Setting up reports in Rise Business

By Rise SA Team, July 11, 2024

Each company is a set of processes. To successfully run a business and get the desired results, you need to manage them competently.

Information about the company's processes is summed up and displayed in reports. By accessing them for the latest info about the company's affairs, the management must make correct decisions in a timely manner in order to keep the company competitive. Rise Business contains numerous reports and provides tools for configuring and adapting each of them to solve a specific management task.

In this article, you will find out how to set up reports in Rise Business:

How to filter and sort them
Change the report structure
Manage the appearance
Save the resulting report options

As an example, we will use Gross profit of the Enterprise. This report allows you to analyze the financial result of the current or previous period. It shows data by business units, managers, and analytical groups. Let’s start with the report options. There are many options to run this report: we can see gross profit by customers, by vendors, by the whole enterprise or the company, and so on. You can run the required report right from the original one.

Every report has parameters the user has to fill in before generating the report. Parameter values narrow down the search for data and display only what the user needs in the report. In this case, I can select the period and filter the report by a particular business unit or manager. To add more filters, you can click Settings… and select the Advanced settings.

FILTERS

On the first tab of this form, you can set up and apply various filters. You can add your own filters, if required. For that, just click "Add filter" and select the value from the list. For example, I can add a filter by company.

Let’s take a look at condition options:

Equal to
Not equal
In list
In list group
In group
Not in list
Not in list group
Not in group
Filled
Empty

"Equal to" allows you to filter the report data by one object. Let's set the Company field to "Equal to", and select Mars Venus from the list. Click Close and generate. Now we can check what it looks like. In the report settings, we can see the filter by company:

Back to the settings. What if we select "Not equal" this time? Now the report shows data by all companies in the system except for Mars Venus.

Ok, but what if I want to filter this report by several companies, not one? I can select "In list" and add as many companies as I want to.

Next, "In group" means you can filter the report by objects included in one group. Let’s check it on business units. As you can see, we have several groups of business units; all of them which include subordinate business units. We can select one of these groups.

To select more than one group, use the "In list group" condition. Add one more group of business units and click ОК. In the report header, in the "Business unit" field, you will see all the selected settings. If you open the list of business units in the field, you will see the same form where you can select the required values.

"Filled" means that the field contains a value (any value). "Empty" means the value is not selected. For example, if I want to see information in the report only by orders for which the manager is not specified, I can set the "Manager" value to "Empty". Now the report displays only orders with no manager specified (the "Manager" field is empty).

All conditions with the "not" particle work the opposite way compared to the original ones. "Equal" – "Not equal", "In list" – "Not in list", "Empty" - "Filled", and so on.

If you want, you can display or hide the report filters. You can do it by selecting the required value in the column on the screen. Select the required line and specify how to display this parameter:

In report header
Checkbox in report header
In report settings
Checkbox in report settings
Do not show

For example, the business unit is displayed in the report header ("star"), and the company is displayed only in the settings ("line"). On the screen below, Business unit is displayed as a filter in the report header, and Company is not. To add filter by company to the header as well, change the "line" to the "star".

If you want, you can also change the filter title as well by specifying the required name in the "Title" column.

FIELDS AND SORTS

On the "Fields and sorts" tab, you can edit the order of fields, their display, and sort the report data. In the structure of fields, I have the "Discounts" group, which is not enabled and therefore not displayed in the report.

Let’s enable it and generate the report. Now, the "Discount" column appears.

Now change the order of columns. For example, I want the "Discounts" group to go after the "Product cost", so I move it down.

As you can see, the order of columns changes accordingly.

If you want, you can add your own fields to the report from the list of allowed values.

On the right part of the screen, you can specify how exactly to sort this report. For example, currently it is sorted by Gross profit in descending order. So, in the report we have bigger values first, then smaller values, and negative values at the end.

By switching the "ascending/ descending" values, you can change the sorting order.

You can add another object for sorting, for example, Manager, but do not select two sorts at a time, it will not work this way.

APPEARANCE

Let's move on to appearance. On this tab, you can edit the presentation of your report: change the text or background color, the border style, the font, the indent, and other things. You can also specify when exactly these conditions must be applied and whether they must apply to the whole line, or to a particular cell only.

Let’s take this <Sales without order> field as an example.

Let’s check how exactly we can customize it. In the "Appearance" settings, it is specified that the background color will be gray, and the text must be changed to "<Sales without order>".

On the "Condition" tab, you specify when these changes will be applied. In this case, the background color and text will change only if the "Sales order / Sale" field value is empty.

On the "Formatted fields" tab, you can specify whether the appearance will be only applied to one or several fields (in this case, you specify the values) or to the whole report line (if nothing is specified).

STRUCTURE

On the "Structure" tab, you can change the order of report groupings. First, the report displays data of the upper grouping, then they are detailed by fields of the lower grouping, and so on. With the report structure shown in the figure, the data will be displayed first by business unit, and for each business unit, you will see the drilldown by items and variants:

To change the report structure and display the data on the item first, and then detail it to the business unit, select the "Item, Variant" field and move it up. The report structure will be as follows:

With this grouping structure, the report looks like this:

Let’s also add a customer. Select Business unit and click "Add". Find the Client, add it, and click "Close and generate".

Now the report contains the information about customers as well.

To save the report to pull it again in the future, click Report options > Save report option. Give it a name, for example, Gross profit of the enterprise (customers). Select if you want this to be available for yourself only or for all users of the infobase. Click Save. Later, you can run this report from the list of report options.

To get back to the original report, click More actions > Default settings.

These are the simplest settings the report has. They are usually enough for the system users. For more advanced users, Rise Business offers the functionality of additional attributes and information. You can read about it here.

If you are interested in what else Rise Business can offer, don’t hesitate to contact us – maybe our system is exactly what you need for your business.

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