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Reading the Trade Summary

Purpose

It shows what a deal cost, what it was billed, and what the margin is.

Who does this

Reviewers and accounting staff who check that a deal's figures add up.

Before you start

  • You have the right account (see Permissions and Access).
  • The record and date you are working on are correct.
  • Words you do not know are in the Glossary.

Access

Billing & Reports > Trade Summary

Before you trust a row

  1. Set the date, status and search filters.
  2. Find the exact row for the equipment you mean.
  3. Write down the time you looked. The figures move as records change, and a row can appear under a different date filter later.

If you cannot pin the exact row and its container, stop. Do not attribute a difference to a particular deal on a guess.

Open the row's detail and check the purchase and sales orders behind it.

If the container is linked to more than one order, or a link has been deleted, stop here. The difference cannot be worked out from this screen. Take it to whoever owns the orders and equipment, and pass on the identifiers.

Never settle a difference by taking the highest order number as the right one. A larger number is not a reason.

Why the totals may not add up

This is worth knowing before you chase a problem that is not there.

  • The equipment figures only count transactions that are confirmed or closed.
  • The outbound order figures currently count transactions that are not yet final as well. So the same kind of cost can be counted on one side and not the other.
  • The lines in the detail show only outbound order transactions. The equipment costs are not in the lines. So the total at the top often cannot be rebuilt from the lines below it. That is a known gap in the screen, not your arithmetic being wrong.
  • Deleted records can still be counted in the totals.
  • The deal's date is taken from the arrival date, then the departure date, then today's date. If those dates are missing, the same deal can appear under a different date as time passes.

When the total cannot be explained by the lines, record the difference and route it to the owner of the source record. Do not try to correct it from this screen.

The status on the row

The status shown is calculated from the amounts, not stored:

  • a qualifying amount can show it as closed
  • otherwise arrival or departure evidence can show it as shipped
  • otherwise it shows as open

Because it is calculated, a row can show closed even while its figures do not agree with you. Treat the status as a summary, not as a fact about the deal.

Taking a copy

You can export what you are looking at to a spreadsheet.

This is a download of the screen, not a settlement. It creates no record, sends nothing, and confirms nothing. If the export looks wrong or empty, check your filters and reload before exporting again.

If something goes wrong

Situation What you do
The total does not match the lines Expected on this screen — the lines do not include everything the total includes. Record the difference and route it.
The container is linked to two orders Stop. This cannot be settled from here. Take the identifiers to the order owner.
A deal moved to a different date Its arrival and departure dates are missing, so the screen falls back to today's date.
A deleted order still appears in the figures Known behaviour. Report it rather than adjusting the total.
The row says closed but the figures disagree The status is calculated from amounts, not from whether it is truly finished. Check the records.
The export is empty Check your filters and reload, then export again. Nothing was recorded either way.

Who owns the next step

The reviewer owns the check. Corrections belong to the order, transaction and equipment records, and settlement to accounting — see Reviewing the Daily Reports and Reviewing and Creating an AR Invoice.

The full step-by-step

This page is the short version. The screen-by-screen procedure with every field and recovery step is here: