What Is a Report Creation Tool?
A report creation tool is software that allows you to create forms easily, such as order forms, invoices, and travel expense reimbursement forms.
In the past, paper forms were generally handwritten, but with the need for a paperless office environment and the push for more personal computers and Internet access, electronic forms are now the mainstream format for management. Many companies use spreadsheet software to create forms, but there are many problems, such as the time required to create the layout of the form and transcription errors that occur during data entry.
By using a report creation tool, the layout of a report can be designed with just a few clicks, without the need for programming. In addition, by linking with databases and CSV files, it is possible to input data efficiently and without errors.
This improves issues related to forms and greatly reduces the time and effort required for the work. Another advantage of using a report creation tool is that you can freely and easily create reports in-house.
Uses of Report Creation Tools
Report creation tools are used to create invoices, payment slips, and other forms, link them to data, and output them in a variety of file formats. Regardless of the type of business, all businesses, regardless of the industry, require forms. Therefore, report creation tools are used by companies in all fields.
It is important to choose PDF, Excel file, HTML, etc., depending on the application, and to save, print, or otherwise output the forms.
Principles of Report Creation Tools
A report creation tool consists of functions, such as report design, data linkage, and report output.
1. Form Design
Form design can be completed simply by placing the necessary items with mouse operation. Some tools have a function to design forms by importing existing forms from PDF, Excel, Word, etc.
2. Data Linkage
In addition, since the placed items can be linked to databases or CSV files, the form design can be performed without programming.
3. Data Output
Some tools can output forms imported from input sources linked to forms created by form design to PDF, HTML, Excel, etc., and even attach them to e-mail or send them by fax.
How to Select a Report Creation Tool
When selecting a report creation tool, the following points should be considered:
1. Type and Quantity of Forms
Some report creation tools have limitations on the types and amount of forms they can handle. It is important to understand the type and volume of forms required by your company and select a report creation tool that meets these requirements.
2. Integration With Data Sources
Report creation tools extract information from data sources, such as databases and spreadsheets, and reflect it in reports. Therefore, it is also necessary to check whether the tool can smoothly integrate with data sources.
3. Output Format and Distribution Method of Reports
Report creation tools can output reports in a variety of formats, such as PDF and Excel, and select distribution methods, such as e-mail and printing. However, not all formats and methods are supported.
It is important to confirm that the output formats and distribution methods required by your company are available.
4. Support System
Report creation tools may have problems or malfunctions even after their introduction. In such cases, the ability to receive prompt and accurate support should also be emphasized.
The support system should be evaluated not only by phone or email but also by online chat and FAQs.
Other Information About Report Creation Tools
Report Creation Tool Features
Report creation tools offer a variety of features to help you create reports efficiently.
1. Form Design
The most basic function is to create forms. This function automatically creates forms by entering information into a pre-defined format.
This function is useful for contracts, invoices, etc., where elements other than amounts, items, dates, etc., do not change.
2. Life Cycle Settings
A useful feature related to form management is the ability to set the life cycle of a form. This function allows invoices, accounting documents, etc., for which retention periods are set by law, to be deleted after a certain period of time, such as 10 years.
In order to prevent the system’s capacity from continuing to grow, the system can be set to delete forms automatically after their retention period has passed.
3. Management of My Number
Recently, strict rules have been established to protect Specified Personal Information (My Number). Some forms tools have functions that comply with the rules for the protection of My Number.
4. OCR Linkage
An increasing number of report creation tools are linked to OCR, and some are equipped with a function to read paper forms and digitize them. This makes it possible to manage invoices and other documents sent by suppliers in electronic media.