Custom Report Builder
Build custom reports for any supported entity type, save them for reuse, run them on demand, export results, and schedule delivery to stakeholders.
Overview
The Custom Report Builder lets you define reports tailored to your organization:
- Pick an entity type (for example purchase orders, vendors, invoices)
- Choose which fields appear in the report
- Apply filters and sorts to narrow results
- Run reports with paginated results
- Export to spreadsheet formats
- Schedule recurring delivery with recipients and frequency
Feature availability
Custom reporting requires the advanced_reports feature. If you do not see Custom Reports in the menu, your plan may not include this module—contact your administrator.
Listing reports
From the custom reports area you can:
| Area | What you see |
|---|---|
| My reports | Reports you can access (created by you or shared per your permissions) |
| Schedules | How many schedules exist per report (where applicable) |
| Actions | Open, edit, run, or manage schedules depending on your role |
Reports are listed in a way that respects who can view each definition; you only see reports you are allowed to use.
Creating a report
Step 1: Start a new report
- Open Reports (or Custom Reports, depending on navigation)
- Choose New / Create custom report
- Enter a clear name and optional description
Step 2: Choose entity type
Select the data source / entity type for the report (for example POs, invoices, vendors). Available fields and filters depend on this choice.
Step 3: Select fields
Add the columns you need from the field picker. Reorder columns if the UI allows drag-and-drop or a sequence list.
Step 4: Filters and sorts
| Control | Purpose |
|---|---|
| Filters | Limit rows (dates, status, department, vendor, amounts, etc.) |
| Sort | Default order when the report runs (for example by date descending) |
Step 5: Save
Save the report definition. You can return later to adjust fields, filters, or sorts.
Demo environment limit
In demo environments, custom report creation may be limited (for example 10 saved reports per user). If you hit the limit, delete an unused report or ask an admin to adjust policy.
Running reports
- Open the report from the list
- Click Run / View results
- Review paginated result sets; use next/previous or page size controls as provided
Large datasets are loaded in pages to keep the UI responsive.
Exporting
After you have a result set (or from the run screen, depending on product flow):
| Format | Typical use |
|---|---|
| XLSX | Excel analysis, sharing with finance |
| CSV | Feeds into other tools or data warehouses |
Choose Export, pick XLSX or CSV, and download the file.
Scheduling
Automate delivery so recipients receive the latest data on a cadence you define.
Configure a schedule
| Setting | Notes |
|---|---|
| Frequency | How often the report runs (for example daily, weekly, monthly) |
| Recipients | Users or email addresses that receive the output |
| next_send_at | When the next run is due (system may show this as “next run” time) |
You can usually pause, edit, or remove schedules from the report or schedules screen.
Align schedules with business rhythm
Schedule heavy reports during off-peak hours and confirm recipient lists so sensitive data only goes to authorized people.
Permissions
Authorization is enforced for custom reports:
| Action | Typical rule |
|---|---|
| View | See the report definition and run it (if permitted) |
| Update | Change fields, filters, sorts, or schedule settings |
| Delete | Remove the report or schedules |
Exact role names depend on your tenant configuration; your administrator assigns view / update / delete capabilities.