Automatic report export area

Best practice: Automatic report export and dispatch

Time is always at a premium in the catering industry - especially when reports have to be prepared, checked and forwarded on a regular basis. With the automatic report export and report collection in Hypersoft, you can fully automate this process and create a reliable, digital routine that works precisely, securely and transparently. The procedure is set up with the configuration of the Report Manager Report Creation (Automation). The procedure can be combined with the Automate journal export for statistics in order to create and send export files in addition to the reports.

Everything runs by itself - exactly according to your specifications

Instead of manually selecting, configuring and printing reports over and over again, let Hypersoft do the work for you automatically. You define once:

which reports are created,
with which filters and settings,
when they are generated,
and who receives them.

The automatic report export takes care of everything else:

It creates the reports, sends notifications and stores them collectively in your Report Collection in the Hypersoft Portal - as searchable, audit-proof PDF files. This creates your personal, digital report archive that can be accessed or shared at any time - efficiently, clearly and securely.

Your advantages at a glance

✅ Time saving & routine:

Daily, weekly or monthly - your reports arrive automatically, in the exact format you require.

✅ Transparency for teams & management:

Define recipient groups (e.g. management, controlling, branch management) and automatically inform them about current key figures.

✅ Central data storage:

Reports are permanently stored, grouped and versioned in the Report Collection - without email chaos or data loss.

✅ Safe & legally compliant:

Your data is centralised in the Hypersoft portal - protected, traceable and accessible at any time.

✅ Can be combined with exports:

The journal export for statistics can also be used to generate structured export files that you can use for DATEV or internal analyses, for example.

Technical information

E-mail dispatch without report collection:

If you send reports directly by e-mail, please note the maximum attachment size of 10 MB per e-mail.

This corresponds to about 60 pages of report (without further annexes).

Reports too big?

Simply split your automated exports into several report exports to avoid delivery problems.

Practical example

A system caterer with several locations has over 20 reports in circulation every day - from sales statistics to payment overviews. With the automatic report export, all documents are generated at night, archived collectively in the portal and automatically distributed to the responsible managers in the morning. This means that every team starts the day with clear figures - without manual work and without the risk of errors.

Conclusion

The automatic report export is your personal "digital accountant" - reliable, fast and error-free. It saves time, ensures complete transparency and strengthens professional communication between head office and operations. With Hypersoft, you can organise your reporting in a modern, secure and fully automated way - and thus gain more time for what really counts: the success of your company.

Further topics: Best practice: Automate daily closing - control instead of headaches

Configuring Report Export

Start the Report Manager and choose the Automatic Report Export tab and make the settings as required.

We recommend that you work with the Report Collection. If these requirements are met, the text Mail reports via Report Collection automatically appears (otherwise, it only says Send reports by mail, which means the system mails the reports directly from the site as attachments (not recommended):

Element / Switch	Function / Description
report selection	Select all the reports you want to generate. It is better not to create automations in the standard variant, as this is loaded at startup and any changes affect the automation.
Save as PDF	Creates and saves reports as PDF files.
storage directory	Here you can set the directory in which the selected reports are stored as PDF files. The storage directory can be set differently for each variant, making it possible, for example, to store monthly reports for the accounting department in a directory that is only used for this purpose.
Do not create subdirectories	For automatic report export, automatic dynamic subdirectories related to date and time of creation are created, this behavior can be turned off optionally.
Output to Windows printer	Prints the reports to the default printer from the Windows printer settings instead of creating PDF documents.
Mail reports via Report Collection or Send reports by mail	Please use the distribution via the Report Collection. The (deprecated) method described here sends directly from the Report Manager and does not save to a collection. With this setting, the reports (which were set under Report export) are sent to the mail addresses set here. If you want to send to several mail addresses, these are entered one after the other and separated by a semicolon. Requirements... The function requires an Internet interface and an active software maintenance contract. Even if you email the reports directly without Report Collection, no mail programme is required for sending, as the transport is controlled via Hypersoft. If you want to send reports for several clients, a single mail with its attachments can become too large for the inbox. Then activate Sendone mail per client. Note Reports too big?...
Store reports on FTP server	Instead of the method described here, please use the distribution via the Report Collection. The (deprecated) method described here sends directly from the Report Manager and does not save to a collection. You can also have the automatically generated reports stored on an FTP server of your choice. Activate this function by switching it on and enter the access data of the server here. The default storage directory is `HS_Reportmanager_m` (m = your client number). If you want a different directory, you can enter it here. The function requires an Internet interface and an active software maintenance contract.
Use SFTP	The transfer can be made to an SFTP server. The default is port 22, which can be adjusted. Advanced SFTP configuration for the Report Manager... You can configure an SFTP server in such a way that access is not permitted by password, but by private key and public key. The public key is stored in the form of a file on the server and the private key in the form of a file on the client (with the report manager). The documentation of how these files are generated depends on the intended use. You can also search the Internet for the following terms: SFTP Guidelines Creation of Private-Public Key Pair In the report manager, the PPK file is simply stored instead of a password. Here it is important that it was also created as an OPEN SSH key. This configuration is also used in connection with Abrantix, see Abrantix connection.
Create report in English	Starting with the 2nd variant, you can switch the reports to English. As soon as you set the option button, the lists of reports are reloaded in English. This makes it possible to select the desired reports. The remaining setup of the automatic reports remains unchanged.

Report Manager Report Creation (Automation)

Please use the Report shipping with the Task Planner for the automatic daily closing.

Further topics: Report shipping with the Task Planner

Back to the overarching topic: The Report Manager