Scheduled Reports

Scheduled Reports

Notes
Stages in Livestock Reporting
  1. Overview of Livestock Reports
    1. Generating and Previewing Reports
  2. Understanding Scheduled Reports (Bulk Email)

1. What are Scheduled Reports?

Scheduled Reports are Stockyard’s way to send emails in bulk. When a sale is finished you can email every report—Invoices, Purchaser Information, Sale Disk, NVDs, and more - with a single click.

How it works

  • Set & save: once per client, tick the reports they need and enter their email.
  • One‑click send: when a sale is finished, open Reports ➜ Scheduled Reports and hit Generate to email every client’s documents in bulk.

Why use them?

  • Skip the manual emailing—save time.
  • Every Purchaser, Vendor, Agent, and 3rd‑Party gets the right paperwork.
  • End‑of‑sale wrap‑up is faster and error‑free

2. Add or Edit a Scheduled Client

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Handy to know:
  1. The sale and lots are completed (with weights, prices, NVD - Vendor & Purchaser entered)
  2. To identify which clients have scheduled setup, the “Report 1, Report 2…” columns appear automatically once at least one client schedule exists.
  3. Set to Default Reports button currently assigns the default reports for the Purchaser / Vendor / Agent to receive (this is system coded)

Purchasers (Livestock)

  1. Open the Purchaser Ways tab

  2. Right‑click the Purchaser ➜ Purchaser Control
  3. Right panel ➜ Reports
    1. Click New (dark‑blue row) or left-click an existing email to edit the reports
  4. In the Purchaser Scheduled Reports screen, the email in the grey box comes from Address Book
    1. Tick the reports the client should receive, type or select the email address, click OK to save, then click Close to exit Purchaser Control
  5. Repeat for any other Purchasers in your Purchaser Ways grid

Vendors (Livestock)

  1. Open the Vendor Listing tab

  2. Right‑click the Vendor ➜ Vendor Control

  3. Right panel ➜ Reports
    1. Click New (dark‑blue row) or left-click an existing email to edit the reports

  4. In the Vendor Scheduled Reports screen, the email in the grey box comes from Address Book
    1. Tick the reports the client should receive, type or select the email address, click OK to save, then click Close to exit Purchaser Control
  5. Repeat for any other Vendors in your Vendor Listing grid

Agents (Address Book)

  1. On the Top toolbar ➜ Click Address Book ➜ Click Agents

  2. Search and select the Agent ➜ click their Agent Code on the right
  3. In the Agent Scheduled Reports screen, the email in the grey box comes from Address Book
    1. Tick the reports the client should receive, type or select the email address, click OK to save, then click Close to exit Purchaser Control

  4. Repeat for any other Agents

3rd‑Party Clients (Address Book)

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For an overview of the 5.6.0 release for 3rd Party Clients, check this out also:
  1. On the Top toolbar ➜ Click Address Book ➜ Click Name

  2. Search and open the 3rd Party Client ➜ click 3rd Party Control

  3. In the 3rd Party Control window, the email in the grey box comes from Address Book
    1. Tick the reports the client should receive, type or select the email address, click OK to save, then click Cancel to exit 3rd Party Control

  4. Repeat for any other 3rd Party Clients

3. Sending Scheduled Reports for the Clients

To send scheduled reports to Purchasers, Vendors, Agents, or 3rd Parties, follow the steps below:

  1. Access the Reports Screen
    Click on Reports button in the Sale. For an overview of how the Reports screen works, visit:
    Reports Overview – Knowledge Base
  2. Locate Scheduled Reports
    Scroll to the bottom of the list of available reports until you see:
    Scheduled Purchaser / Vendor / Agent / 3rd‑Party Reports
    Select the report you wish to send.
  3. Choose the Recipient Type
    Select the clients or leave blank to send: Purchaser, Vendor, Agent, or 3rd‑Party
  4. Set dropdown to either Normal / Confirm
    At the top of the screen,
    1. Normal: Sends the bulk emails automatically for the clients
    2. Confirm: Allows you to preview the reports in Postman before they send
  5. Click Generate the Report
    • If set to Normal, the emails will generate and be sent automaticallly.
    • If set to Confirm:
      • If Postman opens automatically, go to next step.
        • If not, click the Blue Mail icon (Postman) on your taskbar to open it manually.
      • Review the Emails
        • In Postman (orange background), you'll see a list of bulk emails ready to send.
        • Double-click on any email to preview the attached reports that the client will receive.
        • Ready to Send the Reports
          • Once you're satisfied, click Confirm All to send all the emails.
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 If you have any questions or would like further assistance call Outcross Systems on 1800 799 107

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