Support Center

Best Practices for Quetzal Reports

Abstract

This article provides a series of best practice methods to get the most out of Quetzal's robust reporting system.

Policy + Consistency = Power

Overview

Quetzal provides a wide variety of reports, each one catering to a different set of parameters that your business may need. The nature and consistency of your system will influence the accuracy and power of your reports, meaning that the better organized your Quetzal system is, the more you can get out of reports. The following is a series of concepts that you may want to consider when designing and refining your organization's Quetzal system.

Be consistent

Reporting in the Quetzal system works best when you have a high degree of consistency throughout all of your items. For example, Quetzal allows you to specify both sizes in colours when filtering results for your reports, a feature which has great value if your system contains consistent values.

To look at it more in depth, imagine you had a two matrix items, both of which had the same range of sizes: small, medium and large. Best practice in this case would be to ensure the entries in each size are the same across both items. For instance, you wouldn't want the small size of the first item to be "small" while having the size of the next item be "S". Doing that would muddle your metrics, which is why it is so important to try and maintain consistency with your items. The same concept can be applied for colours as well.

It's also worth remembering that Quetzal is a case sensitive system. In other words, having the size of one item be small and the size of another item be Small will count as two separate sizes.

It is highly recommended to establish rules for item management early on in your Quetzal system, in order to ensure that everything remains consistent and accurate.

Make the most of tags

When used accurately and descriptively, tags can provide unparalleled control over your reports. Quetzal's tag system allows you to assign tags to different items, allowing for unique descriptors that you may be unable to provide otherwise.

With tags, you effectively get as much as out of them you put into them. Making extensive use of tags in Quetzal allows you to narrow a report to a very specific focus, providing reports that would not be possible otherwise. In using tags, it is best practice to use multiple tags per item to provide as much detail as possible for that item. The usefulness of having many descriptive tags go beyond just informative reports, for instance they could also assist a clerk in finding the entry of an item that could be missing its scan code.

As with sizes and colours, it is important to remain consistent with your use of tags. When creating and assigning tags, using basic descriptions as tags can be a good strategy, for instance using a "cotton" tag to denote material, using a "winter" tag to denote a season and so on. Tags should allow a clerk to be able to look at an item's tag and get a sense of the basic features of the given item.

Export regularly

Quetzal allows you to quickly export any report as a CSV file. It is generally best practice to adhere to a schedule in which you export whichever reports you know you need. For instance, both the What to Buy and Inventory Valuation reports provide daily reports of what needs to be purchased and what is currently in stock, respectively. Since this may change day by day, you may choose to perform an export on these reports more frequently than others. Conversely, every history reports allows you to set either a specific date or a range of dates so you may not feel the need to export these reports daily.

Creating and adhering to a schedule of pulling reports allows you to stay on top of the day-to-day affairs of your business, while also providing a sense of structure for each business day.

Make use of favorites

Setting reporting filters is a simple process, but for more detailed reports it can potentially be a time consuming process. Fortunately, Quetzal allows you to create favorites, filter configurations that you can switch to on the fly.

After enabling whatever filters you want to use, tap on the star icon on the upper right hand corner of the filters window. From there, tap save as, type in the desired name of the favorite and tap save. From then on, any time you need to use those filter settings simply select it from the list.

If you find that you have a favorite that you no longer need anymore, swiping to the left on the favorite in the list will provide a delete button.