Run report

Use the report player to generate up-to-date financial figures, analyse data, view underlying transactions, export results, and archive immutable reports. This feature provides flexibility to customise your view and share finalized results with colleagues.

Opening and running a report

When you open a report template from Reporting, select the company and parameter values before generating data.

1. Open the report template you want to use.
2. Select a company in the company selector.
3. Select parameter values, such as the period for the report.
4. Click Run and wait for the report to finish generating.

Use Show parameters and Hide parameters to adjust the space used by the side panel. You can also adjust the width of the parameter panel by dragging its edge.

Note: If you have enabled the Automatically show last run report setting, a previous run may appear when opening the template. A previous run and a new report run are not the same. Check the current configuration in your system if the report opens with historical figures.

Viewing report and data update timestamps

The report player shows the freshness of the data in your report.

• Last run: Displays the exact date and time the current report was generated.
• Data age: For imported data, this displays when the underlying source data was last updated. Live integrations do not display data age.

Managing and customising the report view

Additional actions and settings are available under the three dots menu (…).

• Exporting the report: Open the three dots menu and click Export to Excel or Export to PDF.
• Showing or hiding Excel headers: Click Hide Excel headers or Show Excel headers in the three dots menu to toggle row numbers and column letters. Your choice is saved to your user profile and applies to future sessions.
• Updating the report automatically: Select Enable auto refresh in the three dots menu to refresh the report data every 60 minutes. Use the same menu to turn auto refresh off.
• Adding comment sheets: Click Comment in the three dots menu to add a dedicated comment worksheet to the report.

Using drilldown and voucher view

Use drilldown to examine underlying transactions and linked vouchers directly from a generated report.

1. Right-click the cell you want to drill down on in the generated report.
2. Select the desired drilldown item from the Select drilldown menu.
3. Click the link in the voucher column to view the voucher, if a voucher is linked to the transaction.
4. Click Export to Excel to download the drilldown result if you want to analyse the transactions in a spreadsheet.

Note: Your user account must have drilldown permissions enabled. Drilldown is not available for all cells, such as formula cells. The ability to display the actual voucher depends on your ERP system and the original file format.

Analysing report data with AI

You can use GAiA to analyse data in a completed report and obtain instant insights.

1. Run the report you want to analyse.
2. Click Analyse report on the toolbar.
3. Select one of the suggested questions based on the report data, or enter your own question in the text field.

Note: Generating the analysis may take a short time. Always verify AI-generated insights, as they may contain inaccuracies.

Archiving a run report

Archiving saves an immutable copy of the generated report result for historical reference and auditing. The report template remains editable and can be run again, while the archived copy preserves the exact state of that run.

Before archiving, make sure the report template is published. The action is not available for report drafts.

1. Open the template, select parameter values, and click Run.
2. Open the three dots menu and click Share and send to archive.
3. Select whether to send the copy to yourself, specific users, or roles in the dialog box.
4. Click Share.

Result: The report is saved to the archive, and the status button changes to Archived. Recipients receive read access to the archived report in their archive. If you select a role, all users holding that role at the time of sending receive a copy.

Note: You can only share reports with users who have permission to view the underlying report data.