Together we can build something great Financial Reports, Ad Hoc Reporting and BI Tools Joanna Broszeit and Dawn Stenbol Education Track Boston Room Monday, May 2nd 2:40 pm
Reporting Options with NAV ERP systems such as NAV are powerful tools to help run your business most efficiently. Yet what you do with the data you capture daily is critical to your decision-making process, your profitability tracking and your work efficiency rates. Extracting the data to review is just as important as the procedures to get the data into the system. There are several options available. Today we will review the following: Ad Hoc reports in NAV contracterp reports in NAV Word layouts to use with NAV The Jet family of reports Power BI
Ad Hoc Reporting Account Schedules Power of custom financials and analysis reports right in NAV that you can drill down to the transaction to analyze You define the Detail shown on the rows of the report Multiple column layouts expand how you analyze that data Formatting and filtering allows for tailoring to your reporting needs
Ad Hoc Reporting Account Schedules Balance Sheet Detailed Every GL Account Same layout as your chart of accounts Quickest to set up because you can pull them in with the Insert G/L account function Summary You can show only the section totals Or define your own rows and simply map the GL s you want summed up in each group You can use formulas or filters to further customize your report
Ad Hoc Reporting Account Schedules Once you have your Rows of data defined you can use multiple column layouts to enhance the analysis you are doing Income Statement (P&L) Total for the company Columns by
Base NAVReports Inventory to GL Reconciliation Report Inventory Valuation is Quantity on the floor Inventory Value Posted to GL is the amount to prove to GL account To reconcile the difference you have the Received and Shipped not Invoiced
contracterp Reports Gross Profit Report By sales order view of actual profit amount and percentage As well as original planned profit for comparison Able to filter by... Date range Any field in the Sales header
contracterpreports Contract Analysis Report Cross contract reporting by Contract, Salesperson or Project Manager Options to run the amounts by Master, encompassing all, or by Base and Change orders separately You can also run the report for Remaining to bill only which will only show contracts that have not been fully invoiced
contracterpreports Contract backlog Report Overview of remaining to fulfill and where it falls based on the material list line dates Project Managers should be regularly reviewing their contracts for proper dates or no date Accounting should use this to plan or forecast
contracterpreports PM Profitability Report Profitability report across sales and contracts Various views and choices available Run monthly for Sales Rep number s, Qtrly. for commissions ; Report runs on sales, credit memos and contracts so accumulating all that data takes time
The Report Inbox Great report scheduling tool so the end user can continue to work without stopping and waiting for a report to run. Can print to pdf, Word, Excel or a standard printer. The report runs on the server through a job queue, not on the workstation. Select a report to print then click Schedule. Fill in the fields and click OK. The scheduler can be a one time print or a report can be set to run through a Job Queue on a recurring basis. View the report from the inbox page part on the Role Center.
Word Layout Reports Allow for simple report modifications without needing advanced developer knowledge. Can create multiple layouts for the same report. Assign different custom layouts to different customers. Getting started: Create a new Word Layout and export to your computer. This also creates the NAV field list to select from inside Word. Edit the layout in Word using the Developer tab. Save with a distinctive name. Use Save As to create a second copy.
Import Multiple Word Layouts Open Custom Report Layouts. Click New. Select the report ID and if it is a Word or RDLC layout. Click on Import Layout. Select the Word file document you modified. Enter a distinctive description and click OK.
Assign a Custom Report Layout to a Customer Open the Customer Card. Click on Document Layouts in the Navigate ribbon. Select the report usage and report ID. Click on the hyperlink in the Custom Layout Description field. Select your report format and click OK. You can also add a customer email if there is always one person who should get order confirmations.
Word Layout Examples for Order Confirmation
Jet Express, Essentials and Enterprise Express and Essentials are Excel add-ins. They provide access to real-time data. Retrieve and format data by using a combination of Jet functions and Excel features. Enterprise is the full Business Intelligence package that includes Essentials as the interface to retrieve precalculated cube data that is refreshed nightly or more. Share ALL your reports with non Jet users by saving in report mode.
Jet Express Use the Table Builder to select tables, fields and main filters. The wizard automatically creates the Jet table formulas in Excel. Filters can be changed from within the report filters on the upper left. Works well to extract transactional data and reference info related to a field in the transaction table (i.e. salesperson name retrieved to match the salesperson code in the Value Entry table).
Jet Express Running the report results in a data table of all the records in the formulas.
Jet Express Create a pivot table from the NAV Data tab. Use standard Excel pivot table options to format the report. Insert Excel slicers to add additional filters. Pivot table refreshes upon report fresh. Create more than one pivot table in the same worksheet. Create charts based on the pivot table too.
Jet Express Trial Balance Trial Balance Based on G/L Entry table data. Automatically calculated debits and credits within a posting date period. Uses slicers to view Balance Sheet or Income Statement.
Jet Express Purchase History Report Purchase History table retrieves records from the Value Entry table. Data is grouped by vendor and then item in standard Excel pivot table.
Jet Essentials Create more robust real-time reports with drill-down ability into NAV data details. Function wizards help you easily create Jet formulas. Bring data from multiple unrelated tables into one report. Example: Value Entry records that also retrieve data from sales invoice header and sales credit memo header tables. Show data in many different ways. Retrieve data and format as pivot table. Group data on one sheet without having to create pivot tables. Create multiple worksheets for a designated value (i.e. each salesperson or location). Perform Excel calculations on the Jet formula cells. Allows you to schedule reports to be run and placed into a network folder at any time.
Jet Essentials Sales Analysis report with groupings.
Jet Essentials Sales Analysis report with groupings result.
Jet Enterprise Business Intelligence Software What is Business Intelligence? Umbrella term for using technology to collect, integrate, analyze and present data for use in: Better decision-making Detection of opportunities for innovation Cost reduction strategic planning Optimal deployment of resources Key performance indicators Answers questions about historical trends, current situations and predictive analytics. Pull data from Jet Enterprise cubes to place into various reports and dashboards.
Jet Enterprise Data Cubes What are cubes? Pre-calculated/aggregated data updated nightly. Contains Measures and Dimensions. Measures are made up of transactional data. Sales orders, Sales invoices, Contracts, Purchase Orders Dimensions are ways to slice the transactional data. Dates, Salesperson, Departments, Location, Project Manager, Vendor Enterprise comes with pre-built cubes to which we have added some contracterp data and a contracterp cube based on contract statistics. Finance, Inventory, Manufacturing, Payables, Sales, Purchase, Receivables, contracterp Use Jet Essentials to retrieve data from the cube data source. Use straight up Excel pivot tables or Jet Essentials formulas to create single reports or vibrant dashboards.
Jet Enterprise Why Use It? Specific data gets retrieved from NAV nightly and is stored in the Jet Data Manager. Calculations take place outside of NAV so even the most complex calculations do not create a slowdown in your Production database. Typically data is refreshed nightly but can be pulled more during the day from NAV but again no calculations are performed inside NAV. The behind-the-scenes setup of all the pieces that make up Business Intelligence is already done for you. This saves long-term costs and time. Typically the structure does not change once in place. Cube customizations can be done by an experienced Business Analyst (not a power user) or we can assist so you don t need to have an in-house BI expert. End users, however, can begin reporting easily by simply using Jet Essentials to connect to the Cube data source and creating pivot tables from data already calculated. There are other BI options out there for NAV but, unlike with our pre-built cubes that will include contracterp data, the hidden costs of and time involved in developing cubes from scratch to work with other solutions can be frustrating and out of control. Instant success = low cost of ownership
Jet Enterprise Dashboard Example
Jet Enterprise and Power BI from Microsoft Jet Enterprise data cubes can be the data source for these clean looking dashboards. This was done in the Power BI Desktop. Select the data you want to see from the pre-built cubes. Can publish and share with non NAV users via the Power BI web site. Need an Enterprise Connector for Live access to your Jet or custom built cubes in SSAS (SQL Server Analysis Services).
Power BI from Microsoft without Jet Enterprise Microsoft created a content package for NAV 2016 that includes ready-made dashboards. However, limited, non contracterp sales and financial data is available. You can use Power BI on your own to connect directly to NAV via an Odata feed. Requires the set up of datasets, queries and refresh maintenance which can be costly and time consuming. Create pivot tables and charts as needed. Create dashboards that you can upload to Power BI and share with others. You can also connect Power BI to your own SSAS OLAP database to create custom dashboards and reports. Downsides, again, are the potential hidden costs in developing your own OLAP database that aggregates the data and allows for filtering by dimension. Jet Enterprise removes the need to reinvent the wheel.
The Jet Enterprise Data Manager Pre-built for You NAV and cerp Data Sources Staging Database Data Warehouse Cubes for use in reports
Keys to Creating Successful Reports Understand where the data resides in NAV. Always a way to lookup a report formula but no substitute if you don t know NAV. Tables types (i.e. master, reference, journal, ledger and posted documents). Pay attention to the field names on the pages you use in NAV every day. Use the Help files or ask us at contracterp for assistance. Plan properly for your report What is the purpose? Who will be running the report? Who is the main audience? What columns of data do you need? What filters do you want to use (how do you want to select the data that appears). What tables make up the detail of your report? What reference tables do you need to add? How should the data be grouped and sorted? Create a mock-up on paper of how you want the report to look. Leave formatting options like font sizes and colors until the end. Be patient No matter how seasoned of a report writer you become, every report is different and sometimes it can take more time than expected to come up with the ideal report.
Together we can build something great Thank you for attending our session! Financial Reports, Ad Hoc Reporting and BI Tools Joanna Broszeit joanna@accessit.com Dawn Stenbol dstenbol@accessit.com