Data Portal

The Data Portal gives dealers access to the data generated by billing runsClosed 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

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 and Work Order Billing

Not all reports are run for each type of billing. The last column specifies which type of billing it is run for: G-General, R-Rental, E-Equipment and W-Work Order.

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 G,R,W
Sales Analysis Allocation Summary

Lists a summary, by G/L allocation, of all invoices issued in this billing run.

 BIL919 SAASR91449 G,R,E
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 G,R,E
Duplicate Check Register Lists any checks that were generated with duplicate check numbers and the new check number that was assigned. BA0002 BA0002 G,R
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 G,R

IBS Transaction Log

Lists all invoices that have been charged to FARMPLAN/AGLINE or CBS in this billing run.

Only invoices with charges to the G/L account(s) found in the table ARAGENCY are printed on this report.

 BIL922 CTLR55135 G,R

Transaction Log

List postings to each A/R Agency code if the name of the A/R Agency is a special name listed in the ARAGENCY table. Includes cust#, cust name, invoice number, inv amt, card number, auth #, G/L accnt The page breaks on A/R Agency name.

 BIL994 ATLR39250 G,R

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 G,R
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 G,R

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:

  1. Part is not on part master file, so it is added to the part master.

  2. Part has a negative on-hand.

  3. Part has a zero on-hand and is a stocked part (not order formula code 5).

  4. Part has been sold at least twice and is still coded as a non- stocked part (order formula code is 5).

  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. PAR127- Parts PCAR16427 G,R

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
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. PAR127- Labor LCAR80235

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

Reports generated for Equipment Billing and Work Order only

Report Name Description OLD Report Code New Report Code
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
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, from anywhere in IntelliDealer, 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 check boxes, or filter the list.

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

Revision: 2025.01