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Reports, Schedules and Dashboards

A saved report keeps a question from Explore (its measures, groupings, filters, period and chart) so anyone allowed can run it again with one click. A schedule e-mails a saved report as a CSV or Excel file every day, week or month. Reports saved as KPI cards also form the ERP Analytics Dashboard.

Where to find it

Architect Panel → ERP - Trading & Analytics:

  • Analytics — the console: Save as report on Explore, and the Saved reports and Schedules tabs
  • Reports — the saved report definitions
  • Report Schedules — every schedule with its last and next run

Admin Panel → Reporting:

  • ERP Analytics — the same console

Saving a report

  1. Build and run the question on Explore, then click Save as report….
  2. Enter a Name and, optionally, a Description.
  3. Choose Show as: Chart and table, Table, Chart, or KPI cards (which adds it to the Dashboard; KPI cards may hold up to twelve measures).
  4. Under Only these security groups can see it, pick the groups, or none for everyone with ERP Reporting.
  5. Tick Always run it for the company it was built for to pin the company; otherwise it runs for whichever company is chosen.
  6. If you can read two or more companies, tick Consolidated to total every company the person running it can read (see ERP Analytics on consolidation).
  7. Click Save report.

Saving needs ERP: Finance, or ERP: Administration together with ERP: Reporting. A report aggregates, so it can show in summary what someone cannot see in detail: set the security groups when you save it.

Running saved reports

On Saved reports, use Find a report to search by name, figure or grouping. Each row shows its period, layout, any schedules and who can see it, with Run, Open in Explore (to change it), Schedule and, for your own, Delete.

Scheduling a report

  1. Click Schedule on a report, or Schedule a report on the Schedules tab.
  2. Choose the Report and Company (The report's own company, a company, or for a consolidated report the whole group).
  3. Choose How often: Every day, Every week (Mondays) or Every month (on the 1st), and the time At.
  4. Choose the File: CSV or Excel (.xlsx), and Send from, the e-mail account it is sent from.
  5. Enter Send to: one address per line (commas and semicolons work too).
  6. Leave Turned on ticked and click Save schedule.

A schedule runs as its owner, the person who saved it, with their current groups, roles and company access, so it only ever contains what they can see. If the owner is deactivated, the schedule stops. Editing and saving a schedule makes you its owner.

Sending and failures

The Schedules tab shows each schedule's company, timing, recipients, sending account, Status (Not run yet, Sent, Failed, Off), last result and Next run, with Send now, Edit, Turn off and Delete. Send now records its result without moving the regular slot. A failure is retried 15 minutes later, the wait doubling each time; five failures in a row switch the schedule off with the reason shown.

Schedules are sent by the scheduled task Scheduled Report Distribution, which runs hourly and ships disabled. Until the hosting administrator or an architect switches it on in the platform's scheduled tasks (see Scheduling), schedules look configured and send nothing.

What goes wrong

  • "No e-mail account is set up to send from.": an architect adds one first.
  • Company shows "None chosen" in red: the report has no company and is not consolidated, so it cannot run. Edit the schedule and pick a company.
  • Status Failed ×5 and Off: read the last result, fix the cause, and turn it back on.
  • "Runs as nobody - re-save it": the schedule has no owner; edit and save it.

Worked example

A finance controller explores Revenue and Gross margin % by Month for the financial year, saves it as "Monthly margin" shown as Chart and table, visible only to the Finance group. They schedule it every month on the 1st at 07:00 as Excel to four named people, sent from accounts@. On 1 November the task sends it; one address bounces, the schedule shows Failed and retries, and they correct the address with Edit.

Recommendations

  • Set security groups when you save, not when somebody notices.
  • Send weekly unless someone acts daily.
  • Send to named people and review recipients when roles change.
  • Switch on the distribution task or nothing is sent.