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Weekly Open to Closed Comparison Report Documentation

Menu Location: Reports > Orders > Weekly Open to Closed Comparison

Access Level: Manager and above

Last Updated: 2026-03-01

Overview

The Weekly Open to Closed Comparison Report shows the progression of orders from "Open" status to "Closed/Complete" status throughout the week. This helps track fulfillment progress, identify bottlenecks, and ensure all orders ship on time.

Primary Functions:

  • Monitor order fulfillment progress daily
  • Compare open vs. closed order counts
  • Identify delayed or stuck orders
  • Track fulfillment team performance
  • Forecast completion timelines
  • Ensure on-time delivery rates

Page Layout

Header Section

  • Report Title: "Weekly Open to Closed Comparison"
  • Week Selector: Choose week to analyze
  • Current Week Button: Jump to current week
  • Print/Export Options: Download or print report

Summary Dashboard

  • Total Orders This Week: Count of all orders
  • Currently Open: Orders not yet shipped
  • Closed/Complete: Orders fulfilled and delivered
  • Completion Rate: Percentage closed
  • Average Days to Close: Time from creation to fulfillment

Daily Comparison Table

Day Orders Created Opening Balance Closed Today Still Open Completion %
Monday 45 45 40 5 89%
Tuesday 38 43 (5+38) 35 8 81%
Wednesday 42 50 45 5 90%
... ... ... ... ... ...

Visual Charts

  • Line Chart: Open vs. Closed orders over week
  • Bar Chart: Daily close rate
  • Trend Line: Fulfillment efficiency trend

Understanding the Report Data

Report Data & Columns

Column Description Calculation
Day Day of week Monday through Sunday
Orders Created New orders for this day Count of orders created on this date
Opening Balance Orders to fulfill Previous day's open + today's new
Closed Today Orders fulfilled Orders marked closed/complete on this date
Still Open Remaining unfulfilled Opening Balance - Closed Today
Completion % Daily close rate (Closed Today ÷ Opening Balance) × 100

Order Status Definitions

Open Orders:

  • Order created but not yet fulfilled
  • Includes: Processing, Pending, Packing
  • Awaiting shipment or pickup
  • Still can be modified

Closed Orders:

  • Order fulfilled and shipped
  • Status: Closed, Complete, Delivered
  • Cannot be modified (usually)
  • Counted as successful fulfillment

Excluded Statuses:

  • Cancelled orders (not counted in either category)
  • Refunded orders (removed from totals)
  • On-hold orders (may be counted separately)

Week Selection

Current Week:

  1. Click "Current Week" button
  2. Report shows this week (Monday-Sunday)

Previous Weeks:

  1. Click "< Previous Week" button
  2. Report loads previous week
  3. Continue clicking to go further back

Next Week:

  1. Click "Next Week >" button
  2. Report loads next week

Specific Week:

  1. Click "Select Week" button
  2. Calendar appears
  3. Click any date in desired week
  4. Report loads that week (Monday-Sunday)

Week Definitions

Week Start Day:

  • Typically Monday (configurable)
  • Week runs Monday-Sunday
  • Matches delivery route cycles

Analyzing Fulfillment Performance

Daily Completion Rate

Healthy Benchmarks:

  • 90-100%: Excellent - all orders shipped same day
  • 80-90%: Good - minor delays acceptable
  • 70-80%: Warning - fulfillment falling behind
  • Below 70%: Critical - significant backlog

Expected Patterns:

  • Early week (Mon-Tue): Higher open counts (orders created for week)
  • Mid-week (Wed-Thu): Peak closing activity
  • Late week (Fri): Final push to complete all orders
  • Weekend: Minimal new orders, closing remaining

Identifying Bottlenecks

High Open Balance:

  • Too many orders created vs. capacity
  • Understaffed packing team
  • Inventory delays
  • Route capacity exceeded

Low Completion Rate:

  • Fulfillment processes slow
  • Product picking inefficient
  • Quality control delays
  • Shipping label issues

Carryover to Next Day:

  • Orders not closed by end of day
  • Indicates capacity issues
  • Requires additional staffing or time

Common Use Cases

Use Case 1: Monday Morning Fulfillment Planning

Goal: Plan week's fulfillment based on order volume

Steps:

  1. Open report, select current week
  2. Review "Orders Created" for each day (forecasted)
  3. Check previous week's completion rates
  4. Calculate expected daily volume
  5. Schedule packing team accordingly
  6. Identify peak days needing extra staff
  7. Prepare inventory for high-volume days

Result: Proactive staffing and resource allocation

Use Case 2: Identify Delayed Orders

Goal: Find orders stuck in open status

Steps:

  1. View current week report
  2. Check "Still Open" count for previous days
  3. Orders from Mon-Wed still open on Friday = delayed
  4. Click day with high "Still Open" count
  5. Review list of specific open orders
  6. Identify why orders delayed:
    • Inventory issue?
    • Customer modification?
    • Packing backlog?
  7. Prioritize delayed orders for immediate completion

Result: Delayed orders identified and expedited

Use Case 3: Track Team Performance

Goal: Measure fulfillment team efficiency

Steps:

  1. Select week to analyze
  2. Review "Completion %" for each day
  3. Calculate average weekly completion rate
  4. Compare to previous weeks
  5. Identify trends:
    • Improving (rates increasing)
    • Declining (rates decreasing)
    • Stable (consistent rates)
  6. Discuss findings with fulfillment manager
  7. Implement improvements if declining

Result: Data-driven performance management

Use Case 4: Forecast Friday Workload

Goal: Predict Friday fulfillment requirements

Steps:

  1. On Friday morning, view current week
  2. Sum "Still Open" from Mon-Thu
  3. Add Friday's new orders
  4. Total = Friday's workload
  5. Review team availability
  6. Determine if overtime needed
  7. Adjust schedule to ensure completion

Example:

  • Monday: 5 still open
  • Tuesday: 8 still open
  • Wednesday: 5 still open
  • Thursday: 12 still open
  • Friday new: 35
  • Total Friday workload: 65 orders

Use Case 5: Root Cause Analysis for Low Completion

Goal: Understand why completion rate dropped to 75%

Steps:

  1. Identify week with low rate
  2. Review daily breakdown
  3. Check for patterns:
    • Specific day had issue?
    • Inventory shortage?
    • Staffing problem?
    • System downtime?
  4. Cross-reference with:
    • Inventory logs
    • Staff schedules
    • System outage logs
  5. Identify root cause
  6. Implement corrective action
  7. Monitor next week for improvement

Result: Systemic issues identified and resolved

Export and Reporting

Export Options

CSV Export:

  • All weekly data in spreadsheet format
  • Daily breakdown included
  • Summary statistics
  • Use for further analysis in Excel

PDF Report:

  • Formatted printable report
  • Includes charts and graphs
  • Summary highlights
  • Good for sharing with management

Weekly Summary Email:

  • Automated email each Monday
  • Previous week's summary
  • Key metrics highlighted
  • Delivered to managers

Troubleshooting

Report Shows Incorrect Data

Symptoms:

  • Numbers don't match order counts
  • Completion percentages wrong
  • Missing days

Check:

  1. Correct week selected?
  2. Time zone settings correct?
  3. Order status definitions understood?
  4. Cancelled orders counted correctly?

Solutions:

  1. Verify week selection
  2. Check system time zone settings
  3. Review which statuses = "Open" vs. "Closed"
  4. Confirm cancellations excluded

Unable to View Previous Weeks

Symptoms:

  • Previous Week button disabled
  • Can't select older dates
  • Historical data missing

Check:

  1. Do you have permission for historical reports?
  2. Is data retention limit reached?
  3. Was system implemented recently?

Solutions:

  1. Contact administrator for historical access
  2. Data may only go back X months
  3. Request data export if available

Completion Rates Seem Wrong

Symptoms:

  • 100% completion but orders still open
  • 0% completion but orders closed

Check:

  1. Status mapping correct (which statuses = closed)?
  2. Orders closed but marked as different status?
  3. Report calculation errors?

Solutions:

  1. Verify order status definitions in Settings
  2. Check specific orders to confirm actual status
  3. Contact administrator if calculation error
  • Orders - View and manage individual orders
  • Order Contents Dump - Detailed order data export
  • Future Demand - Forecast upcoming order volume
  • Packing Sheets - Daily packing lists
  • Shipping Dashboard - Track shipped orders

Typical Workflow:

  1. Monday: Review week's forecasted volume
  2. Daily: Check completion rates, identify delays
  3. Friday: Ensure all orders closed before weekend
  4. Weekly: Analyze overall performance and trends

Permissions & Access

Required Access Level: Manager or higher

Access Level Capabilities:

  • Manager: View report, export data
  • Administrator: All Manager + configure status definitions
  • Kiva Admin: All features + historical data access

Best Practices

Daily Monitoring

  1. Check every morning - review previous day's completion
  2. Address low rates quickly - don't let backlogs build
  3. Communicate delays - inform customers if orders delayed
  4. Track trends - watch for declining performance

Weekly Analysis

  1. Monday planning - forecast week based on report
  2. Friday review - ensure all orders closed
  3. Weekend planning - prepare for next week
  4. Document issues - note why rates dropped

Performance Improvement

  1. Set targets - aim for 90%+ daily completion
  2. Identify bottlenecks - use data to find issues
  3. Optimize processes - streamline based on insights
  4. Celebrate wins - recognize team when rates high

Things to Avoid

  • Don't ignore declining completion rates
  • Don't let orders carry over multiple days
  • Don't over-schedule orders beyond capacity
  • Don't blame team without analyzing root cause

Quick Reference Card

Task Action/Location
View current week Click "Current Week" button
Check daily completion Review Completion % column
Find delayed orders Look for high "Still Open" counts
Export weekly data Export button > CSV or PDF
Compare to last week Click "< Previous Week"
Calculate Friday workload Sum "Still Open" from Mon-Thu + Fri new
Identify bottleneck day Find day with lowest Completion %
Track team performance Review avg Completion % for week

FAQs

What's a good completion rate?

Target: 90-100% daily completion rate. This means most orders created are shipped same day. 80-90% is acceptable with explanation (high volume, holidays).

Why do orders carry over to next day?

Common reasons: late customer changes, inventory delays, high volume exceeding capacity, staffing shortage, or complex customizations requiring extra time.

Should cancelled orders count as closed?

No, cancelled orders are excluded from both open and closed counts. They're not fulfilled, so they shouldn't affect completion rates.

How far back can I view historical data?

Typically 12-24 months of historical data is available. Check with administrator for your system's data retention policy.

Can I see which specific orders are still open?

Yes, click on the "Still Open" number for any day to drill down into the specific orders that haven't been closed yet.

What if completion rate is 100% but orders still open?

Check if "Still Open" count carried from previous days. 100% means today's created orders were closed, but previous days' orders may remain.

How does this report help with staffing?

By showing peak days and average volume, you can schedule more staff on high-volume days and fewer on low-volume days.

Can I set up alerts for low completion rates?

Some systems support automated alerts. Check Settings > Notifications or ask administrator to configure email alerts for completion < 80%.

Why does Friday always have the most open orders?

Friday typically accumulates orders from earlier in week that weren't closed plus new Friday orders, making it the heaviest fulfillment day.

How do I improve completion rates?

Start earlier in the day, optimize picking/packing processes, ensure adequate staffing, maintain inventory levels, and address bottlenecks identified in this report.

Change Log

2026-03-01

  • Initial documentation created
  • All sections completed following template structure

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.