Data Portal

The Data Portal gives dealers access to the data generated by billing runs A billing run is a batch processing of invoices to post the accounting, depending on the invoice. that was previously output as reports-only. This includes reports for Unattended Billing Runs. See Billing Run/Billing Run Preliminary and Unattended Billing Runs.

Note: Currently, the Data Portal only supports General, Rental, Equipment and Work Order Billing Runs.

The features provided by the Data Portal include:

A separate PDF file is generated for each invoice, in an improved format.
Ability to search for and collect the report for a single invoice.
Export to Excel. The data for all invoices in the file can be collated and exported into an .XLS file.

Topics in this section include:

Report Codes and Sample Reports
Screen Description

Report Codes and Sample Reports

Reports in the new format have a new report code. Click the hyperlink of the report's name to see a sample of the report.

Rental reporting is not supported if Integrated Rental is enabled.

Reports generated for General Billing, Rental Billing, Equipment Billing, and Work Order Billing
Reports generated for General Billing Only
Reports generated for Rental Billing only
Reports generated for Work Order Billing only
Analysis reports

Reports generated for General Billing, Rental Billing, Equipment Billing, and Work Order Billing

Not all reports are run for each type of billing. The last column specifies which type of billing can produce the report: G for General billing, R for Rental billing, E for Equipment invoicing, and W for Work order billing. When a report can be produced by every billing run type, the column shows All billing runs instead of listing G, R, E, and W.

Report Name	Description	OLD Report Code	New Report Code	Run for:
Invoice Register Report	Lists customer number, customer name, invoice number, invoice amount and billing date by co/div/br then by customer number. The accounts included in the invoice amount column are set up as cash, A/R, or charge accounts (A/R Agencies) in the system configuration.	BIL982	IRR11499	All billing runs
Sales Analysis Allocation Summary	Lists a summary, by G/L allocation, of all invoices issued in this billing run.	BIL919	SAASR91449	All billing runs
Rental Cost of Sales Journal	Prints a detailed report of the rental cost of sales and rental inventory G/L allocations generated by the rental sales from the billing runs. Totals are printed for divisions and company: SALE - Rental sale account assigned to the rental invoice. COST OF SALES - Corresponding COST OF SALES account for the rental sale account assigned to the rental invoice (through Chart Of Accounts) INVENTORY - The inventory G/L account assigned to the equipment units for this rental invoice (through the Equipment Profile tab). % - corresponding COST OF SALES % for the rental sale account assigned to the rental invoice (through Chart Of Accounts).	BIL929	RCOSJ17470	G,R
Sales Analysis / Depreciation Journal	Prints a summary of all billing G/L allocations for the current G/L month in standard journal format.	GL9300	SAJR8825	All billing runs
Sales Analysis Allocation Register	Lists an invoice-by-invoice breakdown of the resultant entire journal entry including related details such as part numbers, stock numbers, taxes and so on.	BIL900	SAARR67079	All billing runs
Duplicate Check Register	Lists duplicate identifiers found during bank reconciliation for the billing run (for example, duplicate check numbers when checks are issued, or duplicate reference numbers when a bank entry is created from an invoice) and the replacement number assigned.	BA0002	DCRR93401	All billing runs
Released Invoices	Lists any invoices being billed that do not have any details for a printed invoice.	BIL940	RIWNP85579	G,R
Credit Processed & Error Log Report	This report lists all stock number's that have been returned to inventory (status 'V') in this billing run. A credit invoice has been issued to reverse a sales invoice that was issued in a previous billing run.	CGI030, CGI030-E	CPAEL3860	G,R
Equipment Original Cost Errors	Prints when the equipment cost changed from zero to non-zero. It does not print when it changes from non-zero to zero.	CGI029	EOCER19047	All billing runs
IBS Transaction Log	Lists invoices that have been charged to CBS (IBS) in this billing run. FARMPLAN, AGLINE, POWERPLAN, and most other A/R agencies appear on the Transaction Log report (BIL994), not on this report. Only invoices with charges to the G/L accounts configured for CBS agency processing are printed on this report.	BIL922	CTLR55135	All billing runs
Transaction Log	List postings to each A/R Agency code when the cash code configuration for the agency uses the special A/R agency names that control this report. Includes customer number, customer name, invoice number, invoice amount, card number, authorization number, and G/L account. The page breaks on A/R Agency name.	BIL994	ATLR39250	All billing runs
Authorized Invoice Register Report	This report lists the transactions that had an authorization number keyed from the invoicing application. This includes in-house A/R and A/R Agency transactions.	BIL957	AIRR12725	All billing runs
Account Distribution Report	Lists each distribution account with a percentage of the amount entered. The report shows the percentage, original account, and billing date.	BIL891	ADR11213	All billing runs
Parts Error And Control Report	Prints an error and control report for the parts department to review if a part sold in this billing run meets one of these conditions: Part is not on part master file, so it is added to the part master. Part has a negative on-hand. Part has a zero on-hand and is a stocked part (not order formula code 5). Part has been sold at least twice and is still coded as a non- stocked part (order formula code is 5). Cost is greater than selling price (selling price was probably overridden).	PAR014	PEACR70081	G,R
Parts Cost of Sales Analysis - Summary & Details	Lists the cost analysis for parts billed to an invoice and shows the profit for each part sold. Generated for billing runs where parts can be invoiced (rental, equipment, and work order billing runs), not for general invoicing-only billing runs.	PAR127- Parts	PCAR16427	G,R
Labor Cost of Sales Analysis - Summary & Details	Lists the cost analysis for labor billed to an invoice and shows the profit for each labor entry. Generated for general, rental, and equipment billing runs that include work-in-process labor; not generated for work order billing runs (work order labor is reflected on other work order billing reports).	PAR127- Labor	LCAR80235	G,R,E
Vendor Parts Order Report	Lists vendor parts order information including buyer and vendor details, order information, ship-to address, and parts ordered with quantities, prices, and extended totals. The report includes comments, ship via, and FOB point information when available. This report is not produced by billing runs; it is generated manually from Parts Ordering.	PAR119	POR38231	Manual

Reports generated for General Billing Only

Report Name	Description	OLD Report Code	New Report Code
Order Register	Prints the details for the general invoice and lists the invoices that are being generated and billed for it in this run.	BIL944	GORR24583

Reports generated for Rental Billing only

Report Name	Description	OLD Report Code	New Report Code
Customer Marketing Survey Report	Generated when the invoice amount is greater than the maximum amount or less than the minimum amount.	BIL963	CMSR23439
Rental Billing Run Preliminary Report	Lists all the header and details of the rental contract. Report RM034-F only prints if the Print Future Preliminary Report switch is enabled for the rental contract location. See Billing/Invoice.	RM034	RBPR43865

Report Name

Description

OLD Report Code

New Report Code

Customer Marketing Survey Report

Generated when the invoice amount is greater than the maximum amount or less than the minimum amount.

BIL963

CMSR23439

Rental Billing Run Preliminary Report

Lists all the header and details of the rental contract.

Report RM034-F only prints if the Print Future Preliminary Report switch is enabled for the rental contract location. See Billing/Invoice.

RM034

RBPR43865

Reports generated for Work Order Billing only

Report Name	Description	OLD Report Code	New Report Code
Work Order Register	Prints a register of all closed work orders that are being processed in this work order billing run, showing each repair on the work order and all the G/L allocations for the charges made to the work order. The register also shows the cash codes, tax codes, discount codes, etc. that were used when the parts and/or labor was charged to the work order.	WOR006	WORR75765

Analysis reports

Report Name	Description	OLD Report Code	New Report Code
Work Order Audit Report	Report for service completed on a specific work order. Generated at Product Support > Service > Analysis Reports, on the Work Order Audit tab.	WOR160	WOAR24624

Screen Description

To access the Data Portal, navigate to Management Central > Utilities > Data Portal.

The available fields are:

Field	Description
Search Field	Enter a Reference Number, Report Number, Report Name or G/L account number to pull up an old report.
Filter Icon	Click the filter icon ( )to use toggle the view.
Location	The location for which to generate the report.
Date Range From Date Range To	The date range for the report. The default is the last 24 hours. You can specify any range to a maximum of 31 days. Click the calendar icon ( ) to use a calendar to pick the date, or enter a date in the field in the format: mm-dd-yyyy.

To export the reports to an .XLS file, select the desired reports from the list, then click Export as Excel. A separate file is generated for each type of report.

To customize the columns shown in the reports list, click the Columns box located at the top right of the list. You can add or remove columns using the checkboxes, or filter the list.

Security: 505, Management Central - Utilities, Access to Data Portal Reports

Revision: 2026.05