For example: each column could display data for each Finance Manager, Sales Manager, Sales Person, etc. and each row will itemize categories such as Unit Count, Penetration, Income, and Averages. There are 12 steps to creating this type of report.
Step 1: Navigate to the Reports page and click on the “New Report” button.
Step 2 - Name: Type a name for your report. You have the option of entering a description as well. You will see the option to “Ask each time this report is run” on each step of this process. Only select this box if you want to be asked for the information on the page each time the report is run. When you are ready to move forward, click the “Next” button.
Step 3 - Date: Choose the date parameters for your report. You can choose current month, a specific date range, or advanced options.
Current Month: the report will include deals that have the month of sale corresponding to the month listed at the top of your Reporting window
Select Date Range: the report will include deals based on the delivery date of the sale
Advanced Options: lets you choose options such as individual months
This step is a good step to utilize the “Ask each time this report is run” option since reports usually depend on a specific date range. When you are ready to move forward, click the “Next” button.
Step 4 - Grouping: The Page category will determine the display for each page of the report. For example, to see the data for each finance manager on separate pages, choose Finance Manager from the drop down.
The Column category will determine what type of data will be displayed in each column. For example, to sort the data in each column by transaction type, choose Transaction Type from the drop down. When you are ready, click the “Next” button.
Step 5 - Filters: Filters on a report allow you to choose what to show or hide on a report as it relates to Transaction Type, Deal Type, Lenders, and Personnel (Finance Manager, Sales Manager, Sales Person, etc.). All of the filter options are selected by default. Selected items are included in the report. You should unselect the box next to the data, if any, that you want excluded from the report. When you are ready to move forward, click the “Next” button.
NOTE: If you do not see your personnel listed as a filter, this means that you have excluded them from being included in reports. To see how change this, reference the "Add / Edit Drop Down Options in Reporting" article by clicking HERE.
Step 6 - Profit Center Grouping: The Reporting system has the ability to group all the products in a profit center category together for reporting purposes. If you want the products displayed individually on the report, then leave the Grouped box unchecked. Check the box if you want them to be displayed as one figure. When you are ready to move forward, click the “Next” button.
Step 7 - Click-Thru Format: Your finished report will have click-thru links that can be clicked to see the details of the data.
In order to choose which columns of data to include in the click-thru, highlight an available column and click on the right facing arrow. Your selection will move to the Selected Columns field.
To reorder the columns, click on the selected column you want to move and click the up or down arrows to move it.
To remove a column from the click-thru report, click on the selected column you want to remove and click on the left facing arrow.
There are additional options below the Selected Fields Column. For the "Use Dropdown Abbreviations in Report" option: uncheck the box if you want to see the full name data of the selected columns in the report; check the box if you want to see only the abbreviation of the data in the report. If you do not want the ability to review or edit the items in the click-thru report, click the "Hide the 'Review' and 'Edit' Columns" box. NOTE: If numbers are listed in your reports instead of names, it is likely because the "Use Dropdown Abbreviations in Report" is checked. Uncheck the box to see names instead of numbers.
When you are ready to move forward, click the “Next” button.
Step 8 - Click-Thru Settings: This section allows you to change the width of the columns on the click-thru report.
Click on the pencil icon next to the column name. The line will turn green.
Then change the width at the top. To set a custom width, choose Custom and enter the width in inches in the box that highlights.
Click Save to save the changes.
When you are ready to move forward, click the “Next” button.
Step 9 - Objectives: If you have not created objectives in Reporting, you will be unable to use this section. For more information on how to create objectives, reference the "Managing the Objectives Tab" by clicking HERE.
This section refers to how specific data fields are calculated on the report. You can select how variances are displayed, how they are calculated, and what the objective is for displaying data this way. When you are ready to move forward, click the “Next” button.
Step 10 - Other Options: You can choose which ratios and distributions to include in the report. When you are ready to move forward, click the “Next” button.
Step 11 - Show/Hide Data: This section allows you to hide unit count, penetrations, income and averages for products (profit centers). This feature also allows you to hide a product completely. For example, you could choose to show GAP as a unit count and hide the penetration, or hide GAP all together. NOTE: The first section is scrollable. If you do not see an option you want to exclude, hover your mouse over the section and scroll up or down.
All of the data options are selected by default. You should unselect the box next to the data, if any, that you want excluded from the report. The data for the excluded fields will still be included in your totals but will not show on the report. When you are ready to move forward, click the “Next” button.
Step 12 - Finish: If you don’t want for anyone to be able to edit or delete the report, check the Lock Report box. You can also decide what orientation and paper size to use when you print the report. When you are finished, click the “Finish” button.