> ## Documentation Index
> Fetch the complete documentation index at: https://mintlify.com/lopiv2/invenicum/llms.txt
> Use this file to discover all available pages before exploring further.

# Reports

> Generate and export inventory reports in PDF and Excel formats

## Overview

The Reports feature lets you generate comprehensive documents about your inventory, loans, and assets. Export data to PDF for sharing or printing, or to Excel for further analysis.

## Report Types

Invenicum offers three types of reports:

### Inventory Report

Complete listing of all items in your inventory:

* Item names and descriptions
* Quantities and minimum stock levels
* Locations
* Custom field values
* Asset type groupings
* Images (in PDF format)

**Best for**: Physical inventory checks, audits, insurance documentation

### Loans Report

Details about loaned items:

* Active loans (currently out)
* Loan history (returned items)
* Borrower information
* Loan and return dates
* Overdue status
* Item quantities

**Best for**: Equipment accountability, tracking overdue items, usage analysis

### Assets Report

Inventory organized by asset type:

* Grouped by category
* Asset type summaries
* Total counts per type
* Value summaries (if price fields exist)
* Custom field breakdowns

**Best for**: Category analysis, budget planning, purchasing decisions

## Generating a Report

<Steps>
  <Step title="Navigate to Reports">
    From the main menu, click **Reports**.
  </Step>

  <Step title="Select Container">
    Choose which container to generate a report for using the dropdown selector.
  </Step>

  <Step title="Choose Report Type">
    Click one of the three report type cards:

    * **Inventory**: Full item listing
    * **Loans**: Lending activity
    * **Assets**: Category breakdown
  </Step>

  <Step title="Select Format">
    Choose output format:

    * **PDF**: For viewing, printing, or sharing
    * **Excel**: For data analysis and manipulation
  </Step>

  <Step title="Review Configuration">
    Check the preview section to confirm:

    * Container selection
    * Report type
    * Output format
  </Step>

  <Step title="Generate Report">
    Click **Generate Report** to create and download the file.
  </Step>
</Steps>

<Tip>
  Reports are generated on-demand and downloaded immediately. There's no need to wait for email delivery or check a queue.
</Tip>

## Export Formats

### PDF Reports

**Advantages**:

* Professional formatting
* Includes images and logos
* Ready to print or share
* Consistent appearance across devices
* Cannot be easily modified (preserves integrity)

**Best for**:

* Sharing with stakeholders
* Printing for physical inventory
* Archival documentation
* Audit trails

### Excel Reports

**Advantages**:

* Editable and customizable
* Supports sorting and filtering
* Can add formulas and calculations
* Easy to import into other systems
* Enables pivot tables and charts

**Best for**:

* Data analysis
* Budget calculations
* Combining with other data sources
* Custom reporting
* Further processing

<Tip>
  **Use PDF for sharing**, **Excel for analysis**. If you need to do both, generate two separate reports.
</Tip>

## Report Contents

### Inventory Report Includes

* **Header**: Container name, report date, user who generated it
* **Summary**: Total items, total quantity, asset type counts
* **Item Details**:
  * Name and description
  * Barcode
  * Location (full path)
  * Quantity and minimum stock
  * All custom field values
  * Images (PDF only)
* **Grouping**: Organized by asset type
* **Totals**: Summary statistics at the end

### Loans Report Includes

* **Header**: Container name, report date, date range
* **Summary**: Active loans count, overdue count, total loaned quantity
* **Loan Details**:
  * Item name and voucher ID
  * Borrower name and contact info
  * Quantity loaned
  * Loan date
  * Expected return date
  * Actual return date (if returned)
  * Status (active/returned/overdue)
  * Notes
* **Overdue Section**: Highlighted overdue loans
* **History Section**: Past returned loans

### Assets Report Includes

* **Header**: Container name, report date, summary stats
* **By Asset Type**:
  * Type name and image
  * Total items of this type
  * Total quantity across all items
  * Value summary (if price fields exist)
* **Custom Field Analysis**:
  * Breakdown by key custom fields
  * Counts per value
* **Summary**: Overall totals and statistics

## Scheduled Reports

<Note>
  Scheduled/automated reports are planned for a future release. Currently, reports must be generated manually on-demand.
</Note>

Future scheduled report features will include:

* Weekly/monthly automatic generation
* Email delivery
* Custom report templates
* Saved report configurations

## Custom Report Filters

<Note>
  Advanced filtering within the report generator is planned for a future release. Currently, reports include all data from the selected container.
</Note>

Future filtering options will include:

* Date ranges
* Specific asset types
* Location filters
* Custom field filters
* Status filters (active/inactive)

## Working with Generated Reports

### PDF Reports

**Viewing**:

* Opens automatically in your browser's PDF viewer
* Can be saved to your device
* Print directly from the viewer

**Sharing**:

* Email as attachment
* Upload to shared drives
* Share via document management systems

**Printing**:

* Use landscape orientation for wide tables
* Portrait for text-heavy reports
* Check page breaks before printing

### Excel Reports

**Opening**:

* Downloads as `.xlsx` file
* Opens in Excel, Google Sheets, or LibreOffice
* Compatible with Excel 2010 and later

**Analyzing**:

* Apply filters to columns
* Sort by any field
* Create pivot tables
* Add charts and graphs
* Calculate sums and averages

**Manipulating**:

* Hide unnecessary columns
* Add custom columns
* Apply conditional formatting
* Merge with other data sources

<Tip>
  Excel reports use standard formatting. The first row is headers, followed by data rows. This makes it easy to import into other systems.
</Tip>

## Report Best Practices

<Tip>
  **Generate Before Physical Counts**: Create a PDF inventory report before doing physical inventory. Print it and use it as a checklist.
</Tip>

<Tip>
  **Regular Exports**: Export to Excel monthly and keep the files. This gives you historical snapshots of inventory changes over time.
</Tip>

<Tip>
  **Name Files Consistently**: When saving reports, use a naming convention like `Inventory_ContainerName_YYYY-MM-DD.pdf` for easy sorting.
</Tip>

<Tip>
  **Review Before Sharing**: Always preview reports before sending them to stakeholders. Check for data accuracy and completeness.
</Tip>

<Tip>
  **Use Loans Report Weekly**: Generate a loans report every Monday to follow up on overdue items proactively.
</Tip>

<Tip>
  **Archive Important Reports**: Save copies of year-end or audit reports permanently. These are valuable for historical reference.
</Tip>

## Common Scenarios

### Year-End Inventory Audit

<Steps>
  <Step title="Generate Full Inventory Report">
    Select Inventory report type in PDF format.
  </Step>

  <Step title="Print for Physical Count">
    Print the PDF and use it during the physical inventory count.
  </Step>

  <Step title="Generate Excel Version">
    Create an Excel version for any quantity adjustments.
  </Step>

  <Step title="Archive Both Versions">
    Save both PDF and Excel versions with year-end date for records.
  </Step>
</Steps>

### Budget Planning

<Steps>
  <Step title="Generate Assets Report">
    Create an Assets report in Excel format.
  </Step>

  <Step title="Analyze by Type">
    Review quantities and values by asset type.
  </Step>

  <Step title="Identify Needs">
    Look for low quantities or aging equipment.
  </Step>

  <Step title="Build Budget Proposal">
    Use data to justify equipment purchases or replacements.
  </Step>
</Steps>

### Loan Follow-Up

<Steps>
  <Step title="Generate Loans Report">
    Create a Loans report in PDF format.
  </Step>

  <Step title="Review Overdue Section">
    Check the overdue loans section.
  </Step>

  <Step title="Contact Borrowers">
    Use contact info in the report to follow up.
  </Step>

  <Step title="Track Returns">
    Mark items as returned in Invenicum as they come back.
  </Step>
</Steps>

### Insurance Documentation

<Steps>
  <Step title="Generate Inventory Report">
    Create a complete inventory report in PDF.
  </Step>

  <Step title="Include Images">
    Ensure the PDF includes item images for identification.
  </Step>

  <Step title="Document Values">
    If using price fields, verify all items have values.
  </Step>

  <Step title="Submit to Insurer">
    Provide the PDF as proof of inventory for insurance purposes.
  </Step>
</Steps>

## Report Performance

### Generation Time

Report generation time depends on:

* Number of items in container
* Number of images (for PDF)
* Complexity of custom fields
* Export format (PDF takes longer than Excel)

**Typical times**:

* Small containers (under 100 items): 5-10 seconds
* Medium containers (100-1000 items): 10-30 seconds
* Large containers (over 1000 items): 30-60 seconds

<Note>
  Large PDF reports with many images may take longer. For very large inventories, consider using Excel format for faster generation.
</Note>

## Common Questions

### Can I schedule reports to run automatically?

Not yet. Scheduled reports are planned for a future release. Currently, generate reports manually when needed.

### Can I filter reports to specific asset types or locations?

Advanced filtering is coming in a future release. Currently, reports include all data from the selected container.

### Do reports include deleted items?

No, reports only include currently active items and loans. Deleted items are not included.

### Can I customize the report format or layout?

Customization options are planned for a future version. Currently, reports use standard templates.

### How long does report history stay available?

Reports are generated on-demand and not stored by Invenicum. Save downloaded reports on your device or file system for future reference.

### Can I export only specific fields?

Field selection is planned for a future release. Currently, reports include all available fields.

### Do Excel reports include images?

No, images are only included in PDF reports. Excel reports contain data only.

### Can I generate reports via API?

API access for report generation may be available in a future release. Check the API documentation for current capabilities.

## Related Topics

* [Managing Items](/guides/managing-items) - Understanding inventory data
* [Loans](/guides/loans) - Generating loan reports
* [Locations](/guides/locations) - Location-based reporting