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Reports»Creating an "Aged Invoice Repo…
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Last modified on 9/24/2013 7:30 AM by User.

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Creating an "Aged Invoice Report" From Scratch

Every user's needs differ and nowhere is this more apparent than with reports. The OASIS customizable reports allow users to create their own reports based on their needs. The example here is creating an invoice aging report for earnings (a little different than other invoice aging reports). Don't forget to save the report parameters, allowing you to run this new report later.

To start the Report Builder for invoices, select the invoices application. Then select "(New) Customizable Invoice Listing":

From here, we will do the following tasks:

  • Select the invoices to be reported on
  • Group invoices
  • Apply a sort
  • Filter fields
  • Layout columns to be shown

Select

For an aged invoice, it is important in OASIS to only show invoices with status of New. This is because the payment reconciliation process will set the invoice status to closed for any invoice that is fully paid. Additionally, invoices may be "written off with balance due" by simply changing the status of the invoice to closed.

Begin by pressing the "Selection" button. Make sure the "Invoice Status" is set to "(new)". This example also limits invoices to "This year" but many users will not want to make any other selection than the invoice status.

Press "Ok" to save changes.

Grouping (Main menu)

Invoices may be grouped together on many different criteria. However, there is a difference between grouping on a field that has one value on the invoice (e.g. Status) than fields that may have multiple values (e.g. Sales accounts).

In this example, we will group the report by sales account which will cause each invoice with more than one sales person to be duplicated on the report. However, the value of the invoice will be adjusted by the amount of credit for that sales person - as defined on the order. This allows the report totals to total correctly:

Press "Ok" to save changes.

Sorting (Main menu)

Sorting is defined by selecting the "Sort" button and identifying the fields to sort on.

In this example, we are sorting by invoice number:

Filter (Main menu)

When grouping a report, it is possible to only select a few of the groups to actually print, filtering out the remaining groups. In this example, if we needed to re-run the report for only one salesperson, the filter could be used to only print the required sales account.

No filter will be used in this example:

Layout (Main menu)

The layout allows users to select and adjust the columns on the report. It's pretty easy - even for a report as complicated as this one.

For this example, we just need Invoice Number, Customer, Sales Account, PO  Number, Invoice Date, Invoice Sell Amount, and Earnings - with aging column.

HINT: The best way to get started is to set the selection above to report just a few invoices. Then use the layout to adjust location, position and width of each column. Just print an example after each change - until you have the required result.

Since the report width was an issue, we also selected "Landscape" and adjusted the column width for the "Customer" field to 75 (just type over the blue column width number to get the required result).

At the bottom of each row, we added project name.

Example

Saving

Saving the report to run again next month is easy - just change the report title and press the floppy disc symbol (or select "Save" from the "File" menu). The report will be saved to the "Reports" application from the main OASIS window. Just double click on the report name and you will be prompted to edit the report or run it immediately.