Reports

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Overview

The Reports feature lets you generate comprehensive documents about your inventory, loans, and assets. Export data to PDF for sharing or printing, or to Excel for further analysis.

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Report Types

Invenicum offers three types of reports:

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Inventory Report

Complete listing of all items in your inventory:

• Item names and descriptions
• Quantities and minimum stock levels
• Locations
• Custom field values
• Asset type groupings
• Images (in PDF format)

Best for: Physical inventory checks, audits, insurance documentation

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Loans Report

Details about loaned items:

• Active loans (currently out)
• Loan history (returned items)
• Borrower information
• Loan and return dates
• Overdue status
• Item quantities

Best for: Equipment accountability, tracking overdue items, usage analysis

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Assets Report

Inventory organized by asset type:

• Grouped by category
• Asset type summaries
• Total counts per type
• Value summaries (if price fields exist)
• Custom field breakdowns

Best for: Category analysis, budget planning, purchasing decisions

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Generating a Report

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Export Formats

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PDF Reports

Advantages:

• Professional formatting
• Includes images and logos
• Ready to print or share
• Consistent appearance across devices
• Cannot be easily modified (preserves integrity)

Best for:

• Sharing with stakeholders
• Printing for physical inventory
• Archival documentation
• Audit trails

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Excel Reports

Advantages:

• Editable and customizable
• Supports sorting and filtering
• Can add formulas and calculations
• Easy to import into other systems
• Enables pivot tables and charts

Best for:

• Data analysis
• Budget calculations
• Combining with other data sources
• Custom reporting
• Further processing

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Report Contents

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Inventory Report Includes

• Header: Container name, report date, user who generated it
• Summary: Total items, total quantity, asset type counts
• Item Details:
  • Name and description
  • Barcode
  • Location (full path)
  • Quantity and minimum stock
  • All custom field values
  • Images (PDF only)
• Grouping: Organized by asset type
• Totals: Summary statistics at the end

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Loans Report Includes

• Header: Container name, report date, date range
• Summary: Active loans count, overdue count, total loaned quantity
• Loan Details:
  • Item name and voucher ID
  • Borrower name and contact info
  • Quantity loaned
  • Loan date
  • Expected return date
  • Actual return date (if returned)
  • Status (active/returned/overdue)
  • Notes
• Overdue Section: Highlighted overdue loans
• History Section: Past returned loans

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Assets Report Includes

• Header: Container name, report date, summary stats
• By Asset Type:
  • Type name and image
  • Total items of this type
  • Total quantity across all items
  • Value summary (if price fields exist)
• Custom Field Analysis:
  • Breakdown by key custom fields
  • Counts per value
• Summary: Overall totals and statistics

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Scheduled Reports

Future scheduled report features will include:

• Weekly/monthly automatic generation
• Email delivery
• Custom report templates
• Saved report configurations

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Custom Report Filters

Future filtering options will include:

• Date ranges
• Specific asset types
• Location filters
• Custom field filters
• Status filters (active/inactive)

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Working with Generated Reports

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PDF Reports

Viewing:

• Opens automatically in your browser’s PDF viewer
• Can be saved to your device
• Print directly from the viewer

Sharing:

• Email as attachment
• Upload to shared drives
• Share via document management systems

Printing:

• Use landscape orientation for wide tables
• Portrait for text-heavy reports
• Check page breaks before printing

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Excel Reports

Opening:

• Downloads as .xlsx file
• Opens in Excel, Google Sheets, or LibreOffice
• Compatible with Excel 2010 and later

Analyzing:

• Apply filters to columns
• Sort by any field
• Create pivot tables
• Add charts and graphs
• Calculate sums and averages

Manipulating:

• Hide unnecessary columns
• Add custom columns
• Apply conditional formatting
• Merge with other data sources

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Report Best Practices

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Common Scenarios

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Year-End Inventory Audit

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Budget Planning

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Loan Follow-Up

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Insurance Documentation

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Report Performance

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Generation Time

Report generation time depends on:

• Number of items in container
• Number of images (for PDF)
• Complexity of custom fields
• Export format (PDF takes longer than Excel)

Typical times:

• Small containers (under 100 items): 5-10 seconds
• Medium containers (100-1000 items): 10-30 seconds
• Large containers (over 1000 items): 30-60 seconds

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Common Questions

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Can I schedule reports to run automatically?

Not yet. Scheduled reports are planned for a future release. Currently, generate reports manually when needed.

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Can I filter reports to specific asset types or locations?

Advanced filtering is coming in a future release. Currently, reports include all data from the selected container.

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Do reports include deleted items?

No, reports only include currently active items and loans. Deleted items are not included.

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Can I customize the report format or layout?

Customization options are planned for a future version. Currently, reports use standard templates.

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How long does report history stay available?

Reports are generated on-demand and not stored by Invenicum. Save downloaded reports on your device or file system for future reference.

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Can I export only specific fields?

Field selection is planned for a future release. Currently, reports include all available fields.

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Do Excel reports include images?

No, images are only included in PDF reports. Excel reports contain data only.

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Can I generate reports via API?

API access for report generation may be available in a future release. Check the API documentation for current capabilities.

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Related Topics

• Managing Items - Understanding inventory data
• Loans - Generating loan reports
• Locations - Location-based reporting