---
title: "Create and Modify Ad Hoc Reports"
slug: "create-and-modify-ad-hoc-reports"
description: "Create, edit, and save custom Ad Hoc reports and dashboards in R365, including field selection and visualization setup."
updated: 2025-08-26T17:00:13Z
published: 2025-08-26T17:00:13Z
canonical: "docs.restaurant365.com/create-and-modify-ad-hoc-reports"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Create and Modify Ad Hoc Reports

Ad Hoc Reports allow users to slice and analyze data, which can then be added to dashboards. An Ad Hoc report can be a chart, table, or pivot table. Restaurant365 comes with a number of pre-defined Ad Hoc reports. With the proper security level, users can also create their own. Ad Hoc reports is available with the Business Analytics module.

---

## Navigation

****Navigation Steps****

1. Open the **Reports** app.
2. Click **Ad Hoc** **Reports**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DD7S0UDG.png)

****Search****

Navigate to pages with the [R365 global search bar](/doc/docs/r365-search):

1. Enter all or part of the **page name** in the R365 global search bar.
2. Select the page from the results list.

> Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png)

---

## Ad Hoc Reports Page

Once opened, four drop-down menus will appear for editing / creating reports.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-tnfkomg0.png)

|  | **Field** | **Description** |
| --- | --- | --- |
| **1** | Reports | A drop-down listing that enables you to select from the Ad Hoc reports created by your company. Once selected, the report will populate the screen. > [!NOTE] > Once a custom report is selected, a trash can icon ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-ciqqcewp.png)will appear next to the drop-down arrow. Click this to delete the report. |
| **2** | Create Chart Of | This allows you to create a new chart based on a selected data set, or domain (listed below). Once a domain is selected, the screen will open to begin designing a new chart. |
| **3** | Create Crosstab Of | This allows you to create a new crosstab, or pivot table, based on a selected data set, or domain (listed below). Once a domain is selected, the screen will open to begin designing a new crosstab. |
| **4** | Samples | A listing of sample Ad Hoc reports to use or further develop. Once selected, the report will populate the screen. |

### Available Data Sets

Reports in this module must be based on pre-defined sets of data called Domains that come with the system. These domains will appear in the **Create Chart Of** and **Create Crosstab Of** drop-down listings. The following is the list of available domains:

| **Domain** | **Description** |
| --- | --- |
| Daily Sales Summary | Both Sales and Labor data. |
| Franchisee Sales | Franchise Sales. |
| Labor Details | Only Labor data. |
| Purchase Detail | Everything associated with AP transactions and Inventory. |
| Sales Detail | Everything that hits the Credits side of the DSS journal entry. |
| Sales Payments | Everything that hits the Debits side of the DSS Journal Entry; drives into the POS data. |
| Transaction Details | Pulls in anything seen as a transaction (Inventory Count, Commissary, ect.) to display a more detailed view of each transaction. |
| Transactions | Pulls in anything seen as a transaction to display more of a summarized view of Vendors/Customers. |

---

## **Key Ad Hoc Elements**

The report window shows the created report. In Editing mode, users have access to a list of fields and measures. These can be added to the report, and new fields and measures can be created.

This also shows the Drill-down & Filters and the Format Visualization panels. Users can edit adjust the report as needed. To view a [detailed listing of all the elements in the report window, click here](/doc/docs/ad-hoc-elements).

---

## **Creating A Report**

To create a report, follow these steps:

****1) Make a selection from the Create Crosstab Of dropdown.****

For first-time or infrequent users, selecting a domain, or data set, from the **Create Crosstab Of** is a great way to start.

![A white screen with blue border Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-dl7w7v6i.png)

Available domains include:

- Daily Sales Summary
- Franchisee Sales
- Labor Details
- Purchase Details
- Sales Details
- Sales Payments
- Transaction Details
- Transactions

Users can also begin with a **Sample** template, located just after the Create Crosstab Of drop-down, as a foundation for your new report.

****2) Select and add fields to the report.****

Fields are pre-defined in R365 and appear in the Fields Box if they are used in the domain initially selected. To select a field, double-click the field name, right-click and select **Add to Rows** or **Add to Columns,** or drag and drop the field onto the report.

![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-4xthqivl.png)

****3) Select and add measures to the report.****

Measures are also pre-defined in R365 and are generally numbers, such as amounts, percentages, and counts, used as values in a report. Select all of the desired measures by double-clicking the name, right-clicking and selecting **Add to Columns,** or dragging and dropping the measure to the report.

![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-v76esygr.png)

Measures can also be custom-made by clicking on the Calculated Measures Button next to Measures and filling in the listed fields.

****4) Add and adjust filters as needed.****

Filters are restrictions on the data, so you can specify a certain date range, specific list of locations, etc. for this report. Multiple filters can be added to a report by **right-clicking a field or measure** and selecting **Create Filter** or by dragging and dropping a field or measure in the Filter Box.

![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-lzd3jbdi.png)

Custom Filter Expressions can also be used to limit data by the selected Filter Section. When finished, make sure to click the Apply button to update the report based on the filters.

Once a filter has been added, the filter can be adjusted as needed.

![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-823tet7a.png)

****5) Organize rows and columns.****

Rows and columns can be adjusted accordingly by clicking and dragging fields across both Rows and Columns within the column and row layouts in the top ribbon. Measures can also be rearranged, but only within the columns.

![A white paper with pink dots Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-5ev9ti3e.gif)

Even though these should be organized as needed before finalizing your report, they can be adjusted again after the desired report type is selected.

Users can also rearrange from the visualization by right clicking a field or measure and select **Move Right** or **Move Left**.

****6) Select a visualization type.****

Even if the report began as a Crosstab, it can be changed to a different visualization by clicking the visualization icon in the top ribbon.

![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-a9y1pf7m.png)

This will open the visualization selector. Users can review and select a visualization type. Each selection has a field/measure requirement. Once selected, the data will be displayed in the new visual representation selected.

![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-6w6i3qn3.png)

****7) Title the report.****

The title in the report will become editable if clicked. It can also be edited from the **Format Visualization** panel. After the title is updated, the report can be saved.

![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-sjzq6oi6.png)

****8) Save the report.****

To save the report, click the save icon in the top ribbon.

![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-4bg80t4s.png)

Once **Save** is clicked, a drop-down will appear with the following values:

- **Save Ad Hoc View** *-* This option will overwrite the existing Ad Hoc with your changes. Pre-defined Ad Hoc reports built by Restaurant365 cannot be modified, so this option will not be available on those.
- **Save Ad Hoc View As...** *-* This option will leave the original report un-modified and will save your changes as a new report where you provide a new name. Once you select this option, the 'Save As' window (pictured below) will pop up where you can set the name of the report and choose where to save it. Once you've typed in the name, move to the folder hierarchy at the bottom of the pop-up window and follow the steps listed below:
  1. Click the '+' sign next to each folder in the following order: +Root > +Organizations > +Organization > then click on the folder with your site's name (my site name in the screenshot below is 'demo')
    - **Note:** Folders will appear grayed out, but you will be able to expand them to your site folder
  2. Select either the Accounting or Manager folder, listed within your site folder, and click 'Save' to save your report. Each folder provides access to only certain Users:
    - ***Accounting Folder*** - Saving in the Accounting folder will restrict access from any User that doesn't have the Accounting Manager or Full Access role
    - ***Manager Folder*** - Saving in the Manager folder will make it available to Users with the more restricted Restaurant Manager role
- **Save Ad Hoc View and Create Report** *-* This option is never used and can be ignored

![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/create-and-modify-ad-hoc-reports-image-34mk8zl7.png)

Structured documents that provide insights and summaries of various operational metrics and financial data.

Journal entry (JE) Record posted to the General Ledger to document financial activity.

POS (Point of Sale)

A system used by businesses to process sales transactions and manage customer payments. Connected to R365 through a [POS integration](/doc/docs/pos-integration-overview).

Restaurant365