Reporting > Scheduled reports

Scheduled reports

If you have the User Right - Enable Report Scheduling, you will be able to schedule reports. Scheduled reports allow you to automatically run reports on an ongoing basis, without having to manually run the report each time it is required.

Report scheduling functionality resides in the Report Templates section of a report's search criteria window. Report schedules are defined at the time you create a report template. When report scheduling is active, the following additional fields appear in the search window:

• Export File Name. This option allows you to customize the name of the output file and, if required, the file extension. For example, an Excel file can be created by adding an .xls extension to the file name.
• Export File Type. This mandatory scheduling option allows you to select an output file type. Options include XML, CSV (comma-separated values) and tab-delimited file format.
• Execution Range. An alternative to using the Statement Period or State Date/End Date fields, this option allows you to search using one of several typical date ranges, for example, today, yesterday, current calendar week, last 28 days. Note: This option only appears if the Statement Period or State Date/End Date fields exist.

You can currently only use the report scheduling feature with the following reports:

• Transaction Search - Company
• Enhanced Data Analysis
• Account Search
• Supplier - Company

To create a report schedule:

1. Select the parameters you want to save as part of your report template.

   Note: You must select an export file format and execution range for any report you want to schedule.

2. Click the Save Template link in the Report Templates section of the report's search criteria window. Name your template and click Save.
3. Click beside Schedule.
4. The Create Report Scheduler dialogue box appears.
5. Type a name and description for your schedule.
6. Define your schedule's frequency (how often you want the report to be run).

   If a daily frequency is selected, you can choose between weekdays only, all days, or define the days of the week. For a monthly frequency, you can define the month(s) and day of the month. For both options, you can define the schedule’s start and expiration dates.

   Note: You cannot set a schedule to run for more than one year.

7. Define the schedule's execution time (what time in the day the report should run) and your time zone.
8. Click Save.

   Note: When the schedule is created and enabled, the icon in the Report Templates section of the report's search criteria window displays a green clock .

9. When you receive a system-generated email notifying you that a scheduled report has been generated, select Report Outbox from your Reports menu. Note: This menu item only displays when a scheduled report has run.

   Note: Spend Dynamics checks the Report Outbox each day and automatically deletes files larger than 15 MB and older than 14 days. It also deletes all files older than 28 days, regardless of their size.

10. Click to the right of the file you want to download.

    The File Download window appears.

11. Click Save. The Save As window appears.
12. Specify the directory location, file name and file type to save the file.
13. Click Save.

To edit or delete a report schedule:

1. From the main menu, select Reports > Scheduled Reports.

   The Scheduled Report Search dialogue box appears.

2. Enter any details you know about your report and click Search.

   The Scheduled Reports screen appears.

3. To edit a schedule:
   1. Click .

      The Create Report Scheduler dialogue box appears.

   2. Make any necessary edits and click Save.
4. To delete the schedule, click .