RecChat: Reporting for Comparison - 10/01/2020
Table of Contents
Episode Summary
In this episode, our host Zach Malloch is joined by Senior Support Technician, Keriann O'Leary, Learning Product Designer, Bret Alarcon, and Senior Support Technician, Michael Cianci to discuss reporting for comparison and trends for COVID purposes or year-end analysis. Keriann walks through a number of different reports all available from Report Output Listing and explains what you can expect to see after processing these reports.
Recording
Transcript
Zach Malloch 0:00
that means that we're live with RecChat Chat. It's very special edition with once again, Keri O'Leary joining us. So this time we're gonna be talking about some reports. Welcome, Carrie. We're also joined by Mike Cianci and Bret Alarcon, they're going to be manning the questions, and we have some of our new hires that are just going to be kind of participating by viewing. So if you see new names, you'll start to work with them. At some point in the near future, we're training him up to provide you guys with more answers, and all of that. But the topic of the day is reporting and specifically reporting is a very big topic, but we're going to try to narrow it down and kind of focus on comparison reporting kind of different ways we can kind of quantify some of the impact that 2020 has had on everybody's business, which is probably significant. But Keri, once you kind of give us a little bit of an overview of what we're going to be going over, and then we'll just jump right in.
Keriann O'Leary 1:06
Yeah, so we've got a couple different reports highlighted that we're going to specifically review, like Zack mentioned for COVID comparison, but also just some of the year end reports that you would run to just compare seasons, years to years, and just look at the figures so that you can see those trends and how things are flowing. If you've increased revenues, decreased revenues, and where those may have changed.
Zach Malloch 1:35
All right, great. And I think we're gonna start, where we often suggest that people start with reports, the output listing, so take it away,
Keriann O'Leary 1:43
favorite place, all right. Share my Screen.
Zach Malloch 1:56
And as always, if you guys have questions, just go ahead and throw them in the q&a area. I think we have plenty to talk about and a half an hour, but you know, we'll try to get as many questions as we can, and cover the main bulk of it in the the allotted time. But if we need to, I think we can stick around for at least a little bit after that.
Keriann O'Leary 2:16
Awesome, Zack, are you seeing my Screen,
Zach Malloch 2:18
we can now see your Screen.
Keriann O'Leary 2:20
Awesome. So the first place I'm gonna go is the report output listing. It's really one of my favorite places. If you guys have worked with me in the past, I've definitely mentioned this, it's it's an excellent place to be for a couple of reasons. So you don't have it saved as a favorite in your venue, you can just Type output. And we'll have two of these, the listing and the manager, we will discuss the manager briefly. And okay, if you're still using the old interface, I know this was a question the last time you can find that under reporting, report output listing, and it will pop up for you. So reporting output listing for the old design, I'm going to stick with the new one because that's the way we're trending. So I love this area for a couple of reasons. One, it has every single report listed in RecTrac, both the VSI standard reports and your customer reports. So if you just Click a grouping, financial because it's a good place. You'll see in the output call pipe here, we have our VSI standard and our custom. So if we right Click the bottom line, which we will run, it'll give a preview. That's my second reason I love the output listing. So if you're in Google Chrome cool feature, I know this can be really small. As you can see, I bet eyes if you Click the Report and drag it up to the top of the Screen, it will go full scale for you. So you can actually see a little bit more clear the sample of what the report would look like this does not reflect your actual data. It's just a sample so that you can see if this report might be good for you or not. And then two other reasons I like this is you can actually do a keyword search, you can take bottom enter my filter is already on contains by default it does begins with so if you just Click contains it'll show you everything that provides a bottom line report as you can see, every single one of our modules provide
Zach Malloch 4:29
like to put a quick disclaimer that searching for bottom here is safe if it's on the larger internet might not be
Keriann O'Leary 4:38
true enough. So in the Description Field, just you can do a keyword search you can use any word that you would like cash for Castor and all bottom for bottom line, etc, etc. If you're not familiar, you can just do what like I had done here just Click activity financial or even in your options, open all your groups and then just Click them one by one and see which one might meet your needs best. So, my final reason I like this is that we can just Click Run Report from here. So you don't have to do anything else. You don't have to go searching for it. It's, it's just here. So if I Click Run Report, you may get this pop up. If you guys use templates and are familiar with those, you can choose a predefined template. As you can see, I don't have any selected. But if you're unfamiliar, or you're not sure, if you have templates, just Click Continue.
Zach Malloch 5:30
And just real quick, because we go ahead and hit continue, but this next Screen will load. So what the templates do is they save all of the settings as far as the criteria that you want to run the report. So technically, you could be in the report output listing, hit run, choose your template, and then when you get here, all of your settings are already in place. And then all you have to do is hit process at the bottom. So if you have reports that you're running repetitively, and switching back and forth between different configurations, templates can potentially save a lot of time for that
Keriann O'Leary 5:58
I think one of the larger or more widely used areas for templates is typically a cached journal, or GL distribution, where you have predefined templates, which is down here in the corner, that show you possibly like WebTrac sales, maybe weekly sales versus monthly sales, so on and so forth. They are used in other areas, it's available on every Screen. But again, I think the most common area for that is the cash journal. So once I get onto my Screen RecTrac will remember the last thing you did in here. So what I'm going to do is I'm just going to Click default settings, every time I go to a Screen, I want to Click default settings that will reset the Screen to the default. So anything that you had clicked before will be wiped out, and it will just go back to its basics. So I want to Click that. So for the activity bottom line, I'm going to just Click all my sections here, I want both archived and an archive, I can leave these unchecked, or I can check them it means the same thing. And then just Click process. So another thing is I'm want my selection criteria on that will provide a summary of everything that I've selected. In this case, it was all my sections, and the archive, yes. And no, oh, that's great, because if I pull this report up in the future, I can see a summary of all the clicks that I did, which would enable me to recreate and rerun the exact same report.
Zach Malloch 7:36
And that's really great. If you have to look at the report, you know, six months from now, you might not know exactly what settings you run it. And that means you don't know exactly what data you're looking at. But if you include that selection criteria, it gives you a little bit more of that reminder.
Keriann O'Leary 7:51
Also something if you are running a report, and you're not getting results, or it's blank, or it's not what you expected, etc, etc. And you create a case on that. We need those that VSI to help analyze and figure out what's going on with the report because one, we're not going to be able to duplicate the report potentially for you. And two, we don't know what you clicked. So we would definitely need that if you created a case. So I'm going to make sure that's on my preview and continue. While that's processing, I'm just going to hit process again. And up here, you'll notice there's actually a sword for this one. So I could potentially rearrange, and change how this report is organizing its data. I like the default of how it packages this. So I'm gonna leave it alone. But it's certainly an option. And you just Click your sort to make that appear. And then that should pop up in just a second.
Zach Malloch 8:52
And actually, while we're talking about that, with running process, again, like if you had actually gone to hit Run to actually tell this to go again. System kinda tries to take care of you. Of course, the timing was just right there. But normally, if you run the same report, again, without changing settings, and it's still running, it'll tell you that there's a version of that still in process. So if you get impatient, you're not sure if it's actually running, you try to do it again. System will basically say hold on oops, we're still working on it.
Keriann O'Leary 9:24
Exactly. So my dad has just sampled that I've registered and do random things throughout my, my almost five years here, so lots of zeros and then little revenue might seem unfortunately familiar this year. So all my programs, etc. It's going by activity code, and then each section and then the year so I can see them chronologically. I scroll to the bottom. There's my selection criteria. So it just told me that I wanted everything with archived my begin activity was blank Thursdays. zzz, which in RecTrac language means give me everything.
Zach Malloch 10:06
Absolutely.
Keriann O'Leary 10:08
Awesome. So, hop back over to output listing, which I forgot to mention. Some reports have a detail and a summary mode. If you just Click detail versus summary, when you actually Click Run Report, excuse me, that's what mode it will be in when you run it. If you want to run the opposite mode. That setting is on the Screen right here. So if you did want to get the summary of it, just switch it to summary and process again. And you can get that
Zach Malloch 10:40
we did have a quick question come up about this. Can you explain what the Profit Loss column is looking at carry?
Keriann O'Leary 10:47
Notifications, I will preview that report again, so I don't have to rerun it. I'll just scroll in a little bit. So profit and loss, it will show you any of your revenues that you received, that are still valid. And then your refunds. The section management also has, I believe, module, an area in here that will take into account instructor pay and anything else that you would potentially pay out of that program. There's also a section under the core tab that you can include potential expenses. So if you did have other information in here, that would also be taken into account.
Zach Malloch 11:39
I actually just real quick clarification on that, Keri, I believe that those fields are just informational. But if you use something like the miscellaneous income or expense posting, and you post an expense, you choose the activity as the option and you select the activity, then you're technically posting an expense against that activity. So if you are doing instructor pay those counts as expenses, and those will be automatically included in that profit and loss column. Or if you're doing Miscellaneous Income and Expense posting and your posting expenses, those will be subtracted from the revenue of the fees being collected.
Keriann O'Leary 12:14
And this is why Zach is the host. Guest. So yeah, so any of your programs, how many ever however many people you've had registered, you'll get that revenue here and then had to fill out, it will deduct any of those other items like instructor pay misc, postings, and do that amount paid would also take into account any surcharge, you can see I have nobody enrolled here, I charged a $10 surcharge. So we still have some revenue on that program.
Zach Malloch 12:44
And that probably explains that refund of $30. So somebody registered, you gave them 30 of the $40. Back, you kept $10. And so it still shows that there's $10 paid there.
Keriann O'Leary 12:56
Yep, some combination of something like that. Exactly.
Zach Malloch 13:00
Excellent.
Keriann O'Leary 13:01
I'm gonna close this report. And I'm going to go to my output listing again. And every module, like we discussed has that bottom line. So if you Type in item, you would run the other reports that way as well and facility bottom line, check them all, check your ranges produce your report, make sure to include that selection criteria. So I'm just going to move on to the trend analysis report now. And you can see we've got that for a variety of modules here. One thing that's different between the activity trend analysis and these other analysis reports is that the activity trend analysis is automatically going to compare the last five years. So when I run this, I'm going to see 20 2019 1817 and 16. When I run any other report, that will provide me the option to select date ranges. That's great because you can, as I mentioned in the intro, compare entire years to each other, you can compare one month to another month, maybe you want to know your past sales how to January compared to February, or how to January of 2019 specifically compared to January of 2020, so on and so forth. So you get the option to run whichever date ranges you want and I can just pull that up
Keriann O'Leary 14:32
so you can get a sample. So let me go ahead and run my activity trend. Continue. And I will immediately Click default settings so that I can wipe out anything that I would have potentially done before. I want to make sure it's nice and clean, and I'm getting my intended dataset.
Zach Malloch 14:58
And as people would probably seen like It's standard practice for Kerry to hit that default settings Button. And if you call into Vermont support for basically any questions about reports, particularly not getting the results that you're expecting, that's going to almost always be the first step we ask you to take is, or that we do with you on the phone is to hit the default settings. And then we select the individual criteria.
Keriann O'Leary 15:22
And the selection criteria, if you're including that in the report, and you view the summary, you'll also be able to see, oh, it's showing that I have the ABC location listed, I didn't want that. And you can go turn that off, or again, just a default settings and reconfigure your report. So for this, I'm just going to do the same thing, I'm going to use all my programs, both unchecked equals both checked. And I'm just going to Click process, I don't need to do anything else I want every single program. Alternatively, you could manually select your programs from the list, in which case I'd probably turn it off. Or I can turn this on and maybe say, I just want to see the activity Type of aquatics. And then I would just be immediately comparing the Aquatics programs from the last five years, exclusively. But I don't want to do that. I want to see everything. So I'm just going to process. And then we have options. So do we want this to show me an overall bird's eye view of the program? Do I want to know all those micro details of each section. So that could be different for each user. And then we get options of the additional trends do you want to know by Category, Type and location, I don't specifically care for that. So I'm just going to use the detailed trends. Include my canceled and programs where I didn't have any enrollments, maybe you decided not to have a program for one year or just skipped it, I want to include that information. And like always my selection criteria. Well, after I Click continue, I'm just going to hit process again really quick to show you that message that Zach was referring to. So we can set that up for you.
Zach Malloch 17:18
So once again, this is just trying to run the same report twice without changing any settings. And once again, it ran a little bit too fast for us to get that. But I think you probably most of you have probably seen that message.
Keriann O'Leary 17:31
I just don't have a lot of programs or data in my system. So it doesn't, unfortunately, my runs very quickly. And here we go. So we have our activity code. I know this gymnastics and my tiny tots programs, for example, I have like nine or 10 different sections. It's combining them all to show me the overall totals. So you can see in 2016 and 2017. Either one, it didn't create that program yet or two. I had no registrations in that. I actually no, I haven't created it yet. It was a testing moving forward.
Zach Malloch 18:10
And so we actually have two questions coming in here. Kind of related to this. And it's basically if they happen to you run fiscal years, rather than I guess, in a physical year, the calendar year, January through December. Can you talk to that?
Keriann O'Leary 18:27
Yeah, yeah, absolutely. I'll just gonna touch on that in just a second. I wanted to highlight two things here first, so you'll get the years totals in the columns. And then you'll get those averages broken out among all five years. At the bottom of the report, you will get a grand total of the year's data. So all my revenues in 2016 were 5400. I had 201,000 possible enrollment options, as you can see my really sad database, and I didn't have many registrants, and that decreased and increased and then decreased again,
Zach Malloch 19:10
it seems like your recreation centers may be underperforming a little bit. Keri.
Keriann O'Leary 19:12
Yeah. I'm a little over ambitious. And my selection criteria, so we'd like to see that. Okay, so if you run it by fiscal year, you can actually choose a section date range and say that you want to see those programs, activity, Trend Report, it's going to be a little difficult because like I mentioned, it will automatically choose those last five years for you. And that's going off of the year that is listed in the year column. And making sure your data is accurate is really important. So some of you I know have had issues with archiving and maybe your year doesn't match your dates. That would be something that would be important when you're running this specific report. You can also use some other filters, and try to reduce that by season. But the activity trend is going to be really slightly difficult to key in those other date ranges, because it will automatically produce that if I was to run something like the past trend analysis report. This one would be a little bit more convenient to do that with default settings.
Keriann O'Leary 20:36
Um, it passes and process and this is where I was saying you get that selection. So this is where it would be helpful to get that specific fiscal year that you're referring to. So if it starts, you know, July one and runs through June 30, you can manually key in those dates. And compare them from year to year to year to year. So I'm just going to use my filter from beginning of the year through today. And then for those of you who are unaware of how to do this, if you just do beginning of the year and key in a one, then your minus symbol will actually go to the beginning of the year, which is 2020 minus one, and it will automatically know that you want January 120 19 through the end of the year of 2020 minus one for 2018 as well. Same options for your trends here. And then the status is that you want to include process.
Zach Malloch 21:47
And while that's running that, that trick that Keri was talking about with the the minus one for the beginning of year that works with any of those relative date filters, and those, those can be pretty nice for for simplifying things. So if you do today, and you put in minus seven, that means, you know, the same day of the week, but last week, so those are those are pretty useful to to use.
Keriann O'Leary 22:10
Yeah, it's extremely helpful if you're trying to schedule like a cash journal. So maybe you want to have a report emailed to you first thing in the morning showing you what happened yesterday, and do today minus one minus through today, one minus schedule that for the first thing in the morning, and then by when you come into the office, you'll have yesterday's financials. So same thing as the activity, it just compared the dates that I keyed in, beginning of this year, to the end of the year, same thing here, I'm sorry, through today. Each pass and then at the bottom, the selection criteria, which we very much love.
Zach Malloch 22:58
Absolutely. Okay, so you were going to come back to the fiscal year point carry?
Keriann O'Leary 23:08
Yes, I just mentioned that. So when you process
Zach Malloch 23:13
tasks, we have that, but do you have a workaround for us to be able to do that with activity?
Keriann O'Leary 23:18
I haven't really.
Zach Malloch 23:19
Yeah, so with activity, I mean, to some degree, you're filtering by the activity, and you're comparing. So like, if you choose all of your spring activities from 2020 into your spring activities of 2019. You know, if those are, you know, part of that fiscal piece, then you're you're comparing like to like, we just don't have the explicit date range. And of course, that doesn't necessarily let you split it up by registration date. So if you're going like by the dates, that you're getting the money into your cash register versus the date that the activity is running in the money for that activity is being used. There are some limitations there. But we could I see that some people are asking for that to be an enhancement request. And we,
Keriann O'Leary 24:01
you could run a cash journal and limit it to the activity module and compare that, you know, you could run an individual cash journal for the one fiscal year, another for another fiscal year, so on and so forth. There is an option in the DataGrid to clear your filters, which will show you archived and unarchived items. The kind of downside to that is RecTrac doesn't like large quantities selected in a grid. That's why we have the range. So you would be relatively limited as to what you can get in the sections DataGrid. So you can try to finesse it but if it doesn't give you the exact same date options as the other reports would.
Zach Malloch 24:56
Yeah, so we'll we'll see if we can put in some sort of an enhancement about that for the activity just make that a little bit easier.
Keriann O'Leary 25:04
Zack, and I don't approve those just FYI, yeah,
Zach Malloch 25:06
we don't have full control otherwise RecTrac would be a very different program potentially, for better or worse, possibly worse, you know, we have some very smart people actually going and implementing this stuff and making sure it works with everything else.
Keriann O'Leary 25:19
Yeah. We're just the messengers.
Zach Malloch 25:22
Yeah. So Colin is asking if Is there a way to have the trend analysis report broken down by location or recreation Recreation Center, I'm assuming that you're talking about the activity, trend analysis report broken down by more like kind of location where things are occurring?
Keriann O'Leary 25:42
That would be the same Type of answer. Um, you might be able to do the detail criteria here, and select your facility range.
Zach Malloch 25:52
So you could run it for just one facility. And then that would be the the activities that take place in that facility. But as it is, I don't think we have any way to like split out those subtotals and say, This is the subtotal for this facility, or this is for that one, but we can run the report multiple times for one facility at a time.
Keriann O'Leary 26:11
Yep, that's exactly how that would work.
Zach Malloch 26:13
And actually, so there's another question that's coming up related to what you said about your RecTrac not liking huge DataGrids, with tons of individual selections. And I think what you're talking like there's, there's some performance hits, if you just hit the if you just do that, but is there any negative if you are adding 1000s of individual selections? And you're okay with it just taking longer? Or is that?
Keriann O'Leary 26:43
Yeah, it won't run it. I don't know what the actual count is. But I've had I've tried to run reports before with customers, because as you can tell, I don't have much. And I, we had like 1200 items selected man individually selected. And we got an error message telling us that we needed to narrow our selection. Again, I don't have the exact figure of the number that the report will get upset with you and make you use a range. You could potentially add report tags to items. And those can be bulk applied, oh, I'm sorry, those are down here. So you could bulk apply report tags to items and help use those to filter the selections. And that would allow you to grab a wider range of data. So I could say look at all my programs archived in an archive that have the specific tag of ABC.
Zach Malloch 27:50
Yeah, I was going to go down the route of potentially adding some fields to the DataGrid. And using those to you know, if you filter the DataGrid further, then you're not ignoring so many things for individuals selections. But yeah, I think that the report tag category Type subtype as much as possible, if we use those areas, then that would be the better solution.
Keriann O'Leary 28:12
Yeah, and not to get too off track here, because I do also want to cover another report. But in the options of your DataGrid. And every DataGrid has the same functionality in your settings, you can pick and choose in the visible column, what you want to display. So we by default, have certain items showing. But as you can see, there are a lot of other items that are hidden, and just kind of there for you to be able to turn on or off so that you can use the grid, help filter and narrow your selections as well. So that's certainly an option.
Zach Malloch 28:50
Yeah, one last question about the activity piece before we move on to the next one, Carrie, but would this include enroll by day activities for the bottom line?
Keriann O'Leary 28:58
It would, yep. And then over here on the detailed criteria
Zach Malloch 29:05
for a top one there,
Keriann O'Leary 29:06
yep. And enrolled by day category. So if you only want to choose those enrolled by day programs, you can set that to yes, and run the report and it would exclude any of those programs that you don't get that individual selection of which days of the week. You're going.
Zach Malloch 29:22
Great. All right. And yeah, we are already close to the end of our half hour. So what's that last one you wanted to show us Carrie?
Keriann O'Leary 29:30
Okay, so that would be a cancellation report. Now, the cancellation reports are a report that we would have flagged as new. Some customers you've already updated your reports to include the status if not, that's where it was mentioning earlier that report output manager. will come into play.
Keriann O'Leary 29:50
So I'm just going to open that up here. And then you can see the status of new, uncheck active. I'm going to hit undo New. And as you'll see here, I have my past cancellation for you who have never done this before, you probably have 10 to 15 reports available depending on what Build you're on. Because we periodically released these, there's not a new report every bill, it's just intermittently as a new reports designed or an old 10 Three report is enabled and updated into RecTrac. So, again, there shouldn't be a handful about 10, maybe 15, just highlight this report. And you Click More, you can change the status, the first status that it will go to is active. So, and I thought my past cancellation. From here, you can also run the report. But remember, this is the management console. So if you've created other reports in the past, you can clone those, you can update them, you can delete them if they were just a junk report that you created, but didn't do anything. So on and so forth. So I'm just going to Click past cancellation and hit Run Report. Can you show you guys all are aware of what I'm about to say now, but my default settings been reset this report. So default.
Keriann O'Leary 31:39
Same thing applies, you can select your individual passes, use specific types. Just use everything do specific date ranges, whichever you'd like. But what you must do, which is really important is change your status to canceled, you're doing a cancellation report. And then on your transaction Criteria tab, very specifically want to Click this. So you can use a cancellation date range of customers will use a member date range or transaction date range, and it won't necessarily give you that correct data. For example, this year, you might want to know who cancelled their passes between March one. And today or when you reopened, so that you'll be able to get that specific analysis.
Keriann O'Leary 32:39
See if I've cancelled anything. selection criteria, summary. Financial Reports it's vastly beneficial to have that selection criteria because it comes back to you and they're like, Well, what does this mean? Great questions. So it's really helpful to have that on there. And as I expected, I haven't cancelled anything. So not this year. So if I just turn that off, and I run it wide open. I should be getting some information on this report.
Zach Malloch 33:19
All right. And while we're waiting for that to run, Suellen in kind of is restating the question about how to see the past cancellation report. And she asked if we could do an export, I don't think we should need to it looks like you. You're on three 110 Oh 404. So that's the latest one. So if you go into the past man or the report output and management, internal in that status Toggle to new, that should show you anything that is available that's not actively accessible in your database and then highlighting it using that more Button at the bottom and changing the status that should make it available to use. And Keri, Julie is saying that the use current pass only? Must be no I think that maybe that's a setting that you're looking at when there
Keriann O'Leary 34:08
Yep, thank you
Zach Malloch 34:13
that's why we have the best users out there.
Keriann O'Leary 34:17
I also have mine on my laptop which is very small font.
Zach Malloch 34:23
No excuses. Ever.
Keriann O'Leary 34:26
Shame. Yeah, so that's canceled. It's not current. So there we have it. One side note that I did want to bring up one of the older builds can't remember exactly which ones probably oh two, maybe three one kind of two ish. The support wasn't giving financial information. So if you're on a little bit of an older Build, that was something that as you can see has been resolved. So if you update you will get actual data I am current on 3.1 point 10.0 4.04. So maybe a good way to get your IT staff to get you need these financial reports.
Zach Malloch 35:27
All right. So we are at them actually just a little bit past half an hour. So RecChat is done. We understand if anybody needs to jump off. But if everybody's on the VSI side, okay, with sticking around for a couple more minutes, we can answer any other questions that come up. I did see Evelyn is asking if we could see some more facility financial reports, maybe the start with a facility trend analysis just to see what that looks like. But I'll also point out that I assume that when Keri goes back to report output listing, she's going to go to the facility, Financial Reports group, and that's going to show kind of all of the the reports kind of together. So you can figure out what it is that you're you're looking or see what's available to run.
Keriann O'Leary 36:14
So
Zach Malloch 36:20
sorry, down to facilities and there's
Keriann O'Leary 36:23
so facility statistical and financial are both really good options in the financial, we have our bottom line. And then I believe the trend is in the statistical group, which it is right here. So any of these, those two reports can be run, we also have the usage report. I know some organizations want that information to see how busy specific areas were, this report is highlighting that we have a couple of different options when you run it. So we have our daily usage. And then these hashes here will tell you that we've got another option for summary usage. And then a third option here for weekday usage. These would all appear after you Click process on that reports, report output option Screen, which is where we choose the selection criteria and so on. Probably just zoom in a little bit more, which might help with that. So this might be a report that you want. Was there a specific report that you were thinking about or just
Zach Malloch 37:41
she was just generally interested in? In the financial reports? And if there's any clarification, I'll let you know. But I don't see any other questions coming in right now. So
Keriann O'Leary 37:53
another report that people often ask for? Is the interface reports. So how much have people been reserving things online? So the transaction stats report is helpful, you can get the breakout between RecTrac and WebTrac are all of your modules if we run this report
Zach Malloch 38:22
and we did get some clarification, she's curious about getting GL info by the reservation date range for facilities.
Keriann O'Leary 38:31
So we can do that distribution report, and we'll run this.
Zach Malloch 39:08
And while we're waiting for this to load, Rebecca is asking if there's a current permissions assignment report available.
Keriann O'Leary 39:16
So which permissions Profile would be linked to which user? Do you have a Profile links report just going to do a keyword of Profile and we have a links and an assignments report so you can see what the links are for.
Zach Malloch 39:43
It's kind of more of the Profile focused one right for
Keriann O'Leary 39:46
Yeah. And then the specific one with details. When you run this report, you get the option of which Profile you want to run it for. Dinner Real quick, and you can just manually key it in. So I would turn this off and just say I want to look at permissions profiles, I would Click the permissions, it would add it here and you can go. Alternatively, you can specifically select which proof permissions Profile you're concerned about. Maybe you want to know who specifically is linked to the admin permissions Profile or where it's linked user group workstation or default. And you can just run that report. Great idea to hit default settings first, if somebody if you've run this in the past, that you can do it any of those three ways you can use everything, use a specific Type or select one individual have that unique.
Zach Malloch 40:54
Nice, I see the distribution report finally loaded.
Keriann O'Leary 40:59
So in our default settings here, I would want to do so there's what the facility reports, there's a very specific difference. When you're running these reports, you have a transaction date range, and you have a reservation date range. For example, I can book a reservation today, and one which would be a transaction date, for a reservation date of 1031. Maybe I want to rent a pavilion for a Halloween party that I would be throwing. So it depends on how you want to see that information if you want the reservation date range, or if you want when they actually placed the reservation. So if you're running a cruel, might be more specific to the actual reservation date range, because that's when that revenue would be recognized. If you don't, and you're just a cash based system, it might be more important to run it by the Transaction Date Range, because I placed the reservation today, I have to pay today, that revenue would be reflected on 10. One, not 1031. So knowing that difference will be very important. Finance, because they're asking for the report, just ask them how they want to see that. And then of course we can accommodate for that. So up here is how you would isolate your report specifically to the facility and get the reservation date range. So in here, I would say only show me facility items. And I would not see any revenues from activities or any of my other modules. And then once I turn this Toggle on up here, we will see another box and it will say facility reservations criteria. And then in here is where you can select that specific reservation date range. So if you want all facilities, leave it on, if you want just make facilities go ahead and select and then you have your I guess this doesn't do this one, I wouldn't do a reservation dates.So you would be using your posting date range. I believe though the bottom line reports would give you that reservation date range or Facility Reservation report would allow for that as well. Those can be customized to include GLs and totals by GLs.
Zach Malloch 43:49
All right. And we're getting some questions now that are gearing more towards report output management. And I think that considering the time and the breadth of that topic, that maybe that would be a good end of October or November RecChat Chat topic that I think that deserves its own kind of kind of timeframe here. And so we'll we'll get back to some of that sort of stuff when we go. And I think that that kind of covers most of the rest of the questions are definitely more output related. So while we still have some of the people here, I did want to let people know that next RecChat will be on October 15 is going to be focusing on the WebTrac Next Gen IU eyes. So we're hoping to have the RecTrac release that includes that out that week before that RecChat. But otherwise, you're either way we're going to have a RecTrac focused on that. So that's going to probably be a pretty big one. We'll have some people from the dev side joining us and talking about how to turn it on and what those options are and how you actually use it. Thank you so much for joining us Keri and Thank you, Bret and Mike for manning those questions and helping out. And thank you to everybody for for coming and watching this topic and hopefully, learned a bit. I saw a couple people mentioned in chat that they they're glad to know about the the selection criteria. And I think that a lot of those questions got, or a lot of what you showed had some value based on what I was seeing coming in from the answers and everything like that. So yeah, once. Thank you so much, CKeri. And just for everybody to know that Keri came up with this idea as far as the topic for this week. And obviously, it was a pretty popular one. So thanks for that inception. Also, Keri.
Keriann O'Leary 45:37
Welcome. Glad I could help Clarify.
Zach Malloch 45:40
Awesome. And yeah, so, Brett, if you could take us out in five now. Just kidding. We'll see everybody. We'll see everybody on the next one. Talk to you.
Keriann O'Leary 45:51
Bye Talk to you on the phone.
Zach Malloch 45:52
All right.
Supporting Documents
RecChat-ReportComparisonFAQs.pdf