Know How at Noon: Make better decisions with Esker reporting

My name’s Ty and I’m a customer success specialist here at.
My Business Innovation and this session, we’ll explore how Escap empowers finance teams with actionable insights through its built-in reporting tools, enhancing visibility, compliance and efficiency across the invoice lifecycle.
So today’s session is designed to give you a clear understanding of the three key reporting levels within the solution.
So we’ll first kick things off by how to access reports.
We’ll then demonstrate how to create free essential reports within the AP solution.
So one at the line level header level and then report at the workflow level.
So.
These sessions are designed to help users better understand how to extract.
Extract, organise and analyse data effectively within escape.
So whether you’re aiming to track invoice.
And most level details, monitored document summaries or evaluate workflow efficiencies.
The session will hopefully empower you to make more informed, data-driven decisions using esca reporting capabilities.
So at the end of the session, you’ll see a QR code to complete a quick survey.
Would really appreciate you taking a moment to fill it out.
We’ll we’ll also share the link.
Now actually in the chat. So you’re welcome to complete it at any time during the session while following along.
But before we jump in to the solution.
Let me just see what I’ve got here on my screen.
Just a quick note, so feel free to submit your questions at anytime using the Q&A or chat functionality. So we’ll aim it to.
Cover them at the end of today’s session, but with limited time. If we’re not able to address everything live, we’ll follow them up via e-mail, as always.
So let me so let’s just jump straight into things here. Let me.
So.
Most of you when you click and when you log into esca, you have your dashboards. You have a dashboard screen.
So there’s a few ways to access reports within escape so.
As you can see, there are a few chats on my screen here.
These charts are linked to reports, so if you click on the magnifying glass.
Icon here.
It will navigate you through to that report there with the data set available.
However, for today’s session, like most users, will just navigate to the reports tab.
So before we actually cut things off and start creating our first report.
As you can see here, on my screen there’s a question icon.
So best practise always is to utilise this functionality. If you have any questions by clicking on the questions icon it will navigate you through to the relevant escape documentation.
So we always encourage users to make use of.
This so as you can see this has gone through to the report section within escape documentation and it provides guidance on managing and creating exporting reports along with a range of other helpful resources and what’s best.
It’s free to utilise.
So if we just come back into our solution here.
So for the first report that will be running through today, as to how to create a report at the line level.
So with this report, we’re aiming to look at specific line item data.
So the report that will be looking at is how individuals.
How their individual entry sections, GL accounts, tax codes and cost centres attract and reported for detailed financial control and.
Audit readiness.
So to create a new report you would simply click the new report button and build it from there.
However, for today’s session I’ve already pre created the report that is required, so we’ll just walk through how it was set up.
So if you click the new report button that we looked at earlier on, it should navigate you to a screen such as the one that’s showing here.
So step one, you want to select your data type, so this tells Eska where to pull the relevant data from. So as you can see here, as mentioned, this report will be on the line at level.
So for this report, we’ve based it on supply and moisturiz line items and this is essentially.
Where any source of the data that will be that we’ve got availability to report on.
Help.
Simply just follow the prompts.
So on the step here, the report format, so you can choose whether you want a list grouped list summary or chart.
So each option gives you a summary below here on how the report will be structured.
So in this case, we’ll we’ve gone ahead and selected the grouped list.
On the operations field.
This basically defines operations and it calculates additional values on numeric fields or dates available in the report.
For this specific demo, we won’t be using this screen here, and you’ll find most of the time when you build a report you don’t.
You wouldn’t necessarily tend to use the operations screen unless you need to be quite specific and.
Create new calculations.
So just following along then next.
And here with this we chose at the beginning at the report format that we wanted to group our our data.
So this report here was selected to group it by GL accounts, description line, supplier name and invoice number.
However, if you wanted it to just be grouped via GL account as a player name, by all means you can do that also.
Now on this column screen here. This is basically where you select what columns are you want to display on your report and so it just based on the relevant data that you want to actually look through.
So as you can see, there’s a whole bunch of things that you can pull through to report on, but I’ve just kicked things simple and realistic.
As to what most people do.
Routine to select when it comes to columns for this type of reporting, such as the date, time, the invoice.
Document was submitted.
Supplier name, supplier number, order number, invoice amount, invoice stated and so on. As you can see.
Now through this step here you’ve got the options to drill down further on your data set.
So Philtre specifically on what you want the report to define to drill further down, to define that report. So you can click and add a new philtre.
So whether you want to.
Do that on date time.
Submitted hold on subtmitted.
And select that and you want to just you know.
Look at today’s.
You know data set rather than a complete overview.
So you’ve got those options to philtre your report down further on.
I’m just gonna delete that for now because I don’t want them and below here you’ve got some display philtres.
So this basically allows you to philtre the report but not the report built on those philtres.
So whether you share the link to your report with someone within your team and they’re looking for something specific, we’ll walk through how to utilise those philtres in the case of this report shortly.
And then the final step in building this report here brings you through to your chart so you can have a chart displayed and as you can see here, you’ve got all these different options on how you want the chart to display there or you can choose not to have one at all.
But for this one here, we’ve kicked it nice and simple and.
Keep vertical bath. Then we just finish.
And as you can see here on the screen.
We’ve got a clear chat that gives you a visual view of the data in the report.
If you Scroll down, awesome.
You’ll see a full list of the records that sit behind the chart and a wee little summary of how what the report is based on the build.
As mentioned earlier, you’ve got these display philtres, so whether you’re wanting to philtre directly to just bring up data set for certain supplier. So as you can see here, sorry I need to have a look at this because I’ve made all of this up so I need to look at what supplier what eddycom so.
If I just want to see the results for eddycom, I’d simply use that philtre, apply it, and then it will just bring up anything relating to that supplier there for you.
Now, with all reports, you’ll just go ahead and you save the report as needed.
Name it to something that’s conventional.
You can choose whether or not you want the report to be private.
You know, most cases are CFOs that do have access to esca.
For what reason they choose to, they choose to have it private.
Or you can have it public, meaning that you can share the link and it’ll be visible to those in your team that have the relevant permissions.
Yes.
Oh.
Now.
Bets it there for the line at level reporting, so let me just jump out of there.
So as a quick reminder, before we jump into the next report, the QA Q&A section is open.
So if there are any questions about the line item report, we’ve just walked through or if you need any assistance. If you’ve got like a line level report that you’re trying to build at the moment, you’ve found this helpful, but you want.
You know to customise it a little bit and you’re struggling, feel free to also.
Just pop that into the chat.
And as mentioned, if we’re unable to cover everything due to time constraints, I’ll follow them up with you via e-mail.
So next report, we’re just going to jump into here is the one that I’ve already pre created.
This one here is at the header level.
Cool.
So just to quickly clarify, before we build this report, ’cause, I often do get.
Ask this is that you know.
What do you mean by header level?
So if I just quickly jump screens and open up a dummy invoice that I am.
So above here is what we are referred to as your header level data.
So if you’re wanting to build your header level reporting, the only data information that will pull through is anything that is available available to you at the header level.
So this is what basically you can build your rapport off on.
So if we just jump back into a screen that we were in.
Come.
So the report we’ve created here and that will walk through here includes a high level information such as invoice totals, supplier details and invoice status, which is useful for overall analysis or reconciliation.
Again, this is just a very simplified version of.
Header level reporting.
So the idea is to give you the tools on to how to build these reports.
And then you can further refine them to suit your business needs.
So as we can see, we’ve selected our what we would like to report on.
Next here.
Again, we’ve opted to select to go by grouped list.
And on the screen here we have just utilised a few of the operations so.
So we’ll just refined it to you know.
On the amount that is visible on the report that we pull through, we want it to be the sum amount. But if you wanted to, you can select average and so on, but kept it quite simple.
And as you can see here, I’ve also added a few custom calculations that I wanted to pull through.
So on this report, we’ve grouped it via company code and moist status and we’ve opted just to report and group on these two values here, although you’ve got the option to group it via three different.
Grouping data.
Like the line level report that we just ran through.
You’ve got the options again to select what columns that will show and that are available that you want to show through on your report.
And again with you’ve got the philtres here, so you’ll just follow the prompts where needed.
For this report, we’ve updated to have no chart, but by all means, if you wanted to, we can have a chart.
Actually I will select A vertical bar group chart just for the sake of it and you can add in a title and just work through these options here, but they’re not mandatory.
Help.
So like the other report, it gives you the chart visual and then just the data set listed here that’s behind.
The visual that you’ve got on the chat.
Effect.
And.
That brings us to that the end of the header level reporting there.
So the last and final report will examine is the workflow level reporting.
So this provides visibility into approval chains, reviewer actions and process durations. So enables you to identify bottlenecks and Dr. continuous process improvement, but also just shows you you know what actions the approver has actually taken.
And a lot of our customers do find this one here.
Quite useful.
So we just jump into how we built this report. So as we can see, I’ve named it actions taken by approval and because the actions on the invoice, let me just jump into a invoice again.
Is all shine here down below on the workflow?
This is where.
Any data that we report on on this report will pull from.
So because we’re based it on the workflow level, if for whatever reason you wanted to pull anything from the line item level, it will not pull through because of the data set that we’ve selected to, we’ve chosen to build this rapport on.
So just jumping back into.
The screen here so as we can see supply invoices and workflow by all means as mentioned earlier on this reporting session is based on your AP workspace.
However, if you’ve got multiple different workspaces available with for your organisation, and you know such as procurement and you wanted to look at the actions that were taken.
On the procurement side of things such as PR.
Requisition. You’ll just follow the prompts to what workflow that would be that you’re wanting to report on for that module. So as you can see here, we’ve got the PR workflow option available. But again, for this one here, keeping that simple supplier invoices, workflows, what we’ve opted to go through for this.
Again, with selectors, go with the grouped list.
You know, often I it just is a better visual for all when they’ve got that chart to, you know, have a quick overview on, but also the list of the data set to refer back to others, you know, aren’t, you know, prefer not to have the chat or not to have it grouped and by all means again you’ve got the flexibility on how you would like your report format to build on.
We’re just going to bypass this one here, operations.
And.
What we’ve grouped this by is that I’ve grouped it by actual approver.
So what this is going to do is say, for instance, you’ve got.
Approve a proverb Karl and approve a Debbie Debbie.
It will group all of which that person has actioned to make it easier to digest that data set.
Thanks.
Kept it very simple here in terms of the columns that I want to, you know to display on the list that will come later on the the final report. But again you can define that further where need be.
And as shown previously, you’ve got the extras to, you know, add philtres where you’d like, but we’re just going to quickly finish off here and jump in.
So as you can see I’ve grouped it by John John’s, my AP specialist.
You can see what workflow action John’s taken on this on the invoice here. So and at what date he completed that action.
Perfect.
So now that wraps up today’s demo on the line level, hit a level and workflow level reporting.
So I hope you found that helpful.
What we’ll do now is we will jump, move on to any questions you may have.
How are we?

Joanne Marie Ignacio De Lasan   21:35
Yep. Hi Tai.
So yes, we do have two questions that are quite related to each other.
First one is are the fields or report generation accessible across all account types or permissions?

Tai Manavahetau   21:53
So yes and no.
So the fields let me just actually have a quick look at that question actually, so I can ensure that I address all of that for you.
So the fields are available.
In most cases, to all account types and permissions.
However, when they build that report based on those fields and based on their permissions that they have may not necessarily.
At, you know, bring any data through on those fields.
So say for instance, they don’t have permission to a certain supplier.
They can build the rapport around there, but that won’t pull through that that line level data or the data set for that supplier won’t pull through for that user based on their permission.
However, if they save that report as a public version and then they share that link, that report link with say someone that’s light admin that has a higher level of permission sets, that person will see that data pull through.
That report, although the original user that created the report, has no visibility over it.
Was that the question?
Two parts accessible across the Alta yeah.

Joanne Marie Ignacio De Lasan   23:15
Yep. And then the second one, Tai, can you grant access to individuals outside of your department? For example, a leadership member may want to view a report on a specific detail.

Tai Manavahetau   23:30
Yeah, great question.
So there’s two options here.
The first.
The first option I would actually recommend, especially at a because you’ve said leadership. So a lot of times CF OS for instance, they don’t actually use esca. You know it’s more so for the AP users et cetera.
But they still want a high level report. The first option you can do is actually.
Utilise the schedule report functionality.
What that does is that it so you can set the report to send through to that CFO on either a daily, weekly or monthly basis and it’s simply extracts that report and it emails it directly through to that user rather than them having to.
Log into the solution.
So that’s one option.
And.
The user doesn’t actually need to be a esca user as well. So say it’s again using that scenario the CFO.
The CFO is not actually set up with an escape, but you want the reporter to go through to them again.
It will just e-mail them that report directly.
However, the benefits of actually accessing esca is that you get the live data pull through to the report.
So depending on what profile that you have.
Will depend on whether or not you can extend that.
Report permission through to another user, but again it comes down to that user’s permissions that they have set against their profile.
We don’t come across that quite often, but by all means, as I had shown through, there are steps on how you can, you know, set that up via escape documentation.
So I would say first you know refer to that, but by all means if you need to.
Reach out to us and we can help guide you further on how to do that on your end.
Just looking at the time here, any other questions there, Joe?

Joanne Marie Ignacio De Lasan   25:39
Yep, we have one again.
Can you suggest a report that we can use to track ERP integration errors as a percentage on a monthly basis?

Tai Manavahetau   25:52
Oh, great question.
For that one there, I’m just going to quickly.
Call app.
My.
Solution here.
And again, we would navigate to so.
Within the first part is within escape.
There are already built-in reports that you receive with your solution. However, when it comes to specific reporting, such as the one that you would like, I would again just navigate.
You would have to build the report from scratch and.
Clicking for that new report functionality.
Will bring you through if my account wants to keep up with me here.
Gives you the options on where you would create your.
Sorry, I’m thinking of my English here.
Create based your report on so I can reach out to you.
Directly via e-mail and just send you through the steps, but by all means if that information is ingested into esca, you can report on that there.
And yeah, as I mentioned, this is quite user friendly. So just follow the prompts on new reporting, but because that one is quite specific, I’ll reach out to you and just send you through the steps on how.
To build that, but there’s not a already built one within Esca.
Help.

Joanne Marie Ignacio De Lasan   27:29
Yep. So Tai, I think we still have time.
There’s another question.
Could we build a report that allows cost centre managers to see whether invoices related to their cost centres status?
So some invoices are PO base invoices and therefore do not go through the approval workflow.
So the report should include those invoices as well.

Tai Manavahetau   27:57
Yeah. So great question.
So yes, you can build a rapport based on that.
And again, it would depend on where you’re wanting wanting the data to pull through from, and whether your environment depending on what customizations you have in place allows it.
So for instance, if the cost centre data is at the header level, you would simply follow the header level.
You know sections that we ran through today and instead of grouping it by GL account, you’d get down.
You’ll just define it via the cost centre and then you can define it further onto specific users and with it and then you can use the philtres based on that reporting to just you know if you don’t want to look at anyone else’s but just yours, you’d philtre it based on that as well.
But again, if this is something specific that you want in place, or you’ve already.
Really had a play around with and you’re just struggling to set that up on your end.
I will reach out to you via e-mail and just help guide you on that report, but yes, it’s quite simple.
You’ll just simple.
You’ll simply follow the PO header level.
The header level. Sorry in moist report that we went through today. However, as if your cost centre data.
Information that you’re wanting to report on is at that line level you’d do the.
Time. But you follow at the line level section and then you can follow the prompts from there.
Any other questions there, Joe?

Joanne Marie Ignacio De Lasan   29:32
Yep, last one.
When using the scheduler, I have not been able to send reports to a user who is not set up in esker.
Could you please confirm whether that is expected behaviour?

Tai Manavahetau   29:47
Again, it’s very accustomed to all different customers environments, so standard.
So yes, you can schedule a report to a user that’s not within esca. However, it also depends on how your environment has been set up.
So when you sign up with us here at Fujifilm, you would have gone through your project stage and at the project stage, you would have gone through a list of requirements and permissions that you would like to allow certain profile.
Users and based on those permissions for the profile and whether there’s permission that’s been allowed to you is perhaps where you’re having that difficulty.
Again, I’m happy to review your environment for you and have a look at that. Should you need to enable that capability there.
Now.
I see here that we’ve reached time, so we’ll wrap it up now.
Thank you all for the questions. As mentioned, for those that we haven’t been able to address, I will reach out to you via e-mail. And for those of you that did ask questions, I will still reach out to you via e-mail.
There with, you know the so we can discuss further your requirements and we can go from there.
However.
We’ll play as a reminder. Please scan the QR code and complete the survey.
So by doing so, you’ll go into the draw to win a blunt umbrella.
On that note, I do just want to say a huge congratulations to last month winner John he at Aveda. Apologies John.
I do have an umbrella ready for you.
I’ll get that out the door for you today, especially with the weather that we’re experiencing.
But again, thanks everyone for your time and joining us today. And today’s know how at noon session.