Reports: navigation, filters, and custom reports

Reports at /reports is one workspace. Every report opens inside the same frame, with a navigation of all reports beside it. This page explains that frame, the filter bar the statements share, and how to create, save, and open a custom report. The statements themselves, taxes, and currency rules are in Taxes and financial reports.

#The Reports navigation

On a wide screen (1024 pixels or more) the navigation is a column on the start side of the page. It stays in view while the report scrolls, and it scrolls by itself when it is taller than the window, so every report is reachable at any window height. The report you have open is highlighted and is brought into view when you arrive from a link or switch reports. On a narrower screen it becomes one select, Choose a report, at the top of the page.

The reports are grouped, from the top:

You only see the reports you could open. A report whose module you do not hold is not listed: AR Aging and Deferred Revenue need Invoices, AP Aging needs Vendor Bills, and the tax reports need Taxes. A workspace that never chose a country is treated as a United States one. A country with no country specific returns sees only the reports every country shares.

Switching reports keeps your choices where the next report reads the same filters. Moving from Profit & Loss to the Balance Sheet keeps the period, the comparison, the basis, and the presentation currency. Anything the next report does not read is dropped.

#The filter bar

The statements share one filter bar, drawn as a single row of labelled controls. The same bar appears on the aging reports in a shorter form. Each control carries its name beside it, and all of them are the same height.

The four view options are toggle buttons. Off, a button is plain. On, it is filled and shows a check mark, and it reports its state to assistive technology.

The bar offers only what a report can use:

• The AR Aging and AP Aging reports are a point in time. They show the date range (or one As of date) and the amount scale, and leave out comparison, sort, journals, and the toggles.
• The Trial Balance has no comparison columns, so it does not offer a comparison.
• The Cash Flow reads every cash and bank movement whatever the basis, so it does not offer Cash basis.

The other reports, such as the ledgers and the returns, have the controls their own pages need, such as a range picker.

#Ask Agaro to customize your reports

The navigation ends with Ask Agaro to customize your reports. It is shown where the Agaro Agent is available to you. Select it and the Agent opens with a starter message in its composer: "Help me customize my reports. I would like a report that shows". Finish the sentence and send it. The Agent also knows that you are on Reports and want a new custom report, different columns or filters, or a saved view. Nothing is sent until you send it.

A report the Agent builds is Studio data. Its change is prepared for you to review, and it is created only when the change is applied. A report always runs as the person who opens it, with their own access, whoever built it.

#Create a custom report

There are two kinds of custom report.

#Custom reports (report definitions)

Use these for a financial report built from your chart of accounts. Open Planning, Custom Reports, at /reports/definitions.

1. Select New custom report. Only a SUPER_ADMIN or MANAGER sees the button.
2. Enter a Name and a Code, and choose the Report type: Custom, Balance sheet, Profit and loss, Cash flow, or Tax.
3. Fill in the First report line: a line label, a line code, an expression label, and the Calculation. The calculation is an account code prefix, tax tags, a report domain, an external value, or a registered function. The Formula field tells you what to enter for the one you chose, for example a chart account code prefix such as 4 for revenue accounts.
4. Save. The report is created and opens at its own page.

The Add built-in reports button adds the three financial statements that ship with the product to the list as report definitions.

To open a saved definition, select its row in the list. Choose the Report period and the report runs for it. A definition needs at least one line before it can produce figures. If a line cannot be computed, the page lists it under Some lines could not be computed.

#Reports from your own data (the report builder)

Use these for a report over any module's records: choose the source, group it, chart it, and share it. Saved reports are listed in Your reports on the Reports overview, once at least one exists, and in the report builder at /reports/custom.

1. Open the builder and select New report. Only a SUPER_ADMIN or MANAGER can build reports.
2. Optionally describe the report under Describe it and select Draft with AI, where AI is set up for the workspace. It drafts the report from the data you can read. Read it and change what you like.
3. Name the report and choose its Source, the records to report on.
4. Choose What to show: a list of records (choose columns) or a summary (choose groupings, measures, and a chart).
5. Set the Period and filters. A period reads one date field. Filters have a field, an operator such as is, contains, or is between, and a value.
6. For a summary, group by up to two fields (a date is grouped by day, week, month, quarter, or year) and add measures such as a count, sum, average, highest, or lowest. Money is never added across currencies.
7. Choose the Sort by and the chart: Bar, Line, Area, Pie, Numbers, or Table only. The builder tells you if a choice does not fit, for example that a line chart runs over time and needs a date grouping.
8. Under Shared with, choose the roles that may see it. You and the Super Admins always see it. Sharing never gives anyone data they cannot already read.
9. Check the Preview, which shows the report with your own access, then select Save.

Saving opens the report at /reports/custom/[id]. From there you can Edit it, export it as CSV, or print it or save it as a PDF. Anyone it is shared with opens it from the Reports overview or from the builder list, and sees it with their own access. If their access does not cover all of the records, the report says so instead of showing partial figures.

#Common problems