Admin Reports
The Admin Reports section provides essential administrative and supplier management reporting capabilities. These reports enable you to maintain comprehensive supplier directories, track factory information, and manage supplier relationships effectively. Admin Reports are critical for procurement planning, supplier performance monitoring, and ensuring accurate supplier data across your supply chain operations.
Admin Reports provide comprehensive supplier directory management and factory information tracking. They help teams:
- Maintain accurate supplier contact information and operational details
- Track factory capacity, location, and status across your supply chain
- Monitor supplier activity including last order dates and order history
- Analyse supplier performance through purchase orders, claims, and compliance data
- Enable or disable factory visibility to control supplier access
Each factory record includes contact details, capacity information, location data, and operational status, giving teams a complete view of supplier relationships and capabilities.
Quick Check - Before You Start
- You can open Reports › Admin (Factory Details) with the right reporting role
- Factory rows come from Site Settings › Company › Suppliers—update masters there when data looks wrong
- Decide which Filters and Columns you need before exporting so the Excel file matches your briefing
Factory Details
The Factory Details report provides a comprehensive supplier directory listing, enabling you to view and manage factory information including contact details, capacity, location, and status. This report is essential for supplier relationship management and procurement planning.
| Field | Description |
|---|---|
| Factory Name | The name of the factory or supplier. |
| Factory Code | The unique identifier code assigned to the factory. Used for quick identification and system references. |
| Agent | The agent associated with the factory. Agents act as intermediaries between your company and factories, managing relationships and communications. |
| The primary email address for factory communications. | |
| Phone | The primary phone number for factory contact. |
| Address | The physical address of the factory location. |
| Country/Region | The geographic location of the factory. Useful for regional planning, shipping logistics, and compliance considerations. |
| Capacity | The production capacity of the factory. This helps identify factories that can handle specific order volumes. |
| Last Order Date | The date of the most recent order placed with this factory. |
| Profile | Link to view the detailed factory profile with comprehensive information, overview graphs, and historical records. |
| Status | The operational status of the factory (Enabled/Disabled). Enabled factories are visible and available for use in orders and costings. Disabled factories are hidden from normal operations. |
Factory Information
Factory information is configured in Site Settings > Company > Suppliers.
Report Configuration
The Factory Details report can be customised using filters, sorting options, and column selection to match your specific analysis needs.
| Section | Options |
|---|---|
| Filters | Agent, Capacity, Country/Region, Enabled (All, Yes, No), Factory Code, Factory |
| Sort | Sort by 1st (Asc = Ascending; Desc = Descending) and Sort by 2nd (Asc = Ascending; Desc = Descending) |
| Columns | Factory name, Factory code, Agent, Email, Phone, Address, Country/Region, Capacity, Last order date, Profile, Status |
Filter Descriptions
| Filter | Description | Related Documentation |
|---|---|---|
| Agent | The agent associated with the factory. Agents act as intermediaries between your company and factories, managing relationships and communications. | Site Settings > Company > Suppliers |
| Capacity | The production capacity of the factory. This helps identify factories that can handle specific order volumes. | Factory Details |
| Country/Region | The geographic location of the factory. Useful for regional planning, shipping logistics, and compliance considerations. | Factory Details |
| Enabled | Filter factories by their active status. Enabled factories are visible and available for use in orders and costings. Disabled factories are hidden from normal operations. | |
| Factory Code | The unique identifier code assigned to the factory. Used for quick identification and system references. | Factory Details |
| Factory | The factory name. Search and filter by the full or partial factory name. | Site Settings > Company > Suppliers |
Factory Profile View
When viewing a specific factory profile, you can access comprehensive information across three main sections: Details, Overview, and History. This detailed view provides a complete picture of factory relationships, performance, and historical activity.
Details Tab
The Details tab contains all essential factory information and contact details.
| Information | Description |
|---|---|
| Factory Information | Factory name and factory code for identification. |
| Agent Assignment | The agent assigned to manage the factory relationship and arrangement details. |
| Contact Information | Complete contact details including email, phone, and physical address. |
| Dispatch Ports | Shipping ports and logistics information for order fulfillment. |
| Factory Status | Current operational status (Enabled/Disabled) controlling visibility in the system. |
Overview Tab
The Overview tab provides visual analytics and performance metrics through interactive graphs.
| Graph Type | Description |
|---|---|
| Purchase Orders | Interactive column graphs showing purchase orders by year and month, providing insights into order frequency and volume trends. |
| Claims Data | Visualisation of claims data by year and month, helping identify quality or delivery issues over time. |
| Compliance Trends | Compliance data trends by year and month, tracking factory adherence to standards and certifications. |
| Activity Summary | Visual representation of factory activity and overall performance metrics. |
History Tab
The History tab maintains a complete chronological record of all factory-related activities.
| Record Type | Description |
|---|---|
| Purchase Orders | Complete historical records of all purchase orders associated with the factory, including order dates, quantities, and status. |
| Claims History | Claims history and resolution tracking, documenting any issues, resolutions, and follow-up actions. |
| Compliance Activity | Compliance activity history including audits, certifications, and compliance reviews with dates and outcomes. |
| Activity Timeline | Chronological view of all factory-related activities providing a complete audit trail. |
Managing Factory Details
Factory Details reports can be configured, filtered, and exported to support various analysis and management needs. Users can customise views, export data, and access detailed factory profiles to maintain comprehensive supplier relationships.
Configuring the Report
| Step | Description |
|---|---|
| 1. Apply Filters | Use the Filters section to narrow down factories displayed: • Select an Agent to view factories managed by a specific agent • Filter by Capacity to find factories matching your volume requirements • Choose Country/Region for geographic filtering • Set Enabled status (All, Yes, No) to show active, inactive, or all factories • Enter Factory Code or Factory name to search for specific suppliers |
| 2. Set Sorting | In the Sort section, select: • Sort by 1st: Choose the primary column to sort by (Ascending or Descending) • Sort by 2nd: Choose a secondary column for additional sorting (Ascending or Descending) |
| 3. Select Columns | Choose which columns to display in the Columns section to customise your view |
| 4. Generate Report | Click the search icon to view the report with your configuration |
Report Actions
| Action | Description |
|---|---|
| Export to Excel | Download the report data as an Excel file for offline analysis, sharing, or integration with other tools. |
| View Factory Profile | Click on a factory name or the Profile link to access the detailed factory view with Details, Overview, and History tabs. |
| Enable/Disable Factory | Use the status toggle to enable or disable factory visibility. Disabled factories are hidden from normal operations but remain in the system for historical reference. |
| Filter and Search | Use the filter options to quickly find specific factories by agent, capacity, location, code, or name. |
Exporting Data
The Factory Details report can be exported to Excel format, allowing you to:
- Perform offline analysis and calculations
- Share supplier information with team members
- Integrate factory data with other business tools
- Create custom reports and presentations
- Maintain backup records of supplier information
Export Format
Exported Excel files include all visible columns based on your current column selection and filter settings.
Tips
- Use Filters to Find Suppliers Quickly - Apply filters by agent, capacity, or country/region to quickly locate factories that match your specific sourcing requirements.
- Review Factory Profiles Regularly - Access the Overview tab to monitor purchase order trends, claims history, and compliance data to assess supplier performance over time.
- Keep Factory Information Updated - Ensure factory contact details, capacity, and status are current in Site Settings to maintain accurate reporting and communication.
- Export for Analysis - Use the Excel export feature to perform deeper analysis, create custom reports, or share supplier information with stakeholders outside the system.
Related Actions
Troubleshooting
Why is a factory missing from the Factory Details report?
It may be Disabled, filtered out, or not yet created in Site Settings.
Steps to resolve:
- Set the Enabled filter to All and search again
- Confirm the record exists under Site Settings › Company › Suppliers
Why does exported Excel not match what I saw on screen?
Exports include only visible columns and respect active filters.
Steps to resolve:
- Adjust Columns so every required field is visible
- Clear restrictive filters, run the search, then Export again
Why is profile or compliance data out of date?
The report reflects the latest supplier master data and linked modules.
Steps to resolve:
- Update the factory in Site Settings › Company › Suppliers
- Reopen the Profile tab after linked orders or compliance records change