Report Generation Issues

Report Generation Issues

This guide helps you troubleshoot problems with generating reports in EquiBillBook, including sales reports, purchase reports, inventory reports, and financial reports.

Common Report Generation Problems

1. Report Not Generating

If reports fail to generate:

• Check Permissions: Verify you have permission to generate the report
• Data Availability: Ensure there's data available for the selected date range
• Date Range: Verify date range is valid and not too large
• Filters: Check if filters are too restrictive (no data matches)
• Browser Console: Open browser console (F12) to check for JavaScript errors
• Network Connection: Ensure stable internet connection

2. Report Taking Too Long to Generate

If reports are slow to generate:

• Reduce Date Range: Use shorter date ranges for faster generation
• Apply Filters: Use filters to reduce data volume
• Check Server Load: Reports may be slower during peak usage times
• Large Data Sets: For large datasets, consider exporting instead of viewing
• Browser Performance: Close other browser tabs to free up resources
• Wait Patiently: Complex reports may take several minutes to generate

3. Report Shows No Data

If report appears empty:

• Date Range: Verify date range includes dates with actual data
• Filters: Check if filters are excluding all data
• Data Exists: Confirm data exists for the selected criteria
• Status Filters: Check if status filters are too restrictive
• Location/Branch: Verify correct location/branch is selected
• User Permissions: Ensure you have access to view the data

4. Incorrect Data in Reports

If report data seems incorrect:

• Date Range: Verify date range is correct
• Filters: Review all applied filters
• Data Entry: Check if source data is entered correctly
• Report Type: Verify correct report type is selected
• Calculation Method: Understand how report calculates values
• Compare with Source: Compare report with individual transactions

5. Report Formatting Issues

If report formatting is incorrect:

• Browser Compatibility: Try different browser
• Zoom Level: Check browser zoom level (should be 100%)
• Screen Resolution: Report layout may vary with screen size
• Print Settings: Use print-optimized view if available
• Export Format: Try exporting to PDF or Excel for better formatting

6. Report Export Fails

If exporting report doesn't work:

• Export Format: Try different export format (PDF, Excel, CSV)
• File Size: Large reports may fail to export - reduce date range
• Browser Settings: Check browser download settings
• Disk Space: Ensure sufficient disk space for export file
• File Permissions: Check write permissions for download folder
• Antivirus: Temporarily disable antivirus to test

Report Type Specific Issues

Sales Reports

• Invoice Status: Verify invoice statuses are included (Draft, Confirmed, etc.)
• Payment Status: Check if paid/unpaid filters are affecting results
• Customer Selection: Verify customer filters if applied
• Item Filters: Check item category or item filters
• Location Filters: Ensure correct location/branch is selected

Purchase Reports

• Bill Status: Check bill status filters
• Supplier Selection: Verify supplier filters
• Payment Status: Review payment status filters
• Purchase Type: Check if purchase type filters are applied

Inventory Reports

• Stock Tracking: Verify stock tracking is enabled for items
• Location Selection: Check location/branch filters
• Item Status: Ensure active items are included
• Stock Valuation: Verify stock valuation method settings
• Zero Stock: Check if zero stock items are included/excluded

Financial Reports

• Financial Year: Verify correct financial year is selected
• Account Selection: Check account filters
• Transaction Types: Verify transaction type filters
• Opening Balances: Ensure opening balances are properly set
• Journal Entries: Verify all journal entries are posted

Tax Reports

• Tax Configuration: Verify tax settings are correct
• Tax Types: Check tax type filters
• GST Settings: Ensure GST configuration is correct
• Place of Supply: Verify place of supply rules
• Tax Exemptions: Check if exemptions are properly configured

Date Range and Filter Issues

1. Date Range Problems

If date range causes issues:

• Valid Range: Ensure start date is before end date
• Not Too Large: Avoid extremely large date ranges (use filters instead)
• Financial Year: Use financial year boundaries when appropriate
• Date Format: Verify date format matches system settings
• Time Zone: Check time zone settings if applicable

2. Filter Configuration

If filters aren't working correctly:

• Clear Filters: Clear all filters and reapply one by one
• Filter Logic: Understand AND/OR logic between filters
• Multiple Values: Check if multiple selections are supported
• Filter Reset: Use "Reset" or "Clear" to remove all filters
• Save Filters: Save frequently used filter combinations

Export and Download Issues

1. PDF Export Problems

• PDF Library: Verify PDF generation is working
• File Size: Large PDFs may take time to generate
• PDF Viewer: Try opening PDF in different viewer
• Corrupted PDF: Regenerate PDF if file is corrupted

2. Excel Export Problems

• Excel Version: Ensure Excel version supports the file format
• File Format: Check if .xlsx or .xls format is used
• Large Files: Excel has row limits - split large reports
• Special Characters: Some characters may not export correctly

3. CSV Export Problems

• Encoding: Check character encoding (UTF-8 recommended)
• Delimiter: Verify CSV delimiter is correct
• Special Characters: Some characters may need escaping
• Excel Opening: CSV may need to be imported, not directly opened

Performance Optimization

To improve report generation performance:

• Use Filters: Apply specific filters to reduce data volume
• Shorter Date Ranges: Use shorter date ranges for faster generation
• Schedule Reports: Schedule reports during off-peak hours
• Export Instead of View: For large reports, export directly
• Clear Browser Cache: Clear cache to improve browser performance
• Close Other Tabs: Free up browser resources

Report Settings Configuration

Verify these report settings:

• Default Date Range: Settings → Reports → Default Date Range
• Report Format: Settings → Reports → Default Format
• Export Settings: Settings → Reports → Export Settings
• Report Permissions: Settings → User Settings → Report Permissions

Best Practices

• Use Appropriate Filters: Apply filters to get relevant data
• Regular Reports: Generate reports regularly for better performance
• Export Large Reports: Export very large reports instead of viewing
• Verify Data First: Check source data before generating reports
• Save Filter Presets: Save commonly used filter combinations
• Schedule Reports: Schedule regular reports for automation

Still Having Issues?

If report generation problems persist:

1. Check Data Availability: Verify data exists for selected criteria
2. Review Error Messages: Note any error messages in browser console
3. Test Different Report: Try generating a different report type
4. Check Permissions: Verify user permissions for reports
5. Contact Support: Provide:
   • Report type you're trying to generate
   • Date range and filters used
   • Error messages (if any)
   • Browser and version
   • Steps to reproduce the issue
   • Screenshots of the problem

Most report generation issues can be resolved by checking filters, date ranges, and data availability. If problems continue, contact support for assistance.