The eProcurement system offers many predefined reports with the ability to customize the content and publish the report parameter to specified users.
Existing reports can be made available at three levels:
Marketplace Wide
Within a Property/Company
Individual Person
The Item Export filter is an example of a report that is run for the entire marketplace but not able to be edited by an individual user. Notice these report limitations:
The Delete Filter is disabled.
The Attributes checkboxes are checked and disabled.
The Report filter name is prefixed with an * (asterisk).
Notice these flexibilities:
The Sort Direction can be changed.
The Sort Order can be changed.
The Filter Type, Filter Value 1 and 2 can be changed.
The Purchase Order report is an example of a report this is available throughout an individual property/company. An individual creates the report parameters with the Filter selection (name) prefixed with an * (asterisk). This makes the customized report parameter definition available to everyone in the property who has access to this report.
The Purchase Order report is an example of a report this is available for a single individual property/company. An individual creates the report parameters with no prefix on the Filter selection. This makes the customized report only available to the report creator.
Run - When parameters are created or parameters are loaded with a filter selection, click Run to run the report and also to save the definition if the Save Filter Selection As is populated and checked.
Cancel - Click Cancel to close the report window.
Reset - Click Reset to remove all values; check boxes, dropdown values, etc.
Check All - Click Check All to place a check mark in all the column selection checkboxes. This will include the selected columns on the report.
Uncheck All - Click Uncheck All to remove the check mark in all the column selection checkboxes.
Delete Filter - Click Delete Filter to delete a filter where you are the owner.
Create a report by making the parameter selections below.
Give the report a name by typing it in the Save Filter Selection As field.
Click the checkbox next to the Save Filter Selection As field.
Select the Filter Criteria.
All Criteria Met = AND
Any Criteria Met = OR
Click Run. The report will open in either an Excel Worksheet or a HTML format. This is described in Output Selection.
A report can be defined as granular as you need. Flexibility of each column gives the report creator a powerful set of tools to extract exactly the information needed.
Note: The last saved report parameter will be loaded. Use the definition again, modify the definition, select an existing filter selection or click reset to start fresh.
Columns - Check the box to include the column on the report.
Sort Direction - Select the direction you want this column to sort. Ascending is 1-9, A-Z, Descending is 9-1, Z-A.
Sort Order - Used in conjunction with the Sort Direction, the Sort Order tells which column to be the primary, secondary, tertiary sort. For example, you can sort by the Required delivery date first, then the PO status second, and the PO number third.
Group - Check the Group checkbox to give a grouping and/or subtotal on this column. Be careful that checking this box makes business sense.
Filter Type - Select a filter type to restrict the records returned. This is used in conjunction with the Filter Value 1 and Filter Value 2 fields. Options available are:
Equal The value in the database must exactly equal the value in Filter Value 1 for the record to be included in the report. The comparison is case sensitive, so for a record to meet the comparison and be included it must have the same text and case.
Not equal The value in the database must NOT Equal the value in Filter Value 1 for the product to be included in the report.
Less than The value in the database must be less than the value in Filter Value 1 for the record to be included in the report. When entering monetary values, omit the currency symbol ($).
Greater than The value in the database must be greater than the value in Filter Value 1 for the record to be included in the report.
Greater than or equal to The value in the database must be equal to, or greater than the value in Filter Value 1 for the record to be included in the report.
Less than or equal to The value in the database must be equal to, or less than the value in Filter Value 1 for the record to be included in the report.
Like The value in the database must contain the text or characters in Filter Value 1.
Not like The value in the database must NOT contain the text or characters in Filter Value 1.
From/Through The value in the database must be between, or equal to, the values in Filter Value 1 and Filter Value 2.
Is empty or blank The value in the database is empty for the record to be included in the report.
Is not empty The value in the database in Filter Value 1 is anything for the record to be included in the report.
In list The value in the database must be equal to the multiple items listed in Filter Value 1. Separate the items by a comma. (Only valid in a textbox and editable zoom.)
Not in list The value in the database must NOT be equal to the multiple items listed in Filter Value 1. Separate the items by a comma. (Only valid in a textbox and editable zoom.)
Filter Value 1
Used in conjunction with the Filter type, this value can be a textbox, calendar, zoom, or dropdown list.
Filter Value 2
Used in conjunction with the Filter type From/Through only. This value can be a textbox, calendar, zoom, or dropdown list.
Token values
In order to use a report multiple times without having to enter the exact date each time, the Value fields allow the following tokens. Save these values with your saved report parameter.
@TODAY = Current system date
@TODAY+1 = tomorrow, @TODAY-1 = yesterday (24 hours)
@TODAY+7 = in one wee, @TOADAY-7 = a week ago
@MONTH_BEGIN = The first day of the current month
@MONTH_END = The last day of the current month
Note:
There cannot be any space between @ and the word.
There can be a space after the word and before the + or -.
The word can be upper or lower case.
There are several options for running reports.
A report can be run immediately or scheduled.
A report can have an output of an Excel Worksheet or HTML file.
A report can be run
Immediately and brought back to the computer workstation
Sent as an email notification with a hyperlink
Sent as an email with an attachment of the file output.
Important Notes:
When a report parameter is saved, the output selection is not saved. It must be selected each time a new report is run.
Users who want to receive a report via e-mail must have a valid email defined. This is found in My Settings, Message deliver option. This must be set to either Email only or Birch Street Msg In Box and email.
Each night there is an eProcurement process that updates reporting information. Because running reports is so database intensive, only selected reports produce real-time information. Most reports will have current data from yesterday. The exceptions are reports that need real-time data. They are related to daily Receiving, and Inventory.
Select the Report Output Option of either Excel or HTML.
Select the Report Deliver Option of Run Immediately.
Task Schedule is not used.
Select the Report Output Option of either Excel or HTML.
Select the Report Deliver Option of Notify by e-mail. This option sends an email notification to the report originator with a link to the report located on the eProcurement system.
Or, Select the Report Deliver Option of Attachment in e-mail. This option sends an email to the report originator with the report attached to the email.
Task Schedule is not used.
Scheduling a report is done exactly like running a report immediately except that a run time (frequency) is also selected.
Select the Report Output Option of either Excel or HTML.
Select the Report Deliver Option of Notify by e-mail or Attachment in e-mail.
Select the Task Schedule from the zoom list.
Click OK on the message Your report request has been submitted. You will be notified via e-mail when it is complete.
Report Distribution
Reports can be distributed at three different levels. Most users will only have the option to produce reports for themselves. However, there is an option for selected positions that allow reports to be sent to a group within a property/company or to a group within the entire marketplace.
Do not display the Report Distribution Group field. Only send the report to the report creator.
Company level workflow groups Display Report distribution group field and only send it to workflow group members within my own property/company.
All access Display Report distribution group field and send it to workflow group members throughout the marketplace.
If you have the Report Distribution Group option available to you, contact the system administrator to get instructions for this feature.