DTDC DSR Excel Upload: Prepare Your File for Faster Billing

1. Export and inspect the file

Download the booking details for the intended franchise and period. Keep an untouched copy, and give your working copy a name that identifies the franchise and month. This makes it easier to distinguish a corrected export from yesterday’s file at month end.

The parser reads the first worksheet. Put the booking table there, with column headers at the top of the data range. A cover sheet, merged title or totals page in front of it can prevent the booking columns from being recognised. Avoid combining summary totals with individual shipment rows.

Preserve recognised headers such as CN No and Booking Date. Keep consignment numbers as text so spreadsheet software does not alter identifiers or remove leading zeroes. Check a few CNs against the source export after saving.

See the Excel-to-courier-billing workflow for how the export connects to client invoices.

2. Run the required row checks

A recognised CN column is needed to identify bookings. Before confirming an upload, inspect the preview’s errors and warnings rather than treating the spreadsheet row count as the number of usable consignments.

• CN number: identify blank cells and repeated bookings. Blank rows and rows without a CN are skipped.
• Booking date: use a real calendar date and check the month. A file named September can still contain August bookings.
• Weight: confirm the unit and numeric value. Missing or zero weight triggers a warning; a negative weight is an error.
• DTDC amount: inspect zero amounts, negative amounts and implausible values. A misplaced decimal should not become a billing total.
• Service details: check destination, pincode, document type and mode against the export because they affect later classification and pricing.

For example, two rows with the same CN and booking date deserve investigation before you merge exports. Check whether they are duplicate copies of one shipment. Do not invent a different date or CN just to get both rows through.

3. Handle failed rows without losing track of accepted rows

Use the reported Excel row and CN to find the source problem. Distinguish rows skipped during parsing, preview warnings and rows that failed to save: each needs a different check. A successful upload can still leave issues requiring attention.

For retryable failed rows, the failed-row view offers Edit row and a save-and-retry action. Correct the value using the original booking record, then verify the retry result. Remove a failed row only after deciding it does not belong in this upload.

If the screen says the file belongs to a different shipment month or requests the correct DTDC export, follow that instruction instead of repeatedly retrying it. Keep a short reconciliation note: accepted bookings, duplicates or skipped lines, outstanding failures and the reason for every deliberate exclusion.

Before uploading a corrected full file, inspect what is already saved in the session. Re-uploading the same workbook repeatedly is a poor way to diagnose one failed line.

4. Review CPDP and HL assignment

Prepare CPDP clients and their HL codes before importing their bookings. Courier Billing can use HL matching to assign consignments, but the result depends on the codes present in the export and the client setup.

After upload, inspect the assignment summary. Check a few bookings for each CPDP client and investigate unmatched or conflicting assignments. Similar client names are not enough evidence that two HL codes belong to the same billing account.

For clients whose CNs you capture during the month, CN billing and daily booking entry help connect those records to the later Excel upload. Reconcile the remaining unassigned consignments before you move on to invoicing.

5. Review pricing and GST before billing

Uploading establishes the booking data; it does not replace checking the client’s rate agreement. Select the client and session, review the assigned lines and save the assignment before previewing an invoice.

Sample a local booking, an out-of-state destination and a heavier consignment where available. Check the weight slab, service mode, freight, fuel and any COD charge. Keep the client’s charge before GST separate from the DTDC cost.

Then verify the client’s billing details and the GST split in the invoice preview. For the final document steps, use the DTDC invoice PDF download guide. If a sample line is wrong, resolve the underlying data or pricing setup before generating the whole month’s bills.

6. Use this month-end checklist

1. Confirm the active franchise, original export and booking period.
2. Check the first worksheet and previewed columns.
3. Reconcile accepted rows, duplicates, skipped lines and failed rows.
4. Resolve missing weights, dates and unusual amounts using source records.
5. Check CPDP/HL matches and remaining client assignments.
6. Save assignments and sample the agreed client rates.
7. Preview GST totals and inspect the downloaded invoice and annexure.
8. Keep the source file and your reconciliation note for later queries.

Explore the sample-data demo to see the workspace, then start a seven-day trial to test your own DSR export and client billing flow.