Creating Custom Reports Using Report Builder

Creating Custom Reports Using Report Builder

Overview

Report Builder in iVendNext lets you create custom reports easily—no technical skills needed. From sales summaries to inventory updates, it helps you pull and format data quickly. This article guides you through building a report, choosing fields, adding filters, and organizing info for clarity.



1. Accessing Report Builder

To begin creating a custom report:


  1. Navigate to the module where you want to generate the report (e.g., Sales, Stock, or Accounts).

  2. Click on the Reports section.

  3. Select Report Builder from the available options.


Note: Ensure you have the necessary permissions to create or modify reports.



2. Selecting a Base Document

Before adding fields, you must choose a base document (e.g., Purchase Invoice, Sales Order, or Item). This determines which data will be available for your report.


  1. Click on New Report.

  2. Select the relevant DocType (e.g., "Purchase Invoice").

  3. Provide a Report Name (e.g., "Monthly Purchase Summary").



3. Adding Fields to the Report

The Pick Columns feature allows you to select which fields appear in your report.


Steps:

  1. Click Add Column.

  2. Choose from available fields (e.g., Supplier, Date, Grand Total).

  3. For child table fields (e.g., Items, Taxes), ensure you understand their impact (see Troubleshooting below).


Pro Tip: Avoid selecting multiple fields from child tables unless necessary, as this can cause duplicate entries.


Quote: Use Custom Label to rename columns for clarity (e.g., "Invoice Date" instead of "Posting Date").



4. Applying Filters

Filters help narrow down data to meet specific criteria.


Common Filters:

  • Date Range (e.g., "Last 30 Days").

  • Status (e.g., "Submitted" or "Draft").

  • Supplier/Customer (for purchase/sales reports).


Steps:

  1. Click Add Filter.

  2. Select the field (e.g., "Posting Date").

  3. Set the condition (e.g., "Between [Start Date] and [End Date]").


Note: Unlike Query/Script Reports, Report Builder does not support dynamic filters.



5. Sorting and Grouping Data

Organize your report for better readability:


Sorting:

  • Arrange data in ascending or descending order (e.g., "Sort by Invoice Date").


Grouping:

  • Group similar entries (e.g., "Group by Supplier").


Steps:

  1. Click Sort & Group.

  2. Select the field for sorting/grouping.



6. Previewing and Saving the Report

Before finalizing:


  1. Click Preview to check the report format.

  2. Adjust columns, filters, or sorting if needed.

  3. Click Save to store the report for future use.


Highlight: Always preview to ensure no duplicate rows (caused by child table fields).



7. Troubleshooting Common Issues

Here’s a quick look at some common issues you might run into.


Issue: Duplicate Entries in Report

Cause: Selecting fields from a child table (e.g., Items or Taxes) can create multiple rows for the same document.


Solution:

  • Scroll to the far-right columns to identify the child table field causing duplicates.

  • Remove unnecessary child table fields or consolidate data using Jinja tags (see Fetching Child Table Values).


Issue: Missing Data

Cause: Incorrect filters or permissions.


Solution:

  • Double-check filter conditions.

  • Verify user access to the selected DocType.



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