Edit a Spoil Report

Spoil reports (Menu > All Reports > Create New Report > Spoil Report) provide a summary of spoil movements within a specified period. Users with the necessary account permission can correct information in a spoil report, add missing load or disposal entries, and merge or unmerge spoil movements.

A spoil movement combines the load and disposal information for one load-to-disposal cycle by an on-road truck. Movement data can come from multiple sources, including weighbridges, Virtual Weighbridge (VWB) dockets, APIs, and gatekeepers.

If movement information is missing or incorrect, use the editing tools on the spoil report to correct it.

Permissions

All users can access the All Reports page (Menu > All Reports) and view spoil reports that they create, spoil reports shared with them by other users, and spoil reports that have been configured as public. All users can also edit their own spoil reports, but not those created by other users.

To edit spoil reports owned by other users, you must have the following permission:

• Spoil Admin

Users with this permission can edit cost codes, material types, suppliers, load and disposal sites, and bulk edit spoil data by importing Excel spreadsheets.

These users can also manually add load and disposal entries, merge and unmerge spoil movements into and from one spoil movement, and download PDFs for the spoil movements shown in reports.

Edit Spoil Movements

Use the editing tools in a spoil report to correct information such as the cost code, supplier, material, load site, or disposal site.

You can also select multiple spoil movements and update them at the same time. For example, if a loader operator assigns the wrong material to several truck loads, select the affected movements and update the material for all of them.

Understand Automatic Merging

A spoil movement can contain multiple load or disposal entries. Virtual Superintendent automatically identifies related entries where possible and combines them into one spoil movement, which appears as one row in the Spoil Report.

The rules used to automatically merge entries can be configured for individual projects. Contact the Virtual Superintendent team if your project requires changes to these rules.

Typically:

• Load entries assigned to the same truck without a disposal entry within 20 minutes are automatically merged. This supports situations where an overloaded truck tips off material before being reloaded and weighed again.
• When load entries are merged, the most recent load entry is displayed in the spoil report.

SafeSite also applies rules to help prevent duplicate or incorrect data. For example, if a loader operator or gatekeeper assigns multiple loads to the same truck within five minutes, SafeSite displays a warning that the user must acknowledge before completing the load assignment.

If Virtual Superintendent cannot automatically combine related entries, you can:

• Add a missing load or disposal entry.
• Manually merge spoil movements (if a merge is later found to be unnecessary or incorrect, you can also unmerge the combined spoil movements).

Add a Load or Disposal Entry

Add an entry when load or disposal information is missing from a spoil movement.

To add a missing disposal entry:

1. Sign in to Virtual Superintendent.
2. Click Menu > All Reports. The All Reports page opens.
3. Open the spoil report.

4. Click the required spoil movement row. The Spoil Movement dialog opens.

   

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5. Click Add Disposal. The Create Disposal dialog opens.

   

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6. Enter the details of the new disposal. Select a disposal Site, disposal date and time, the material being dumped, its gross, tare and net weight, the supplier carrying out the work, and the ticket number under which the work is recorded.
7. Click Save. The disposal entry is added to the spoil movement and added as a new panel on the bottom of the dialog.

To add a missing load entry:

1. Sign in to Virtual Superintendent.
2. Click Menu > All Reports. The All Reports page opens.
3. Open the spoil report.

4. Open the required spoil movement row. The Spoil Movement dialog opens.

   

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5. Click Add Load. The Create Load dialog opens.

   

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6. Enter the details of the new load. Select a load Site, load date and time, the material loaded, its gross, tare and net weight, the supplier carrying out the work, and the ticket number under which the work is recorded.
7. Click Save. The load entry is added to the spoil movement and added as a new panel on the bottom of the dialog.

Merge Spoil Movements

Use Merge when related load or disposal entries appear as separate movements and Virtual Superintendent hasn't automatically combined them.

To merge spoil movements:

1. Sign in to Virtual Superintendent.
2. Click Menu > All Reports. The All Reports page opens.
3. Open the spoil report.
4. Click the required spoil movement row. The Spoil Movement dialog opens.
5. Review the different movements made by same truck on the same day.
6. Select the checkbox beside the movement you want other movements merged to.
7. Locate a movement you want to combine with the selected movement and scroll to the right Actions column.
8. Click Merge. The Merge Movements? dialog opens.
9. Click Confirm. The movements are combined into one spoil movement.

The movement you originally selected is retained, and the other movement is merged into it. The generated weighbridge docket contains entries from both movements.

Unmerge Spoil Movements

Use Unmerge to remove an entry from a combined spoil movement.

To unmerge an entry:

1. Open the required spoil movement.
2. Locate the entry you want to remove among the bottom panels.
3. Click Unmerge. The entry is removed from the movement and appears as a separate row in the spoil report.

Bulk Edit a Spoil Report

Use an Excel export file to update multiple spoil movements at the same time and then reimport the edited file.

You can edit the following columns:

• Cost Code
• Supplier
• Material
• Load Site
• Disposal Site

You can also use the exported file independently for purposes such as financial analysis.

Download the Excel export file

To download spoil report data:

1. Filter the spoil report to show the data you want to export. For example, filter by supplier or docket state.

2. Click the XLSX icon in the upper-left corner of the page. The Excel export file downloads to your computer.

   

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The exported file contains the data currently displayed in the spoil report.

Edit and import the Excel file

To bulk edit spoil report data:

1. Open the downloaded Excel file.
2. Update the required Cost Code, Supplier, Material, Load Site, or Disposal Site rows.
3. Save the edited file to your computer.
4. Return to the spoil report.

5. Click the Import icon in the upper-left corner of the page. The Import New Spoil Report Data dialog opens.

   

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6. Click Choose File to open your file explorer, select the import file, and click Open. Alternatively, drag and drop the import file into the Drag file here to import area.

   

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7. Click Upload. Virtual Superintendent uploads and validates the file. A preview showing the number of spoil movements to be updated is displayed. If any rows fail validation, a red text alert shows the number of errors found. Correct the errors in your file and try again.
8. Click Finish. The changes from the Excel file are applied to the spoil report.

Download Spoil Movement PDFs

Any Virtual Superintendent user with access to the Reports page can download PDFs for the spoil movements displayed in a report. These PDFs can be used as supporting records for project compliance.

Each spoil movement is exported as a separate PDF. Virtual Superintendent packages the PDFs into a ZIP file for download.

The information included in each PDF depends on the columns displayed in the spoil report.

To download spoil movement PDFs:

1. Filter the spoil report to show the required movements and columns.

2. Click the PDF icon in the upper-left corner of the page. Virtual Superintendent creates a ZIP file containing a PDF for each displayed spoil movement.

   

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3. Open the downloaded ZIP file from your computer's downloads folder.