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Custom Reports – Berlin

Erply comes with reports useful for many functions built in. Information on preset reports can be found in either the general Reports guide or the X Report & Z Report guide.  However, if there is a desired report not found elsewhere, the Report Generator provides the flexibility to create any Custom Report.

At a Glance

Creation Overview

1) Select the Reports module

2) Select “Report generator” in the drop down menu

3) To create a new report, select “Create report”  

4) The desired information and layout can be specified in the page displayed below

5) Once saved, reports can be edited (by selecting the “pen and paper” icon) or deleted (by selecting the “X” icon) in the Report generator menu.

Selecting Data with Tables & Fields

When creating a custom report, the first step is to decide which data objects are needed for the report. This depends on the desired information you wish for your report to convey. When you select a data object from the left-side list, other objects that can also be selected will highlight automatically. Not all objects can be combined together (Customer and Product is too narrow of a category and cannot be selected on their own).

A few typical combinations are:

Sales Document + Sales Document Row – to report sales by product

Sales Document + Payment – to make a report that compares sales and payments

Sales Document + Customer – to report sales by customer group

In case you want to get a report on all the items a customer has bought, you will be building a report on sales data and you’ll actually need Sales Document + Sales Document Row. Since you can select the Product column on Sales Document Row, and set a Customer filter on Sales Documents, you might not even need any other data objects. Only if the report must contain further information about sold products — code, supplier, etc. — it becomes necessary to incorporate Product as well. After you have selected necessary data objects, select columns for you report.

Selecting Columns

Place checkboxes in front of those fields you would like to see in the report. Each selected field will become a column in your report.

Setting Filters

Different filter operators are necessary for different fields to select the specifics of the category. For example, for dates, the range you wish to look at. For document type, the type of documents you want included. This section outlines some various filter types that are necessary for different objects and how to use them.

For fields like Location, Invoice Creator, Status, Document type etc., you will be needing the equals (“=”) operator.

Select that and a drop-down list appears from which you can select allowed values.

Hold Ctrl key to select multiple ones

For fields like Customer and Payer, you will also be needed the equals (“=”) operator,

Select that and a text box appears. Write part of customer name and list of matching customers appears; select the correct one and press Tab to confirm your selection.

For Date field, the most useful filter operator is “is within range”.

Select that and a pair of date fields appear, along with a drop-down list with common ranges.

You can always leave filter value fields empty. This can be a good thing to do if you wish to adjust values different times opening reports. For example, different dates can be selected each time upon opening if the Date filter is left empty.

These filter explanations are clarified in the graphic below.

Ordering Rows

By default no order is set. It is possible to have primary and secondary ordering.

Groupings

Only if needed — by default no grouping is set.

Grouping may mean one of two things:

  1. You want the report to have subtotals (e.g. display a list of sales receipts, but also include totals for each day)
  2. You want an aggregate report where each row represents some kind of total (not an atomic piece of data).