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Working with Reports

Reports are the way to find filtered, detailed information about focused aspects of your operation. They are useful for both finance and day-to-day operations. They break down all the information by revenue, tickets, and payment fees.

Generating Reports

All logic will be shown on Bookings > Bookings section.

Reports are generated from several sections. The right topmost corner of a page contains the report generator menu (accessed by clicking the Generate Report button). You can filter any column prior to generating a report (eg selecting only a specific sales source or a date range).

To create a new report, click the New Report button from the dropdown menu.

Reports can be generated by different criteria. The following is for the Bookings subsection.

Although it may seem counterintuitive at first, reports have their own grammar. It helps to read out aloud what you are doing in each field. First, you select what you want to show:

Of what:

By what:

An example could be SHOW Maximum OF Total Card By Product, to get the maximum card transactions per day for a given period by product. One of the cool features is you can generate a report Of and By more than one variable.

Of and By variables depend on the section you are in. For more detailed explanations of those variables, please see the article for the specific section you want to generate report for.

Any one of the variables can be broken down by any of the different ways. Ventrata collects sales information in its database. Although it’s a wealth of information (currently there are 59 different fields to consider), we encourage you to stay with one or two, as the reports can become too large to be useful.

After clicking the Generate report button, the report will open in a new window. The last adjustment you can do is to press the arrow next to the variable Of (in our example Adults) to sort the information in descending or ascending order. Next you can either:

Save Report - for more see section 2 below
Print the report - this will print a neat table with all the data and previously filtered columns
Download the data in a CSV format - if the report is too large, or you want to continue processing the data.
Download the data in Excel

Saving and Managing Reports

Reports that are used frequently can be saved using the Save Report button option at the bottom of the generated report.

Once clicked, a menu will appear giving you more options:

Name - the name you wish to give your report
Private - whether you want to make the report private or public
Include Test Data - whether test bookings are included or not
User - you can create reports for other people
Function - in case you want to change the function of the report
Show - grouping variables (if you want to change them)
By - selection variables (if you want to change them)

If you click on the Email report checkbox, you can send automatic reports to specific addresses. The options available are:

Search - if you want to use a Saved Search for further filtering, this is all visible in the dropdown menu
Email recipients - just start typing the email address. It will pull all the registered users for a supplier, but you can add external recipients
Email period - the period when the report will be sent, by day, week, and month
Emails starting at - the date and time of the first email to be sent. After that, the emails will be sent covering the email period set (eg. Wednesdays at 18:00). The time it picks is the one in which the supplier time zone is set.

All your saved reports are shown after clicking the Generate Report button.

One very good reason for saving reports is you can quickly jump between different reports. Clicking the name of a specific report will open a new window, and clicking the button OTHER REPORTS will let you change reports at a moment's notice.

Keep in mind that saved reports will not save filters on columns. To do so, you will have to use saved searches before you use the report.

If you want to update or delete a report click the Manage Reports button. This will provide you the options to do so.

For testing emails to be sent, click on the Test Email button located on the right side to get an idea of what an email will look like:

Examples of Use

Here are some real-world examples of information you can get from generating reports:

Are any sellers selling suspicious amounts of reduced price tickets?

SHOW Total OF Children, Adults, Seniors BY Seller will break it down for you. You might want to filter by date ranges before doing so.

Which countries buy which products?

SHOW Total OF Total BY Customer Country, Product will provide you with a list of the most preferred products by nationalities, maybe you should consider adding language support for them.

Sections with Generating Reports

Bookings (and all of its subsections)
Ticket Terminals
Web Checkouts

Updated on: 27/04/2021

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