DATIMORE · WEB-011
Your first shared report: records, rules and roadmap
Synthetic demonstration. All records are invented. This static example shows a reporting approach; it does not connect to systems or prove client outcomes.
Question for the weekly review: which orders still need dispatching? Snapshot: 27 September 2026 at 18:00 Riyadh time. The three orders are for the same product and unit. Both source files are confirmed complete at that reporting time; there are no returns or cancellations in this example.
1. Start with the records
The order file has one row per order. The dispatch file links each shipment to its order number.
| Order | Units |
|---|---|
| O101 | 20 |
| O102 | 15 |
| O103 | 10 |
| Dispatch | Order | Units sent |
|---|---|---|
| D01 | O101 | 12 |
| D02 | O102 | 15 |
| D03 | O103 | 4 |
| D03 (copy) | O103 | 4 |
The reporting owner checks D03 in the original dispatch record and confirms that the second D03 entry is a duplicate, not another shipment. Count the confirmed dispatch once and retain a note of the correction. If this cannot be confirmed, label the report provisional and ask the source owner to resolve it.
2. Agree the calculation once
For each order: outstanding units = ordered units − confirmed dispatched units at the reporting time. Count an order as outstanding when its remaining units are greater than zero. Sum dispatches by order number before matching them to the order file, so an order with several shipments is not counted repeatedly.
Sales confirms the ordered quantities. Operations confirms the dispatches. The reporting owner checks the calculation and update time before sharing the result with the agreed readers. Missing records must not silently become zero; unresolved records keep the result provisional.
3. Share a report people can explain
Checked snapshot · 27 September 2026, 18:00 Riyadh time.
Owner: reporting owner. Next update: before the next weekly review.
| Order | Ordered | Sent | Left |
|---|---|---|---|
| O101 | 20 | 12 | 8 |
| O102 | 15 | 15 | 0 |
| O103 | 10 | 4 | 6 |
| Total | 45 | 31 | 14 |
Without checking the duplicate, the calculation would be 45 − 35 = 10. After checking: 45 − 31 = 14. The four-unit difference corrects the record; it does not measure an improvement or decline in dispatch performance. This report does not establish stock availability, delivery dates or why an order remains open.
A small roadmap for your first version
- Agree the useful result. Choose one recurring review and the question it needs to answer. Name the business owner and intended readers.
- Prepare one shared calculation. Identify the sources, reporting time and person who checks each file. Record the rule and how unresolved records are shown.
- Try one report. Compare a few results with their source records. Test the duplicate case and ask a colleague to explain the total.
- Make the routine repeatable. Name the person who updates it, their backup and the next review. Consider another report once this one is useful and maintained.
A well-managed spreadsheet can be a sufficient first version. Consider a shared reporting system when several reports need the same rules, reports need regular updates, or different teams should see different information. Tool choice also depends on your existing systems and the time and people available to keep the report current.