Reports

Overview

When you want deeper insights into your business, Core has an array of reports at your disposal. Reports can be generated directly from the screens (in-context reports) or from the Reports screen.

The Reports screen is where you can see the complete library of reports available in Core (more than 200). The screen consists of a categorized list of reports, such as standard, memorized, scheduled, custom and favorite reports. Each report has options that allow you to specify the settings and filters that control how the report looks. Core also offers groups and custom fields as filters. Core reports print the applied filters at the top of each report to add more context to the information. Click to watch this video on running reports in Core.

You can make reports dealing with critical data more secure by assigning report-level security to the user besides the screen-level security. Core filters and adjusts them in the Reports screen automatically based on your security and report permissions, besides your subscription packages. Most of the Core reports display grand totals at the end. Some of the reports also allow you to drill down into the details.

The different types of reports in Core are:

  • Standard: These reports are included in the software product by default. They are organized in the list by report group and type.
  • Memorized: These are important and frequently used reports that you memorize for future use along with the settings and filters. You can share them with all users or keep them private. Memorized reports are organized by report group and then memorized report name. For example, you can memorize the utilization and profitability reports for employees for the current year and then put them in the Staff Performance report group. These reports are searchable just like the standard reports. Memorized reports are restricted to users based on their subscription packages.
  • Scheduled: These are reports that you set for automatic generation and delivery to specific people (individuals and groups) at a scheduled frequency. Core saves any filters or parameters you use while scheduling the reports. They are private to the user who creates them, but can be made public if required. Core does not allow anyone other than the report owner to edit or delete the scheduled report. However, it allows you to add new report schedules to an existing group if that is set as public. Scheduled reports are restricted to users based on their subscription packages.

    Note: Scheduled reports feature is not available for trial accounts and sample databases.
  • Favorite: These are the reports you flag as your favorite based on its usage or usefulness. These reports are private to you and do not save your settings and filters. These reports are searchable just like the standard reports. Favorite reports are restricted to users based on their subscription packages.

Note: By default, profit and loss reports are based on the fiscal year, but you can change that by applying date filters.

You can also send the reports to your clients, Core employees or other contacts for getting their digital or electronic signatures (eSignature via DocuSign). Check out some of the samples here. You can also have BQE Software create custom reports for your company and add them to your Core database. You can access them via the Custom Reports tab in the Reports screen.

Basic Tasks

Customize and Run Reports

Print Reports

Advanced Tasks

Apply Report Filters

Memorize Reports

Schedule Reports

Mark Reports as Favorite

Email Reports

Send Reports for eSign

Use Custom Reports

Mark Screen as Favorite

 

Customize and Run Reports

To customize and run a report, watch this video or follow these steps:

    1. Open the Reports screen from the side menu > Reports.

    1. On the Reports > Standard tab, open a report group.

    2. Select a report on the grid, say Accounting > Chart of Accounts and click  to select Customize. This allows you to apply filters and options before previewing the report.

    3. On the Customize > Filters dialog, apply filters to see selective data on your report. Core also offers groups and custom fields as filters.

    4. Click Add Filters and select the corresponding items from the drop-down lists.

    5. You can go to the Options tab and choose to show or hide details on the report or group the report by some criteria. You can also choose the Preview Format for the report (PDF, viewer, Word, CSV or Excel).

    6. Click Continue. The report displays in the viewer on another tab or window (depending on your browser settings).

Print Reports

Core reports print the applied filters at the top of each report to add more context to the information.

To print a report, watch this video or follow these steps:

    1. Open the Reports screen from the side menu > Reports.

    1. On the Reports > Standard tab, open a report group.

    2. Select a report on the grid, say Accounting > Chart of Accounts, and click  to select Customize. This allows you to apply filters before printing the report.

    3. On the Customize dialog, you can set options and filters to see selective data on your report. You can also choose the Preview Format for the report (PDF, viewer, Word, CSV or Excel).

    4. Click Continue. The report displays, say, in the viewer.

    1. Click the Print Report icon on the tool bar to open the report in the PDF viewer from where you can download or print it.

    2. Alternatively, you can right-click on the report and select Print. See Viewer for further details.

Apply Report Filters

Each Core report has options that allow you to specify the filters that control how the report looks. For instance, if you want your expense report ordered by project, employee or expense, such options are provided. On the other hand, if you want to see expenses for a client XYZ only, you can apply filters for that. Core also offers groups and custom fields as filters. There are advanced AND, OR and NOT filters also, which allow you specify what data to include or exclude from the reports. Core reports print the applied filters at the top of each report to add more context to the information.

To apply filters on a report, watch this video or follow these steps:

    1. Open the Reports screen from the side menu > Reports.

    1. On the Reports > Standard tab, open a report group.

    2. Select a report on the grid, say Accounting > Chart of Accounts and click  to select Customize. This allows you to apply filters before previewing the report.

    3. On the Customize > Filters dialog, apply filters to see selective data on your report.

    4. Click Add Filters and select And from the drop-down ( AND narrows the search for records that match the first filter and any filters with an AND. This is referred to as an 'intersection of data'.) to narrow the data or Or to broaden the data ( OR broadens the search by getting records that match one or more of the filters with an OR. This is referred to as a 'union of data'.). Then select the corresponding items from the drop-down lists using In and Not In variations. ( NOT is an exclusion filter where you specify the items or data that should not be queried or fetched for the reports. This 'Not In' filter has amazing power in analyzing data. For example, you might want to run a billing analysis report and not include a few projects.)  

    5. For your ease, you can toggle the On/Off switch to apply the filters or remove them, respectively.

    6. Click Continue. The report displays in the viewer on another tab or window (depending on your browser settings).

Note: By default, profit and loss reports are based on the fiscal year but you can change that by applying date filters. You can use Actions > Reset Filters and Options to reset all the report filters and options to their default values.

 

Memorize Reports

Core allows you to memorize frequently run reports along with their filters. The Memorize feature also allows you to categorize your reports the way you prefer. You can make the memorized reports public by sharing them with other Core users or keep them private to yourself. Even if you share the memorized reports by making them public, others (non-owners) can delete or customize them for themselves only, not globally, as you are the owner of those reports.

To memorize a report, watch this video or follow these steps:

    1. Open the Reports screen from the side menu > Reports.

    1. On the Reports > Standard tab, open a report group.

    2. Select a report on the grid, say Accounting > Chart of Accounts, and click  to select Memorize. You can also do so from the other tabs.

    3. On the Memorize dialog, click on the Options tab and choose to show or hide details on the report. You can also choose other the options and Preview Format for the report (PDF, viewer, Word, CSV or Excel).

    4. Go to the Filters tab and apply filters to view selective data (In, Not In, And, Or).

    5. Finally, go to the Memorize tab and enter the required information:

      • Report Name (of the new memorized report)

      • Report Group: Choose whether to save the memorized report under an existing report group or create a new group from scratch. : Select/Create

      • Report Owner: By default, the signed-in user is the owner of reports, but you can change that here. Other users cannot delete or customize the memorized reports as you are the owner of those reports. You can make only employee or vendor who is a Core user as a report owner.

      • Sharing Options: Check Private if you do not want to share this report with others. Not only does that keep the overall list of such reports short, it also ensures that sensitive reports are secure and hidden from others.

        Choose Public if you want to share this report with all other Core users.

        Choose to
        Share with specific users by selecting them from the drop-down. These have to be employees or vendors who are Core users.

        Note: Even if you share the memorized reports by making them public, others cannot delete or customize them as long as you are the owner of those reports.

    6. Click Memorize. You can see your memorized report listed on the Memorized tab.

Note: You can customize and schedule your memorized reports via the row-action menu .

Schedule Reports

In Core, each report, whether standard, memorized, favorite or custom report, can be scheduled to be delivered at any time chosen by you. The reports are delivered as per the user's time zone (based on the browser and regional settings). You can see all the scheduled reports listed on the Scheduled tab of the Reports screen and can be tagged as private or public. Scheduled reports feature is not available for trial accounts and sample databases.

Note: You can schedule a maximum of 40 reports company-wide in Core.

To schedule a report, watch this video or follow these steps:

    1. Open the Reports screen from the side menu > Reports.

    1. On the Reports > Standard tab, open a report group.

    2. Select a report on the grid, say Accounting > Chart of Accounts, and click  to select Schedule. You can also do so from the other tabs.

    3. On the Schedule dialog, you can first set your filters and options to view selective data on this report. You can also choose the Preview Format for the scheduled report (PDF, viewer, Word, CSV or Excel).

    4. Then go to the Schedule tab and choose your Group option:

      • Create from Scratch

      • Create from Existing Group

      • Choose from Existing Group

    1. Based on your selection, enter the required information:

      • Group Name

      • Start/End Date

      • Process Time

      • Is Private: You can tag a scheduled report as private (only you can access it) or public (others with relevant security permissions can also access and customize it for themselves). The private flag is visible to the creator of the scheduled report only. By default, this option is checked and so the report is private.

    1. You can email the report to a specific person, employee or client. Select the Email Recipients or search for them from the drop-down list. You can add an unlimited number of recipients and even include groups.

    2. Enter a subject line ( Core pre-fills the subject line of the email with a system generated text:
      "Scheduled Report: <Attachment Name>, Schedule Frequency: <Frequency>". E.g., "Scheduled Report: Activity.pdf, Schedule Frequency: Monthly".) and message, if needed, and then click Schedule. The scheduled report is displayed on the Scheduled tab.

On the Scheduled tab, you can click  on a report group row to select Manage Group Settings to view or edit the settings of the scheduled report group. You can also customize your scheduled reports via the  row-action menu .

Note: You can use Actions > Reconcile if the report server fails or becomes unresponsive. It re-schedules the reports and sends out the scheduled email. Reconcile runs the schedule again only for the reports that had problems and did not run. This option is available under the Actions menu only if that drop-down is opened using Ctrl + click.

Mark Reports as Favorite

You can make any of the Core reports available via the Reports screen as your favorite. Some of the screen-level reports that are not available in this screen cannot be made favorites.

To mark a report as your favorite:

    1. Open the Reports screen from the side menu > Reports.

    1. On the Reports > Standard tab, open a report group.

    2. Select a report on the grid, say Accounting > Chart of Accounts, and click  to select Favorite. You can also do so from the other tabs.

All your favorite reports are listed on the Favorite tab. You can customize, memorize and schedule your favorite reports via the   row-action menu.

Email Reports

To email a report, watch this video or follow these steps:

    1. Open the Reports screen from the side menu > Reports.

    1. On the Reports > Standard tab, open a report group.

    2. Select a report on the grid, say Accounting > Chart of Accounts, and click  to select Email. You can also do so from the other tabs.

    3. On the Compose Email screen, enter the required information:

      • To: You can send an email to multiple recipients and also copy them using the CC and BCC options. You can click on the Choose Contact icon to open the Address Book and select multiple individuals or groups to email. However, if you are using a trial version of Core, it does not allow more than 3 distinct recipients at a time. For paid subscriptions, this limit is 50 recipients at a time.

      • Subject: Subject line of the email. You can also insert smart fields into it using the Add Smart Field option on the right.

      • Message: It can be entered and edited using the formatting toolbar.

    4. Click Add Attachments if you want to attach any other files to the report from your computer or any cloud storage. You can also drag-and-drop any file into the Compose Email window from your desktop or email program.

    5. Click Send Message.

If the email is sent to an address that is no longer working, there is a bounce-back email sent to let you know about this.

Note: You cannot remove the default or system attachments. Only user-defined attachments can be added or removed. Core restricts the file size of the attachments to 10 MB and sends the attachments as a single zipped file.

 

Send Reports for eSign

You can send various reports to your external clients, Core employees or other contacts to be reviewed and signed electronically via DocuSign. For that, you must have first connected Core to your company's DocuSign account via the Integrations screen.

To send a report for eSignature:

    1. Open the Reports screen from the side menu > Reports.


    2. In the list view, select the report on the grid that you want to send and click  to select eSign. (This option is not available if your Core account is not connected to a DocuSign account.)
    3. On the Customize - eSign dialog, you can apply filters and options before previewing the report.
    4. On the Filters tab, click Add Filters and select the corresponding items from the drop-down lists. Core also offers groups and custom fields as filters for selective viewing of data.

    5. You can go to the Options tab and choose to show or hide details on the report or group the report by some criteria. You can also choose the Preview Format for the report (PDF, viewer, Word, CSV or Excel).

    6. Click eSign.

    7. On the eSign -Email Details dialog, choose the To recipients or contacts to whom you want to send the report via DocuSign.


    8. You can review and customize the email message, if needed. It is prefilled with the email details from the Integrations > DocuSign Settings screen.
    9. At the bottom, select your Save Options. You can specify where you want to save the signed copy of the document, say Company Profile (as a company document) or Specific Record (as a document of an individual record of a specific entity). Core remembers this selected location for the next time a report of that type is sent out for eSignatures.
    10. Click the relevant option:
      • Send: Clicking the ‘Send’ button sends the report to all recipients. If multiple recipients are selected, each recipient receives a copy or version of the report to sign.
      • Send with Preview: If you choose to preview the report before sending, you are redirected to the DocuSign editor embedded in a new Core tab. From there you can make adjustments to the DocuSign report like adding, removing, and rearranging tags throughout the report.
    1. Core displays the progress bar and opens the report in the Send for eSignature screen.

    2. Here you can insert Standard Fields like Signature, Initials, Date Signed, Name, etc. into your report where needed.
    3. You can take more actions on the report by selecting the relevant option from the Actions menu on the right.
    4. Before sending, you can also preview the report by clicking Recipient Preview on the top-right. Else, click Continue to skip the preview.
    5. Click Send to send the report to the recipients.

The report is then received as an email by the recipients (your contacts), who can then review and sign it electronically. The recipients also receive an email when the action is completed by them. DocuSign informs us via email if the report was reviewed, accepted or declined by the recipients. The signed report are saved in the specified location.

 

Use Custom Reports

You can have BQE Software create custom reports for your company and add them to your Core database. You can then access them from the Reports screen and enjoy the flexibility of printing, previewing, memorizing or scheduling those reports, just like the standard reports. You can even mark the custom reports as your favorite. However, you cannot delete these custom reports here.

To run a custom report:

    1. After having BQE Software create a custom report for you and add it to your Core database, open the Reports screen from the side menu > Reports.

    1. On the Reports > Custom tab, open a report group.

    2. Select a report on the grid, say Project > Project List Custom and click  to select Customize. This allows you to apply filters before previewing the report.

    3. On the Customize > Filters dialog, you can apply filters to see selective data on your report (In, Not In).

    4. Click Add Filters, and select a filter and corresponding items from the drop-down lists (And, Or).

    5. For your ease, you can toggle the On/Off switch to apply the filters or remove them, respectively.

    6. You can go to the Options tab and choose to show or hide details on the report.

    7. Click Continue. The report displays in the viewer on another tab or window (depending on your browser settings).

Note: You can use Actions > Reset Filters and Options to reset all the report filters and options to their default values.

 

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Reports screen from the side menu > Reports.

    1. In the list view, click  on the top-right.

    2. You can access this screen from the side menu under Favorites.

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