USER GUIDE
Reports
Generate and export inventory reports in PDF and Excel formats for audits, analysis, and sharing.
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.
Inventory Report
Complete item listing with quantities, locations, and custom fields
Loans Report
Active, returned, and overdue loan details with borrower info
Assets Report
Inventory grouped by asset type with counts and value summaries
Report Types
Inventory Report
Full listing of all items in your inventory, including all fields and custom data.
Loans Report
Details about all loaned items — active, returned, and overdue.
Assets Report
Inventory organized and summarized by asset type.
Generating a Report
Navigate to Reports
From the main menu, click Reports.
Select Container
Choose which container to generate a report for using the dropdown selector.
Choose Report Type
Click one of the three report type cards:
Inventory
Full item listing
Loans
Lending activity
Assets
Category breakdown
Select Format
View, print, or share
Excel
Data analysis
Review Configuration
Check the preview section to confirm your selections:
Generate Report
Click Generate Report to create and download the file.
Reports are generated on-demand and downloaded immediately — no need to wait for email delivery or check a queue.
Export Formats
PDF Reports
For sharing, printing & archiving
Advantages
- Professional formatting
- Includes images and logos
- Ready to print or share
- Consistent across devices
- Preserves integrity (hard to modify)
Best for
Excel Reports
For analysis & data manipulation
Advantages
- Editable and customizable
- Supports sorting and filtering
- Add formulas and calculations
- Easy to import into other systems
- Enables pivot tables and charts
Best for
Need both? Generate two separate reports.
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 & description
- Barcode
- Location (full path)
- Quantity & min stock
- All custom field values
- Images (PDF only)
Loans Report Includes
Header
- Container name
- Report date
- Date range
Summary
- Active loans count
- Overdue count
- Total loaned quantity
Loan Details
- Item name & voucher ID
- Borrower name & contact
- Quantity loaned
- Loan & return dates
- Status (active/returned/overdue)
- Notes
Assets Report Includes
Header
- Container name
- Report date
- Summary stats
By Asset Type
- Type name & image
- Total items of this type
- Total quantity
- Value summary
Custom Field Analysis
- Breakdown by key fields
- Counts per value
- Overall totals
Report Best Practices
Generate Before Physical Counts
Create a PDF inventory report before doing physical inventory. Print it and use it as a checklist.
Regular Exports
Export to Excel monthly and keep the files — this gives you historical snapshots of inventory changes over time.
Name Files Consistently
Use a naming convention like Inventory_ContainerName_YYYY-MM-DD.pdf for easy sorting.
Review Before Sharing
Always preview reports before sending them to stakeholders. Check for data accuracy and completeness.
Use Loans Report Weekly
Generate a loans report every Monday to follow up on overdue items proactively.
Archive Important Reports
Save copies of year-end or audit reports permanently — these are valuable for historical reference.
Common Scenarios
Year-End Inventory Audit
Generate Full Report
Select Inventory report type in PDF format
Print for Physical Count
Print the PDF and use it during the count
Generate Excel Version
Create Excel for any quantity adjustments
Archive Both Versions
Save PDF and Excel with year-end date for records
Budget Planning
Generate Assets Report
Create an Assets report in Excel format
Analyze by Type
Review quantities and values by asset type
Identify Needs
Look for low quantities or aging equipment
Build Budget Proposal
Use data to justify purchases or replacements
Loan Follow-Up
Generate Loans Report
Create a Loans report in PDF format
Review Overdue Section
Check the overdue loans section
Contact Borrowers
Use contact info in the report to follow up
Track Returns
Mark items returned in Invenicum as they come back
Insurance Documentation
Generate Inventory Report
Create a complete inventory report in PDF
Include Images
Ensure the PDF includes item images for identification
Document Values
Verify all items have market values filled in
Submit to Insurer
Provide the PDF as proof of inventory
Report Performance
Generation time depends on container size, number of images, and export format. PDF takes longer than Excel.
5–10s
Small Container
Under 100 items
10–30s
Medium Container
100–1,000 items
30–60s
Large Container
Over 1,000 items
Large PDF reports with many images may take longer. For very large inventories, consider Excel for faster generation.
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.
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