They do have to be taken into account though when deciding on when to schedule your reports. The audience and competency of your audience can play a role in this too. In my organization we have two major groupings for our Event Manager reports.
- Staff that works at our office directly for the company.
- Sales representatives that work outside of our office that we have contracts with
The internal staff receive reports that state what orders are past due. It looks at the expected ship dates on all of the line items of all of the open orders and compares them to the current date. The report runs Monday through Friday at 10 am. This allows for the previous day's invoices to be posted and those items to be moved to the history files and thus, not be included. However, because of a holiday, those invoices don't get posted until a day later and the report runs while everyone is out. Therefore the recipients had a report waiting for them when they got in that made it look like everything was running late!
This type of problem is solved easily enough with a "Please remember to ignore the reports that are generated on the holiday". The other option is to use the "run on holiday" flag in the schedule tab. So far I have just opted to tell the folks. It has also worked as a nice test. If they ask too many times about the data in the report, after I have told them to ignore it, I know not to trust them with sensitive information and sharp objects.
The second group, the sales representatives, get weekly and monthly sales reports. I have discussed these in previous posts. These we wanted to be more careful with since they go outside of our company. When I first chose the date and time for these, I planned very carefully. We wanted to make sure there were no sales that were missed. So, all sales related reports always run after 10 am. That ensures that we have had time to get into the office (even if there is snow) and post the invoices. (If the lady that posts invoices normally is out of the office, I even cooked up an event to remind the rest of accounting to do so. It runs at 9, giving them an hour.)
If you are wondering why we don't post right after the invoices are run, it is because there are processes overnight that run. We recalculate the cost of the bill of materials to account for any components that might have been received in and shipped out the same day.
To use the holidays feature of Event Manager, first make sure your holidays are set properly. Go to the Administrator application and check the holiday schedule in the software setup section.
Holiday schedule management |
Active holiday checkbox |
Check box to run on holidays, uncheck to not run on holidays. |
So that is all we need to do to account for holidays, right? We can just let Event Manager work while we relax? Yes, but we still have to chose our run times carefully....
On the monthly reports, any holiday that occurs on the first of the month (New Years), would cause those reports to never include the sales from the last day of the previous month. So we can't run them on the 1st. If the 1st falls on a Saturday, we have to wait until the weekend is over, so we can't use the 2nd or 3rd either. If the 1st falls on Friday, we will be out of the office for the holiday and the weekend, and so we have to wait until the 4th to be in the office again to post those invoices from the end of the month. Assuming you want a "set it and forget it" report, the 4th is the day to use as a convention for monthly reports. Even if the 4th is a Saturday or Sunday, you will have been in on the 2nd to post those invoices.
On the weekly reports we have to take into account that many holidays are observed on Monday. So, we can't run the reports on Monday or the sales from Friday would not get included in those reports. So for us the day we run weekly reports is on Tuesday. This allows for a Monday holiday. If there were the possibility of two consecutive holidays then we would have to move it out to Wednesday. There are only two sets of holidays (in the United States, at least) where there are two holidays in a row that we could possibly be closed. The first is Thanksgiving and the day after Thanksgiving. However since these are always at the end of the week, they don't pose a problem. The invoices from Wednesday sit until Monday and get posted right at the start of the week before anything runs. The other holiday set is Christmas Eve & Christmas. In our office, we have to work Christmas Eve. Therefore, we don't have to worry about the consecutive holiday scenario. If we luck out and start getting Christmas Eve off, I'll have switch the day to Wednesday.
So, I don't mind letting Event Manager run on the weekend and holidays while I relax with my family, but we do have to make sure that we plan for them carefully.
The next holiday will be July 4th. So, my monthly reports will be running while I enjoy the time off. Everything will be posted on the 2nd, and all I have to remember is my sunscreen.