ERP Report Specification Template
Most custom report problems start with a vague request. This template turns a request into a specification a developer can build and a user can accept, covering purpose, access, data, filters, calculations, columns and tests.
Fill in
ERP Report Specification Template
ERP Report Specification
Report name: Open Sales Order Backlog by Promise Date Requested by: Controller, Plant 2 Business owner: Director of Operations Request date: 2026-10-20 System: ERP name and release Run frequency: Weekly Output: Excel
1. Purpose and decision supported
Show open order value by promise week so operations can see backlog risk and finance can forecast revenue.
2. Audience and access
Operations managers, finance team. View access by plant according to ERP roles.
3. Data sources
Sales order header and lines, shipment lines, item master, customer master.
4. Filters and parameters
Plant, customer, order type, promise date range, include or exclude blocked orders.
5. Calculations and definitions
Open value = (ordered quantity - shipped quantity) x net unit price. Promise week = ISO week of promise date.
6. Columns
| Column | Source field | Format | Sort or total |
|---|---|---|---|
7. Acceptance tests
| Test | Expected result | Tested by | Pass or fail |
|---|---|---|---|
| Totals tie to the source screen for one plant | |||
| Filters return correct subset | |||
| Report runs within agreed time on production volume | |||
| User without access cannot see restricted plant |
Approvals
Attach a sample of the expected output and one worked example from real data. Specifications that include an example are built right the first time far more often.
Skip the report queue
Optional: see how natural language questions over your ERP data can replace some report requests.
Optional. The tool and every export work without this. No spam.
How to use the template
Fill the fields at the top, then export a Word or PDF document. Complete the column and test tables by hand or after exporting. Keep the specification short: one page for a simple list, two or three for a calculated report. Send it with a sample of the expected output so the developer sees what good looks like.
- State the decision the report supports, not only the data wanted
- Define every calculation in words and with one example
- Name the owner who will accept the report
Why acceptance tests matter
A report can run without errors and still be wrong. Tie out at least one total to a standard ERP screen, test the filters, and test security with a user who should not see all data. Writing the tests in the specification also forces the requester to say what correct means.
Choosing the format and frequency
Daily operational reports should open fast and show exceptions only. Month end reports can be heavier but should be reproducible: same parameters, same result. If a report is run once a quarter by one person, an ad hoc query may be cheaper than a maintained report.
Common mistakes
Requesting a report that already exists in the standard ERP, leaving calculations to the developer's interpretation, and forgetting access control are the most common. Before submitting, check the standard reports and inquiries of your ERP first.
Frequently Asked Questions
How detailed should a specification be?
Detailed enough that two developers would build the same report. Define data scope, filters, calculations and totals precisely and give one worked example. Layout can usually be shorter.
Does this work for any ERP?
Yes. It is system neutral. Add your ERP's report tool, for example SSRS, BI Publisher, Crystal or a custom tool, in the system field and list the tables or views in the sources.
Who should sign it?
The requester, the business owner who will use the numbers, the developer, and the ERP administrator who deploys it. Signatures show who accepted the definitions.
Can I reuse it for dashboards?
Yes. Choose dashboard tile as the output and list each metric in the calculations section with its definition and refresh rate.
If your report backlog is long, Netray can discuss natural language reporting over your ERP data, read-only and on your own infrastructure, for the requests that do not need a formal report.
Related Tools
ERP KPI Governance Maturity Assessment
Score how consistent, documented and trusted your KPIs are, and get next steps matched to your maturity band.
Developer ToolsInventory Aging Buckets SQL Generator
Build an inventory aging query with your own table and column names and bucket sizes, ready to paste into SQL Server style SQL.
Costing & FinanceManufacturing KPI Formula and Definitions Reference
A searchable lookup of the KPI formulas controllers and operations managers argue about, with units, typical ERP source and review cadence.
Costing & FinanceMonth End Reporting Readiness Checklist for Manufacturers
Work through the ERP checks that decide whether month end reports can be trusted: cut off, inventory, WIP, subledger tie out and sign off.