Reports

Completed Transactions Report

The Completed Transactions report is the primary financial inventory report. The report displays all transactions which were "completed".

This report can be exported and can be customized using the Add filters button (screenshot below.

Most commonly, you will want to filter on the Journal Voucher Status column, which indicates the following:

• Not needed: this transaction was a non-financial transaction that does not require a Journal Voucher

• Not ready: the transaction is a financial transaction, but is not ready for processing because any of these steps has not taken place:

  • the materials have not been issued

  • a back-chargeable task order was used and the transaction is pending "Financial Review"

  • the related work order has not been closed

• Ready: this transaction is ready to be processed via Journal Voucher

• Complete: this transaction has been processed with a JV.

A complete index of the transaction record metadata is available here.

Daily AMD Warehouse Inventory Snapshot

Between 10PM-12AM daily, a script is run that appends the current AMD inventory quantities to a running ledger which is stored in a dataset on the Open Data Portal. Also daily (between 1-2AM), a Power BI dashboard will query the dataset which enables users to download and interact with the data. The main purpose of the the dashboard is to allow users to view and download the inventory quantities for a particular day in the past.

Dashboard User Guide

AMD Inventory Dashboard in Power BI

All City of Austin accounts should have access to the dashboard. It is located here.

The chart in the top left corner the dashboard shows a line graph of the last 365 days of the daily total inventory value.

The total inventory value for the selected date is shown below the chart. Total inventory value is calculated as the sum of the Total Value column for each date for the items that are:

• Status is ACTIVE

• Tracking Type is FINANCIAL

If an item is changed to become INACTIVE or is NON-FINANCIAL it will not retroactively impact the inventory value for past dates.

Select Date Filter

The date selection field is what filters table on the bottom half of the dashboard. To select a date, click the date box and use the calendar view to pick a date. While any date is selectable, only those dates with data will populate the table. Picking a date in the future will cause the table to not update, while picking a date before data collection began (currently 2/8/2022) will cause the table to revert to the oldest data.

To verify the correct date was chosen, the title of table on the bottom half will change based on the selected date.

Item Filters

Below the Select Date filter there are two additional fields that allow users to filter the table based on an item's Stock Number or Common Name. These filters work in conjunction with the date filter, showing only the selected items for the selected date. Only one item filter can be used at a time. To select multiple items, hold CTL (Command on Mac) and click the items you are interested in.

Inventory Items Status Table

The table on the bottom half of the dashboard shows all of the available fields for the inventory items for the selected date (shown in the title of the table). Not all fields may fit on the screen at the same time so scrolling to the left or right using the scroll bar at the bottom may be necessary. Note that these items still also must beACTIVE and FINANCIAL.

Workflow to download a single day's inventory report

1. Access the Power BI dashboard using a web browser. Link

2. Use the "Select a Date" box on the right to pick the date you are interested in

3. Hover your mouse cursor over the table on the bottom of the report and click the three dots on the top right corner.

4. Click the Export data button

5. Leave the export settings as Data with current layout and click the Export button. It will download an Excel file to your downloads folder with the date in the file name. Example: "Inventory Items Status - 1252022.xlsx" for January 25, 2022's data.