Reports
  • 09 Aug 2024
  • 7 Minutes to read
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Reports

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Article summary

Reporting is a core functionality that you can use to help keep track of your winery's performance and make day-to-day decisions. With enhanced reports, you will experience a faster, more reliable reporting system with an updated design. 

 This section documents the latest version of our reporting tools

 

Column Headers 

Are you used to the old reports system? Some column headers have changed for enhanced reports, which may impact any integrations you have set up.

Before relying on integration data using enhanced reports, update the column headers with the vendor you have integrated with your WineDirect account. 

Download the updated reports header file to determine what changes you need to make (XLS) >  


Reports Actions

Learn the functions of each of the buttons found within a report. 


Running Reports

To run a report, you must first select a report to work off of. Please select one of our Default Reports on the main reports page r from your list of Saved Reports.

Once you have selected the report, you must set the parameters around which you'd like to run your data.  

1. Select the Date Range to determine the date(s) you want to run data for.

2. Select Manage Filters to show or hide the filters selected for your report. You can add a new filter by clicking on + Add Filter.

3. You can remove filters by clicking on the X icon in the upper right of the Filter you want to eliminate.

4. Select Manage Columns to open a screen displaying the columns available for your report. 

5. Once you are happy with the filters and columns, click View to generate the report. It will display in the Results section below for you to view. If you change your filters or columns, click View each time to refresh the results below. 

6. To save the results and download them to your computer as a . CSV file, click Export. This will refresh the selected data and queues your report for Export.

7. When you click Export, a message of "[Report Name] is being generated." will display.  As soon as the report is fully generated, a message o[Report Name] is ready for download." will display. The report will now be available to download from the browser.  

Report(s) will continue to generate even if you leave the Reports section. When you return to Reports, there will be an Alert notifying you that a report is ready for download. This is useful when working with reports containing large amounts of data that may take longer to generate.

8. You can also click Save As to save your report and the custom parameters you have set. These will appear on the main Reports page under 'Saved Reports' and can be edited or deleted at your discretion. 

9. To have your report run automatically in the future, select Actions > Schedule. This feature allows you to schedule your report once or to run recurring on a daily, weekly, monthly, or yearly basis.


Manage Filters

The Manage Filters button toggles your filters to appear or disappear from View on your report. Select + Add Filter once visible to add additional available filters. 

Filters are the main way to configure your reports to obtain the data you are looking for. They allow you to set parameters on which information will be generated in the report and are available based on how information is stored in the WineDirect databases.

For Quarantine Orders: The date the payment is captured will be the Submitted Date. When the Quarantine is addressed, and the order status is Completed, that will be the Completed Date.

You can add a filter by selecting Manage Filters, then click on + Add Filter. You can check or uncheck which filters you would like applied or removed. Within the available filters

Be sure to click View to refresh your report results when you change any filters or columns. 


Manage Columns

To customize a report, you can also click on Manage Columns. Once selected, the Manage Columns pop-up will appear. You can choose the columns you want to include in your report or exclude. Each of the checkboxes represents a column header which will be generated in your report.

Include Header Information to determine if the report will display Report Name Winery Name, and Date Range.


 

Include Totals

On some Sales and Financials reports, you can determine whether or not to display a total sum at the bottom of the report through the Include Totals checkbox. Your report will include a total sum at the bottom of the columns when checked. When unchecked, the report will not display a total sum. 


Scheduling Reports

Scheduled reports save you time as you can set them up and deliver them to your inbox. Click Actions > Schedule to open the Schedule dialog box when within a report. Here you can select if you want to schedule a report to run once or regularly da, daily, weekly, monthly, or yearly. 

The date you select must be in the future by at least one day, and the time at which it will generate can't be specified. 

Daily recurring reports will run based on the previous day's data, and weekly reports will run using Monday through Sunday data of the previous week, arriving in your inbox on Monday. Monthly reports will run on the first of each month. Wineries are limited to 25 recurring scheduled reports across each of their websites. 


IMPORTANT   If an user who previously scheduled a report/reports becomes inactive in the Admin Panel, they will be unable to view the reports from the links in the emails they get with the report's update. To fix this, users must be reactivated. Any user will become inactive if they do not login to the Admin Panel within 90 days. To prevent this, remember to login to WineDirect every month. 

Reports - FAQs


How do I change the filters and columns on a report?

Once within a report, click Manage Filters and Manage Columns to add or modify the filters and columns.

You can change the order of the columns by dragging and dropping the fields within the Manage Columns section. This will make your excel spreadsheet more organized and prevent the need to move them in your spreadsheet.

You can add filters in the Manage Filters section by clicking the + Add Filter box and selecting from the predetermined filters.


Why can't I access all the same filters and columns on all reports?

Different data is maintained in different databases, making it impossible to have all filters and columns available across all reports. We recommend exporting the reports with desired information and using excel tools, such as pivot tables, to extract the information you desire. 


Can the team at WineDirect create the reports I need for me?

Our support team will be happy to provide directions on where to find each report and report filters you need. Creating new excel spreadsheets is outside of the scope of support. Because of that, the support team does not help with creating tailored reports over the phone. The support team can always point you in the right direction inside of the Report options available and provide recommendations, such as looking for more information regarding pivot tables online to extract the information you desire. 


How do I schedule a report?

When you're within a report, click Actions > Schedule to schedule your report. You can only have one schedule set up at a time per the report; however, you can always cancel any schedules you put in place.


Can I schedule a report to run at a certain time of the day? 

No, reports cannot be scheduled to generate an email to you at a specific time of the day. Most scheduled reports will be pulled at midnight and emailed at that time.


How do I modify a saved report?

Click the saved report, change your filters and columns, then select View. You can either click Save to keep the same report name and overwrite the data or Save As to add a new name to the report.


What happens when I export a report? 

When you click Export, your report is added to our generation queue. Based on its size, it will be queued in our system, and an alert via the bell at the top right of the Reports tab will notify you when it is available for download. 


How do I view my custom reports?

Custom reports are now called Saved Reports. You can find them on the top of each Report category. 


How do I rename my Saved Reports?

To rename a Saved Report, click on the Saved Report you want to rename and click on Actions. There will be an option to Rename the saved report.


Report Name & Category Changes 

To improve usability, WineDirect has changed some of the report names and categories in the new reporting tools to better reflect the information they provide. The following report names and categories have changed. 

Old Name

New Name

Updated Report Category

Abandon Carts

Abandoned Carts

Marketing

Allocations

Allocation Summary

Allocations

Card Updater

Credit Card Updates

Club Members

Compli

Compli

Compliance

Cost Of Goods

Cost of Goods

Financial

Coupon Usage

Coupon Usage

Marketing

Credits Summary

Credits Summary

Product

Credits Transaction

Credits Transaction

Product

Customer List

Contact List

Contacts

Daily Activity Report

Daily Activity Report

Financial

Email Detailed/Summary

Email Detailed/Summary

Marketing

Event Tickets

Event Tickets

Product

*This is a new report

FedEx Canada Report

Shipping

FedEx Shipment Export

FedEx Shipments

Financial

Forms

Forms

Marketing

Gift Card Summary

Gift Card Summary

Product

Gift Card Transactions

Gift Card Transactions

Product

Guest Count

Guest Count

Contacts

Inventory Sold

Inventory Sold

Product

Inventory Summary 

Inventory Summary

Product

Inventory Transactions

Inventory Transactions

Product

Inventory Velocity

Inventory Velocity

Product

Label Report

Shipping Labels

Shipping

Lifetime Value

Lifetime Value

Contacts

Nexternal

Nexternal Order Export

Shipping

Payment Report

Payment Gateway

Financial

*This is a new report

POS End Of Day

Financial

Qualification Date

Club Members On X Date

Club Members

QuickBooks

QuickBooks

Financial

QuickBooks V2

QuickBooks V2

Financial

Sales by Category

Sales Summary by Category

Sales

Sales by Customer

Orders by Customer

Sales

Sales by Date

Orders by Ship/Pickup Date

Sales

Sales by Order Number

Orders by Number

Sales

Sales by Sales Associate

Sales Summary by Associate

Sales

Sales by SKU

Sales Summary by Product

Sales

Sales by State

Sales Summary by State

Sales

Sales by Tender Detail

Payment Type Detail

Financial

Sales by Tender Type

Payment Type Summary 

Financial

Sales by Detail X

Order Detail

Sales

Search Summary

Search Summary

Marketing

Search Log Detail

Search Detail

Marketing

Ship Compliant

ShipCompliant Products

Product

ShipCompliant (1011)

ShipCompliant

Compliance

User Choice Clubs

User Choice Club Seasons

Club Members

WineDirect Fulfillment

WineDirect

Shipping

WSN Report

WSN-205

Shipping


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