SAASInventory

Contents

Reporting System

Overview

Reports → Reports → All Reports

The Reporting System in Inventory Pro provides comprehensive querying and analysis capabilities across all system data. With dozens of built-in reports and custom report creation capabilities, the system enables data-driven decision making through flexible filtering, export options, and customizable report definitions.

Key Features

  • Comprehensive Report Library: Dozens of pre-built reports across all modules
  • Custom Report Creation: Build specialized reports for unique needs
  • Flexible Filtering: Dynamic filters to focus on specific data sets
  • Export Capabilities: Download reports in Excel-compatible formats
  • Print Optimization: Printer-friendly formatted output
  • Advanced SQL: Direct SQL query capabilities for complex reporting

Running Reports

Executing Standard Reports

To run a report:

  1. Navigate to Reports → Reports → All Reports
  2. Select report type from “Type” dropdown menu
  3. Select specific report from “Report” dropdown menu
  4. Click “Report” button to generate report
  5. Apply filters if needed to narrow results (see Filtering Reports below)
  6. View report results on screen

Report interaction features:

  • Row Highlighting: Double-click any row to highlight it
  • Export: Click “Export” link to download as .csv file (Excel-compatible)
  • Print: Click “Print” link for printer-friendly format with print button
  • Sorting: Click column headers to sort data (where supported)
  • Filtering: Use filter controls to narrow report scope

Report Types

Common report categories:

  • Inventory: Stock levels, valuations, movements, and location reports
  • Orders: Purchase orders, sales orders, and shipping documentation
  • Financial: Cost analysis, landed cost, and profitability reports
  • Assets: Asset tracking, depreciation, and certification reports
  • Manufacturing: Work orders, BOM, and production reports
  • Warehouse: Location management and transfer reports
  • Quality: Inspection and certification compliance reports
  • Administrative: User activity and system audit reports

Managing Report Types

Enabling and Disabling Report Categories

Reports → Settings → Report Types

To configure report type visibility:

  1. Navigate to Reports → Settings → Report Types
  2. Locate report type to modify in list
  3. Click pencil icon next to report type
  4. Check or uncheck “Use” field:
    • Checked: Report type visible in report selection
    • Unchecked: Report type hidden from users
  5. Click “Save” button

Use cases for disabling report types:

  • Hide unused categories to simplify user interface
  • Restrict access to specialized report categories
  • Streamline report selection for specific user groups
  • Temporarily disable deprecated report categories

Adding New Report Types

To create a new report category:

  1. Navigate to Reports → Settings → Report Types
  2. Click “Add New Report Types” button
  3. Enter description in “Description” field
  4. Check “Use” field to enable the report type
  5. Click “Save” button
  6. New category appears in report type dropdown

Report Security and Permissions

Configuring Report Access

System → Accounts → Group Permissions → Security Type: Reporting

To configure report permissions for a group:

  1. Navigate to System → Accounts → Group Permissions
  2. Select group from “Current Group” dropdown
  3. Select “Reporting” from “Security Type” dropdown
  4. Configure available report access permissions
  5. Check boxes for permissions to grant
  6. Click “Save” button

Typical permission levels:

  • View Only: Can run reports and view results only
  • Standard User: Can run and export reports
  • Power User: Can run, export, and create custom reports
  • Administrator: Full report access including system report modification

Report-Specific Permissions

Individual report access control:

Access to individual reports can be configured based on data sensitivity and user roles. Permissions can be set per report to control which users or groups can view specific reports.

Common permission considerations:

  • Financial and cost data reports may have additional access restrictions
  • Administrative and audit reports typically require elevated permissions
  • Sensitive data reports can be limited to specific user groups
  • Export capabilities can be controlled separately from view access

Best Practices for Report Security

Permission management guidelines:

  1. Least Privilege: Grant minimum report access needed for job function
  2. Separate Sensitive Access: Restrict sensitive reports to appropriate personnel
  3. Custom Report Control: Limit custom report creation to trained users
  4. Export Restrictions: Control data export capabilities for sensitive information
  5. Regular Review: Audit report access permissions periodically
  6. Document Access: Maintain documentation of who has access to which reports
  7. Training Requirements: Ensure users creating custom reports are properly trained

Custom Report Development

Creating New Reports

Reports → Reports → Report Definitions → “Add New Reports” Button

Important: Report creation requires SQL knowledge and understanding of database structure. Errors in report definitions can cause system issues. Use with caution.

To create a custom report:

  1. Navigate to Reports → Reports → Report Definitions
  2. Click “Add New Reports” button (or “Copy to New” to clone existing report)
  3. Configure basic report parameters:
    • Report Type: Select category for report organization
    • Name: Descriptive report name
    • Use This Report: Enable report for use
    • Is Custom: Check for custom reports to protect from updates
  4. Enter SQL query in “Report SQL” box:
    • Use SELECT statements only
    • Reference special values for dynamic filtering (see below)
    • Ensure proper JOIN and WHERE clauses
  5. Configure display settings:
    • Columns: Column width specifications (100=auto, 0=hidden, <3=icon, other=percent width)
    • URL Links: Define clickable links using format [ColumnName],[Link] with |ColumnName| for values
    • Order By: Sort order (auto-generated from SQL)
    • Filters: Available filters (auto-generated)
  6. Click “Save” button

Best practices for custom reports:

  • Copy existing reports rather than modifying system reports
  • Mark custom reports as “Is Custom” to prevent update overwrites
  • Test reports thoroughly before deploying to users
  • Document report purpose and parameters
  • Use descriptive naming conventions

Special SQL Values

Dynamic user-context values:

Special ValueDescriptionAuto-Filter
!WID!Current user’s warehouse IDYes
!CID!Current user’s customer IDYes
!VID!Current user’s vendor IDYes
!EID!Current user’s employee IDYes
!UID!Current user’s user IDNo
!GID!Current user’s group IDNo
!DATE!Date input fieldYes

Using special values:

  • Place in WHERE clause for dynamic filtering
  • Values automatically replaced with user’s context
  • Auto-Filter values generate input fields on report screen
  • Example: WHERE WID = !WID! filters to user’s warehouse

Report Display Configuration

Column Configuration:

  • Format: Comma-separated width values matching SQL column order
  • 100: Automatic column width
  • 0: Hidden column (data available but not displayed)
  • 3 or lower: Icon column (small fixed width)
  • Other number: Percentage of available width
  • Empty: Defaults to 100 (automatic)

URL Links Configuration:

  • Format: [ColumnName],[Link]
  • Multiple links separated by semicolons
  • Dynamic values: |ColumnName| inserts column value into URL
  • Example: ItemID,../Inventory/ItemView?id=|ItemID|

Filtering Reports

Applying Report Filters

To filter report results:

  1. Generate report using steps in Running Reports
  2. Locate filter controls at top of report
  3. Enter filter criteria:
    • Text fields: Enter search text (partial match supported)
    • Dropdowns: Select from available options
    • Date fields: Enter date or use date picker
    • Warehouse: Filter by warehouse (if applicable)
  4. Click “Apply Filters” or report auto-updates
  5. Clear filters to see all results again

Common filter types:

  • Date ranges: Start and end dates for time-based data
  • Warehouse selection: Filter to specific warehouse operations
  • Status filters: Active, inactive, pending, completed, etc.
  • Category filters: Item categories, asset types, order types
  • Text search: Search within specific fields

Advanced Filtering Techniques

Combining filters:

  • Apply multiple filters simultaneously for precise results
  • Filters use AND logic (all conditions must match)
  • Clear individual filters to broaden results
  • Reset all filters to start fresh

Exporting and Printing

Exporting Reports to Excel

To export report data:

  1. Generate and filter report as desired
  2. Click “Export” link at top of report
  3. Report downloads as .csv file (Excel-compatible)
  4. Open in Excel or other spreadsheet software
  5. Data includes all visible columns and filtered results

Export uses:

  • Further analysis in Excel
  • Data manipulation and calculations
  • Creating charts and visualizations
  • Sharing data with external parties
  • Archiving report snapshots

Printing Reports

To print report:

  1. Generate and filter report as desired
  2. Click “Print” link at top of report
  3. Printer-friendly page opens in new window
  4. Click “Print Report” button
  5. Use browser print dialog to select printer and options
  6. Print report with optimized formatting

Print formatting features:

  • Optimized page layout for printing
  • Headers and footers with report information
  • Page breaks at logical points
  • Consistent column widths
  • Minimized colors for ink efficiency

Core Report Categories

Inventory Reports

Common inventory reports:

  • Inventory Valuation: Current stock value by warehouse or category
  • Stock Status: On-hand quantities and locations
  • Movement History: Inventory transactions and adjustments
  • Low Stock: Items below reorder points
  • Serial Number Tracking: Serial number locations and history
  • Lot Tracking: Lot/batch inventory and expiration dates
  • Location Inventory: Stock by physical location

Order Processing Reports

Common order reports:

  • Open Purchase Orders: Outstanding PO status and aging
  • Open Sales Orders: Pending customer orders and backorders
  • Order History: Completed order details and analysis
  • Shipping Documentation: Packing slips and shipping labels
  • Receiving Reports: Goods received and variances
  • Order Profitability: Margin analysis by order

Financial Reports

Common financial reports:

  • Landed Cost: Detailed cost calculations including freight and fees
  • Cost Analysis: Item cost trends and variances
  • Inventory Value: Financial valuation by accounting method
  • Depreciation: Asset depreciation schedules and calculations
  • Purchase Analysis: Spending by vendor, category, or period

Manufacturing Reports

Common manufacturing reports:

  • Work Order Status: Active and completed work orders
  • BOM Reports: Bill of materials and component usage
  • Production Output: Manufacturing volumes and efficiency
  • Material Requirements: Component needs for production
  • Assembly History: Assembly transaction details

Best Practices

Report Management

  1. Regular Review: Periodically review available reports and remove unused custom reports
  2. Naming Conventions: Use clear, descriptive names for custom reports
  3. Documentation: Document purpose and usage for custom reports
  4. Testing: Thoroughly test custom reports before deploying to users
  5. Performance: Optimize SQL queries for large datasets

Report Usage

  1. Filter First: Apply filters before exporting to reduce data volume
  2. Schedule Reports: Run resource-intensive reports during off-hours
  3. Export Strategy: Export to Excel for complex analysis and manipulation
  4. Print Preview: Review on screen before printing to save paper
  5. Data Accuracy: Verify filter settings produce expected results

Custom Report Development

  1. Copy Don’t Modify: Clone existing reports rather than modifying system reports
  2. Mark as Custom: Always mark custom reports to prevent update overwrites
  3. SQL Best Practices: Use proper indexing, JOINs, and WHERE clauses
  4. Testing: Test with various filter combinations and data volumes
  5. User Training: Train users on custom report purpose and usage

The Reporting System provides comprehensive data analysis and reporting capabilities across all Inventory Pro modules, with flexible filtering, export options, and custom report development for specialized business intelligence needs.

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