Reporting for Invoice Receiving and Purchase to Pay

Business Network Reporting service contains several monthly and daily transaction volume calculations. Reports include processed or rejected transaction or volume per supplier, message type or invoice channel. In addition to transaction volume reports, Reporting service has SLA reports calculating the monthly processing times per message type and compares it to the agreed processing time limit.

You can make searches for various kinds of report types, and download results also to the CSV file format. 

Reports are calculated nightly and previous day’s transactions are available the next business day. Documents that are in processing or error status at the time of report generation are not included. Such documents will be include to the next day report, assuming that the processing is finished and status is completed or rejected.

Configuration and accessing reports

In order to have Reporting enabled, it first needs to be configured by a OpusCapita support or a project team. Reporting data is gathered from the date of configuration onwards. Historical data is not possible to add prior the configuration date.

An access to the Reports you find from the application menu on upper right corner. 

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The users accessing reports need to have Reporting user role. If you have issues seeing reports, please contact your company’s admin-user for granting wider rights for your user. If issues persist, please contact OpusCapita Support.

Searching reports

Before you can view reports, you must select customer, product, period and report type.

Customer 

From this you can select if you wish to see the reports for a single entity or maybe all of them in one search. 

Product

Currently we provide reports for products Invoice Receiving (purchase invoices) and P2P messaging (orders, order confirmations, desadvs, invoices).

Period 

From this you can choose on which period of time you wish to create the reports for. Daily reports are processed the next business day at 2 am CET. Options are the following: 

• Yesterday 

• Day before Yesterday 

• Current month 

• Previous month 

• Select date 

• Select month 

• Custom time range selection 

Report types

From this you can choose which kind of report you wish to see. Current possibilities to choose from: 

Invoice Receiving report types

• Invoices per customer entity: generates invoice report, where you can see the amount of invoices successfully received and rejected for each entity in customer hierarchy. 

• Invoice source per customer entity: apart from the amount of the invoices per entity it also shows the invoice channel types (paper, email or einvoice) 

• Invoices per supplier: shows the invoice volume per supplier also includes a division for completed and rejected invoices. 

• Invoice source per supplier: adds the division into each invoice channel type ( paper, email or einvoice ) 

• Detailed transactions: displays individual data of each invoice, including a direct link to Track and Trace – where you can see the details of chosen transaction. This function is only available for three time periods: Yesterday, Day before Yesterday or one selected day from the calendar.

• SLA Report for Invoice Receiving: report contains two pie charts displaying the portion of transactions that are within the agreed processing SLA time and the split of message types electronic, email and paper invoices. Chart includes a monthly SLA % calculation.

P2P Messaging report types

• Transactions per Buyer and Supplier: transactions volume per supplier in each configured P2P message type. Table row contains also total calculation of transactions per supplier in selected time period.

• SLA Report for P2P Messaging: report contains two pie charts displaying the portion of transactions that are within the agreed processing SLA time and the split of P2P message type volumes. Chart includes a monthly SLA % calculation.

Search results are displayed in a table view and in a pivot table if hierarchy view is applied. Data is displayed based on GMT time zone, which is important to take into an account when using time or date filters. 

Search results

Search results are displayed in a table view and in a pivot table if hierarchy view is applied. Data is displayed based on GMT time zone, which is important to take into an account when using time or date filters. 

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After the result table you will find a “download CSV” button, from which you can export the results in CSV format. This function exports data from the current view – it also applies filtering groups and hierarchy view changes. 

Hierarchy View 

By selecting the Hierarchy View option, you can see the parent companies for the selected customer. This allows you to make the search results more detailed, in a clear and organized way. Hierarchy view is only available in the Invoice Receiving reports.

Filtering groups

User can create filtering groups, that allows to narrow the search results to only the key companies. This function comes in handy, when you are only interested in showing the records of certain companies from a bigger parent group. You can select the ones you want within the hierarchy. Filtering groups are use specific and not visible to other users. 

Create filtering groups as follows:

1. Click the Filtering Groups button

2. A main window opens listing all of the previously created groups, sorted alphabetically by the name.

3. Select Create button. After this you will be asked to enter a custom name of your group, later you can access it from the main window, where it is possible to manage its members, edit the name or delete the group.

4. In the members tab you can add companies to your custom group by entering the name and then select each of the wanted branches and click save.

5. After creating the filtering group and saving it can be used when searching report data. In the picture down below, the filtering group will limit the search only to Acme Manufacturing plant 1, instead of the whole Acme GmbH hierarchy.