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Reports and Exports Catalog

Find out whether the Tai TMS already has a report for what you need, and which grids, exports, and accounting views you can pull data from.

This article catalogs the built-in reports, grid filters, and data-export options in the Tai TMS, so you can quickly tell whether there is already a report for what you need or a way to export the data you want.

Overview

The Tai TMS gives you three broad ways to get data out. First, most working grids across the system have their own filters and an "Export to Excel" button, so any list you can filter on screen you can usually download. Second, the Reports area offers a set of named, purpose-built reports (for example carrier, customer, profitability, and accounting reports) plus a Custom Report Builder for designing your own report from shipment, customer, or carrier data. Third, the Accounting area has dedicated financial views and exports for receivables and payables, including a Bills Search grid for carrier bills and a General Ledger (GL) report summary. Customers have their own, smaller set of reports and exports in the customer portal. Whether a particular report or export button appears can depend on the permissions on your login.

This catalog focuses on what genuinely exists so you can answer "is there a report for X?" and "can I export Y?" It names the reports, the screens, and the filters and export formats they offer. It does not list every column of every export, because those column sets can change; where the exact contents matter, the article describes them at the level that is dependable.

How it works

Working grids and "Export to Excel." Many list screens in the Tai TMS follow the same pattern: you set filters at the top, run the search, and the matching rows appear in a sortable, paged table. When your login allows it, an "Export to Excel" button downloads those results as a spreadsheet. This pattern appears on operational and financial grids alike, including shipment search, invoice search, bills search, pay bills, commissions search, and several administrative lists. If a user has been given the permission that hides Excel export, the export button is hidden for them, but the on-screen grid still works.

The Carrier Bills (Bills Search) grid. In the Accounting area, Bills Search lists the carrier and vendor bills that have already been recorded as payables. You can filter by vendor type (carrier, organization, or sales rep) and pick a specific vendor, by pay status (open, unpaid, partially paid, fully paid, or overpaid), by an "as of" date, and by a bill date range. An advanced panel adds filters for bill number, bill type, days overdue (aging buckets), shipment ID, tariff name, check reference, a bill due date range, and an "Approved by EDI" option that narrows the list to bills that came in as an electronic carrier invoice. The grid shows running totals for bill amount and balance, and an "Export to Excel" button downloads the filtered results as a spreadsheet whose columns cover shipment ID, bill number, organization, carrier, tariff, bill amount, balance, check reference, bill date, bill due date, and pay status. The bills export includes up to 50,000 rows.

The Reports area. Reached under the back office, the Reports menu holds a collection of ready-made reports plus the Custom Report Builder. The ready-made reports include the Shipped Report, Inactive Customer Report, Customer Trends Report, Tai Marketplace Activity Report (the report on tariff owner activity, which some customers still call the Tariff Owner report), Profitability Report, Commissions Linking Report, Carrier Summary Report, Accounting Concerns Report, Baseline Overview, and LSP Operations. Users with the sales-reports permission also get a Sales area with a Sales Dashboard, Commissions Search, Collections Summary, Invoice Search, a Sales Shipment Report, and an Operations Report. Each runs on screen. Which of these appear for a person depends on the report permissions on their login (basic reports, sales reports, business-level reports, or commissions administration) and on whether they have organization-wide shipment access. The profitability report, the baseline reports, and the Custom Report Builder are part of the business-level reports permission.

The Custom Report Builder. When a ready-made report does not fit, you can build your own. A custom report starts from a data area (shipment, customer, or carrier data, or a standard report type), and you choose which columns to include, how to sort them, and what filters to apply. Custom reports can be saved for a specific staff member or shared to an organization, and the back-office Reports menu lists them under "Reports for Me" and "Reports for My Company." On screen, a custom report viewer offers "Export to Excel" and "Print," and when a report has more rows than the on-screen preview shows, the viewer lets you download either the preview or the full report. A column marked with an asterisk is shown in the report's own time zone. Beyond one-off exports, a custom report can be put on an automatic delivery schedule: it can be sent weekly, monthly, or on a recurring pattern, at a chosen time and time zone, in your choice of format, and delivered either by email or pushed to an FTP or SFTP destination. A custom file name can be set so the delivered file matches what a downstream system expects.

Some custom report columns appear only where a related capability is turned on for your organization. Carrier reports can include carrier relationship columns (when the carrier was last contacted, who contacted them, how, and the carrier's domicile address) where carrier contact tracking is enabled, and reports can include parent customer columns where those are enabled. Where Canadian tax handling is enabled, a custom report labels a Canadian tax charge line as tax and does not count it in the buy amount.

Reports and exports in the customer portal. Customers have their own reports area. The portal's sidebar lists up to five of the custom reports a customer can open, with a "Show all reports" option when there are more, plus a customer statement and, unless the broker has hidden carrier information, a Carrier Performance report. The charts on the portal dashboard and in the Carrier Performance report can be saved as images; the saved image carries a header, and for Carrier Performance it also shows the date range and carrier filter that were applied. The customer's shipment and quote search can be exported to Excel. That search shows at most the 500 most recent matches and says so when more shipments matched than are shown, so narrowing the filters is the way to reach the rest.

Accounting-specific reporting and syncing. The Accounting area also includes a GL Report Summary for general-ledger reporting, an Unapproved Bills Summary that totals payables by vendor (with its own Excel export), an Approved Bills Summary, payment-history views for both bills and invoices, collections views, and an accounting sync that pushes invoices, bills, and payments to an external accounting package such as QuickBooks, with a sync history you can review.

Business rules & limits

  • Export availability follows permissions. The "Export to Excel" button is tied to a permission. A user who has been given the setting that hides Excel export will not see the export button on those grids, even though they can still view and filter the data on screen.
  • Report availability follows permissions. Basic reports, sales reports, and business-level reports (profitability, baseline, and the Custom Report Builder) are separate permissions, and several reports menu entries also depend on organization-wide shipment access. If a report you expect is missing from the menu, the usual cause is a missing permission rather than a missing report.
  • Bills Search lists recorded payables, and its date filter is by bill date. The Bills Search grid shows carrier and vendor bills that have already been registered as payables, so every row is an approved bill. Its date-range filter is a bill date range (it is labeled "Bill Date"); it is not a separate "date the bill was approved" timestamp.
  • There is no one-click "manually approved only" filter on Bills Search. The grid offers an "Approved by EDI" option that limits results to bills received as an electronic carrier invoice. There is no complementary switch that returns only bills approved by hand, so isolating strictly manual approvals is a known limitation. See the FAQ for the practical approach.
  • The bills export holds up to 50,000 rows. If a filtered Bills Search would return more than that, narrow the filters (for example by date range or vendor) and export in parts.
  • Custom report delivery supports several formats and destinations. Scheduled custom-report deliveries can be produced as CSV, Excel, JSON, or HTML, and delivered by email, FTP, or SFTP. For FTP and SFTP the host must be entered as a plain host name (no web address prefix, path, or spaces) and the name must be one the system can find; otherwise the schedule is rejected. This makes the Custom Report Builder the intended path for feeding data on a schedule into an outside system.
  • Report previews can be truncated; export for the full set. When a report or custom report contains more rows than the on-screen preview holds, the viewer clearly notes the row counts and offers a full-report download. Use the export, not the preview, when you need every row.
  • The customer portal search shows up to 500 shipments. The portal's shipment and quote search, and therefore its Excel export, covers the 500 most recent matches for the filters applied, and displays a notice when more matched.
  • Some columns depend on enabled capabilities. Carrier relationship columns, parent customer columns, and tax labeling in custom reports are available only where the matching capability is enabled for your organization.
  • Profitability reports exclude Canadian tax where it is enabled. Where Canadian tax handling is enabled, the profitability reports leave Canadian tax lines out of both the buy and sell totals so that tax does not distort margin.
  • Column sets are defined by each report. Ready-made reports have fixed columns set by that report; the Custom Report Builder is where you control exactly which columns appear. This article does not publish full field lists for each export because those contents are defined per report and can change over time.

Frequently asked questions

Can I get a list of carrier bills for a date range and export it?

Yes. In the Tai TMS, open Bills Search in the Accounting area, set the bill date range, add any other filters you need (vendor, pay status, aging, and so on), run the search, and use "Export to Excel" to download the results. The exported spreadsheet includes each bill's shipment ID, bill number, organization, carrier, tariff, bill amount, balance, check reference, bill date, bill due date, and pay status, and holds up to 50,000 rows. The export button appears only for users whose login permits exporting.

Can I filter carrier bills by whether they were approved manually versus automatically?

Only partially, and this is a known limitation. In the Tai TMS the Bills Search grid has an "Approved by EDI" option that narrows the list to bills that arrived as an electronic carrier invoice, which is effectively the automated/electronic path. There is no matching "manually approved only" filter. To approximate the manual set, you would review the bills that are not flagged as electronic (EDI). If you specifically need bills approved by hand within a date range, filter by bill date and export, then separate the electronic bills using the "Approved by EDI" option.

How do I export accounts payable data to load into another system?

The Tai TMS gives you two dependable paths. For a one-time pull, use Bills Search and "Export to Excel" to get a spreadsheet of payables, or use the Unapproved Bills Summary export for payables totaled by vendor. For a repeatable feed, build a report in the Custom Report Builder and put it on a delivery schedule. Custom reports can be delivered as CSV, Excel, JSON, or HTML, on a weekly, monthly, or recurring schedule, and sent by email or pushed to an FTP or SFTP destination, with a custom file name so the file matches what the receiving tool expects. There is also an accounting sync that pushes invoices, bills, and payments directly to an external accounting package such as QuickBooks.

Is there a custom report builder, and what can it do?

Yes. The Tai TMS Custom Report Builder lets you create a report from shipment, customer, or carrier data (as well as standard report types), choose the columns, set sorting, and apply filters. You can save a report for yourself or share it to your organization, view and export it, and schedule it for automatic delivery by email, FTP, or SFTP in CSV, Excel, JSON, or HTML. It is the right tool when none of the ready-made reports match exactly or when you need the same data delivered on a schedule. Access to the builder comes from the business-level reports permission.

What ready-made reports come with the Tai TMS?

The Reports menu includes, among others, the Shipped Report, Inactive Customer Report, Customer Trends Report, Tai Marketplace Activity Report, Profitability Report, Commissions Linking Report, Carrier Summary Report, Accounting Concerns Report, Baseline Overview, and LSP Operations. Users with sales-report access also see a Sales area with a Sales Dashboard, Sales Shipment Report, and Operations Report. The Accounting area adds financial reporting such as the GL Report Summary and the Unapproved Bills Summary. Which ones you see depends on the report permissions on your login.

Why can I not see a report that a colleague can see?

In the Tai TMS, reports are tied to permissions. Basic reports, sales reports, and business-level reports (the profitability report, the baseline reports, and the Custom Report Builder) are separate permissions, and many entries also require organization-wide shipment access. Ask whoever administers your Tai account to review the report permissions on your login.

Can I export the results of any grid, or only the reports?

Many working grids across the Tai TMS have their own "Export to Excel" button, not just the formal reports. Screens such as shipment search, invoice search, Bills Search, pay bills, and commissions search let you filter on screen and export the matching rows. Whether the export button is visible depends on your login, since export can be restricted by permission.

A report shows fewer rows than I expected. Did it lose data?

No. In the Tai TMS, large reports and custom reports show only a preview of the first rows on screen to keep the page responsive, and the viewer displays both the preview count and the true total. When the results are larger than the preview, use the export option to download the complete report rather than relying on the on-screen rows. In the customer portal, the shipment search shows up to the 500 most recent matches, so narrow the filters if you need older ones.

Can I have a report emailed or sent out on a schedule automatically?

Yes, through the Custom Report Builder. A custom report can be given a delivery schedule that runs weekly, monthly, or on a recurring basis at a set time and time zone. Each scheduled delivery can be formatted as CSV, Excel, JSON, or HTML and sent by email or pushed to an FTP or SFTP location, so recurring internal distribution and automated hand-offs to outside systems are both supported. For FTP and SFTP, enter just the host name; a name that is not valid or cannot be found is rejected when you save.

What reports can my customers run in the customer portal?

In the Tai TMS customer portal, customers can open the custom reports shared with them (listed in the portal's sidebar), view a customer statement, and, unless the broker has hidden carrier information, a Carrier Performance report. Dashboard and Carrier Performance charts can be saved as images, and the shipment and quote search can be exported to Excel for the 500 most recent matches.