Data insights are crucial if you want your rental business to succeed. This is why rentals rely on reports to analyze their data and strategize accordingly.
But not all rental businesses have the same needs. For this reason, EZRentOut offers Custom Reports in addition to its pre-configured reports. Build reports from scratch as per your workflows and access insights that enable you to grow.
1. Getting Started
To get started, first ensure that the Custom Reports Add On is enabled. Go to Settings → Add Ons → Custom Reports. Here, enable the Add On and select the appropriate checkboxes if you’d like to allow users to save and schedule Custom Reports.
Now, once you’ve saved these changes, head to Reports → Custom Reports → Custom Report. You can also click on the ‘Create Report‘ button on the top-right of the Reports page to be taken directly to the Custom Report page.
Here, you can build your Custom Reports from scratch. Before we get into that, take a look at the buttons highlighted below.
- Load Saved Report: Load a report you previously saved. Learn more.
- View Scheduled Report: View any reports you’ve scheduled within this category. Learn more.
- Export: Download this report as a CSV/PDF, or upload it to your OneDrive/Dropbox.
2. Selecting a Module
Begin creating the report by selecting a primary module for your report. Here’s a look at the primary modules you can choose for your Custom Report:
Next, you can select one or more related modules. As implied by the name, these will change based on your initial selection. For example, choosing ‘Locations’ allows you to choose from related modules such as Items, Location History, Stock Requests, and Work Orders.
Let’s begin creating our first Custom Report.
We’ll select ‘Orders’ as the primary module. This results in the following related modules:
For the purposes of our report, we’ve chosen ‘Items’ and ‘Locations’. The related modules you select here will open up additional choices to you in Step 2.
Note: Some related modules can have multiple associations with a single item. As an example, one order can be associated with multiple items, documents, and bundles. When setting up a report, you cannot select more than one of these related modules. In the above example, since we chose Items and Location, all conflicting modules are locked.
3. Selecting Columns
Now, we need to select columns based on all 3 of our chosen modules. To do this, simply use the arrows to add/remove a column.
To derive order insights related to our report, we’ve selected Order Net Amount, Customer Name, Item Name, Item Warranty(Custom Field), and Location Name.
4. Applying Filters
Apply filters to your Custom Report to glean data for areas of your interest.
The filter options available to you are also dependent on the primary and related modules you’ve chosen. We picked Orders, Items and Locations, so we’ll only apply filters based on these modules.
Let’s add out first filter.
- Choose a module and the filter you would like to apply.
- Next, choose between items displaying in an ascending or descending order.
- Click on ‘Add Filter’. This action adds the filter to the list of Applied Filters.
- To add another filter, use the same dropdown to select a new module and filter, and click on ‘Add Filter’ again.
We’ve chosen to filter ‘Completed’ Orders, and Orders with a Net Amount equal to or greater than $500.
Moreover, you can also apply two or more filters to one module.
To stack filters in this manner, choose the same module again with a different filter value, and click on ‘Add Filter’. We’ll try this on our Order status filter.
Click on the crosses to remove one of the filters, or hit Remove Filter to remove the entire filter.
5. Group line items
You can also group line items to make it easier for you to view and analyze the report. This feature clubs similar items together to improve report readability.
To begin, click on ‘Group rows’ under Step 3. Next, simply make your selections.
We’ll choose to group rows by Location names.
6. Running Your Custom Report
Once you’re done creating your report, it’s time to generate it!
Click on one of the following buttons, depending on your need:
- Run Report: Generate your Custom Report.
- Save Report: Saves the template for future use. This option is only visible once you’ve run the report.
- Schedule Report: Sends the report to specified people at set intervals.
Notice that the same Location names are grouped together. You can expand or collapse the entries as per your liking.