Using the Reports Menu Version

Contents

Overview

A robust set of reporting capabilities is available in Sourcing and Contract Management, including predefined reports and a report writer for creating your own custom report definitions. Sourcing and Contract Management maintains completed reports in a common location (My Archived Reports) so that you can view or print them when needed.

The reporting feature is available from the Reports menu.

• From the main Contents, select Reports.

The options on the Report menu are:

• My Report Definitions - custom report definitions that you have created, or that a colleague has created and shared with you.
• My Archived Reports - output for reports that you have run.
• Standard Report Definitions - report definitions provided by . You can run reports using the report definitions as they are, or copy report definitions, and edit them to produce "semi-custom" reports that meet your own requirements.
• Browse Report Dictionary - lists Report Objects and fields that are available for creating reports (and are also used in the standard report definitions).

About Report Objects

• A report object is a logical view into the database.
• Report objects combine related data from database tables.
• Each report definition uses a report object to identify the data for the report.
• Report objects have associated fields that you can select when you create a new report definition.

Filtering the list of reports and report objects

A filter on the list of report objects and report definitions lets users display only reports and report objects for Sourcing and Contract Management. The filter is at the end of the list of reports and report definitions (Figure 1).

• Clicking the Yes field displays only reports or report objects relevant to Sourcing and Contract Management.

Figure 1 - The Report Definitions Panel with the Sourcing and Contract Management Filter

Access to Reports

Your ability to create, run, and view reports depends on whether a report profile is assigned to your Sourcing and Contract Management user ID; and if so, which report profile. A report profile limits the reports that a user can access, so that not all users at a site may be authorized for all reports. If you need access to reports, see your site's System Administrator.

Reports are also subject to a user's Data Profile. You can only run reports on data that you are authorized to work with.

My Report Definitions

My Report Definitions (Figure 2) is the list of custom report definitions that you (or a person at your site) created.
(For instructions on creating custom reports, see Creating Custom Reports.) You can run and print reports from the My Report Definitions list.

Figure 2 - A List of Reports in My Report Definitions

The user ID of the person who owns the report is in the Owner column. If the report is available for others (besides the owner) to use, Yes appears in the Shared Report column.

The Menu next to each report on the list contains various actions:

• Print Report - Runs a report based on the report definition and makes the report available for viewing or sending to a printer.
  - If the report has parameters that you must specify when you run it (e.g., fiscal year), the Report Selection Values panel opens. (Otherwise, this panel does not appear.) Use the panel to select a value.
  - Click Submit. A message that the report has printed appears.
  You can view the report from Completed Reports or from My Archived Reports.
  
  
• Job Scheduler - Opens the job scheduler so that you can set up the report to run on a schedule; for example, "Every Friday at 12:00 PM."
  See Set Up Schedules for Batch Jobs.
  
  
• Completed Reports - Displays a list of iterative runs of a report.
  
  
• Selection Builder - Lets you refine selectable fields for the report.
  - Refining the selectable fields lets you capture more specific data in a report. For example, if Vendor No is a selectable field for a report, using the selection builder, you could add "Vendor No EQ Primary Vendor." The report would then generate data for every vendor that is a primary vendor. Click Help on the Selection Builder panel for details.
  
  
• Print Preview - Displays the layout for the report.
• Edit - Opens the editor.
• Copy - Copies the report definition.
• Delete - Deletes the report definition.

My Archived Reports

My Archived Reports (Figure 3) is the list of reports that have run since the last time the list was purged. The Menu next to each report lets you view (and print) or delete the report.

Figure 3 - My Archived Reports

To view and print reports in My Archived Reports,

1. From the main Contents, select Reports > My Archived Reports.
   The system displays a list of the reports that you have run. (See Figure 3).
   If a report is still running, the message Print standard report running appears on the list in front of the report.

2. Wait a few minutes to let the report finish running, then click Refresh.
   The message disappears, and you can open your report.

3. Click View Report (or select Menu > View Report) to see your report.
   Adobe Acrobat Reader opens, showing your report.

4. Click the printer icon on the Adobe Acrobat Reader toolbar (or select File > Print) to print your report.
   The Print Dialog box appears.

5. Select the printer and other options and click Print.
   Your report prints on your system printer.

6. To close Adobe Acrobat Reader, click the X in the upper right-hand corner.

To delete a report from My Archived Reports,

1. From the main Contents, select Reports > My Archived Reports.
   The system displays a list of the reports that you have run. (See Figure 3)
2. Locate the report that you wish to delete. Select Menu > Delete.
   The system asks you to verify that you wish to delete the report.
3. Click Delete.
   The report disappears from the list.

Standard Report Definitions

Standard Report Definitions (Figure 4) contains report definitions created by . You can copy these report definitions, and then edit or change them as needed. The menu for each report definition is the same as the menu for My Report Definitions.

The list of report definitions is different depending on whether your site has Sourcing and Contract Management as a stand-alone system, or whether you also have the  ERP applications: Materials Management and/or Accounts Payable/General Ledger.

Figure 4 - Standard Report Definitions

Browse Report Dictionary

The Report Dictionary (Figure 5) contains all the report objects and report fields that you can use in creating or editing report definitions. The lists are in alphabetical order, and are sortable. The list is different depending on whether your site has Sourcing and Contract Management as a stand-alone system, or whether you also have Materials Management, Accounts Payable, and General Ledger.

Figure 5 - Browse Report Dictionary Panel

• To view a report object's fields (from the Report Objects tab), click View Fields.
• To view the report objects that contain a field (from the Report Fields tab), click View Objects.

Purging Obsolete Archived Reports

You can purge old reports from the Archived Reports panel. The System Administrator at your site may wish to run a weekly purge of the archived reports list so that it doesn't become unwieldy. If you need access to reports on the list for an indefinite period of time, you may wish to speak to your administrator.

Setting the Reporting Year and Period

The year and period for running reports is set on the Organization Edit panel.

1. From the main Contents, select Administration > Region/Org/Departments > Organizations.
   The list of organizations appears.
2. On the Organization list, locate the organization of interest and hover over the organization number.
   The Organization Info panel appears.
3. Click the edit icon .
   
4. In the right-hand column, locate the fields Reporting Year and Reporting Period.
   Enter the year and period for which you wish to run reports.
5. Click Submit. The system returns you to the Organizations list.

Note: You must have the proper authorizations set in your user profile to edit an organization record.

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