download section.
Q: Why can't I see the Custom Reports tab?
A: Custom Reports may not be visible if:
- Your account doesn't have custom reports enabled
- Contact your account manager to enable this feature
Q: My scheduled report emails stopped arriving
A: Check these common causes:
- Schedule disabled: Verify the toggle is set to "On"
- Email delivery: Check spam/junk folders
- Invalid emails: Ensure all recipient addresses are valid
- No data: If no records match your filters, no email is sent
Quick Reference
Report Mode Comparison
| Feature | Realtime | ClickHouse |
|---|---|---|
| Max Records | 10,000 | 1,00,000 |
| Speed | Up to 2 mins | Under 30 secs |
| Data Freshness | Live | Up to 30 mins stale |
| All Filters | Yes | Status & Date only |
| Default in Reports Section | No | Yes |
When to Use Which Mode
| Scenario | Recommended Mode |
|---|---|
| Quick bulk export | ClickHouse (Reports section) |
| Need all filters | Realtime (Listing page export) |
| Need > 10k records | ClickHouse |
| Need real-time accuracy | Realtime |
| Scheduled reports | ClickHouse |
Custom Reports Quick Reference
| Setting | Options |
|---|---|
| Journey Type | Forward, Reverse |
| Breakdown Level | Order Level, Item Level |
| Max Recipients (Scheduled) | 10 emails |
| Download Link Expiry | 1 hour |
| Concurrent Downloads | 1 per user (15 min window) |
Need More Help?
If you couldn't find your answer here:
- Email: support@velocity.in
- Chat: Use the chat widget in your Velocity Shipping dashboard
- Account Manager: Contact your dedicated account manager
Our support team is happy to help!