Introduction to the Custom Reports

Custom Reports allow you to generate, analyze and export any company's data set based on the type of document used in Precoro:


Providing access to the Reports module

Custom Reports are available for users with an active Report role and with access to the module they wish to use in the report. The rights to the module should include one of the following: Create, Approve, or Pay

If the user has View Only role, that module would not be available to choose when creating the report.  

For example, if the users wish to create reports on Invoices, they should have two roles Report and Invoices (with the rights to either Create, Approve, or Pay). 

To set the user's role: 

  • Open the Configuration page, and go to the User Management tab.
  • Activate the "Reports" and other modules users would work with and provide them with corresponding roles. To do that, press the Edit Action, and in the Roles tab, set the user's rights.
  • To save the changes, press the Update button below.

Editing Reports with Substitutes rights

In case you have deactivated the user and chosen the substitute, they will receive access to all the reports created by their predecessor. 

Choosing the substitute is a required action when deactivating a user.

The substitute user will have full access to their predecessor reports and be able to edit and delete them.

Also, in the report's field Creator, the previous user will be replaced with the substitute's information.

Editing Reports if the Substitute was not Appointed

If you have deactivated the user before the action to choose a substitute was required in Precoro, and you have not appointed the replacement, then no users would be able to edit or delete their reports.

In that case, if you wish to gain access to perform actions with such reports, you should:

1. Activate the user who originally created those reports once again.

2. Deactivate them and choose the substitute.

Following these steps, the new substitute will be able to edit and delete the needed reports.

What is the Structure of Custom Reports

The general idea of creating a Custom Report is to get a specific downloadable piece of data related to the given document type. The data set available to include in the report is organized into the following groups:

  1. General data
  2. Supplier data
  3. Company data
  4. Items data

General data is available for all types of documents, other - as follows:

Data/ReportPurchase RequisitionPurchase OrderInvoiceReceiptBudgetCredit NotePayment
General data++++
Supplier data
Company data

Items data++++

General data contains general information about the whole document or related documents (Document #, Status, Dates of Creation/Approval/Delivery, Names of creators, Document Custom Fields, etc.).

Supplier data indicates pieces of information about the supplier side (e.g., Name, Legal Address, Delivery Period, Billing information, Contract Number, etc.)

Company data gives a similar breakdown as supplier data, but regarding your company.

Items data is all about the products, stated in PO, Invoice, Receipt, or Credit Note.

Once you have created a Custom Report, you can save the template and use it when needed.

After running, any Custom Report could be downloaded in XLSX format. Thus, you can gather, filter, process, analyze, and use any information about documents in your Precoro account.

Creating a custom report