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How to run an Item Quantity Recorded Report

The Item Quantity Recorded Report shows only the pay item records that include an actual recorded quantity.

Some projects record work against pay items every day in the field, but only log the actual quantity once a month during final measurements. In this workflow, the standard Item Details Report ends up including many "partial" entries with no quantity yet — since it reflects every recorded instance, not just the ones with a final measurement.

The Item Quantity Recorded Report solves this by showing only the pay item records that include an actual recorded quantity — a positive or negative value in the Quantity field. Records with a zero or blank Quantity are automatically excluded, so you get a clean, ready-to-use list of completed measurements without manual cleanup.

Aside from that filter, this report works exactly like the Item Detail Report — same configuration options, same columns, same sorting and grouping.

 

Running the Report

From the Report Log, open the Item Quantity Recorded 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 recorded instance with a non-zero, non-blank Quantity value — so if the same item was measured multiple times across different entries, each instance gets its own row. Instances with no quantity entered are left out entirely.

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)

Each Item Group (all rows sharing the same Item Number) shows a Quantity subtotal at the bottom of the group.

Values display exactly as entered by the user, and any field with no value 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
Item Remarks Recorded on the entry's item table

 

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 Quantity Recorded 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.