Identify the Reporting Requirement
Start by defining the business question the report must answer. Identify who will use it, which records are needed, how frequently the information must be reviewed, and what action the results should support. A focused requirement helps determine the appropriate data fields and filters before the report is configured.
For procurement reporting, a purchase order report might show supplier names, order dates, approval status, committed amounts, and outstanding balances. This information supports spend visibility and purchasing controls throughout the procure-to-pay process. Reviewing Mastering the Purchase Order Process can also help clarify which stages and approval details belong in the report.
Document the reporting requirement in a few practical points:
- Purpose: Define the decision the report should support.
- Audience: Identify the users who need the information.
- Data scope: Specify the records, business units, and reporting period.
- Output: Determine the columns, grouping, sorting, and export format required.
Select Fields, Filters, and Report Structure
Choose fields that directly support the reporting objective. Depending on the available configuration, these may include transaction identifiers, dates, suppliers, status values, account codes, amounts, and approval information. Use Custom Fields where the environment supports additional procurement data elements, such as internal classifications or business-specific attributes. Consistent field definitions help align data capture with internal processes.
Set filters to narrow the results to the relevant records. Common criteria include date ranges, transaction status, supplier, department, and organizational unit. Use sorting and grouping to make patterns easier to review, such as grouping open orders by supplier or arranging transactions by posting date. A Custom Report Builder Finance approach similarly begins with the reporting question and maps it to the fields, filters, and output required by finance users.
For recurring procurement reports, consider how PO Templates standardize purchase order information. Although templates and reports serve different purposes, consistent document fields can make purchasing data easier to organize and analyze. Where Hedberg supports configurable report layouts, use clear column names and a logical sequence so readers can interpret results quickly.
Configure and Validate the Report
Open the relevant reporting or customization area available in your Hedberg installation. Select the appropriate source or report type, add the required fields, configure filters, and set the output layout. Interface names and available functions can vary by version and permissions, so follow the options exposed in your environment rather than assuming every installation uses the same menu structure.
Before distributing the report, test it against known records. Compare selected rows with the corresponding source transactions and confirm that filters, totals, dates, and status values behave as expected. For financial reporting, verify that account classifications align with the approved chart of accounts. Tax-related outputs should also be checked against applicable jurisdiction rules, exemptions, and tax treatment so that reporting supports accurate review and audit preparation.
Where the report covers approvals or exceptions, consider how a Flexible Workflow structures role-based routing and approval decisions in related processes. A report can help users monitor those stages when the necessary status fields are available, but workflow configuration and report configuration remain separate tasks.
Use Reports Across Finance and Procurement
Custom reports can support several operational and financial activities. Procurement teams may track requisitions, purchase orders, supplier activity, and outstanding commitments. Finance teams may review transaction classifications, payment records, and expense submissions. For example, an Expense Report summarizes employee spending for review, reimbursement, and accounting, while a custom operational report can help consolidate related information for analysis.
Reporting may also complement adjacent finance processes. Check Reonciliation activities involve matching check records with payment or invoice information and reviewing presentation status. Automated Remittances support the preparation and delivery of payment details to vendors. These are distinct processes, but relevant reporting fields can help teams review payment activity and reconciliation status when the underlying data is available.
When standard reporting functions do not meet a documented requirement, assess whether a supported configuration change is sufficient or whether broader ERP Custom Development is needed. Keep customizations aligned with data governance, access permissions, and established reporting definitions.
Maintain Accuracy and Reporting Consistency
Review custom reports periodically as business processes, field definitions, and reporting requirements change. Assign an owner to confirm that filters remain relevant, column labels are clear, and users understand the scope of the results. For recurring reports, document the purpose, included data, refresh timing, and any assumptions used to interpret totals.
Maintain consistent naming conventions and avoid including fields that do not support the report's purpose. Confirm that access permissions match the sensitivity of the information, particularly when reports contain vendor, employee, or financial data. If a report is used for month-end review or management decisions, retain a repeatable validation process so that results can be compared across reporting periods.
Summary
Creating a custom report in Hedberg starts with a defined business question, followed by selecting fields, setting filters, arranging the output, and validating results against source records. Procurement and finance teams can use tailored reporting to monitor transactions, review approvals, improve spend visibility, and support financial reporting. Clear ownership, consistent definitions, and periodic validation help keep reports useful as operational requirements evolve.