--- title: How to run an Item Detail Report description: This article will walk you through the components of running an Item Detail Report. --- [Skip to content](https://support.facsware.com/knowledge/how-to-run-an-item-detail-report#main-content) [Need Help?](https://support.facsware.com/knowledge/kb-tickets/new?hsLang=en) ![logo\_2x.png\]](https://support.facsware.com/hs-fs/hubfs/FACS_January_2020/Images/logo_2x.png?height=40&name=logo_2x.png) Open main navigation Close main navigation - [Need Help?](https://support.facsware.com/knowledge/kb-tickets/new) Hello. How can we help? - There are no suggestions because the search field is empty. 1. [Knowledge Base](https://support.facsware.com/knowledge?hsLang=en) 2. [Reports](https://support.facsware.com/knowledge/reports?hsLang=en) # How to run an Item Detail Report ## The Item Details Report displays every recorded instance of your project's pay items — pulled from your Item Source Template (defaults to Daily Report) and matched against your Pay Item list. It's grouped by Funding Source and Item, so you can review every time an item was recorded, along with quantities, dates, and locations, without opening individual entries. ### **Running the Report** From the Report Log, open the **Item Details** report and click **Configure** to set up your criteria: - **Date range** *(required)* — Choose the date range of entries to include. Defaults to **This Month** (the first through last day of the current calendar month). Results include entries recorded on either the start or end date, not just dates strictly between them. - **Items** *(required)* — Choose which pay items to include. Populated from all "used" items — items associated with a Published entry whose Date falls within your selected date range. Defaults to all used items. - **Status** *(required)* — Choose which statuses to include. Populated from all "used" statuses on Published entries within your selected date range. Defaults to all statuses. Click **Run** to generate the report, or **Cancel** to close the configuration without running it. You can reopen **Configure** at any time from the Report View page to adjust your criteria and re-run. **TIP**: Double clicking the report will open and run the report using the most recently used report configuration criteria. ### **Viewing the Report** The report displays a **separate row for every time an item was recorded** — so if the same item appears in multiple entries (or is recorded more than once within one), each instance gets its own row. Results are organized as follows: - Grouped first by **Funding Source** (alphanumeric ascending) - Within each Funding Source, sorted by **Item Number** (ascending) - Within each item, sorted by **Date** (descending) — using the date field your account has designated as the "Item Date Field" in Project Settings \> Payment (defaults to the Daily Report's Date field) Each **Item Group** (all rows sharing the same Item Number) shows a **Quantity subtotal** at the bottom of the group. This report does not include an overall grand total. Values display exactly as entered by the user — for example, a quantity is shown with the same decimal precision the user typed, not a fixed report format. If a field has no value, the report shows a double dash (`--`). #### Columns | Column | Source | | --- | --- | | Funding Source | From the Pay Item list | | Section Number / Description | From the Pay Item list | | Item Number / Description | From the Pay Item list | | Unit / Unit Price | From the Pay Item list | | Authorized Quantity | From the Pay Item list | | Date | The entry's Date field | | Number | The entry's Number field — links directly back to that entry | | Quantity | Recorded on the entry's item table | | Company | Recorded on the entry's item table | | Location | Recorded on the entry's item table | | Time Observed | Recorded on the entry's item table | | Creator | The entry's Creator field | | Status | The entry's workflow status (includes all Published, non-deleted, non-archived entries) | | Item Remarks | Recorded on the entry's item table | **NOTE**: The Item Detail report shows all quantity recorded. Since this report does not limit quantity based on an items authorized quantity or overrun threshold, it is possible this report shows a different value then the quantity paid amount in the Payment Report. ### **Exporting the Report** Click **Export** to choose between a PDF or Excel version of the report: 1. A notification appears letting you know your export is processing. 2. Once ready, you'll receive an email with a **Download** link. This link expires **3 days** after the email is sent. 3. The downloaded file is named **Item Detail Report Export \[yyyy-mm-dd\]**, using the date the export was generated. **PDF Export:** Generated in landscape orientation using the standard report header and footer, with longer text columns (Item Description, Company, Location, Item Remarks) wrapping as needed. The Quantity column is summed by item, matching the subtotals shown in the Report View. **Excel Export:** The header row matches the report's current column order, and each row matches what's shown in the report. Field formats (like dates) are preserved — the export contains field values only, without any additional calculation logic.   If you have any questions, or need additional assistance, please reach out to our support team at [support@facsware.com](mailto:support@facsware.com) and we will be happy to assist you.   - [Getting Started](https://support.facsware.com/knowledge/getting-started?hsLang=en#main-content) - [User Preferences](https://support.facsware.com/knowledge/getting-started?hsLang=en#user-preferences) - [Account Settings](https://support.facsware.com/knowledge/account-settings?hsLang=en) - [Project Settings](https://support.facsware.com/knowledge/project-settings?hsLang=en) - [Standard Documents](https://support.facsware.com/knowledge/standard-documents?hsLang=en) - [List Library](https://support.facsware.com/knowledge/list-library?hsLang=en) - [Document Library](https://support.facsware.com/knowledge/document-library?hsLang=en) - [Reports](https://support.facsware.com/knowledge/reports?hsLang=en) - [Billing](https://support.facsware.com/knowledge/billing?hsLang=en) - [Release Notes](https://support.facsware.com/knowledge/release-notes?hsLang=en#main-content) - [2026](https://support.facsware.com/knowledge/release-notes?hsLang=en#2026) - [2025](https://support.facsware.com/knowledge/release-notes?hsLang=en#2025) - [FAQs](https://support.facsware.com/knowledge/faqs?hsLang=en) - [Mobile iOS](https://support.facsware.com/knowledge/mobile-ios?hsLang=en) [![FACS](https://support.facsware.com/hs-fs/hubfs/FACS%20Logo%20FINAL.jpg?width=200&height=100&name=FACS%20Logo%20FINAL.jpg "FACS")](http://www.facsware.com) Copyright © 2026, FACS