Viindoo Freight Forwarding demo handbook
Profit and loss, financial reports and dashboard
Lesson 9. From quotation to profit and loss per shipment
About 25 minutes. This part is for the decision-maker. This lesson goes from a newly created shipment, through the quotation, the customer invoice and the vendor bill, to the real profit figure of that very shipment. You do not need to do Lesson 1 first, and a shipment created in another lesson does not affect this one.
Step 1 - Create a new shipment and apply the template
Go to Freight Forwarding > Operations > All Shipments, click New, click From Template, choose MẪU - FCL xuất khẩu đường biển (Hải Phòng - Busan), click Apply. Fill in Customer, Shipper, Consignee, Carrier, ETD, ETA, then click Confirm.
You should see: the status Confirmed. The Charges tab appears only once the shipment is past Draft.
Step 2 - Enter the cost price and vendor for the charge lines
Open the Charges tab.
You should see: six charge lines taken from the template, each with a Unit Price (selling) and a Cost Price (cost). The Cost Price column is 0 and the Vendor column is empty. The screenshot shows another sample shipment with only two charge lines; note the red banner Some charges have no buy cost yet., which reminds you of exactly this gap.
One thing to do by hand. The template wizard copies the selling price but does not copy the cost price or the vendor. If you leave it as is, every line has a cost of 0, the gross margin shows 100%, and the vendor bill in Step 8 does not carry the right amounts. So fill in these two columns before you go on.
For each line, choose a Vendor (for example the shipping line you picked) and enter the Cost Price. A suggested set of numbers:
| Charge line | Quantity | Cost Price |
|---|---|---|
| Customs Clearance Service (Export) | 1 | 2,500,000 |
| Terminal Handling Charge (THC) | 1 | 1,800,000 |
| Bill of Lading (B/L) Fee | 1 | 600,000 |
| Seal Fee | 2 | 250,000 |
| Ocean Freight - FCL | 2 | 20,000,000 |
| Container Imbalance Charge (CIC) | 2 | 1,500,000 |
You should see: the three totals above: Total Revenue, Total Cost, Gross Profit. With the numbers above, Total Cost is 48,400,000 VND. Revenue follows the template's selling prices (when checked it was 65,999,849 VND, so Gross Profit was 17,599,849 VND). The margin appears from the moment you quote, not at the end of the month.
Step 3 - Generate a quotation from the charge lines
Click Create Quotation on the shipment's button bar.
You should see: a sales order in the Quotation status is built, each charge line becomes an order line, and the shipment has a Sale Orders stat button linking to that order. The order total includes tax, so it is larger than the shipment's Total Revenue (the screenshot, from another sample order, shows 123,389,089 VND untaxed and 133,260,216 VND with 8% VAT).
Step 4 - Confirm the sales order
Open the sales order and click Confirm.
You should see: the order moves to the Sales Order status.
Step 5 - Understand how the report computes profit before you read the numbers
Go to Shipment Management > Report > Shipment Statistics > Shipment Profitability.
This report has only two views: chart and pivot - there is no list view. Click the pivot icon in the top right corner. Type the name of your shipment into the search box and pick the search option for Shipment from the suggestions, so that the report shows only your company's shipment.
You should see: revenue equal to the shipment's Total Revenue (Revenue (Untaxed)), Posted Cost at 0 and Profit equal to exactly the revenue - a 100% margin (the screenshot shows another sample shipment: 455,652,715 VND for both). That is because no vendor bill has been posted against the cost yet. How the report computes each figure:
| Figure | Where it comes from |
|---|---|
| Revenue | the sales order lines tied to the shipment, ignoring any line that has nothing to invoice yet |
| Cost | the negative analytic entries on the shipment's account - that is, from posted vendor bills, not from the cost price typed on the charge line |
| Profit | revenue minus cost |
A consequence worth knowing: a shipment in progress usually shows a better margin than reality, because revenue is recognised when the order is confirmed while the cost has to wait for the vendor bill to arrive. The figure is only fully right once the shipment is closed at both ends.
A note on the time axis. The Date column of this report follows the creation date of the shipment record, not the sailing date. When you group by month, shipments created in the same month fall into the same column. Group by Shipment, Customer or Shipment Type - these axes give the clearest meaning.
Step 6 - Invoice the customer
Go back to the shipment, open the Charges tab and click Create Customer Invoice.
You should see: a Draft Invoices stat button showing 1 appears on the shipment; click it to open a draft invoice. The system groups charge lines by pair of customer and currency, so each invoice has a single currency, and there is a mechanism to prevent duplicate invoicing.
Step 7 - Post the invoice and collect payment
Open the invoice, click Confirm, then click Pay and in the dialog click Create Payment.
You should see: the invoice has a number (of the form INV/...), and after payment it carries the Paid stamp. On the shipment, the Customer Invoices stat button shows 1.
Step 8 - Record the cost from the vendor
Back on the shipment, still in the Charges tab, click Create Vendor Bill. Click the Draft Bills stat button to open the vendor bill. Fill in Bill Date (for example today), then click Confirm. If a Confirm Entries dialog appears warning that an amount lies outside the typical range, click Confirm again.
You should see: the vendor bill has each line at exactly the Cost Price you entered (a total of 48,400,000 VND with the suggested numbers) and carries the shipment's analytic account. After confirming, the bill has a number and the shipment's Vendor Bills stat button shows 1. The screenshot shows an older sample bill that has already been posted and settled.
If you forget to fill in Bill Date, the system refuses to confirm and says a bill date is required.
Step 9 - See the real profit of the shipment
Return to the Shipment Profitability report, still in pivot view and still filtered to your shipment. Click the + sign at the start of the row to expand the shipment by Shipment Type.
You should see: the Posted Cost column now has a number (48,400,000 VND with the suggested numbers) and the real profit of the shipment appears (when checked: 17,599,849 VND, a 26.67% margin), matching the Gross Profit on the shipment. The screenshot shows a different sample shipment: 14,939,394 VND revenue, 12,660,504 VND posted cost, 2,278,890 VND profit.
Step 10 - See the big picture
Remove the shipment filter, change Group By to Customer, then try Shipment Type.
You should see: which routes make money and which customers make money. About 8 shipments are running at a slight loss (the Profit column is negative) - open them and you will see that most are small LCL house shipments, with little money collected for a lot of work. This is the real story of the trade, and also the reason profit and loss must be measured down to each shipment instead of just looking at total revenue.
Step 11 - Does labour cost enter profit and loss
Go to Freight Forwarding > Tasks > Shipment Tasks, open the task SHP/2609/00001 (an existing shipment of the demo system, view only), then open the Timesheets tab.
You should see: four timesheet lines from employees (columns Date, Employee, Description, Time Spent; total 08:30). The labour cost of these four lines (1,090,000 VND) is included in the Posted Cost of shipment SHP/2609/00001 in the Shipment Profitability report. The whole demo system has more than two hundred such timesheet lines.
A condition to know for a real rollout: the timesheet line must carry both the project's analytic account and the shipment's. The demo system is already configured for the existing tasks. If you only log time normally on the project, the cost stops at the project and does not flow down to the shipment - and users will think the feature does not work. The shipments your company created in the earlier lessons have no timesheet lines yet.
Lesson 10. Financial reports to Vietnamese standards
About 10 minutes. Everything you did in the lessons above ends up in the accounting books. This lesson opens the books.
Step 1 - Balance sheet
Go to Accounting > Reporting > Statement Reports > Balance Sheet.
You should see: a report in the B01-DN format under Circular 99 (the report selector in the top bar shows Statement of Financial Position (B01-DN) - C.99), with the two totals TOTAL ASSETS and TOTAL EQUITY AND LIABILITIES. On this demo system the two totals are not yet equal, so you should not use this report to verify that the books balance; the ledger balances at the journal entry level (see the Appendix).
Step 2 - Income statement
Go to Accounting > Reporting > Statement Reports > Profit and Loss.
You should see: revenue, cost of goods sold and profit in the B02-DN format (Profit and Loss (B02-DN) - C.99).
Step 3 - A common source of confusion, worth knowing in advance
Revenue in the profit and loss report per shipment (Lesson 9) and revenue in the income statement are not equal. Both are right:
| Report | What it counts | Who uses it |
|---|---|---|
| Profit and loss per shipment | including the part that is ordered but not yet invoiced | the operations manager, who needs to know what a shipment is worth while it is still running |
| Income statement | only the part that is invoiced and posted | accounting, because that is the ledger |
The difference between the two figures is exactly the work that has been done but not yet invoiced.
Step 4 - Cash flow
Go to Accounting > Reporting > Statement Reports > Cash Flow Statement.
You should see: a report in the B03-DN format, with all three groups: operating - investing - financing activities.
On this demo system the lines are at zero, and that is correct. The direct-method B03-DN reads only the entries that pass through the cash accounts (111, 112). The demo has only recorded payments and has not yet reconciled bank statements, so all the cash still sits in holding accounts such as 1131 Outstanding Receipts. Once your company reconciles statements - an everyday accounting task - the cash moves to 112 and this report fills itself in. This is a characteristic of the demo data, not a limit of the software.
Step 5 - The Vietnamese accounting books
Open the menu Accounting > Reporting and look at the group Vietnam Accounting Reports (the screenshot below was taken with the menu open).
You should see: five books in exactly the Ministry of Finance format:
| Book | Form |
|---|---|
| General Journal | S03a-DN |
| Ledger | S03b-DN |
| Account Detail Sheet | S38-DN |
| Account Cash Book | S07-DN |
| Account Bank Deposit Book | S08-DN |
Step 6 - Open a book
Click General Journal (S03a-DN).
You should see: the GENERAL JOURNAL (S03a-DN) dialog to choose Target Moves, Start Date, End Date and the Journal; click Print Pdf or Print Excel to export the book in the Ministry of Finance format (each entry by date, with the document number, debit account, credit account and amount).
Step 7 - Receivables and payables by partner
Go to Accounting > Reporting > Partner Reports > Aged Receivable.
You should see: each customer, how much they owe, how many days overdue, split by ageing bracket. Alongside it are Aged Payable and Partner Ledger.
Step 8 - The VAT invoice list
Go to Accounting > Reporting > Invoice Declaration > List of Invoice, Financial paper of Sold Goods (01 -1/GTGT).
You should see: two forms, List of Invoice, Financial paper of Sold Goods (01 -1/GTGT) and the purchases form List of Invoice, Financial paper of Purchased and Services (01 -2/GTGT). Click the sales form: a dialog lets you choose Type (Month or Quarter), the period, and the Print Excel button.
Lesson 11. Dashboard, journey map and customer portal
About 8 minutes. You do not need to create anything for these three, just open them. This is the part to set aside for the decision-maker.
Step 1 - The freight dashboard
Go to Freight Forwarding > Dashboard. The Freight board opens straight away (the left column lists the other boards: Sales, Invoicing, Warehouse Metrics, Project...).
You should see: the figure tiles (Total Shipments, In Transit, Containers In Transit, Delayed, Revenue, Total Containers, Total Packages, Total CBM, Total Weight, Profit) and two charts, Shipment by Month and Shipment Pipeline.
About the currency symbol: the amounts on this board are in Vietnamese dong (VND); the "$" sign is just how the board displays them, not US dollars.
Step 2 - Shipment status report
Go to Freight Forwarding > Report > Status Reports.
You should see: a bar chart counting shipments by transport mode (Air, Road, Sea / Waterway); switch to the table view (the button in the top right corner) to see the numbers.
Step 3 - Profit by customer and by salesperson
Go to Freight Forwarding > Report > Profit Reports > Profit by Customer.
You should see: a bar chart of Profit per customer (the screenshot is filtered with Customer containing "Co., Ltd" to keep only companies). Click the sort icon on the toolbar to order from highest to lowest. Alongside it is Profit by Salesperson.
Step 4 - The container storage clock that is already running
Go to Freight Forwarding > Operations > All Shipments, open the search box, and under Custom Group choose Storage Free Time Expiry.
You should see: the list grouped by the month in which the storage grace period expires. On the demo system about 300 shipments already have this deadline, and almost all have passed it (most are old shipments) - meaning the storage charge clock is already running.
This deadline lives on the SHIPMENT record: the Storage Free Time Expiry field is in the IMPORT OPERATIONS block of an import shipment. For a full-container import, the CONTAINERS table on the shipment also has a Last Free Day column for each container (an optional column, switched on from the column settings icon).
The product comes with an automated rule, Shipment to Last Free Day (a reminder 3 days ahead), plus rules that remind you of ETD, ETA, CY and declaration deadlines; on this demo system those rules are switched off, so no reminder task is generated automatically. What is not there: the system does not create the storage charge line automatically. That amount is still entered by hand.
Step 5 - The journey map
Open a shipment (in transit or completed), open the Schedule & Performance tab and scroll down to the ROUTE MAP section. If the map does not appear, click Refresh Map.
You should see: a line connecting the points of the route on the map; on the right of the record, the history panel records the changes to the shipment's information and its progress milestones.
Step 6 - The customer portal
On the shipment record, click Preview.
You should see: the shipment's portal page: the Shipment Map, the Shipment QR Code, Shipment Information (shipment number, status, pickup and delivery addresses, ETD, ETA, weight, volume) and Leg Details. A customer who scans the QR code or opens the link sees where the shipment is, with no need to phone and ask.
Step 7 - Operational tasks by shipment
Go to Freight Forwarding > Tasks > Shipment Tasks.
You should see: the list of operational tasks of every shipment (more than seven hundred tasks), each row with Title, Project (the shipment), Assignees, Time Spent, Progress, Priority, Next Activity, Tags, Stage. Remove the Open filter if you want to see closed tasks too.
