Report Generator

Creating a new Report Generator

Step 1: Go to the REPORTS module and select Report Generator in the dropdown menu.

Step 2: Click on Create Report. Once you select this another window will open. This is where you will specify information Opening a report for editing.

Step 3: Select under Tables which data objects are needed for the report. Often, it depends on which fields your report must contain.

Take a look at which fields each data object offers and which ones do you need.

Typical combinations are:

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

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

Sales Document + Customer – to report sales by customer group etc.

When you select a data object from the left-side list, Erply will highlight other objects that can be selected into report.

Note: This user guide has a lot of examples on building a sales report, on the assumption that such examples should make the report generator easier to understand.However, Erply has a quite comprehensive set of standard sales reports; most of these examples could just as well be solved by choosing the right standard report.

Step 4: Now under Fields, check the boxes in front of the fields you would like to show in the report such as Customer, Location, Status ..etc.

Note: Not all objects can be combined together. Eg. Customer and Product do not have anything in common and cannot be selected on their own.

In case you want to get a report “All items this customer has bought”, you will be building a report on sales data and you’ll actually need Sales Document + Sales Document Row instead.

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.

Step 5: Set filters.

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

  1. Select the "="
  2. From the drop-down list that appears select allowed values.Hold Ctrl key to select multiple ones.

For fields like Customer and Payer , you will also be needing the “=” 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 means Erply will ask for the value upon viewing the report.

For example, Date filter should be usually left empty, so that it would be possible to select a different date period each time you open the report.

Some often-needed filters:

To get sales data, set the following filters on Sales Document:

Type = Invoice-Waybill, Cash Invoice, Export Invoice, Credit Invoice, Invoice Confirmed = 1

To get list of customers, set the following filters on Company or Person: Customer Group: is set

Step 6: Determine the ordering of report rows (By default no order is set) It is possible to have primary and secondary ordering.

Step 7: Set Group by if you need it. (By default no grouping is set)

Grouping may mean one of two things:

a) You want the report to have subtotals (eg. display a list of sales receipts, but roll up totals for each day)

b) You want an aggregate report where each row represents some kind of total (not an atomic piece of data).

Example: Payment Totals by day. On the top of the page you can choose between the two.

Select the field you want to group by. (Choosing two will result in a report that has two levels of subtotals).

All the other columns (that are not being grouped by) can be summed up at the end of each group.

Select which columns you need to sum up – from a drop-down list select the option “display totals”.

Additionally, it may be interesting to know how many rows there are in each group.

For that, identify one field that is being displayed in report but is not summed up.

From the same dropdown list you can select “display row count”.

Grand totals at the end of report will be generated automatically.

Step 8: Name the report at the top in the Report Title field. Select a Report Group, How to Display Report and/or Check the box if you would like to export this report to excel.

Step 9: Click Save and then Open Report.