Running and exporting reports
Reporting is the last item in the navigation. It reads across the modules you license, previews on screen, and exports to CSV or Excel by download or email.
The reports list
Open Reporting. Reports are grouped in one card per module (Receipts, Customers, Products, Inventory) with a count such as "3 reports". Only reports you may run are listed, so the page is different for each person. If nothing is available: "No Reports Available — Reports appear here for the modules your organisation has licensed and you may view."
The report screen
A header card names the report, describes it and badges its module.
Choosing a period
Reports that take a period show From and To fields with four presets: Today, 7 days, Month (from the first of this month) and 30 days. The default is the last 30 days including today.
- Tap a field to open a calendar-and-time sheet. Pick a date for a whole day, or a date and time for a precise moment. "A bound with no time covers the whole day."
- Times are in your time zone if you set one on your Profile, otherwise the organisation's. The caption says which: "Times are Region/City, your organisation's time zone."
- If the start is after the end the caption turns red ("The start must fall on or before the end.") and nothing runs.
- Reports with no period (Customer Directory, Price List, Stock on Hand, Out of Stock) show no date fields and run at once.
There is no Run button. The report runs whenever the period or a filter changes.
Filtering
A report that offers column filters shows them under the period, one control per column, with Clear Filters beside the heading once any is set. Three kinds of control:
- A text box keeps the rows whose value contains every word you type, in any case and in any position: anita keeps every Anita, anita persaud keeps the ones whose name also has "persaud". Words never match a blank value, so where the column can be empty a Blank Only checkbox sits under the box: tick it to keep only the rows with nothing there (the box is then ignored).
- A drop-down keeps the rows matching the choice; Any is no filter.
- A Min / Max pair keeps the rows whose number lies between the two, inclusive, either side optional. Amounts are in the organisation currency. If a minimum is above its maximum the caption turns red ("A minimum must not be above its maximum.") and nothing runs.
Filters combine with the period and with each other: a row must pass all of them. The preview subtitle adds "filtered" while any is set. Exports carry exactly the filtered rows; the Excel "About" sheet, the email and the audit entry record the filters used. Today the Receipts Register offers filters; the other reports take only a period.
The preview
The Preview card shows the rows in a scrolling table on a desktop screen, or as label/value blocks on a phone. Rows come 25 to a page: under them, "Page 1 of 4 · 92 rows" with Previous and Next turns the pages, exactly as the list screens do, and a report that fits on one page shows only the count. Changing the period or a filter starts again from the first page. The subtitle counts every row in the report and repeats the period and zone. Money is formatted in the organisation currency, dates in your zone, and yes/no columns as Yes and No. Where a column names a record you can open (the Receipt column of the Receipts Register), an arrow beside the value opens it — in a new tab on the web, so the report stays put. Exports carry the text only. An empty result reads "Nothing in this period."
Exporting
| Button | What happens | Where |
|---|---|---|
| CSV | Downloads a CSV file (UTF-8 with a byte-order mark, so Excel opens accented names correctly). | Web only. |
| Excel | Downloads an .xlsx workbook: typed cells, a bold frozen header with filters, money and date formats, plus an "About" sheet recording the report, organisation, period, filters, time zone, currency, row count and when it was generated. | Web only. |
| Email… | Opens "Email This Report" with a Send To address (yours by default; enter another if you like) and an Excel or CSV choice. The file is attached to the message. | Everywhere. On Android and iOS this is the only export route, because the apps have no file download in this release. |
- Exports are never truncated; every row in the period that passes the filters is included.
- Money is exported in major units with the currency in the column label, for example "Total (USD)".
- Files are named after the organisation, the report and the period.
- Every export is written to the organisation's audit log with the report, format, period, filters and recipient. Running a preview is not.