Report creation using Spend Manager

Purpose:
This article provides detailed, step-by-step instructions for users who need to create ad-hoc reports using the Spend Manager module within Purchase Manager. 
It is intended to guide users through the process of generating customized reports based on specific data, enabling better analysis and decision-making.

Pre-requisites:

• The following permissions are required to access the Spend Manager:
  • Manage Reports (22)
  • Run Reports (23)
• To grant these permissions, follow this path:
  Admin Wheel > Users > Permissions > Search for the user's name > Select the required permissions > Save

Once these permissions are assigned, the user should be able to access the Spend Manager.

Steps to be followed for creating a report:

1. Go to Spend Manager>>Create ad hoc reports

 

 

2. Then select the create option

 

 

 

 

 

 

 

(For informational purposes, here's an example of creating a report to retrieve active Verian users)

3. Select the Domain: 'Verian Users' and click on 'OK' (Choose Data)

 

4. Click on this arrow button (Add All) and then select ‘OK.’

       

 

 

5. Then under these Fields and Measures, you can search for the required columns – ‘User First Name’, ‘User Last Name’, and ‘User Discontinued Flag’ (there could be more depending upon your requirements)

 

 

Once you search for a column, you can just drag and drop that from the fields/measures to the ‘Columns’ field, showing up.

 

6. Then you can apply filters to columns if required, by right clicking on the column,  >> Then select ‘Create filter

 

             

(Example: If you only want to retrieve active Verian users for your specific account/tenant, you can exclude Global/System Admins and set the User Discontinued flag to 0[where 0=Active & 1=Disabled], as demonstrated in the screenshots in the next step.)

 

 

7. When you select ‘create filter’, on the right-side pane, you will see an option to apply the filter conditions. After setting these filter condition values, click on ‘Apply.

             

 

8. Once you have applied these conditions, you can then click on this drop-down and select the ‘Full Data’ option.

 

It will provide you with records of all active users.

 

9. You have an option to save it or download it as you like (highlighted in screenshot)

 

 

If you wish to download the data, you can choose from the following available formats.

 

 

                 

 

Note: Steps 3 and 5 are entirely dependent on your specific requirements. You can select the appropriate domain based on the type of data you need to retrieve (e.g., purchase orders, order requests, approvals, users, etc.) for your report.

 

Likewise, choose the columns that are relevant to fetch the necessary details.

 

>> Saving a newly created Ad-Hoc View

 

To save an ad-hoc view, you have two options:

1. Save Ad-Hoc View As
2. Save Ad-Hoc View and Create Report

 

 

Option 1: Save Ad-Hoc View As

 

This option saves only the ad-hoc view.

 

To save the view, select the appropriate tenant folder (for example:
tenant-Grow Financial » Adhoc Reporting » Views).

 

 

 

Option 2: Save Ad-Hoc View and Create Report

 

This option saves the ad-hoc view and also creates a report from it.

It is useful in case this data is needed repeatedly (e.g., monthly, etc.); these reports can be scheduled based on the requirement. (as ad-hoc views cannot be scheduled)

 

 

 

 

Steps to Schedule a Report:

 

1. Navigate to Spend Manager>>Create ad hoc reports>>Reports>>View List

 

 

2. Now search for the specific report you want to schedule.
3. Right-click on the report and select “Schedule.”

 

 

4. Click on ‘Create Schedule’ and enter the required details as per your requirements, and save it.

 

 

 

Note: Once a schedule is created, it can only be modified by the user who created it.