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Reports and Dashboards
This chapter provides information of Reports and Dashboards, they will help generate the information you need to make strategic decisions.
Reports & Dashboards - Overview
In this chapter you learn how QAD CRM helps you generate the information you need to make strategic decisions by reporting on and analyzing your customer relationships and business opportunities.
Learning Objectives
By the end of this chapter, you will be able to do the following
List the reporting tools available in QAD CRM.
Explain Report Categories.
Create, run, and save Browser Reports.
List the available Standard Reports.
Run and filter Standard Reports.
Discuss the Reportwriter.
Create charts and graphs.
Describe a Dashboard.
Reporting Functionality
QAD CRM users can report on their data using the following:
Browser Reports
Delivered Standard Reports
Export data to defined output channels
Report Writer and Query Builder
User defined external reports.
Reports Screen
The Reports screen displays the saved reports available for your re-use in QAD CRM.
You also create reports using the Reportwriter tool from the Reports Screen.
The Reports Screen is available from both Sales Management and Marketing Management. The Sales Management navigation path is:
Main Menu | Sales Management | Reports
Report Categories
Reports are filed or saved under report categories which are pre-delivered or defined by your System Administrator. Report Categories allow you to categorize your reports for quick access.
The training system has two Report Categories defined - Browser Reports and Standard Reports. Other common categories include Dashboard Reports, External Reports, or subject categories such as Customer or Profile Reports.
Browser Reports
You can run browser reports from any browser within the system. Right-click and choose Report View to display a browser report.
Browser Reports are a quick and easy way to retrieve data from the system. The reports can simply print the contents of the browser or you have the option to format the contents into a more sophisticated report.
Formatting a Browser Report
A browser report is displayed according to the data in the browser window. You can use the Show Column feature to re-arrange or omit columns from the browser and your report output.
Once the data is in the Report View you can use the Report View formatting toolbar to format the report:
Saving a Browser Report
Browser Reports can be saved and re-run. When you save a Browser Report on the Test System save the Report to the Browser Category.
Running a Saved Browser Report
There are two steps to running a saved Browser Report.
1
You must be in the browser where the report was created. For instance, the above example of a Customer Profile Report requires that you are in the Profile Browser.
2
You can access the saved Browser Reports from the Browser Report drop-down in the report view. You must be in the Report View (right-click, Report View).
Steps - Browser Reporting
Browser Reports can be simple or complex, but they are easily generated by QAD CRM end users.
Scenario
Your manager has requested a report that breaks down the number of Customer Profiles by Country. This type of analysis is easier to understand iff produced in a chart or graph. Let’s create a 3-D Pie Chart.
1
Navigate to the All Profiles Screen, set filter to No Filter, and right-click to select the Report View.
2
The Report View contains a list of All Profiles including Suppliers, Customer, and End Users. You are only interested in Customers.
3
In the Report View select Filter from the Toolbar. Choose Simple Filter. Enter the following values in the Customer Filter:
Field = Customer Type
Condition = Contains
Value = Customer
Save the filter.
4
Choose Graph from the Toolbar to launch the Graph Designer. Select Pie and click the 3-D Icon for a 3-D Pie Chart.
5
Select the Data Tab and choose the Country Field.
6
Select the Format Tab and Type in a Title for the Pie Chart. Save. Save the Browser Report as:
Name = Customer Profile Analysis
Description = Customer Country Profile Analysis
7
Navigate to the Reports Screen and select the Browser Report Category.
Note: If the Browser Report title does not display, fresh the screen (File | Refresh).
Exercise - Browser Reporting
In this exercise you create a Browser Report using the Opportunity Browser.
Hands-on Scenario
Your manager has asked you to report on the number of orders year to date and when they were originally forecasted. A 3-D Bar Chart would draw attention to any discrepancies.
1
Create a browser report using an existing Filter - Orders Year to Date.
2
Format the Graph and Save.
3
Re-run the Report/Graph.
Bonus Question When you format the number of columns for a Browser Report using the Show Columns feature, do these settings get saved with the Browser Report?
Standard Reports
QAD CRM delivers the following eight (8) Standard Reports to help you manage your organization. The names of these reports indicate the nature and scope of the data extract. Standard Reports display using Crystal Reports and Microsoft Excel depending on the report.
Activity Summary Report
History Report
Installed Base Report
Opportunity Report by Sales Rep
Planned Activity Report
Profile Summary Report
Synchronization Status Report
User Summary Report.
Running Standard Reports
Standard Reports are run directly from the Reports Screen. There are a number of ways to run a report from the Report Screen. Select the report and do one of the following:
Click Run this report on the toolbar.
Right-click and choose Run this report.
Click File | Run this report.
Filtering Standard Report Output
QAD CRM allows you to filter the output from Standard Reports depending on the report. The following reports allow you to define filter criteria from the Report Viewer by clicking the Filter button:
Activity Summary Report
History Report
Planned Activity Report
Synchronization Status Report
User Summary Report.
The following reports when run from the Reports screen display a filter window where you define the selection criteria before the report runs:
Profile Summary Report
Opportunity Report by Sales Rep
Installed Base Report.
Note: When QAD CRM is integrated with QAD ERP the Profile Summary Report uses data from both applications and the filter settings display an additional filter called QAD ERP options.
Steps - Profile Summary Report
The Profile Summary Report allows you to define data filters for QAD CRM data and QAD ERP data before the report runs. The report is displayed using Crystal Reports.
Scenario
Once a quarter you run a Profile Summary Report for each of your customers. This report gives you a 360 degree view of all activity for the Profile. Today you want to run a Profile Summary Report for ACME Steel.
1
Navigate to the Reports Screen. Select the Standard Reports Category and the Profile Summary Report. Right-click to Run this report.
2
The Report Filter Screen Displays. Click Select Profile and display the Find Profile/Contact Screen. Select ACME Steel.
3
Review the Basic Filter selection criteria and de-select the following filters and move to the next screen - ERP Filters:
User Defined Fields
Addresses
Campaigns
Contracts
4
De-select the following ERP Filters and Save - click the green check mark:
Installed Base
Service Contract
5
You are prompted to Save the Report Settings so you can re-run the report again. Save the report using the settings above.
6
Review the report in the Crystal Report Browser. You can hyper-link to each section of the report from the left hand column, print the report or save the report results.
7
The Acme Steel Profile Summary Report appear in the Reports Screen - Standard Reports Category for easy access.
Exercise - Standard Reports
In this Exercise you run and filter both types of standard reports: filter setting screen and filters defined in the report viewer.
Hands-on Scenario
Your manager has asked for a report detailing all your activities and the activities for your team for the year. You also want to see an Opportunity Report that has all the opportunities for this year by Sales Representative (in the Training System you will have limited data).
1
Run the Activity Summary Report (filters are set in the Report View).
2
Do not save the report settings.
3
Run the Opportunity Report by Sales Rep (filters are set in the filter screen).
4
Save the report settings and re-run the report from the Reports Screen.
Bonus Question Are you able to hyper-link to specific profiles and opportunities in the Opportunity Report by Sales Rep?
Exporting Report Data
QAD CRM allows you to choose the output channel for your data by using the Export option. You can export directly from a browser screen, from the browser report view, or from standard report output.
There are multiple ways to launch the Export Wizard:
Choose Export from the File menu.
Right-click and choose Export.
Click Export on the toolbar from the report display.
The Export Wizard prompts you to choose one of the following output channels:
Application
Disk File
Microsoft Exchange Folder
Mail Recipient
Printers
You are allowed to export your data to the following applications from the VTMS (Training) Environment:
Acrobat Format (.pdf)
Crystal Reports
Internet Explorer - HTML or XML
Microsoft Excel
Microsoft Word - Document or Rich Text
WordPad
Notepad
What is the Reportwriter?
The Reportwriter is another report writing tool available to QAD CRM. Typically power users or reporting experts will use the Report writer to generate user-defined reports that are based on queries.
A System Administrator defines the queries that the report is based on using the Query Builder.
The Reportwriter and Query Builder are discussed in the System Administrator Training.
Dashboard Functionality
The Dashboard is a user defined screen that provides an overall view of your CRM environment.
The Dashboard screen can be composed of a maximum of four separate views or components.
Typically a Dashboard is created and maintained by a System Administrator or power user or reporting specialist.
Navigate to: Main Menu | Dashboard and choose My Dashboard from the Dashboard Name. Review the information displayed in the dashboard.
How to maintain and create Dashboards is covered in the CRM User Guide and in the System Administrator Training.
Reports & Dashboards - Knowledge Check
Exercise - Standard Reports
1
Report Categories are used as file drawers or containers to help us organize and access our saved reports quickly. (True or False?)
2
When you save a browser report you can access the report from any record browser in QAD CRM. (True or False)?
3
In the Browser View Report you can remove fields, change fonts, sort and group data, and create_________________.
4
Name the Standard Report that uses both QAD CRM data and QAD ERP data if integration is active. ______________________________.
5
Name three (3) applications that you can export your data to for reporting:
f
_____________________________
g
_____________________________
h
_____________________________
6
Dashboards can contain a max of _________ components.
Reports & Dashboards - Key Points
QAD CRM has a number of reporting tools and options including:
Browser Reports
Delivered Standard Reports
Exporting data to a variety of output channels (including Microsoft Excel and Word)
Reportwriter Reports based on Queries
Browser Reports are created and launched from record browsers.
Saved Browser Reports can be accessed from View Report.
Standard Reports are predefined and use Crystal Reports or Microsoft Excel to display output.
Dashboards are typically created by System Administrators.
Dashboards can contain up to five components (charts, graphs) and give users a view of their CRM business - opportunities, forecast, activities, etc.
Standard Reports use two types of filters, one filter is part of the report viewer and the other filter must be defined before your run the report.
Reportwriter Reports work together with Query Builder and are usually defined and maintained by System Administrators, power users, or reporting specialists.