This document provides a condensed overview of the reporting application in ESM Purchase. It will demonstrate with short text descriptions supported by screen shots for each step explained.
The Reporter allows buyer entities to design customized reports and assign the ability to create and run the reports to users.
- The Reporter
- Main Menu
- Building Advanced Reports
- Building Dashboard Reports
- Building an ExpressView
- Tips and Tricks
The Folders are created to save reports created by users. Each folder is assigned to users to allow for the ability to run the report and/or create a report. To create a folder, the System Administrator selects Add/Edit folder from the Reporting Configuration option in the Select Function drop-down menu.
Enter a title for the new folder.
Select Add New when the No Records Match box appears. Ensure that the Title is correct and select the green Add button.
To assign the folders to users, select Folder Assignment in the Reporting Configuration option under the Select Function drop-down menu.
Select the Folder from the drop-down menu. You can search for a specific user or user group to assign. The Privilege drop-down menu will filter users by All, Assigned (Author or Read) or Unassigned.
Assign users or user groups Read and/or Author Privileges by checking the checkbox and selecting Update.
- Read- user can run reports
- Author – user can build reports
Note: If Author is checked, Read is automatically assigned
To access the Reporter, users select Menu and click Reporting.
A separate screen will open containing the Reporter.
The Folders assigned to the user will appear under the Main Menu. If an Author user has saved a report in one of the folders, the user can run the report.
The Reporter screen is separated into the Main Menu (left) and Tabs (right).
1. Create a New Report: visible to Author users
a. ExpressView: A Data discovery and reporting tool that simplifies grouping, sorting, filtering, and aggregating data with a drag-and-drop interface. A chart can be added with a single click, and ExpressViews can be styled and saved as PDF, RTF, CSV, or Excel files.
b.Express Reports: This simplified report designer enables the user to quickly build reports with basic layouts and calculations.
c. Advanced Reports: This type of report uses an intuitive grid to layout data and labels. Advanced reports can provide more complex sections to group data and make specialized calculations
d. Crosstab Reports: Crosstab reports utilize the Advanced Report Designer but the report may expand both horizontally and vertically based on data.
e. Dashboard: An HTML canvas to combine and display reports, data visualizations, images, text and web pages.
f. Chained Reports: This type of report compiles multiple reports into a single document
2. Search Reports: searches the Folders for a report matching the entered keyword
3. Folders and saved reports. If a padlock appears, it indicates the user cannot edit
Manage Report Folders: allows the user to create a Child Folder, Rename, Delete and Upload a framework.
a. Edit Selected Report
b. Run Selected Report
c. Export Selected Report: HTML, Excel, PDF, RTF, CSV (some reports will only allow HTML)
d. Rename the report
e. Duplicate the selected report
f. Delete Selected Report
g. Download the framework of the report, which is crucial for ESM Support tickets
The Help Menu will show content based on the page the user is viewing.
Running a Report
Select the report and click the Run button. If the user double clicks on the report, it will open the report layout for edits as long as author privilege was assigned for the folder housing the report.
The user can export the report output and/or search for keywords to locate specific information.
Building Express Reports
Express Reports are the simplest to create. Select Express Report under the Create Menu. The Express Report Wizard will appear in a Tab.
Enter a Name for the report and select a Folder. The folder will determine which users can read/author the report. The author has an option to enter a description of the report. Select Next on the Bottom of the screen, or the Categories Tab.
Note: Save and Run are in the right corner to allow the user to save changes and view an example of the report. It is highly recommended to use these functions through the creation process.
Select the Categories that contain the data required for the report.
- Categories: User selects categories from the folders. As each is selected, unavailable options will become grey
- Add: select the Category by double-clicking or using the Add button
- View Category Fields: highlight a Category and select the View button to see which data elements are available
- Suppress Duplicates: if checked, duplicate fields will not appear during the creation process
- Delete Category
Note: If the Category Entity Admin is selected, the user cannot combine transactional data in the report. All other options will become grey.
It is recommended to apply Sorts and Filters after performing tasks under the Layout Tab.
Save and select the Layout Tab.
The user creates the report under the Layout Tab.
- Select Fields from the Categories in the drop-down menu
- Add by double-clicking on the field or selecting the Add button
- Drag and drop or use the blue arrows to rearrange to order of the fields
- A standard text tool bar is available for stylistic elements
- A view of the format is provided; edits can occur in this space
Select Run to test the output of the report.
- Report options: Clear options, Save changes to the report, Export the report
- The grey boxes can be adjusted to fill the page with the report content.
To create a Grand Total, check the Grand Total check box and assign a Summary Function to the appropriate field. The author can label the total amount by double-clicking the cell next "Total for the Report." The rich text editor is available for stylistic options.
The cells can be formatted to show the numbers as dollars with two decimal places. Select the cells and select the Format Cells button from the toolbar.
Select Number and complete the format options. Repeat for other cells as necessary.
The user can add alternate shading to the cells to create a report that is easier to read. Select the Layout Options button from the Tool Bar.
Click the Add New button and select a color.
Note: the Addition of at least two colors in necessary to alternate shading
To create a Filter on the report, select the Filters tab.S elect a Category and Field. Multiple filters can be applied and group together as necessary.
The Prompt for Value checkbox will allow a user to select the parameters of the filter when the report is ran, i.e. date range, which will create a dynamic report.
Sorts can be applied to the report to change the order of the data based the field selected. Select Ascending or Descending. Multiple sorts can be added.
The Express Report can be converted into a Advanced Report under the Options Tab. Advanced reports allow for more complex formulas, formatting options and charts/graphs.
Note: It is highly recommended to create a duplicate copy of the Express report before converting.
Right click on the report from the Menu bar and select Duplicate. Save the report.
Building Advanced Reports
The Advanced Report follows the initial process outlined above, but the layout has more options.
The menu is outlined below. Hovering the mouse over the icon will also inform the user of its function.
- Report Options: Rename, Description, Categories, Sorts, Filters, Options and Template
- Save Report
- Create a New Report
- Format Cells
- Merge Cells
- Split Cells
- Insert Image in an Active Cell
- Formula Editor
- Chart and Gauge Wizards
Note: Charts should be done in the Report Footer if all data in the report is required.
The Formula Editor will prompt the user to select a cell that is appropriate for the formula.
If the user clicks on the Section Name, the following options can be implemented:
Add Section includes:
- Page Header (Title)
- Report Header (Labels)
- Detail (Data)
- Report Footer (Summary Data i.e. Charts and Aggregate Sums)
- Page Footer (Page Numbers)
- Group Header (Grouped Data Labels)
- Group Footer (Summary Data)
- Repeating Group
Note: Group Headers will prompt the user to select a field
If the user clicks on the cell number for each section, the following options can be implemented:
- Insert Rows
- Delete Rows
- Suppress Rows
Building Dashboard Reports
Dashboard reports follow a similar procedure where the user selects Data fields by dragging them into an area where a Title option has been applied.
The reports are automatically generated and update with ESM Purchase activity. If the Data Fields are not applicable together, the report will inform the user of the error.
- Add an Existing Report
- Add a new Visualization using keywords
- Add a Textbox
- Add an Image
- Add a URL
- Add a new Filter
Building an ExpressView
ExpressView reports can allow users to create a visual report with live data as the report is being built. Select ExpressView under the Create Menu. The Report Wizard will appear in a Tab.
Drag and drop the fields into the layout. Sorts are available at the top of the categories to assist in locating the correct field.
The report will start to auto create as fields are added.
Select the circle icon in front of the field header to Remove, Filter, Sort, or Group the data by the field.
Here is an example of a Group applied to the Supplier field.
Select the drop-down value to apply functions to the summary data of the Report Totals.
The menu allows for users to apply Live Data while building the report, along with saving and editing capabilities.
Select Live Data to see the values of fields during the creation process.
The formatting tab allows for users to edit the Data Format (Number, Text, Date, General), apply shading and group colors to selected fields.
Tips and Tricks
Often times you will need to remove duplicates that although distinct when considering all fields, are duplicates for the fields you are interested in. This can be achieved by using the cell-level suppress duplicates, and then introducing a conditional formatting that suppresses the entire row when that cell is blank.
Duplicate cells can be suppressed by clicking the cell and pressing the button highlighted in yellow:
Then, right click on the cell and click "Format Cells". From the Format Cells window, click the conditional tab, and then select the action "Suppress Row". Then click fx (function) symbol. In the formula area, enter the following formula: