Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available:FYI Admins or User Group Permissions
Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager
Using Excel Report Templates, users can create reports in FYI, with the ability to customise the data that's displayed and automatically file the report to the relevant cabinet in FYI.
For more details on the available Report Templates, refer to Managing Report Templates.
Creating a Report
- From FYI, click the + button and select Report from the list of document types.
Tip: From the workspace, simply press the shortcut key R.
- The Create Report Drawer will display on the right-hand side.
- The type of Report defaults to Excel Report. To run the Capacity Planning Report type, refer to Running a Capacity Planning Report, Making Adjustments and Refreshing the Report Data.
- In the Drawer, select or enter the report details. Refer to Report Field Details below for details on each field. Note the following when creating a report:
- The Include All Columns toggle is disabled by default. By ticking this option, all available columns in the report, not just those currently displayed in the View will be included when the report is generated.
- The Opening Balance option is displayed only when creating a report using a Time view. For example, WIP Control report.
The following is an example of the Create Report drawer when creating a Job Profitability report using a Job view.
- Click Run.
Note: Report generation time may vary depending on the size and complexity of the report, with reports containing up to approximately 245,000 rows and 4 million cells typically taking up to six minutes to process successfully.
- An entry will be added to Practice Activity to show the report was requested.
Note: Users with Create Automations permission will be automatically directed to Practice Activity to review the progress of the report.
- A Notification will be sent to the User who has run the report when the report is available or if there was an issue with generating the report.
The following is an example of a notification advising the report is available.
If there was an issue generating the report, refer to "Report generation failed" notification when creating an Excel Report.
For information on opening and editing reports, refer to Opening and Editing Reports.
Report Field Details
The following options can be configured when creating a report in FYI.
| Field | Details |
| Template | Select the Template from the list of your Report Templates. All Active Reports with Excel Reports enabled will display in the drop-down. Refer to Managing Report Templates. The selected template will automatically populate the View Type and Filing details. |
| View Type |
The View Type is used to select what type of data is shared with the report. Select a View Type relevant to the report, for example, the "Job Profitability Report" would use a View Type of "Jobs". |
| Include All Columns |
Disabled by default. Enable this setting to add all available columns to the report. This will include all available columns in the report, not just those currently displayed in the selected View. Reports containing an excessive amount of data may not be able to generate. Untick this setting to reduce the data returned in the report. |
| Opening Balance |
Only displayed when a Time view is selected as the View Type. Typically used when creating a WIP Control report. Enable this option to define an Opening Balance period using either fixed or relative date range. Time entries fully invoiced before the start date are excluded, while time entries within the selected period are included when the report is run. Note: Reports created using an Opening Balance period cannot be refreshed. To change the period, a new report must be created. |
| Filing Name |
The Name is used when the report is created, and displayed in Document Lists. Merge Fields can be used to customise the Name when the report is created. For example, running a report in January 2024 with the Name of "Job Profitability Example Report Names have been provided in the Report Templates article. Refer also to Merge Fields Glossary - Standard Fields and Formatting Merge Fields. |
| Filing Cabinet |
Defaults to the Cabinet selected in the Template and can be updated if required. When the report is created, it will be filed to this cabinet. The Cabinet determines which users can access the report, managed via User Groups. If a Cabinet is not selected, the report will be filed to the practice level filing default. |