Uploading MIS files is the first thing you do every day. This keeps all shipment data current.

1. 1Click Upload Reports in the left sidebar.
2. 2Select the correct tab for your courier:
     • Bookchor MIS — your own dispatch records (upload this first)
     • Fship MIS — Fship tracking updates
     • Smartship Billing — Smartship billing details CSV
     • COD Remittance — COD payment files
3. 3Select the correct Account (Bookchor or Seller).
4. 4Drag and drop the file, or click the upload zone to browse.
5. 5Wait for the result. You will see: Added: X · Updated: Y · Skipped: Z
6. 6Click the View data button to see updated records.

⚠ Upload Order Matters: Always upload Bookchor MIS first, then courier MIS files. This ensures shipments are created before billing data arrives.

Recommended daily sequence:

1. Bookchor MIS (your dispatch file)
2. Fship MIS (if available)
3. Smartship Billing (billing_details CSV)
4. COD Remittance files

Reconciliation means checking that what the courier says matches what Bookchor recorded. There are three types:

1. COD Reconciliation

• When a customer pays cash on delivery, the courier collects it.
• The courier must send that money back to Bookchor.
• The system checks: Did the courier remit the correct amount?
• Green = Matched — money received. Red = Pending — still waiting.

2. Weight Reconciliation

• Bookchor declares a package weight when dispatching.
• The courier sometimes charges a higher weight (called slab rounding).
• The system flags when the charged weight is significantly higher than declared.
• These become Weight Disputes you can escalate to the courier.

3. Billing / Rate Card Reconciliation

• Each courier has an agreed rate card (price per zone and weight slab).
• The system calculates the expected charge based on your rate card.
• Overcharged = courier charged more than the rate card allows.
• Undercharged = courier charged less (rare, but possible).

To use the Master Reconciliation Report:

1. Upload your Bookchor MIS file first (via Upload Reports → Bookchor MIS tab).
2. Upload all courier billing files.
3. Go to Master Reconciliation in the sidebar.
4. Use filters to find Weight Disputes, COD Pending, or Overcharged rows.
5. Click Export Excel to download the report for escalation.

Dashboard — Your daily summary. Shows total shipments, delivery rate, COD outstanding, and per-courier performance. Use the filter to see last 7 / 30 / 90 days.

Package Tracking — Every shipment in the system. Use the search box to find any AWB. Use filters to find pending, in transit, or RTO orders. Click the edit button to update a shipment manually.

COD Reconciliation — Shows COD orders grouped by courier. Green = paid. Red = pending. Click any row to see individual AWBs. Use the courier filter to focus on one courier at a time.

Weight Mismatch — Lists shipments where the courier charged a different weight. Columns to check:
  • Declared Weight — what Bookchor told the courier
  • Charged Weight — what the courier billed for
  • Difference — the gap (export this for dispute escalation)

RTO Analysis — All returned shipments. Use Mark Received to record when a return arrives at the warehouse. This helps track actual inventory.

Master Reconciliation — The most powerful report. Each row is one AWB from your Bookchor MIS. Columns show:
  • BC Status — what Bookchor recorded
  • Courier Status — what the courier says
  • Weight — declared vs charged
  • COD — collected or pending
  • Charge — actual vs rate card
  • TAT — how many days to deliver vs SLA
  • Flags — automatic alerts for disputes

Upload Reports — Where you upload all MIS files. Each courier has its own tab. Always check the result message after each upload.

Each courier file must have specific columns. If columns are missing or renamed, the upload will process 0 rows.

Bookchor MIS — Your internal dispatch file

Smartship Billing Details (billing_details_XXXX.csv)

Fship MIS

📋 What does "Pending" billing status mean?

• Pending — No billing/invoice file uploaded yet for this shipment. The system cannot compare actual charge vs rate card.
• Matched — Courier charged exactly what the rate card says. ✓ No action needed.
• Overcharged — Courier charged more than rate card. Export and escalate.
• Undercharged — Courier charged less than expected. Monitor.
• Refund — Shipment cancelled, courier issued a refund. Verify credit received.

To clear Pending statuses: upload the courier billing file via Upload Reports → Smartship Billing (or Fship Invoice tab).

❌ "Added: 0 · Updated: 0 · Skipped: 0" after upload

• You used the wrong tab for this file. Check the file type and select the matching tab.
• Example: Smartship billing files go to Smartship Billing tab, not Smartship MIS.

❌ Upload shows success but no data appears

• Hard refresh the page: press Ctrl+Shift+R (Windows) or Cmd+Shift+R (Mac).
• Check that the file has the correct column names (see File Formats above).

❌ COD shows as Pending for all Smartship orders

• You need to upload the Smartship billing file via Smartship Billing tab.
• The system only marks COD as Matched after the billing file is processed.

❌ BC Status shows "?" in Master Reconciliation

• The Bookchor MIS file for those shipments has not been uploaded yet.
• Upload via Upload Reports → Bookchor MIS tab.

❌ Weight shows "—" in Master Reconciliation

• Upload the Bookchor MIS file — it contains the declared weight column.
• If the courier billing file has not been uploaded, charged weight will also be missing.

❌ Login fails

• Check Caps Lock is off.
• Ask Admin to reset your password via User Management.

Daily routine (takes 5–10 minutes):

1. Download the latest Bookchor MIS export from your order management system.
2. Upload to Bookchor MIS tab first.
3. Upload any new Fship / Smartship / courier MIS files.
4. Check Dashboard — verify numbers look correct.
5. Check COD Reconciliation — any new outstanding amounts?
6. Check NDR Report — any shipments needing follow-up?

For monthly billing review:

1. Upload all billing files received from couriers for the month.
2. Go to Master Reconciliation.
3. Filter by "Weight Dispute" — export and raise dispute with courier.
4. Filter by "Overcharged" — export and request credit note.
5. Filter by "COD Pending" — follow up with courier for payment.

Tips:

• Never upload the same file twice — the system handles duplicates, but it slows things down.
• Use the correct Account (Bookchor vs Seller) when uploading — wrong account = wrong reports.
• If a courier changes their file format, contact Admin — the processor may need updating.
• Always export data before escalating to a courier — use the Export Excel button.