Automating ERP Reporting with Excel VBA and Power Query

A Governed, Scalable Approach for Enterprise Reporting in New Zealand

Executive Summary

Enterprise organisations across New Zealand continue to invest heavily in ERP platforms such as SAP, Oracle, Microsoft Dynamics, and NetSuite. Yet despite these investments, reporting teams still spend significant time extracting data, reconciling figures, correcting errors, and formatting management reports manually.

Excel—when governed and engineered correctly—remains a powerful enterprise reporting layer. By combining Power Query for automated data ingestion and transformation with Excel VBA for workflow orchestration, validation, and report generation, organisations can fully automate ERP reporting cycles from source system to board-ready output.

XLS Experts specialises in delivering enterprise-grade Excel automation solutions that integrate securely with ERP systems, reduce operational risk, and deliver measurable time and cost savings—without the complexity and expense of ERP customisation.

The Enterprise ERP Reporting Problem

Why ERP Reporting Still Fails at Scale

While ERP systems are excellent transactional engines, reporting challenges persist due to:

• Fragmented data across multiple ERP modules and instances

• Heavy reliance on manual CSV exports and spreadsheet manipulation

• High risk of formula errors and version inconsistency

• Long reporting cycles delaying decision-making

• Limited flexibility in native ERP reporting tools

For finance, operations, and PMO leaders, these issues introduce governance risk, audit exposure, and unnecessary cost.

The Hidden Cost of Manual Reporting

Manual ERP reporting workflows often involve:

• Repeated data pulls each reporting cycle

• Reconciliation across finance, operations, and planning datasets

• Manual formatting for executive and board reporting

• Rework caused by late data changes

At enterprise scale, this results in hundreds of staff hours per month and increased exposure to compliance and reporting errors.

Excel as a Governed Enterprise Reporting Layer

Reframing Excel’s Role in the Enterprise

Excel is often misunderstood as a “desktop tool.” In practice, when architected correctly, Excel becomes:

• A governed reporting interface

• A controlled automation layer

• A flexible presentation and modelling environment

• An auditable, repeatable reporting system

XLS Experts positions Excel not as an alternative to ERP, but as a strategic reporting extension that sits above core systems.

Power Query: Automated, Repeatable ERP Data Ingestion

Direct ERP Data Connectivity

Power Query enables automated connections to:

• ERP databases (SQL Server, Oracle, SAP HANA)

• ERP APIs and OData feeds

• Data warehouses and reporting views

• Secure flat file drops from ERP jobs

Once configured, data refreshes are consistent, traceable, and repeatable.

Standardised Data Transformation

Power Query handles:

• Data cleansing and validation

• Column standardisation across entities

• Period-based filtering

• Currency and unit normalisation

• Exception flagging

Transformations are documented and version-controlled, improving auditability and maintainability.

Eliminating Manual Data Preparation

By replacing ad-hoc Excel formulas and copy-paste processes, Power Query removes a major source of reporting errors while ensuring consistency across departments.

Excel VBA: End-to-End Reporting Automation

Orchestrating the Full Reporting Workflow

Excel VBA acts as the control layer that:

• Triggers Power Query refreshes

• Validates data completeness and integrity

• Applies business rules and controls

• Generates management-ready reports

• Distributes outputs securely

This enables a single-click or scheduled reporting process, removing dependency on individual staff members.

Automated Report Formatting and Output

VBA automates:

• Board and executive report formatting

• Multi-entity consolidation workbooks

• PDF and PowerPoint output generation

• Secure file naming and archiving

Reports are produced consistently every cycle, aligned to enterprise branding and governance standards.

Embedded Controls and Error Handling

Enterprise-grade VBA solutions include:

• Data reconciliation checks

• Exception logs and alerts

• User access controls

• Locked calculation logic

This significantly reduces operational and audit risk.

Governance, Auditability, and Risk Management

Designed for Enterprise Control Environments

XLS Experts builds Excel automation solutions that support:

• Clear separation of data, logic, and presentation

• Documented data sources and transformations

• Role-based access and protection

• Version control and change management

These principles align with internal audit, SOX-style controls, and enterprise IT governance frameworks.

Reducing Key Person Risk

Automated, documented reporting systems reduce reliance on individual analysts and ensure continuity across staff changes.

ERP Customisation vs Excel Automation: Cost and Risk Comparison

Why Not Customise the ERP?

ERP reporting customisation often involves:

• High development and consulting costs

• Long implementation timelines

• Dependency on specialist ERP skills

• Reduced flexibility for evolving business needs

In contrast, Excel-based automation delivers:

• Faster deployment

• Lower total cost of ownership

• Business-user accessibility

• Adaptability as reporting needs change

For many organisations, Excel automation provides the optimal balance between control, cost, and agility.

Common Enterprise Use Cases

XLS Experts regularly delivers ERP reporting automation for:

• Monthly and quarterly financial reporting

• Management dashboards and KPI packs

• Project cost and capital reporting

• Operational performance reporting

• Regulatory and audit support reporting

Each solution is tailored to the organisation’s ERP landscape, governance requirements, and reporting cadence.

Why Enterprise Organisations Choose XLS Experts

New Zealand-Based, Enterprise-Focused

XLS Experts works with New Zealand enterprises and international clients delivering:

• Enterprise-grade Excel and VBA architecture

• Secure ERP and database integration

• Scalable Power Query data models

• Long-term maintainable solutions

Business-First, Not Tool-First

Solutions are designed around:

• Reporting outcomes

• Risk reduction

• Time savings

• Decision-quality improvement

Technology is applied pragmatically to solve real enterprise problems.

Conclusion

ERP systems are foundational, but reporting excellence requires flexibility, control, and automation. When implemented with governance in mind, Excel VBA and Power Query provide a powerful, enterprise-ready reporting layer that eliminates manual effort, reduces risk, and accelerates decision-making.

For organisations seeking to modernise ERP reporting without costly system customisation, Excel automation—delivered by experienced specialists—remains a strategic and proven solution.