Reports

1. Overview

The Reports module provides access to all built-in system reports as well as a full custom report builder. Reports can be run interactively on screen and exported to Excel or PDF.

2. Key Concepts

Built-In Report — A pre-configured report that ships with the system, organized by module (AP, AR, Inventory, Payroll, etc.). Built-in reports have fixed column layouts and grouping structures but accept flexible parameters (date ranges, customer filters, status filters) to narrow results. They cannot be modified but can be exported to Excel or PDF.
Custom Report — A user-created report built with the Custom Report Builder. Custom reports select from available datasets, define their own columns, filters, grouping, and parameters. They are private to the creator until shared with specific roles or users.
Report Parameters — Input fields that filter what data a report returns. Parameters include date ranges, entity lookups (customer, vendor, employee), status/type filters, and ID ranges. Required parameters must be filled before the report can run.
Dataset — The underlying data source that a custom report queries. Each dataset represents a logical collection of records (e.g., “Sales Invoices”, “Work Orders”, “Job Expenses”). The dataset determines which field paths are available for columns and filters.
Report Sharing — Custom reports are private by default. The owner can share a report with specific roles and/or individual users. Shared access is read-only: shared users can run and export the report, but the Edit action is disabled for them — only the owner can edit or overwrite a custom report. The Manage Custom Reports permission (found in the Utilities permission category) is required to create custom reports and use the builder, but it does not grant edit rights over reports owned by other users.

3. How It Connects

Upstream — Where Reports gets its data:

All modules → Reports is a read-only consumer of data from every other module in the system:
- General Ledger — Trial balance, income statement, budget vs. actual
- Accounts Payable — AP aging, vendor activity, check register, 1099 reports
- Accounts Receivable — AR aging, customer statements, sales analysis, cash receipts
- Inventory — Stock status, receiving history, product usage, valuation reports
- Job Costing — Job profitability (gross profit), WIP, Actual vs. Estimate, detailed job status
- Service — Work order analysis, technician productivity, contract status
- CRM — Lead roster/pipeline, lead conversion by source, lead sales performance by salesman, proposal roster
- Payroll — Payroll register, tax liability, timesheet summaries

Downstream — Where Reports sends its data:

Excel/PDF Exports — Report results can be downloaded as .xlsx files for further analysis or as PDF files for printing and distribution
Reports are read-only and never write data back to any module

Key Integration Point — Cross-Module Visibility: Reports provide the only unified view across all modules. A controller can run an AP Aging report, then an AR Aging report, then a Cash Flow report — all from the same Reports interface — to get a complete picture of the company’s financial position without navigating to each individual module.

4. Reports List

Navigate to Reports in the main sidebar to see all reports available to you.

Layout

Reports are organized by module (e.g., Accounts Payable, Accounts Receivable, Payroll, Inventory, etc.). Each module group is collapsible. The list displays:

Column	Description
Module	The module the report belongs to
Report Title	Name of the report

Search

Use the search bar at the top to filter by report name or module name.

Actions

Action	Description
Run Report	Click the report name to open it
Add (custom)	Create a new custom report (requires `Manage Custom Reports` permission)
Edit (custom)	Modify an existing custom report (requires `Manage Custom Reports` permission)
Share (custom)	Configure which roles and users can see a custom report
Delete (custom)	Remove a custom report (owner only)

5. Running a Built-In Report

Clicking a report name opens the report screen. All built-in reports follow the same interface.

Steps to Run a Report

Set parameters — Fill in the filter fields (date ranges, customers, statuses, etc.). Required parameters are marked. See Section 6 for a full parameter type reference.
Click Run — The results display in a grid on the page. Results may be grouped and collapsible depending on the report.
Export if needed — Use Export Excel or Export PDF to download the results (see Section 7).

Results Grid

Results display in a sortable, grouped grid
Groups can be collapsed or expanded
Aggregation rows (totals, sums) appear at group footers where applicable
Tree-structured reports show parent/child rows with indentation

Drilling Into Results

Some report columns are interactive: individual cells render as clickable links that open the underlying record or transaction detail. Whether a cell is clickable is determined by the report definition (the server marks certain columns as drill-down cells), so not every report or column behaves this way. There are three kinds of drill-down cells:

Cell Type	What it opens	Where it opens
Record link	The underlying source record for that row (for example, a customer, invoice, or other linked record)	A new browser tab
Ledger account	A Ledger Account Detail dialog showing that GL account’s transactions	A dialog on the same page
Source document	A View Ledger Document dialog showing the journal entry / source document behind that row	A dialog on the same page

Clickable cells appear in the report’s primary (link) color. Drill-down cells are only active on detail rows — group footer and aggregation (total/subtotal) rows are not clickable.

Opening a linked record

When a cell is a record link, clicking it opens that record in a new browser tab, leaving your report results untouched in the original tab.

Drilling into a ledger account

Clicking a ledger-account cell opens the Ledger Account Detail dialog for that GL account. The dialog title shows the account in the form (account number) - description. The transactions are pre-filtered to the date range carried by the report cell.

The dialog shows the following columns for each transaction:

Column	Description
Date	Transaction date
Reference	Reference for the source transaction
Name	Name associated with the source transaction
Description	Transaction description
Debit	Debit amount
Credit	Credit amount
Balance	Running account balance

Above the grid you can adjust the Start Date and End Date, toggle Collapse By Subledger, and click Search to re-query the account over a different range. Expand a transaction row to see its individual ledger entries, and use the view (eye) icon on a row to open that entry’s source document. Click Close to return to the report.

Drilling into a source document

Clicking a document cell opens the View Ledger Document dialog for the journal entry behind that row. The dialog header shows the document’s Date, Document Number, and reference, along with name and description. The Details tab lists every GL line on the document:

Column	Description
Ledger Account	The GL account for the line (clickable — opens the account in a new tab)
Name	Name associated with the line
Reference	Reference for the line
Description	Line description
Debit	Debit amount
Credit	Credit amount

If you have the View Attachments permission, an Attachments tab is also available on the dialog. Click Close to return to the report.

6. Report Parameters Reference

Parameters vary by report. The following types of parameters appear across all reports:

Date & Time Parameters

Parameter Type	Description
Date	Single date picker
Date Range	Pre-defined or custom date range — see pre-defined options below
Month / Year	Month and year selector
Through Month	Select a month to report through
MQY Period	Monthly / Quarterly / Yearly period selector

Pre-defined Date Range options:

Option	Description
Custom	Enter a specific start and end date
Today	Current date only
Yesterday	Previous day
This Week	Current calendar week
This Week-to-date	Start of current week through today
This Month	Full current month
This Month-to-date	First of current month through today
This Quarter	Full current quarter
This Quarter-to-date	Start of current quarter through today
This Year	Full current year
This Year-to-date	January 1 through today
Last Week	Previous full calendar week
Last Week-to-date	Start of last week through today
Last Month	Previous full month
Last Month-to-date	Start of last month through today
Last Quarter	Previous full quarter
Last Quarter-to-date	Start of last quarter through today
Last Year	Previous full year
Last Year-to-date	January 1 of last year through today
Since 30 days ago	Rolling 30-day window
Since 60 days ago	Rolling 60-day window
Since 90 days ago	Rolling 90-day window
Since 365 days ago	Rolling 365-day window
Next Week	Upcoming calendar week
Next 4 Weeks	Next 4 calendar weeks
Next Month	Next full month
Next Quarter	Next full quarter
Next Year	Next full year

ID Range Parameters

Parameter Type	Description
ID Range	Filter by a single ID or a range of IDs (from / to)
Aging Range	Select an aging period (in days) and aging-as-of date; the system automatically calculates the standard aging buckets (Current, 1–X days, X+1–2X days, 2X+1–3X days, 3X+1+ days)

Lookup / Search Parameters

These fields let you search for or select a record. Customer, Customer Site Address (the customer lookup), Vendor, Product, Salesman, Job, Purchase Order, Sales Order, Sales Invoice, Service Contract, Work Order, and Flat Rate use type-ahead server search; the remaining lookups (Employee, Schedulable Employee, User, Ledger Account, Cost Center, Building, Subledger, Budget, Bank, Payroll, and the Customer Site Address dropdown) are filterable dropdowns populated from pre-loaded lists:

Parameter	Searches For
Customer	Customer account
Customer Site Address	Site addresses linked to the selected customer
Vendor	Vendor account
Product	Inventory product
Employee	Employee record
Schedulable Employee	Technician or schedulable staff member
Salesman	Sales representative
User	System user account
Job	Job Costing job
Purchase Order	Purchase order
Sales Order	Sales order
Sales Invoice	Sales invoice
Service Contract	Service contract
Work Order	Work order
Flat Rate	Flat rate item
Ledger Account	General ledger account
Cost Center	Ledger cost center
Building	Building / warehouse
Subledger	GL subledger period
Budget	GL budget
Bank	Bank account
Payroll	Payroll period

Status & Type Filter Parameters

Parameter	Options
All / Open / Closed	All, Open, Closed
Purchase Order Status	All, Open, Closed, Cancelled
Sales Order Status	All, Open, On Hold, Cancelled, Closed
Sales Invoice Type	Configured invoice types
Sales Order Type	Configured order types
Sales Order Shipment Status	All, Open, Closed
Sales Order Shipment — Shipped	All, Shipped, Not Shipped
Sales Order Shipment — Invoiced	All, Invoiced, Not Invoiced
Work Order Status	Configured work order statuses
Work Order Analysis Type	By Cost Center; By Scheduled Employee; By Cost Center and Scheduled Employee; Ungrouped
Service Type	Configured service types
Service Contract Status	Active, Cancelled, Expired, Pending Renewal, Pending Sale, Pending Start, Renewal Sent
Service Contract Type	Configured contract types
Lead Status	All, Won, Lost, In-Progress
Lead Stage	Configured lead stages
Lead Department	Configured lead departments
Lead Source	Configured lead sources
Lead Unqualified Reason	Configured unqualified reasons
Proposal Status	All, Approved, Draft, Pending, Rejected, Submitted, Withdrawn
Proposal Converted Status	All, Converted, Unconverted
Proposal Conversion Type	Work Order
Employee Status	All, Active, Terminated
Timesheet Status	All, Approved, Unapproved
Scheduled Time Off Type	Personal, Sick, Vacation
Product Category	Configured product categories
Product Type	Configured product types
Stock Code	Stock code lookup
Job Type	Configured job types
Job Cost Entry Type	Configured entry types
Equipment Item Type	Configured equipment types
Vendor Terms	Configured vendor payment terms
Customer Terms	Configured customer payment terms
Flat Rate Category	Configured flat rate categories
GL Source	GL posting source
AR Deposit Group	Configured deposit groups
Inventory Adjustment Reason	Configured adjustment reasons
Product Log Transaction Type	Inventory transaction types
Communication Type	Communication type
Communication Direction	Inbound, Outbound
Communication Priority	Lowest, Low, Medium, High, Highest
Communication Sentiment	Negative, Neutral, Positive
Communication Status	Configured communication statuses
Payroll Division	Payroll division

Other Parameters

Parameter Type	Description
Text	Free-text filter field
Number / Decimal	Numeric filter value
Checkbox	Boolean true/false toggle
Date Based On	Selects which date field the report filters by; available choices depend on the report’s context — for Sales Order reports: Due to Ship, Ordered, Promised; for Sales Invoice reports: Due Date, Invoice Date, Paid Date, Ledger Date, Shipped Date
Multiple Cost Centers	Select one or more cost centers
Multiple Service Types	Select one or more service types

7. Export Formats

After running a report (or on a custom report), three output options are available:

Button	Format	Notes
Run	On-screen grid	Interactive, sortable, collapsible groups. Aggregation totals shown at group footers. Custom reports are capped at 100 rows on screen; export to Excel or PDF for full results.
Export Excel	`.xlsx` file	Downloads immediately. Filename matches the report name.
Export PDF	PDF file	Generated asynchronously; the download starts automatically when ready.

8. Custom Report Builder

Users with the Manage Custom Reports permission can create fully custom reports from the Reports list by clicking Add.

The builder has two tabs: Configuration and Preview.

Configuration Tab

The Configuration tab walks through four steps:

Step 1 — Name and Parameters

Field	Required	Description
Name	Yes	Report name (max 255 characters) — appears in the Reports list
Category	No	Report category for organizing in the list

Parameters — Define the input fields users will fill in before running the report:

Parameter Field	Description
Label	Display name for the parameter
Type	Parameter type: Text, Boolean, Date, ID Range, Date Range, Model (lookup), or Enum (status/type)
Meta	For Model types: which model to search. For Enum types: which enum field to use
Default Value	Pre-filled default value
Required	Whether the parameter must be filled before the report can run

A new parameter row appears automatically when you start typing in the last (empty) row — there is no separate Add Row button. Use the row’s delete (trash) icon to remove a parameter.

Step 2 — Dataset & Filters

Field	Required	Description
Dataset	Yes	The data source the report queries — selected from a list of available datasets

Filters — Build filter conditions to limit the data returned:

Select a field path from the dataset
Choose a comparison operator (equals, contains, greater than, etc.)
Enter a static value or reference a parameter defined in Step 1
Combine multiple conditions with AND / OR logic

Step 3 — Columns

Define the columns that appear in the report output:

Column Field	Description
Field Path	The dataset field to display in this column
Aggregation	How to aggregate values: None, or SUM (for numeric columns)

Columns can be reordered by dragging rows up or down.

Step 4 — Groups

Define how report rows are grouped:

Each group specifies one or more columns to group by
Multiple groups create a nested grouping hierarchy
Group rows can be reordered by dragging to change the nesting order

Preview Tab

Switch to the Preview tab at any time to run the report with its current configuration and see what the output will look like before saving.

Note: On-screen report runs (both preview and full) display a maximum of 100 rows. To see all results, export to Excel or PDF.

Saving

Click Save to store the custom report. It will then appear in the Reports list and can be shared with other roles or users (see Section 9).

Custom reports are private to their creator by default. Use the Share action from the Reports list to make a report visible to others.

Field	Description
Roles	Select one or more roles — all users in those roles will see the report
Users	Select specific individual users who should have access

Sharing changes take effect immediately. Shared reports are read-only for recipients — only the owner can edit or overwrite a custom report. The Manage Custom Reports permission is required to create or edit custom reports, but it does not grant edit rights over a report that was shared to you as read-only. Only the owner can delete it.

10. Permissions

Permission	Description
Per-report permissions	Each built-in report has its own permission entry in the Reports permission category. Your role must be granted the specific report permission to see and run that report.
Manage Custom Reports	A Utilities-category permission required to use the report builder and to create, edit, delete, and share custom reports. Editing applies to reports you own — reports shared with you or your role are read-only in the list (the Edit action is disabled). Deleting a report additionally requires being its owner.

Built-in report visibility is controlled by per-report permission entries (permission category: Reports), not by module-level permissions. Contact your system administrator to adjust which reports each role can access.

11. Worked Examples

Example 1: Running the Built-In Schedule of Accounts Payable Report

Scenario: Sarah (Controller) needs to review outstanding vendor invoices to plan cash flow for the next 30 days.

Step 1 — Open the report:

Navigate to Reports in the sidebar.
Expand the Accounts Payable module group.
Click Schedule of Accounts Payable.

Step 2 — Set parameters:

Aging Bucket Interval = 30 (the default — creates buckets: Current, 1–30, 31–60, 61–90, 91+).
As of Date = 02/28/2026.
Aging Date = 02/28/2026.
Start ID / End ID = (leave blank to include all vendors).

Step 3 — Run and review:

Click Run. Results list invoices grouped by vendor, with a subtotal per vendor and a grand total at the bottom. Each detail row shows Vendor ID, Name, Invoice Date, Due Date, Invoice Number, Prepayment, Balance, Current, and the aging-bucket columns (1–30, 31–60, 61–90, 91+):

Vendor ID	Name	Balance	Current	1–30	31–60	61–90	91+
V100	FastPipe Supply	$3,550.00	$2,350.00	$1,200.00	$0.00	$0.00	$0.00
V101	Industrial Electric	$5,000.00	$5,000.00	$0.00	$0.00	$0.00	$0.00
V102	ABC Controls	$4,800.00	$0.00	$4,800.00	$0.00	$0.00	$0.00
…12 more vendors…
Grand Total		$34,700.00	$18,450.00	$12,300.00	$3,200.00	$750.00	$0.00

Sarah notes: $18,450 currently due + $12,300 coming due in 30 days = $30,750 cash needed in the next month.

Step 4 — Export:

Click Export Excel to download for the weekly cash planning meeting.
Click Export PDF to file with the February month-end package.

Example 2: Building a Custom Work Order Profitability Report

Scenario: Tom (Service Manager) wants a report showing profitability by service type for all completed work orders, so he can identify which types of work are most profitable. No built-in report has this exact view.

Step 1 — Create the custom report:

Navigate to Reports and click Add (requires Manage Custom Reports permission).

Step 2 — Configure Step 1 (Name and Parameters):

Name = WO Profitability by Service Type.
Category = Service.
Add parameters:
- Parameter 1: Label = “Date Range”, Type = Date Range, Required = ✓
- Parameter 2: Label = “Service Type”, Type = Enum (Service Type), Required = ✗

Step 3 — Configure Step 2 (Dataset & Filters):

Dataset = Work Order.
Add filters:
- Field: completedDateTime → Operator: Is Greater Than Or Equal To → Value: Date Range parameter (start); add a second filter Field: completedDateTime → Operator: Is Less Than Or Equal To → Value: Date Range parameter (end) (there is no “within” operator — a date range is expressed as two bounds)
- Field: isInvoiced → Operator: Is Equal To → Value: true (work orders are marked invoiced via this boolean; workOrderStatus is a related record, not the text “Invoiced”)
- Field: serviceType → Operator: Is Equal To → Value: Service Type parameter (optional)

Step 4 — Configure Step 3 (Columns):

Add the following columns:

# Field Path Aggregation
1 serviceType.name None
2 humanId None
3 customer.name None
4 totalSaleAmount SUM
5 totalCostAmount SUM
6 Gross Profit % (gpp metric) None

#	Field Path	Aggregation
1	serviceType.name	None
2	humanId	None
3	customer.name	None
4	totalSaleAmount	SUM
5	totalCostAmount	SUM
6	Gross Profit % (gpp metric)	None

Step 5 — Configure Step 4 (Groups):

Group by: serviceType.name (creates a section per service type with subtotals).

Step 6 — Preview and save:

Switch to the Preview tab. Enter Date Range = “This Quarter” and click Run.

Results show:

Service Type	WO Count	Total Sale	Total Cost	Gross Profit	Avg GP%
HVAC Repair	42	$38,500	$14,200	$24,300	63.1%
Plumbing	18	$12,400	$5,800	$6,600	53.2%
Maintenance	31	$22,100	$8,900	$13,200	59.7%
Install	8	$65,000	$42,000	$23,000	35.4%

Click Save.

Step 7 — Share with managers:

From the Reports list, click Share on the new report.
In the Share Report dialog, use the Roles and/or Users multi-selects to grant access. For this example, select Roles = Service Manager, Operations Manager (the role names shown here are illustrative — pick the roles or individual users that apply to your organization).
Click Save. The selected roles and users get read-only access: they can run and export this report, but cannot edit it.

12. Business Rules

Rules are grouped by category. Each rule has an ID for cross-referencing.

Constraints

BR-RPT-C1: Required Parameters — Required report parameters must be filled before the report can run.
BR-RPT-C2: Read-Only — Reports never write data back to any module; they are strictly read-only consumers.

Automations

BR-RPT-A1: Pre-Defined Date Ranges — Date parameters auto-update for ranges like “This Month,” “Last Quarter,” “Year to Date.”
BR-RPT-A2: Aggregation Rows — Group footers auto-calculate totals, sums, and counts.

Workflows

BR-RPT-W1: Report Lifecycle — Select Report → Set Parameters → Run → Review Grid → Export (Excel/PDF).

Cross-Module Effects

BR-RPT-X1: Universal Data Consumer — Reports read from all modules: GL, AP, AR, Inventory, JC, Service, CRM, Payroll.
BR-RPT-X2: Sharing by Role — Custom reports shared with a role are visible to all users assigned to that role.

13. Troubleshooting / FAQ

Q: The report won’t run — “required parameters must be filled.” One or more required parameters are empty (BR-RPT-C1). Check all parameter fields marked as required and fill them before clicking Run. Date range parameters often use convenient shortcuts like “This Month” or “Last Quarter.”

Q: My custom report isn’t visible to other users. Custom reports are private by default (BR-RPT-X2). Click Share on the report and select the roles or individual users who should see it. Shared access is read-only — only the owner can edit the report; only the owner can delete it.

Q: The data I need isn’t available as a dataset in the Custom Report Builder. Not all system data is exposed as a dataset. If the dataset dropdown doesn’t include what you need, contact your administrator to request a new dataset be configured on the server side.

Q: Report totals don’t match what I see in the module. Check the report parameters — date range, status filters, and entity filters determine which records are included. A mismatch usually means the report parameters are narrower or broader than what you’re comparing against in the module. Also verify the As of Date and Aging Date for aging reports.

Q: I can’t edit a shared report that someone created. Editing a custom report requires the Manage Custom Reports permission, and you can only edit reports you own — reports shared with you are read-only, so the Edit action is disabled for them. Only the owner can delete a report. If a report was shared to you and you need changes, ask the owner, or create your own copy with the adjustments you need.

Q: Group subtotals aren’t showing on my custom report. Ensure you configured a Group By field in Step 4 of the report builder. Aggregation rows auto-calculate for grouped reports (BR-RPT-A2). Also check that the column aggregation settings (SUM, COUNT, etc.) are set correctly.

13a. Financial Report Notes

Income Statement

The Income Statement report displays the selected Cost Center at the top of the report output, making it clear which department or division the statement covers when filtering by cost center.

Balance Assertion

The GL posting system includes balance assertion with detailed GL entries across all posting flows. When journal entries are posted from any module (AP, AR, Service, Payroll, etc.), the system validates that the resulting GL entries balance correctly, and the detailed individual entries are included in the assertion for full audit traceability.

14. Tips & Notes

Date range shortcuts: Pre-defined date range options like “This Month-to-date” or “Last Quarter” update automatically — you do not need to change dates each time you run the report.
Aging reports: For aging-based reports, the Aging Range parameter lets you set a custom aging period (number of days per bucket). The system then calculates all four standard buckets automatically.
Collapsible groups: Report results with multiple grouping levels can be collapsed at any level. Click the group header row to toggle that group’s detail rows open or closed.
Excel vs. PDF: Excel exports are best for further analysis or data manipulation. PDF exports are best for printing or sharing a formatted version of the results.
Custom report datasets: Not all data in the system is available as a dataset. If you need data that does not appear in the Dataset dropdown in Step 2, contact your administrator to request a new dataset be configured on the server side.
Parameter linking: In custom reports, a filter condition can reference a report parameter (instead of a hard-coded value). This lets users provide the filter value at runtime — for example, a “Customer” parameter that filters the dataset to only that customer’s records.
Report sharing and visibility: A custom report you create is only visible to you until you share it. Once shared with a role, every user in that role will see it in the Reports list under its category.
Editing shared reports: A custom report can only be edited by its owner; reports shared with a role or individual user are read-only, so the Edit action is disabled for recipients. Only the owner can delete it. Shared users can run and export a shared report but not modify its configuration.