Get a deeper understanding of your sales, purchases, inventory and financial data using more than 60 customisable DEAR reports. If you are unsure which report is best suited for your needs, you may find the Report Fields Reference helpful in finding what you are looking for.
If there is a report type that you would like to see in DEAR, make a suggestion on the DEAR feature request forum or vote on existing suggestions. DEAR developers use feedback from our users to make decisions on what to include in future releases and updates.
- Getting Started Guide – DEAR must be populated with data and have recorded transactions in order to generate most Reports.
Table of Contents
- Generating a Report
- Filtering a Report
- Searching a Report
- Exporting Report Data
- Publishing a Report
- Scheduled Reports
- Report Permissions
Generating a Report
The Reports module is accessed from the left-hand menu. Click the Reports button to be taken to the list of available report types. Click a report name to open it.
Frequently used reports can be saved as Favourites by clicking the star next to the report name. Favourite reports will appear at the top of the screen for easy access. To remove a report from the Favourites list, simply click the star next to the report name again.
The next step is to select the input for the report. Typically, you will be able to choose the time period (month, quarter, year, etc.) and sometimes currency. However, this can vary depending on the report. Click Update after changing the inputs to show the new output data.
NOTE: Decimal places shown in numeric data on generated reports are set via the Maximum decimal places in quantity setting under General Settings → Organisation.
Customising a Report Layout
Available fields are displayed along the top of the report screen, where they can be dragged and dropped to change the layout of the report. Column order can be changed again by dragging and dropping – the report will automatically adjust the column data. Click Configure Layout to see additional report fields you may want to include and also rearrange the layout rows and columns.
NOTE: Customisation is limited to reordering/adding/removing the column headings and applying filters. It is not currently possible to generate fully custom reports in DEAR.
You can see an explanation of what each layout field refers to by expanding the Fields Specification for a report.
Data Headers display data that has been calculated during report generation. This usually refers to totals or other calculated financial information. Hover over the icon to the left of the Data Headers text to show the drag/drop fields. These are the Data fields you can see on the right-hand side of the report. In the Configure Layout window, data headers have text on the right, rather than the left. They can only be dropped in the Data Headers section.
When you are happy with your layout, remember to click Save Layout As to be able to use your customised layout in the future. You cannot save over the default report layout.
Check Defer Layout Update to ensure report does not auto-generate while you are dragging and dropping fields. clicking Update will then apply all of the layout changes at once.
NOTE: Use Reset Layout to undo changes to the default layout or any of your custom saved layouts.
Filtering a Report
NOTE: Data headers cannot be filtered.
Let’s say in your Inventory Movement Summary Report, you want to view the Products in your Main Warehouse location only. To filter the report accordingly:
- Filter the Location by Main Warehouse. Ensure that all other locations are NOT selected. Deselecting Show All will deselect all locations quickly.
- Click OK.
The above procedure is applicable to all other reports.
Applying Advanced Report Filters
To apply advanced filters and filter data from a pivot table:
- Click Custom Filter or right-click anywhere in the headers section of the report and select Show Prefilter.
- On the PivotGrid Prefilter window, select the preferred filter.
The Prefilter box contains the following details:
- Operand – Select AND, OR, NOT AND or NOT OR from the list of operands.
- Data source field – an editable field containing the list of data source fields. Select the required field, e.g. Product, Location and SKU, from the list.
- Criteria operator – Greater than, Less than, Equal to, Begins with are all examples of available criteria operators.
- Value – the value to compare with the criteria operator.
- Add group – Click the operand and select Add group to add a sub-operand to the prefilter.
- Add condition – Click the operand and select Add condition, or press the grey + symbol to add more conditions to the filter.
IMPORTANT! The PivotGrid Prefilter value field auto-fills with field values from your inventory. This makes it difficult to input values for the 'Begins with', 'Ends with', 'Contains' and 'Does not contain' criteria operators, such as filtering by Suppliers beginning with 'A', without auto-filling the field. There are some methods to make this work:
- DELETE (not backspace) the extra text, and click out of the value box
- Backspace through the extra text and IMMEDIATELY press Enter before it auto-fills again.
- (Mac) Choose an operator that lets you type in arbitrary text, then change the operator to the operator that pre-fills values. Do not click on the value field, and the old value will stay.
We are aware that this is an annoying feature, unfortunately, PivotGrid Prefilter is a third-party plugin and there is nothing DEAR developers can do to change how it operates.
I was following the instructions for how to get around the PivotGrid Prefilter value field auto-filling with field values from my inventory. Unfortunately, none of the options work on a Mac, at least in the Safari browser. I was able to eventually get around the problem by choosing an operator that let me type in arbitrary text and then later change it to one that pre-fills values. As long as you don't click in the value field, the old value will stay. Just passing this other option along in case you want to add it to the text.
Searching a Report
Search a report by entering your search text into the box at the top-right of the report screen. Data Headers cannot be searched. Using the search box works at the database level and is more efficient than the PivotGrid Prefilter.
The search box also allows you to search by fields not visible on the report, such as the additional attributes and Note area on sale/purchase orders.
Exporting Report Data
You can export the data to Excel, PDF or Rich Text Format for further analysis. When saving to Excel, you can choose to export it with or without totals. Export is available for most, but not all, report types.
Select Export from the top of the report screen and choose a data format. Save your file to download the data to your device.
NOTE: Decimal places for numeric data shown in printed reports are set via the Maximum decimal places in quantity setting under General Settings → Organisation.
Publishing a Report
Some Financial reports (e.g. Trial Balance, Balance sheet) offer the option of publishing the report in DEAR to be referred back to later. This option, if available, is shown at the top of the report screen. Publish will save a snapshot of this financial report and its settings where the data cannot be changed.
Published reports can be accessed from the top right of the reports screen in the Published. Reports that have been saved but not published will appear in the Draft tab.
Reports can be removed from the Published tab by pressing the red delete icon to the right of the report. To remove the report from the Published tab, but still save it, enter the report, then click Archive to move it to the Archived tab.
Adding Notes to Reports
Cell footnotes can be added to Reports that can be published (some Financial reports).
Hovering over a data cell will cause an arrow to appear, click the arrow to show a dropdown menu and click Add a footnote. You will then be able to enter text in the notes field below the report. Notes text will be saved to draft or published reports.
Reports can be run daily, weekly or monthly, and sent to those who need them directly from within the Automation module. Not all reports are available for scheduled reporting, but more will be added in future DEAR releases. See Report Scheduling for more information.
NOTE: Access to the Automation module requires adding a subscription to the module to your DEAR Inventory paid plan. See Adding Trials of the POS, B2B, API and Automation Modules to Paid Plans for details.
DEAR separates reports into the following categories:
- Fixed Assets
- Audit (covered under Audit permission).
Users with permissions to set other user permissions can choose to give read-only or full access to any of these categories of report.
- (Read-only) View reports. Move columns and save new layouts. Apply filters. Change visible date range.
- (Full Access) Reset layout to default. Add new column headings to layout.
See Managing Users and Roles for more information about setting user permissions.