How to run an Item Detail Report

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:

A notification appears letting you know your export is processing.
Once ready, you'll receive an email with a Download link. This link expires 3 days after the email is sent.
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 and we will be happy to assist you.