Generating Workday BIRT Reports: Step-by-Step Guide

Here's a detailed step-by-step guide on how to generate Workday BIRT (Business Intelligence and Reporting Tool) reports:

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# **Generating Workday BIRT Reports: Step-by-Step Guide**

## **Introduction to BIRT in Workday** Workday BIRT reports are custom report templates designed using the BIRT tool to create pixel-perfect layouts for operational and transactional reports. These templates can include advanced formatting, custom layouts, and embedded graphics.

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## **Step 1: Prerequisites**

1. **Access to Workday and Reporting Permissions**: - Ensure you have the necessary permissions in Workday to create and manage reports.

2. **Install BIRT Designer**: - Download and install the Eclipse-based BIRT Designer tool from [Eclipse BIRT](https://www.eclipse.org/birt/).

3. **Familiarity with Workday Report Writer**: - Understand how Workday’s standard report writer works, as BIRT uses custom templates linked to advanced reports.

4. **Technical Knowledge**: - Knowledge of XML data sources, XPath, and design principles for creating report templates.

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## **Step 2: Design and Build the Advanced Report in Workday**

1. **Create an Advanced Report**: - In Workday, navigate to the “Create Report” task. - Choose **Advanced Report** as the type. - Add the required **Data Sources** and fields based on the report’s purpose. - Filter the data using prompts, conditions, or sorting.

2. **Enable Report for BIRT**: - Go to the advanced report properties and check the option **Enable as BIRT report**.

3. **Generate and Export the XML Output**: - Run the report to generate the XML output. - Save the XML file, which will serve as the data source for your BIRT template.

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## **Step 3: Develop the BIRT Template**

1. **Launch the BIRT Designer**: - Open the BIRT Designer tool installed on your system.

2. **Create a New Report**: - Start a new report project and name it appropriately.

3. **Import the XML Data Source**: - Add the XML file (exported from Workday) as a data source in BIRT. - Define data sets by mapping fields in the XML file to elements in the report.

4. **Design the Report Layout**: - Use BIRT's drag-and-drop interface to design the report layout. - Include elements such as: - **Tables**: For structured data. - **Charts**: For visual data representation. - **Images and Logos**: For branding. - **Headers and Footers**: For consistent styling.

5. **Add Formatting and Styles**: - Apply custom styles to enhance readability. - Configure fonts, alignments, and color schemes to align with your organizational standards.

6. **Preview the Report**: - Use the preview option to ensure the layout aligns with expectations and displays data correctly.

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## **Step 4: Upload the BIRT Template to Workday**

1. **Compress the Template**: - Save the BIRT template file as a `.rptdesign` file. - Compress it into a `.zip` file.

2. **Upload the Template**: - In Workday, navigate to the “Maintain BIRT Layout Templates” task. - Upload the `.zip` file and associate it with the appropriate advanced report.

3. **Test the Report**: - Run the advanced report with the uploaded BIRT template to verify the output.

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## **Step 5: Refine and Optimize**

1. **Review and Adjust**: - Adjust the BIRT template or advanced report settings based on feedback or issues identified during testing.

2. **Performance Optimization**: - Simplify data sources and reduce unnecessary computations to optimize report performance.

3. **Deploy for End Users**: - Share the report with end users, ensuring proper access permissions are set in Workday.

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## **Step 6: Maintenance and Updates**

1. **Update Templates as Needed**: - Make changes to the BIRT template or advanced report to reflect evolving business requirements.

2. **Monitor Usage**: - Track the usage and performance of the report in Workday to ensure it meets user needs.

3. **Train Users**: - Provide training for end users on interpreting and using the report effectively.

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This step-by-step process ensures the successful creation and deployment of Workday BIRT reports, enabling high-quality, customized reporting tailored to your organizational needs.

Implementing the EDI 810 (Invoice) document in SPS Commerce

Implementing the EDI 810 (Invoice) document in SPS Commerce involves configuring the tool to map, transmit, and validate the EDI data according to trading partner requirements. Here’s a step-by-step guide:
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### **Step 1: Gather Requirements**
1. **Understand Trading Partner Specifications**: Obtain the 810 EDI Implementation Guide (specifications) from your trading partner.
- Identify required segments, elements, and codes.
- Understand any validation rules or business-specific requirements.

2. **Define Business Rules**: Work with internal teams to outline the invoicing data flow and confirm all necessary data points are captured.

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### **Step 2: Configure SPS Commerce Tool**
1. **Log in to SPS Commerce Fulfillment**:
- Access the web portal or integration tool provided by SPS Commerce.
- Ensure you have administrative privileges to configure document settings.

2. **Set Up Trading Partner Connection**:
- Navigate to the "Connections" or "Trading Partner Setup" section.
- Add or update the trading partner's profile to enable the 810 document type.

3. **Enable EDI 810 Document**:
- Locate the document setup menu for the trading partner.
- Select "810 Invoice" and ensure it is enabled.

4. **Map Data Fields**:
- Use SPS Commerce’s mapping tools to map your internal data (ERP or accounting system) to the 810 format.
- Map mandatory segments like **ST (Transaction Set Header)**, **BIG (Beginning Segment for Invoice)**, **N1 (Name)**, **IT1 (Invoice Line Items)**, and **TDS (Total Monetary Value Summary)**.

5. **Validate Mapping**:
- Perform test mapping for various scenarios (e.g., single item, multiple items, taxes, discounts).
- Ensure all required segments are mapped and optional ones are handled based on trading partner preferences.

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### **Step 3: Test the Implementation**
1. **Generate a Test Invoice**:
- Create a sample invoice in your internal system.
- Export it to SPS Commerce.
2. **Run Mapping Validation**:
- Verify the data is translated into the correct EDI 810 format.
- Check the structure, syntax, and compliance with the trading partner’s specifications.
3. **Send Test EDI File**:
- Use the testing environment provided by SPS Commerce to transmit the 810 document to your trading partner. - Work with the trading partner to validate and troubleshoot any issues.

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### **Step 4: Go Live**
1. **Confirm Trading Partner Approval**:
- After successful testing, obtain trading partner approval to go live.
2. **Enable Production Mode**:
- Switch the EDI 810 configuration from the test environment to production.
3. **Monitor Initial Transactions**:
- Closely monitor the first few live transactions for errors or discrepancies.
- Use SPS Commerce’s monitoring tools for error alerts and transaction tracking.

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### **Step 5: Maintain and Update**
1. **Periodic Reviews**:
- Regularly review and update mappings to accommodate any trading partner updates or internal system changes.
2. **Error Resolution**:
- Use SPS Commerce’s error handling tools to address failed transactions.
- Work with support if needed.
3. **Expand Functionality**:
- As needed, implement additional documents (e.g., 850, 856) to enhance integration with your trading partner.
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### Tools & Resources
- **SPS Commerce Documentation**: Reference guides and tutorials.
- **EDI Validator**: To check compliance.
- **Support Team**: Contact SPS Commerce for assistance during setup or troubleshooting.

Would you like detailed examples of specific 810 segments or mapping logic?