User Reports

From PERPWiki

Contents 1 CREATING REPORTS 2 AD HOC (ON THE FLY) REPORTS 3 SCHEDULED REPORTS 3.1 1. How to schedule a report 3.2 2. How to cancel a scheduled report 3.3 3. How to subscribe to a scheduled report 3.4 4. How to unsubscribe to a scheduled report. 4 User Reports by Application 5 Admin Reports 6 Getting Started

CREATING REPORTS

You can create reports when you need them (ad hoc) or schedule them to be emailed to your inbox. This facility is under continuous development and some screens may not be quite as illustrated.

From any pERP application that has reports, you will find a Reports Icon on the right side of the page:

Clicking this icon will open the list of reports available in that application. For details, see Reports by Application

Your choices for report generation are set in Preferences > pERP > Preferences, where you may set the report output to one of

1. Open Office
2. PDF (default)
3. Microsoft Word

For more information on setting Preferences, see Setting Your Preferences.

If you have your output set to Word or PDF, you will only be able to schedule reports to be emailed to you. If your preference is set to Open Office, you will be able to generate reports and view reports immediately as well as schedule them.

Since a report can be scheduled for "As soon as possible" the difference may be a matter of minutes, though longer more detailed reports will take a while to generate.

Whichever account output format you have chosen, the page shows your scheduled reports and the average length of time it took to create the report over the past ten reports. A time of 0.05 seconds or less will be shown as 0 seconds. You wouldn't want to sit around waiting for a report that takes 598 seconds (almost 10 minutes); schedule it and keep on working. When it hits your inbox you can deal with it.

AD HOC (ON THE FLY) REPORTS

With Open Office as the output, you can generate reports on the fly by clicking the report icon in the Generate Now column. This column will not be shown if your Preferences has report output set to .PDF or MS Word. As an example, here is the AP reports list when the report output preference is set to Open Office. Reports for other pERP applications will look similar and will operate in the same way.

To create a report, you would simply click the icon beside the report under the "Generate Now" column.

NOTE:  The average user would not see the two check box columns labeled "Can Adhoc" and "Can Schedule"

SCHEDULED REPORTS

Scheduled reports can be done in all three report formats (Open Office, PDF, and MS). The image below shows the AP reports list for PDF or Word, but the following instructions also apply to scheduled reports for Open Office and to scheduled reports in any other pERP application.

Once you click a schedule icon, the schedule bar and other fields for the particular report. The scheduled time is set by the top bar in combination with date and time fields that appear as appropriate to each report.

• Generate this report - Reports can be scheduled to generate:
  • As soon as possible
  • Once at a certain specified time
  • Regularly at a specified interval (recurring report)

• Distribution - The reports will be sent by email (the only choice, at present) to the originator and to all subscribing users (a user can subscribe to any report to which she has access) according to the time setting and the length of time required to generate the report.

• Format - The format of the report should be set to correspond to your report output setting in Preferences. If you output to Open Office but you do not have this on your computer, the report will not print correctly and will generate an error [what error?]

1. How to schedule a report

If you choose to schedule "as soon as possible", your report will be distributed by email in the format set in the schedule bar. The remaining parameters will be as shown in the previous sections. For example, here is the page for scheduling a single PDF received goods report:

If you choose to schedule a future report, date and time fields will appear. Set the specific time when you want the report to run.

For recurring reports that generate daily, weekly, or monthly, you will have fields to set the time and interval. The time is in 24 hour format. Leaving the Month, Day, and Day of Week fields blank (or putting in an asterisk) will set them to All, and the report will be generated every month, every day, every day of the week, at the hour and minute specified. In other words, daily.

You could set a report to run on

• the 15th of every month at 09:00 (Month = blank, Day = 15, Day of Week = blank, Hour = 09, Minute = 00)
• every December 31 at midnight (Month = 12, Day = 31, Day of week = blank, Hour = 23, Minute = 59)
• Every Tuesday before you start work (Month = blank, Day = blank, Day of week = 2, hour = 06, Minute = 00)
• Every working day at closing (Month = * Day = * Day of week = 1-5 Hour = 17, Minute = 00)
• Every Monday and Thursday morning (Month = *, Day = *, Day of week = 1,4 Hour = 10, Minute = 00)
• Every quarter (Month = 3,6,9,12 etc.)

2. How to cancel a scheduled report

You should be able to cancel your own scheduled reports by clicking the Delete icon [x] beside your name. Only managers and administrators will be able to cancel reports scheduled by someone else.

3. How to subscribe to a scheduled report

For every recurring report, users with access to the report can subscribe to the next run, or to all future runs.

How is this done? If there is already a scheduled report, just click on it. In the example below, you will see that the Statement and Detailed Accounts Receivable reports are already scheduled:

Although A/R reports are shown here, the process is the same for any report.

When you click on a report schedule, you will be given the option of

• Subscribing to the existing report (just click Save) or

• Scheduling your own version of the report (this is the same as clicking the Schedule icon on the Reports page shown above).

Your subscribed or scheduled report will then be shown on the reports page. In this example, Tom's Training has subscribed to one report. This user can delete or modify his own subscription at any time, but he cannot change or remove the original scheduled report.

Administrators will be able to see who scheduled the report and will be able to cancel scheduled reports.

4. How to unsubscribe to a scheduled report.

Users can un-subscribe themselves from a report by using the Delete icon as shown above. If you did not schedule the report, you will not be able to cancel the schedule, but you will be able to cancel your subscription.

Admins are able to cancel scheduled reports.

User Reports by Application

• AP Reports
• GL Reports
• Inventory Reports
• AR Reports
• Sales & Price Reports
• Manufacturing Reports

Admin Reports

• Admin Reports

Getting Started

• Getting Started
• Accessing pERP
• pERP Security
• The Home Page
• Navigating Around pERP
• Searching, Sorting, and Filtering
• Entering Data
• pERP Icons
• Setting Your Preferences
• Using Reports
• Exporting Data to Files
• Getting Started - FAQ

User Documentation