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Build a report

How-to8 minFoundation

Before you start

Build a report when you need a number or a table the standard lists don’t give you, such as payables by vendor. You choose where the data comes from, what the chart should show, and Beezr draws a live preview as you go. About 8 minutes, and you need permission to create reports.

Choosing Invoices as the source of a report and picking fields while the preview updates.

Start the report

Section titled “Start the report”
  1. Click Reports in the top bar, then New report.
  2. Click Choose a source and pick a module, for example Invoices. Its fields appear in the DATA panel on the left.
  3. Click the name box at the top, which says Name this report, and type a short name, for example Payables by vendor.
  4. Pick the type in the row above the preview: a table, a custom table, Bar, a line, a pie or a donut. The last icon is a custom layout.
The report builder for Payables by vendor. The data panel lists Invoices fields. A bar chart preview sits in the middle. The settings on the right show Bars by, Bar height, Order and Filters.
    Change switches the source. Beezr asks you to confirm.
    The type icons switch between table and chart types.
    Bars by is the field that makes one bar per value.
    Bar height counts records or summarises a number field.
    Filters keep only the records you want.
    Save keeps the report. Ctrl + S does the same.

Build a chart

Section titled “Build a chart”
  1. Under Bars by, choose the field to group by, for example Trade Name. For a line chart this is Line over, and it needs a date. For a pie or donut it is Slices by. Clicking a field in the DATA panel sets it too.
  2. Under Bar height, choose Count records, or Summarise a field.
  3. For Summarise a field, pick Sum, Average, Min or Max, then the number field, for example Net Payable Amount.
  4. Check the preview. A line over a date field asks you to Group dates by day, month, month name or year.

Use Order to put the Largest first or Smallest first, or to sort the groups A to Z.

Keep only some records

Section titled “Keep only some records”

Open Filters. Under Match all of these, click Add condition, then choose a field, a condition such as contains, and a value. Every condition in the group must be true. The sentence above the preview restates the report in words, so you can read it back, for example “sum of net payable amount by trade name where Invoice Number contains INV-2026.”

Build a table instead

Section titled “Build a table instead”

For a table, there is no Bars by. Under Columns, click fields in the DATA panel to add them, and drag to reorder. Or turn on Group rows under Summarise to get one row per group, with a Count, Sum, Average, Min or Max for each. While rows are grouped, the group and its summaries are the columns.

Save it

Section titled “Save it”

Click Save. Beezr says Report created, and the label beside the button changes from Not saved yet to All changes saved. Click View to open it in the viewer. If you leave with unsaved changes, Beezr asks Leave without saving? and offers Keep editing, Discard changes or Save and leave.

Check yourself

Omar wants a bar chart of invoice totals for each vendor. In the builder, what does he set for Bar height?
Show the answer

Summarise a field, with Sum and the amount field. Bar height can count records or summarise a number field. A total of amounts needs Sum on the amount field.

Layla wants a line chart of payments over time. What must she pick under Line over?
Show the answer

A date field such as Payment Date. A line chart runs over dates, so Line over takes a date field. You then choose whether to group by day, month, month name or year.

What's next

Change a report's dates and export itNarrow a report to a date range or a filter, refresh it, then save the chart as an image or the numbers as a CSV file.Use and switch dashboardsOpen your home dashboard, switch to another one, and know what to do when a card is slow or fails to load.

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