Reporting
See where your stock stands, and take the figures with you
The Reports page in the portal shows your stock value, stock-outs, expiring lots, open purchase orders and activity, built from our once-a-day check of your OpenBoxes instance. The same figures go to your own tools through the Reporting API, or arrive as CSV files on a schedule. Included on every plan, with no add-on to buy.
From a daily check
Once a day, after 04:00 in your instance's timezone, we check your instance and keep a copy of the result. Every card says when its data was checked.
Included on every plan
Shared, Dedicated and Enterprise alike, with no add-on to buy and nothing to switch on. The Reports page appears for everyone on your account.
Values for the owner and admins
Stock value, prices and order amounts are shown to the account owner and admins. Other teammates see every quantity, unless the account owner switches values on for everyone.
Three ways to use the figures
All from the same daily check, and all included on every plan.
The Reports page
On screen, in the portal
Six cards, a location filter for the whole page, and a CSV download on each card. It is the Reports item in the portal sidebar.
Reports page docs →Reporting API
For your own software
Seven read-only datasets in JSON or CSV, read with an API key at api.openboxes.cloud. It has its own allowance of 600 requests an hour, separate from your plan's API limit.
Reporting API docs →Scheduled CSV export
By email, daily, weekly or monthly
A zip of seven CSV files, in the Reporting API's format. The account owner or an admin sets the schedule, and we email a link to the portal to each teammate who turns it on. No API key needed.
Scheduled export docs →What the Reports page shows
Six cards, each with the time of the check it comes from.
Summary
Stock value, then counts: products at zero, below minimum and above maximum, lots expiring within your stock alerts window, and open purchase orders with how many are overdue.
Stock value over time
Daily for the last 90 days, then one point a month. Value is quantity on hand times each product's price per unit in OpenBoxes. A day with no check is a gap, never a zero.
Stock-outs and below minimum
Each product at zero or below its minimum, per location, with how many of the days checked in the last 30 and 90 days it was at zero, and its months of stock.
Expiring stock
Lots grouped by how soon they expire, and the value at risk for lots that have a price.
Open purchase orders
One row per order: supplier, destination, status, expected date, open lines and the value not yet received, in each order's own currency.
Activity by week
The last 12 weeks by category: received, issued, consumed, returned, lost, adjusted, count corrections, stock loaded and stock counts.
Not the Reporting menu inside OpenBoxes
The Reports page in the portal is ours. The Reporting menu inside OpenBoxes is OpenBoxes' own set of built-in reports, inside your instance, and it reads your live OpenBoxes data. For live figures, look there and at OpenBoxes' own dashboard, which can lag a little. Neither replaces the other.
What to know
- History is daily for 90 days, then one summary a month for about 13 months. That is the same on every plan and cannot be extended. A new account builds its history day by day from its first check.
- Anything done in OpenBoxes after the day's check shows up after the next day's check.
- An API key returns quantities only, unless the account owner turns on Include values for that key. Only the account owner creates API keys.
- The scheduled export goes only to people on your team, never to an outside address. The file is never attached to the email, and each export can be downloaded for 7 days.
- Power BI Desktop and Excel read the Reporting API today through our Power Query recipe, with nothing to install. Looker Studio works by hand today: upload a scheduled export's CSV file, and upload the next one for newer figures.
Coming soon A Looker Studio connector and a Power BI connector are coming soon: we are building them, they are not available yet, and we give no date.
Questions about reporting
Are the figures live?
No. The Reports page, the Reporting API and the scheduled export all use our once-a-day check, which runs after 04:00 in your instance's timezone. For live figures, use the dashboard and the Reporting menu inside OpenBoxes.
How far back does the history go?
Daily for 90 days, then one summary a month for about 13 months, on every plan. It starts with your first daily check and cannot be extended. To keep a longer record, download the cards' CSV files regularly.
Who can see stock values?
The account owner and teammates with the Admin role. Other teammates see quantities and counts, unless the account owner turns on "Show stock and order values to all teammates" on the Reports page. That switch does not apply to API keys.
Does the Reporting API use up my plan's API limit?
No. It has its own allowance of 600 requests an hour per account on every plan, separate from the plan's API limit. The API add-on does not change it, so nobody needs to buy it for reporting.
Can the scheduled export go to my accountant?
Only if they are on your team. It never goes to an outside address, so invite your accountant as a teammate, and then they or the account owner turn the email on for them.
Is the capability you need in here?
Ask about any feature: lot tracking, integrations, mobile, reporting. If we don't do something you need, we want to hear that too.
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