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Viewing, Generating & Exporting Reports

Once a report is configured, you can view it anytime, generate on-demand snapshots, check history, and export for sharing.

Viewing the Current Report​

Step 1: Go to Reports Tab​

Open Synplex and click Reports.

You'll see all available reports.

Step 2: Click the Report Name​

Click the report you want to view (e.g., "Stockout Risk Alert").

The report opens with:

  • Latest snapshot (most recent auto-generated or manual generation)
  • Data table (products, metrics, status)
  • Timestamp (when this report was generated)
  • Export and action buttons

Generate a Report On-Demand​

Even if a report is scheduled for Monday mornings, you can generate it anytime you need a fresh snapshot.

Steps​

Step 1: Go to Reports tab
├─ Click the report name
└─ (e.g., "Stockout Risk")

Step 2: Click "Generate Report" button
└─ Synplex creates a new snapshot right now

Step 3: View immediately
├─ New report appears on the main tab
├─ Timestamp shows current time
└─ Same data as a scheduled run, just on-demand

When to Generate On-Demand​

Emergency check:
├─ "Is Product X still at risk?"
└─ Generate Stockout Risk right now, don't wait for Monday

Before a meeting:
├─ "Finance wants Inventory Health data in 10 minutes"
└─ Generate Inventory Health now, export as PDF

After a major event:
├─ "We just had a viral spike, what's the impact?"
└─ Generate Sales Velocity to see real-time changes

View Past Reports (History)​

Synplex stores every report ever generated. Compare trends week-to-week.

Steps​

Step 1: Open a report
├─ Go to Reports tab
└─ Click the report name

Step 2: Look for "Past Reports" tab
├─ Next to the current report view
└─ Click it

Step 3: See all past versions
├─ List of previously generated reports
├─ Dates and times shown
└─ Most recent first

Step 4: Click a past report
└─ View what products were at risk on March 20th, etc.

Use Cases for Historical Reports​

Trend analysis:
├─ Stockout Risk on March 20: 15 products
├─ Stockout Risk on March 27: 8 products
└─ Insight: We're getting better at replenishment!

Before & after decisions:
├─ Dead Stock on Jan 1: 30 items
├─ Dead Stock on Feb 1: 18 items (after promotion)
└─ Insight: Promotions work, let's do more

Finance reviews:
├─ Inventory Health on quarter-end
└─ Compare to previous quarters: cost, value, health

Export a Report​

Share reports with your team via CSV (Excel) or PDF (formatted document).

Steps​

Step 1: Open the report
├─ Current or Past (doesn't matter)
└─ You'll see all the data

Step 2: Click "Export" button
└─ Usually in top right corner

Step 3: Choose format
├─ CSV: Raw data, open in Excel, customize
├─ PDF: Formatted, professional, easy to share via email
└─ Select one

Step 4: Download starts
├─ File saves to your computer
└─ Ready to send, print, or archive

Export Formats Explained​

CSV (Comma-Separated Values)
├─ Open in: Excel, Google Sheets, any spreadsheet
├─ Use when: You want to do further analysis
├─ Example: "Add formulas to calculate supplier performance"
└─ Pros: Maximum flexibility

PDF (Portable Document Format)
├─ Open in: Any PDF reader, web browser
├─ Use when: You want to share a snapshot
├─ Example: "Email to finance team, looks professional"
└─ Pros: Formatted, read-only, no accidental changes

Real Example: Export Workflow​

Monday 7 AM: Stockout Risk report auto-generates

Monday 8 AM (you check):
├─ Open the Stockout Risk report
├─ See 12 products at risk in next 30 days
└─ Click Export → PDF

Monday 8:15 AM (email to supplier):
├─ Subject: "Reorder Request – These items needed by [dates]"
├─ Attach: Stockout_Risk_Report_20260103.pdf
├─ Suppliers see: Product names, stockout dates, grades
└─ Clear communication, no confusion

Monday 10 AM (buying meeting):
├─ Review the PDF together
├─ Discuss: Which to reorder first, emergency vs. standard
└─ Assign actions

Pro Tips​

Tip 1: Export Before Sharing​

Don't just send a link to the report (some team members might not have access).

Better: Export as PDF and email. Everyone can open it.

Tip 2: Name Your Exports Clearly​

When you export, save with a clear name:

✓ Stockout_Risk_20260103.pdf
✓ Inventory_Health_Q4_Review.csv
✓ Dead_Stock_for_Clearance.xlsx

✗ report1.pdf
✗ data.csv
✗ Report_final_FINAL.xlsx

Clear naming makes it easy to find later.

Tip 3: CSV for Further Analysis​

If you need to do calculations beyond what the report shows:

Export as CSV:
├─ Open in Excel
├─ Add columns (e.g., "Days until stockout")
├─ Add formulas (e.g., "Profit if we promote?")
└─ Create your own detailed analysis

Tip 4: Past Reports = Audit Trail​

Keep past reports for:

Compliance:
├─ "Prove we were monitoring inventory on this date"
└─ Past reports are timestamped evidence

Learning:
├─ "How did we do in February vs. March?"
└─ Compare historical snapshots

Tip 5: Scheduled Reports + Export = Minimal Effort​

Best practice:

Configure reports to run on your schedule:
├─ Monday 7 AM: Stockout Risk
├─ Wednesday 2 PM: Dead Stock
└─ Friday 4 PM: Inventory Health

When meeting time comes:
├─ Open the latest report
├─ Export as PDF
└─ Share immediately (30 seconds)

No scrambling, no "Let me check" delays.

Troubleshooting​

Report is empty or shows few products​

Possible causes:

  • No products match the report criteria (e.g., no items Out of Stock currently)
  • Filters are too narrow
  • Data hasn't synced yet

Solution: Generate a new snapshot or check that your products are set up correctly.

Email didn't arrive​

Possible causes:

  • Email notifications are disabled (check configuration)
  • Email went to spam
  • Wrong email address configured

Solution: Go to report configuration and verify email settings.

Export looks different than the report view​

Why: Only the columns you see in the report are exported.

Solution: Before exporting, add columns you need to the report view.