Sage Fixed Assets Reporting User Guide

Sage Fixed Assets
Reporting 2017.1
User guide
January 2017
Last updated: December 14, 2016
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service names mentioned herein are the trademarks of The Sage Group plc or its licensors. All other
trademarks are the property of their respective owners.
Sage End User License Agreement (EULA): http://na.sage.com/sage-na/eula
Contents
Chapter 1. Introduction to Sage Fixed Assets—Reporting
About Sage Fixed Assets—Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Which Method of Creating Reports is Right for Me? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Planning the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Does a Standard Report Meet My Needs? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1-1
1-3
1-3
1-4
Chapter 2. Customizing Standard Reports
Customizing a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1
Adding and Removing Columns on a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
Changing the Column Headers of a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8
Changing the Column Order on a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9
Changing the Column Widths of a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10
Changing the Space Between Columns on a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11
Changing the Left and Right Margins of a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12
Changing the Headers and Footers of Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13
Saving Multiple Versions of the Same Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13
Running a Customized Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14
Managing Customized Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15
Renaming a Customized Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15
Deleting a Customized Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16
Which Reports Can Be Customized? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16
Chapter 3. Tips for Using Crystal Reports
Creating a Report from Scratch in Crystal Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Adding Sage Fixed Assets Fields to the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Sorting Fields on a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6
Creating Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
Connecting to the Sage Fixed Assets Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8
Opening an Existing Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10
Saving a Report with Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11
Comparing Two or More Sage Fixed Assets Depreciation Books in a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11
Filtering the Data on a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11
Filtering a Report with a Parameter Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Adding a Formula Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Combining Parameter Fields and Formula Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Adding a Chart or Graph to a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13
Using Select Expert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-14
Using Formula Fields and Advanced Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16
Using Multi-line Subtotals and Advanced Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-17
Exporting a Standard Report to Crystal Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-18
Appendix A. Crystal Reports for Sage Field Names
List of Field Names in Sage Fixed Assets Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1
Field Names in Sage Fixed Assets—Depreciation and Sage Fixed Assets—Tracking . . . . . . . . . . . . . . . . . A-1
Field Names in Sage Fixed Assets—Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-8
Sage Fixed Assets—Reporting
User’s Guide
Contents-1
Contents
Index
Contents-2
Sage Fixed Assets—Reporting
User’s Guide
Chapter 1
Introduction to Sage Fixed Assets—Reporting
In this chapter:
About Sage Fixed Assets—Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1
Which Method of Creating Reports is Right for Me? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
About Sage Fixed Assets—Reporting
Note: The latest version of Sage Fixed Assets—Reporting uses SAP® Crystal Reports 2011
(Crystal Reports), which requires 2 GB of hard disk space. A previous version of Sage Fixed
Assets—Reporting used Crystal Reports XI. If this version of Crystal Reports is still on your
machine, we recommend that you uninstall it to avoid conflicts with the latest version.
The Sage Fixed Assets—Reporting application enables you to create custom reports to serve most
every asset management reporting need, from financial reporting to departmental tracking and asset
planning. Users of the Sage Fixed Assets—Depreciation products who also use the Sage Fixed
Assets—Tracking products can create combined reports using fields from both applications. You
can even combine Sage Fixed Assets data with data residing in other, non-Sage Fixed Assets data
sources.
Note: Throughout this manual, we refer to all of the Sage Fixed Assets products (Sage Fixed
Assets—Depreciation, Sage Fixed Assets—Tracking, and Sage Fixed Assets—Planning) as Sage
Fixed Assets. Sage Fixed Assets—Reporting works identically regardless of which Sage Fixed
Assets product you use with it; therefore, the instructions are not specific to any of these
applications.
Sage Fixed Assets—Reporting is a powerful application that allows you to design, create, print, and
distribute your custom reports. You can use it in several different ways:

Using the Sage Fixed Assets Standard Reporting Features with Crystal Reports
You can use the Sage Fixed Assets standard reporting features to create most of the reports that
suit your needs. Even if you have not purchased Sage Fixed Assets—Reporting, you can still
make the following changes to Sage Fixed Assets standard reports:
•
Set the current reporting period
•
Set the orientation of the report (portrait or landscape)
•
Set the currency rounding option
•
Specify the group of assets included on the report
•
Change the sort order specified in the selected group of assets
•
Set the page break options
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Introduction to Sage Fixed Assets—Reporting
About Sage Fixed Assets—Reporting
•
Add the report to a list of favorites.
For more information about formatting reports, see the online Sage Fixed Assets—Depreciation
User’s Guide.
The easiest way to get started using Crystal Reports is by exporting a standard report from
within Sage Fixed Assets to Crystal Reports. Then, in Crystal Reports, you can add a chart,
create formula fields, and format the report with shading, special fonts, or a logo. With this
method, you maintain all of the time-saving, built-in logic of the Sage Fixed Assets standard
reports. The Sage Fixed Assets standard reports can be a base from which to extend
functionality using the powerful features of Crystal Reports. For more information, see
“Exporting a Standard Report to Crystal Reports,” page 3-18.
Note: After you export a standard Sage Fixed Assets report to Crystal Reports, that report can
display data only for the reporting period for which the report was run in Sage Fixed Assets.

Customize a Standard Report
Using the Sage Fixed Assets—Reporting customization feature, you can make changes to the
standard reports that are shipped with Sage Fixed Assets products. You still get all of the report
logic designed by the Sage Fixed Assets experts, but you are able to modify the report format
to fit your company’s needs. You perform all of these tasks inside your Sage Fixed Assets
application. Starting with one of the Sage Fixed Assets standard reports, you can:
•
Add and remove columns
•
Edit the column headers
•
Change the order of the columns
•
Change the column widths
•
Change the text of headers and footers
•
Save multiple versions of the same report.
For more information on customizing standard reports, see Chapter 2, “Customizing Standard
Reports.”
After you customize a standard report in your Sage Fixed Assets application, you can export the
report to Crystal Reports. Then, in Crystal Reports, you can add a chart, create formula fields,
and format the report with shading, special fonts, or a logo.
Note: After you export a customized standard Sage Fixed Assets report to Crystal Reports, that
report can display data only for the reporting period for which the report was run in Sage Fixed
Assets.

Create Your Own Sage Fixed Assets Reports in Crystal Reports
You can create your own Sage Fixed Assets reports in the Crystal Reports program. To do this,
you open a Sage Fixed Assets company and from the Reports menu select Reporting, and then
select Create New Report.
We provide a template that has been preconfigured to work with your Sage Fixed Assets
application and that connects directly to the Sage Fixed Assets database. The template contains
basic filtering and sorting logic, as well as other information, such as the name of the company
and the name of the report. You can easily add Sage Fixed Assets fields to create columns on
the report.
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User’s Guide
Introduction to Sage Fixed Assets—Reporting
Which Method of Creating Reports is Right for Me?
1
Here are just a few examples of how the powerful features of Crystal Reports can add value to
Sage Fixed Assets data:
•
Add special formatting, such as shading or a logo
•
Use parameters and formula fields to show data in multiple currencies
•
Integrate data from multiple Sage Fixed Assets companies into a single report
•
Compare information from multiple depreciation books in a single report
•
Specify the records shown on the report using sophisticated grouping and sorting features
•
Add charts and graphs to your reports
•
Integrate Sage Fixed Assets data with data existing in other sources, such as relational,
XML, and spreadsheet data.
For information on creating your own Sage Fixed Assets reports, see “Creating a Report from
Scratch in Crystal Reports,” page 3-2 and “Adding Sage Fixed Assets Fields to the Report,”
page 3-4.
Which Method of Creating Reports is Right for Me?
As we mentioned above, Sage Fixed Assets—Reporting gives you several options for creating a
report. With this application, you can:
•
Customize a standard Sage Fixed Assets report inside the Sage Fixed Assets program
•
Export a Sage Fixed Assets report to Crystal Reports
•
Create a report from scratch in Crystal Reports
How do you choose which method is best for you?
Planning the Report
The first step is to decide what information you want to include on the report and how you want the
report to look. Some of the questions you will want to ask are:
•
Which group of assets do you want to include on the report?
•
Do you need to narrow the group of assets further? For example, you may want to include only
those assets that cost over $10,000, or only the assets placed in service in the past year.
•
Which depreciation book(s) do you want to report on?
•
Do you want to compare information from two depreciation books on a single report?
•
Which fields do you want to subtotal?
•
For which fields do you want to show totals at the end of the report?
•
How do you want to sort the data on the report? For example, you can sort the assets by their
location, and for each location you can sort the assets by their class.
•
Do you want the report to include a graph or chart?
•
Do you want to add special formatting, such as shading or a logo?
•
Do you need to display information for more than one company at a time?
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User’s Guide
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Introduction to Sage Fixed Assets—Reporting
Which Method of Creating Reports is Right for Me?
•
Will you integrate this data with data from other sources?
•
Will you publish and distribute the report via the web or email?
The table below may help you decide whether you need to use the customized reporting feature in
Sage Fixed Assets or use the features in Crystal Reports.
If you need to…
You should use…
Set the current reporting period
Sage Fixed Assets Standard Reporting features
Set the orientation of the report
Sage Fixed Assets Standard Reporting features
Set the currency rounding option
Sage Fixed Assets Standard Reporting features
Specify the group of assets included on the report
Sage Fixed Assets Standard Reporting features
Change the sort order
Sage Fixed Assets Standard Reporting features
Set the page break options
Sage Fixed Assets Standard Reporting features
Add the report to a list of favorites in Sage Fixed
Assets
Sage Fixed Assets Standard Reporting features
Add or remove columns
Customized Standard Reports
Modify column headers
Customized Standard Reports
Change the order of columns
Customized Standard Reports
Change the Orientation (portrait vs. landscape)
Customized Standard Reports
Change the Column Widths
Customized Standard Reports
Add a chart or graph
Crystal Reports
Add special formatting (such as shading or drawing
boxes around fields)
Crystal Reports
Add formula fields
Crystal Reports
Report on multiple companies
Crystal Reports
Compare two or more depreciation books
Crystal Reports
Does a Standard Report Meet My Needs?
After you have planned your report, you should review the Sage Fixed Assets standard reports. Ask
yourself if any of them meets your needs, or comes close to meeting your needs. For a description
of the standard reports, see the Sage Fixed Assets user’s guide for your application. For a table of
the standard reports that shows which reports are fully customizable, see “Which Reports Can Be
Customized?,” page 2-16.
If the Answer is Yes
If a standard report meets all of your needs, you do not need to use Sage Fixed Assets—Reporting
in this instance. For information on running the standard reports, see the Sage Fixed Assets guide for
your application.
If the Answer is Almost
If one of the standard Sage Fixed Assets reports meets most but not all of your needs, you should
probably use the custom reporting feature in your Sage Fixed Assets application. You can customize
a standard report by adding and deleting columns, changing column widths, and more. For complete
information on customizing a standard report, see Chapter 2, “Customizing Standard Reports.” You
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User’s Guide
Introduction to Sage Fixed Assets—Reporting
Which Method of Creating Reports is Right for Me?
1
can then export the customized standard report to Crystal Reports for even more advanced
customization.
If the Answer is No
If the custom reporting feature does not meet all of your needs, you have two options:
•
You can create your report from scratch in Crystal Reports. The easiest way to do this is to
select Reports/Reporting/Create New Report from the menu bar in Sage Fixed Assets. That
way, you start with a basic report template that establishes a database connection to Sage Fixed
Assets and sends the name of the Sage Fixed Assets company and the title of the report to
Crystal Reports. In Crystal Reports, you can easily select Sage Fixed Assets fields as columns
on the report. For information on using Sage Fixed Assets—Reporting to create a report from
scratch, see “Creating a Report from Scratch in Crystal Reports,” page 3-2 and “Adding Sage
Fixed Assets Fields to the Report,” page 3-4. For a list of all of the fields you can add in
Crystal Reports, see Appendix A, “Crystal Reports for Sage Field Names.”
•
You can run a standard report in Sage Fixed Assets, use the customized standard report
features (if necessary), and then export the report to Crystal Reports. That way, you still get all
of the logic built into the report by Sage Fixed Assets experts, and you can make further
changes to the report in Crystal Reports. For more information, see “Exporting a Standard
Report to Crystal Reports,” page 3-18.
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User’s Guide
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1-6
Introduction to Sage Fixed Assets—Reporting
Which Method of Creating Reports is Right for Me?
Sage Fixed Assets—Reporting
User’s Guide
Chapter 2
Customizing Standard Reports
In this chapter:
Customizing a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1
Running a Customized Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14
Managing Customized Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15
Which Reports Can Be Customized? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16
This chapter describes how to make changes to a standard report that is shipped with the product.
You can also design, create, and print a custom report from scratch using Crystal Reports. For some
ideas for using Crystal Reports to create informative reports, see Chapter 3, “Tips for Using Crystal
Reports.”
Customizing a Report
There may be times when you want to make changes to one of the standard reports, but you do not
want to take the time to recreate the report using the Sage Fixed Assets—Reporting program. For
example, you may want to add a new column to the report, or you may want to edit one of the column
headers.
Using Sage Fixed Assets—Reporting, you can customize a report from within the Sage Fixed Assets
application. You get all of the report logic designed by the Sage Fixed Assets experts, but you are
able to modify the report format to fit your company’s needs.
You can make the following changes to an existing standard report:
•
Add and remove columns (see “Adding and Removing Columns on a Report,” page 2-7)
•
Change the text in column headers (see “Changing the Column Headers of a Report,” page
2-8)
•
Change the order of columns (see “Changing the Column Order on a Report,” page 2-9)
•
Change the column widths (see “Changing the Column Widths of a Report,” page 2-10)
•
Change the space between columns (see “Changing the Space Between Columns on a Report,”
page 2-11)
•
Change the left and right margin spacing (see “Changing the Left and Right Margins of a
Report,” page 2-12)
•
Change the text in headers and footers (see “Changing the Headers and Footers of Reports,”
page 2-13)
•
Save multiple versions of the same report (see “Saving Multiple Versions of the Same Report,”
page 2-13)
The Sage Fixed Assets customized standard reporting features are also available in Crystal Reports.
However, the customized standard reporting features in the application have several advantages:
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User’s Guide
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Customizing Standard Reports
Customizing a Report
•
Sage Fixed Assets customization features are easier to use. Although Crystal Reports is a
powerful program, many novice users find it to be more challenging to accomplish tasks.
•
Customized standard reports can be saved on the Reports menu to be run at a later time
(by selecting Reports/Customized Reports). Reports created in Crystal Reports do not
appear on the Reports menu.
•
Customized standard reports can be run in Global Task Manager.
•
Customized standard reports can be included in Batch reports.
•
In Sage Fixed Assets, you can create a security profile that allows a user to run a report but
doesn’t allow them to customize or edit the report and/or create a new report with the
Reporting/Create New Report command on the Reports menu. If you create a report in
Crystal Reports, you cannot attach security restrictions to it.
To customize a report
1.
Select Reports/Reporting/Customize Reports from the menu bar. The Report Customization
dialog appears.
Tip: You can also access the Report Customization dialog by clicking the Customize Report
button on the Report Definition dialog.
2.
From the Report Name field, select the report you want to customize.
Note: You can select either a standard report or a report that you have already customized. If
you select a standard report, you must rename the report when you save your changes.
3.
Complete the Report Customization dialog. For more information, see “Completing the Report
Customization Dialog,” page 2-2.
4.
Do one of the following:
5.
•
Click the Save As button if you are customizing a standard report, or you want to save
your changes under a different report name. The Save As dialog appears. Enter a new
name for the report, and then click the Save button. The application adds the report to the
list of customized reports that you can run by selecting Reports/Customized Reports from
the menu bar.
•
Click the Save button if you are making changes to a customized report, and you do not
want to change the name of the report. The application saves the changes that you made to
the report.
Click the Close button to exit from the Report Customization dialog.
Completing the Report Customization Dialog
Follow the guidelines below to complete the Report Customization dialog.

2-2
Report Name
Use this field to select the report that you want to customize.
Sage Fixed Assets—Reporting
User’s Guide
Customizing Standard Reports
Customizing a Report
2
Note: This field is unavailable if you access the Report Customization dialog by clicking the
Customize Report button on the Report Definition dialog. That’s because you can edit only one
standard report at a time. However, this field is available if you access the Report
Customization dialog by selecting Reports/Reporting/Customize Reports from the menu bar.

Description
Use this field to enter a description of the report that you are customizing. You can enter up to
200 characters.

Three tabs on the dialog:
 Edit Columns Tab
For more information, see “Completing the Edit Columns Tab of the Report Customization
Dialog,” page 2-3.

Edit Header/Footer Tab
For more information, see “Completing the Edit Header/Footer Tab of the Report
Customization Dialog,” page 2-6.

View Report Layout Tab
For more information, see “Completing the View Report Layout Tab of the Report
Customization Dialog,” page 2-7.

Save Button
Click this button to save the changes you make to the report. Because you cannot overwrite a
standard report, this button is unavailable until you click the Save As button and enter a new
name for the report.

Save As Button
Click this button to save the changes you make under a different report name. After you rename
the report, it appears under Customized Reports on the Reports menu. The renamed report also
appears underneath the standard report on which it was based in the Report Name field on this
dialog, as well as the Report Name field of the Report Definition dialog.
Completing the Edit Columns Tab of the Report Customization Dialog
Follow the guidelines below to complete the Edit Columns tab of the Report Customization Reports
dialog.
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User’s Guide
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Customizing Standard Reports
Customizing a Report

2-4
Field Category
Select the type of fields you want displayed in the field list. This option allows you to limit the
number of fields in the list so you don’t have to scroll through them all.

All Fields
Select this category to display all available fields in the application.

Book Related Fields
Select this category to display additional data entry fields that affect depreciation
calculations (in addition to the fields in the Critical Fields category). Most of these fields
can have different values in each book.

Report Specific Fields
Select this category to display only the fields that are specially calculated for the selected
report. This category contains fields only after you have removed fields from the Report
Columns box.

Critical Fields
Select this category to display only the fields that are required to calculate depreciation.

Depreciation Fields
Select this category to display only the fields that contain application-calculated
depreciation amounts or information about those amounts (such as the dates for which
depreciation was calculated).

Disposal Fields
Select this category to display only fields that pertain to asset disposals.

General Info Fields
Select this category to display only the fields that contain general information about an
asset, such as its location, but do not affect the asset’s depreciation calculations.

Tracking Fields
Select this category to display only the fields that are unique to the Sage Fixed Assets—
Tracking application. This category appears only if you use the current company in Sage
Fixed Assets—Tracking.

Transfer Fields (Child)
Select this category to display only fields that pertain to assets that have been created as a
result of a transfer.

Transfer Fields (Parent)
Select this category to display only fields that pertain to original assets that have been
transferred.

Field List Box
Use this field to select the data that you want to include as columns on the report. You can select
more than one field at a time. You are limited to a maximum of 20 columns on each report. You
can include up to five additional currency columns that you can total to each standard report.

>> (Add Button)
Click this button to add the selected field(s) to the Report Columns box.

<< (Remove Button)
Click this button to remove the selected field(s) from the Report Columns box.

Report Columns
This field displays the columns that will be displayed on the report. The application displays the
leftmost column on the first row, the second column on the second row, and so on. After you
Sage Fixed Assets—Reporting
User’s Guide
Customizing Standard Reports
Customizing a Report
2
make changes to the report columns, you can see how the report will appear by clicking the
View Report Layout tab.



Field
This column displays the name of the field in the application. If you have changed the name
of the field using the Customize Fields dialog, the new field name appears in this list. The
application displays the new fields added to the report in bold, to distinguish them from the
original columns.

Header
This column displays the column header for the field. You can click on the column header
and change it. To create a two-line column header, insert a double pipe symbol (||) where
you want the break in the column header.

Width
This column displays the width of the column in inches. You can click on the width and
change it. If you want to change the overall size of the report in order to display wider
columns, you can change the margins and change the page orientation to landscape.

Total?
This field displays whether a field is totaled and subtotaled. The application displays a
check mark when a field is totaled and subtotaled; otherwise, the column is blank.

Up/Down Buttons
Click these buttons to move the selected field either up or down in the list. As you move the
field up, the column is moved to the left on the report.

Total Column Widths
This field displays the total of the column widths without the spaces between the columns.

Column Spacing
Use this field to enter the space, in inches, between columns on the report.

Total Width
This field displays the total of the column widths and the space between the columns. (This
field does not include the width of the left and right margins.)

Maximum Width
This field displays the total space available for columns and space between columns. This
amount is the width of the paper minus the space for the left and right margins.

(Over)/Under
This field displays the amount of space that is available for use on the report. This amount
is the maximum width minus the total width. The application displays negative amounts in
red.
Paper Width: (inches)
Use these fields to set the page orientation of the report.

8.5
Click this option button if you want the report to have an overall page width based on 8.5
inches.

11
Click this option button if you want the report to have an overall page width based on 11
inches.
Margins: (inches)
Use these fields to enter the left and right margins. Changing each of these fields affects the
amount of data that can be displayed on the report.
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User’s Guide
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2
Customizing Standard Reports
Customizing a Report

Left
Click the up and down arrows to specify the left margin of the report.
Tip: If you want to place the reports in binders, you may want to increase the left margin to
avoid cropping data.


Right
Click the up and down arrows to specify the right margin of the report.
Restore Defaults Button
Click this button to restore the original settings for the standard report on which the customized
report is based.
Completing the Edit Header/Footer Tab of the Report Customization
Dialog
Follow the guidelines below to complete the Edit Header/Footer tab of the Report Customization
dialog.


2-6
Header
Use these fields to enter text that will appear in the header of the report.

Left Justified
Use these three text fields to enter text that will appear on the left side of the header. You
can enter a maximum of 35 characters in each text field.

Centered
Use this text field to enter text that will appear in the center of the header below the
company name, which will always print on the report. You can enter a maximum of 40
characters in the text field.

Right Justified
Use these three text fields to enter text that will appear on the right side of the header. You
can enter a maximum of 35 characters in each text field.
Footer
Use these fields to enter text that will appear centered in the footer of the report. The application
automatically displays the date on the left side of the footer and the page number on the right
side of the footer. You can enter a maximum of 110 characters in each text field.
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User’s Guide
Customizing Standard Reports
Customizing a Report
2
Completing the View Report Layout Tab of the Report Customization
Dialog
The View Report Layout tab displays a sample report for the report that you select in the Report
Name field. If you select a report that you have customized, this tab displays the changes that you
made to the original standard report.
Follow the guidelines below to review the report on the View Report Layout tab of the Report
Customization dialog.

Header
This field displays the header section of the report.

Columns
This text box displays sample data for the report.

Footer
This field displays the footer section of the report.
Adding and Removing Columns on a Report
You can add columns and remove columns from standard reports.
To add columns to a report
1.
Select Reports/Reporting/Customize Reports from the menu bar. The Report Customization
dialog appears.
2.
From the Report Name field, select the report to which you want to add or remove columns.
Note: You can select either a standard report or a report that you have already customized. If
you select a standard report, you must rename the report when you save your changes to the
report.
3.
Click the Edit Columns tab. The Edit Columns information appears.
4.
From the Field Category list, select a field category to limit the number of fields shown in the
field list box, if desired.
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2
Customizing Standard Reports
Customizing a Report
5.
From the field list box underneath the Field Category list, select the field that you want to add
as a column on the report.
6.
Click the Add button. The application removes the field name from the field list and adds it to
the Report Columns box. The field will appear as a column when you run the customized
report. The columns will appear on the report in the same order as they appear in the Report
Columns box, but you can change the column order, if desired.
Note: When you add a column to a report, the application recalculates the remaining space
available on the report and displays the amount in the (Over)/Under field. Make sure this
amount is zero or greater. If the number in the (Over)/Under field is negative, one or more
columns will be truncated. You can change the left and right margins and the space between
the columns to adjust the amount in the (Over)/Under field.
7.
8.
Do one of the following:
•
Click the Save As button if you are adding a column to a standard report, or you want to
save your changes under a different report name. The Save As dialog appears. Enter a new
name for the report, and then click the Save button. The application adds the report to the
list of customized reports that you can run by selecting Reports/Customized Reports from
the menu bar.
•
Click the Save Button if you are adding a column to a customized report, and you do not
want to change the name of the report. The application saves the changes that you made to
the report.
Click the Close button to exit from the Report Customization dialog.
You are now ready to run the customized report with the additional column(s).
To remove columns from a report
1.
Repeat steps 1 through 3 above. The Edit Columns information appears.
2.
Select the field that you want to remove from the Report Columns box.
3.
Click the Remove button. The application removes the field from the Report Columns box and
adds it to the Field List box.
4.
Do one of the following:
5.
•
Click the Save As button if you are removing a column from a standard report, or you
want to save your changes under a different report name. The Save As dialog appears.
Enter a new name for the report, and then click the Save button. The application adds the
report to the list of customized reports that you can run by selecting Reports/Customized
Reports from the menu bar.
•
Click the Save Button if you are removing a column from a customized report, and you do
not want to change the name of the report. The application saves the changes that you
made to the report.
Click the Close button to exit from the Report Customization dialog.
You are now ready to run the customized report with the removed column(s).
Changing the Column Headers of a Report
You can change the text that appears at the top of columns on a standard report.
2-8
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User’s Guide
Customizing Standard Reports
Customizing a Report
2
By default, the column headers display the names of fields as they appear in the application. If you
change a field name in the Customize Fields dialog, the new field name appears on the report. You
can change the field name in the Report Customization dialog before you run the report, and that new
name will appear on the report.
To change the column headers on a report
1.
Select Reports/Reporting/Customize Reports from the menu bar. The Report Customization
dialog appears.
2.
From the Report Name field, select the report for which you want to change the column
headers.
Note: You can select either a standard report or a report that you have already customized. If
you select a standard report, you must rename the report when you save your changes to the
report.
3.
Click the Edit Columns tab. The Edit Columns information appears.
4.
In the Header column of the Report Columns box, click in the field that you want to change. A
blinking cursor appears in the field.
5.
Using the left and right arrow keys, make the desired changes to the text.
Note: You can indicate a line break (or carriage return) in a column header by inserting two
vertical pipe symbols (||) where you want the line to break. For example, to make the words
“Sys No” appear on two lines instead of one, you would insert two vertical pipe symbols
between “Sys” and “No.” It would look like this: Sys||No.
6.
7.
Do one of the following:
•
Click the Save As button if you are changing the column headers of a standard report, or
you want to save your changes under a different report name. The Save As dialog appears.
Enter a new name for the report, and then click the Save button. The application adds the
report to the list of customized reports that you can run by selecting Reports/Customized
Reports from the menu bar.
•
Click the Save button if you are changing the column headers of a customized report, and
you do not want to change the name of the report. The application saves the changes that
you have made to the report.
Click the Close button to exit from the Report Customization dialog.
You are now ready to run the customized report with the changes that you have made to the column
headers.
Changing the Column Order on a Report
You can change the order of the columns on the standard reports.
To change the column order on a report
1.
Select Reports/Reporting/Customize Reports from the menu bar. The Report Customization
dialog appears.
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User’s Guide
2-9
2
Customizing Standard Reports
Customizing a Report
2.
From the Report Name field, select the report for which you want to change the column order.
Note: You can select either a standard report or a report that you have already customized. If
you select a standard report, you must rename the report when you save your changes to the
report.
3.
Click the Edit Columns tab. The Edit Columns information appears.
4.
In the Report Columns box, select the field whose position you want to change, and then click
the Up button or the Down button. As you move a field up in the list, the column moves to the
left on the report. As you move a field down in the list, the column moves to the right on the
report.
5.
Do one of the following:
6.
•
Click the Save As button if you are changing the column order on a standard report, or you
want to save your changes under a different report name. The Save As dialog appears.
Enter a new name for the report, and then click the Save button. The application adds the
report to the list of customized reports that you can run by selecting Reports/Customized
Reports from the menu bar.
•
Click the Save Button if you are changing the column order on a customized report, and
you do not want to change the name of the report. The application saves the changes that
you made to the report.
Click the Close button to exit from the Report Customization dialog.
You are now ready to run the customized report with the changed column order.
Changing the Column Widths of a Report
You can change the column widths on a standard report. You may want to decrease one or more
column widths after you have added a column to the report so that the new column fits on the report.
To change the column widths on a report
1.
Select Reports/Reporting/Customize Reports from the menu bar. The Report Customization
Reports dialog appears.
2.
From the Report Name field, select the report for which you want to change the column
widths.
Note: You can select either a standard report or a report that you have already customized. If
you select a standard report, you must rename the report when you save your changes to the
report.
2-10
3.
Click the Edit Columns tab. The Edit Columns information appears.
4.
In the Report Columns box, click in the Width column for the field whose column width you
want to change. A blinking cursor appears in the field.
5.
Make the desired change to the width.
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User’s Guide
Customizing Standard Reports
Customizing a Report
2
Note: When you tab out of the Width column, the application recalculates the remaining space
available on the report and displays the amount in the (Over)/Under field. Make sure this
amount is zero or greater. If the number in the (Over)/Under field is negative, one or more
columns will be truncated. You can change the left and right margins and the space between
the columns to adjust the amount in the (Over)/Under field.
6.
7.
Do one of the following:
•
Click the Save As button if you are changing the column widths on a standard report, or
you want to save your changes under a different report name. The Save As dialog appears.
Enter a new name for the report, and then click the Save button. The application adds the
report to the list of customized reports that you can run by selecting Reports/Customized
Reports from the menu bar.
•
Click the Save button if you are changing the column widths on a customized report, and
you do not want to change the name of the report. The application saves the changes that
you have made to the report.
Click the Close button to exit from the Report Customization dialog.
You are now ready to run the customized report with the changes that you have made to the column
width(s).
Changing the Space Between Columns on a Report
You can change the space between columns on a standard report. After you have added a column to
a report, you may want to change the space between columns so that the new column fits on the
report.
To change the space between columns on a report
1.
Select Reports/Reporting/Customize Reports from the menu bar. The Report Customization
dialog appears.
2.
From the Report Name field, select the report for which you want to change the space between
columns.
Note: You can select either a standard report or a report that you have already customized. If
you select a standard report, you must rename the report when you save your changes to the
report.
3.
Click the Edit Columns tab. The Edit Columns information appears.
4.
In the Column Spacing field, enter the desired spacing between the report columns.
Note: When you tab out of the Column Spacing field, the application recalculates the
remaining space available on the report and displays the amount in the (Over)/Under field.
Make sure this amount is zero or greater. If the number in the (Over)/Under field is
negative, one or more columns will be truncated. You can change the left and right margins
and change the width of columns to adjust the amount in the (Over)/Under field.
5.
Do one of the following:
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User’s Guide
2-11
2
Customizing Standard Reports
Customizing a Report
6.
•
Click the Save As button if you are changing the space between columns on a standard
report, or you want to save your changes under a different report name. The Save As
dialog appears. Enter a new name for the report, and then click the Save button. The
application adds the report to the list of customized reports that you can run by selecting
Reports/Customized Reports from the menu bar.
•
Click the Save button if you are changing the space between columns on a customized
report, and you do not want to change the name of the report. The application saves the
changes that you have made to the report.
Click the Close button to exit from the Report Customization dialog.
You are now ready to run the customized report with the changes that you have made to the space
between columns.
Changing the Left and Right Margins of a Report
You can change the left and right margins of a standard report. You may want to decrease the
margins after you have added a column to the report so that the new column fits on the report.
To change the margins of a report
1.
Select Reports/Reporting/Customize Reports from the menu bar. The Report Customization
dialog appears.
2.
From the Report Name field, select the report for which you want to change the margins.
Note: You can select either a standard report or a report that you have already customized. If
you select a standard report, you must rename the report when you save your changes to the
report.
3.
Click the Edit Columns tab. The Edit Columns information appears.
4.
Select the left margin in the Left field, and select the right margin in the Right field.
Note: When you change the width of the margins, the application recalculates the remaining
space available on the report and displays the amount in the (Over)/Under field. Make sure
this amount is zero or greater. If the number in the (Over)/Under field is negative, one or
more columns will be truncated. You can change the width of columns and the space between
the columns to adjust the amount in the (Over)/Under field.
5.
6.
2-12
Do one of the following:
•
Click the Save As button if you are changing the margins of a standard report, or you want
to save your changes under a different report name. The Save As dialog appears. Enter a
new name for the report, and then click the Save button. The application adds the report to
the list of customized reports that you can run by selecting Reports/Customized Reports
from the menu bar.
•
Click the Save button if you are changing the margins of a customized report, and you do
not want to change the name of the report. The application saves the changes that you have
made to the report.
Click the Close button to exit from the Report Customization dialog.
Sage Fixed Assets—Reporting
User’s Guide
Customizing Standard Reports
Customizing a Report
2
You are now ready to run the customized report with the changes that you have made to the left and
right margins.
Changing the Headers and Footers of Reports
You can change the text at the top of standard reports (the header) and the bottom of the standard
report (the footer).
To change the text of headers and footers
1.
Select Reports/Reporting/Customize Reports from the menu bar. The Report Customization
dialog appears.
2.
From the Report Name field, select the report for which you want to change the text of headers
and footers.
Note: You can select either a standard report or a report that you have already customized. If
you select a standard report, you must rename the report when you save your changes to the
report.
3.
Click the Edit Header/Footer tab. The Edit Header/Footer information appears.
4.
Enter the desired text in the text boxes.
5.
Do one of the following:
6.
•
Click the Save As button if you are changing the headers and footers on a standard report,
or you want to save your changes under a different report name. The Save As dialog
appears. Enter a new name for the report, and then click the Save button. The application
adds the report to the list of customized reports that you can run by selecting Reports/
Customized Reports from the menu bar.
•
Click the Save Button if you are changing the headers and footers on a customized report,
and you do not want to change the name of the report. The application saves the changes
that you made to the report.
Click the Close button to exit from the Report Customization dialog.
You are now ready to run the customized report with the changed headers and footers.
Saving Multiple Versions of the Same Report
You can save multiple versions of the same report. For example, you could create two versions of
the Depreciation Expense report. For one report, you select a group that you defined to show the
assets in the Store #1 location. You could save this report definition as “DER Store #1.” For the
second report, you select a group that you defined to show the assets in the Store #2 location. You
could then run each report monthly and distribute them to different managers.
To save multiple versions of the same report
1.
Select Report/Standard Reports from the menu bar. A submenu containing all of the standard
reports appears.
2.
Select the report you want to run from the submenu. The Report Definition dialog appears.
3.
Complete the fields on the Setup Report tab and the Format Report tab.
Sage Fixed Assets—Reporting
User’s Guide
2-13
2
Customizing Standard Reports
Running a Customized Report
4.
Click the Save As button. The Save As dialog appears.
5.
Enter a name for the new version of the report, and click the Save button. The application
returns to the Report Definition dialog.
6.
Repeat steps 3 through 5 to save multiple versions of the report.
7.
Click the Close button to close the Report Definition dialog.
Completing the Save As Dialog
Follow the guidelines below to complete the Save As dialog.

Report Name
Use this field to type a system name for the new report. This name is for use within the
application on the Report Definition dialog and on the Customized Reports submenu. This is
not the name that appears when you run the report. To customize the printed report name, use
the Customize Reports button on the Report Definition dialog.

Save Button
Click this button to save the changes to the report definition.
Running a Customized Report
Follow the steps below to run a standard report that you have customized.
To run a customized report
1.
2-14
Select Reports/Customized Reports from the menu bar. A submenu containing all of the
reports that you have customized appears.
Sage Fixed Assets—Reporting
User’s Guide
Customizing Standard Reports
Managing Customized Reports
2
Note: If you have formatted a standard report and saved it under a different name, the report
also appears on the submenu. The submenu does not display reports created using Crystal
Reports. To run a report that you created using Crystal Reports, select Reports/Reporting/Open
Existing Report from the menu bar.
2.
Select the customized report that you want to run. The Report Definition dialog appears.
3.
Complete the fields on the Report Definition dialog, and then click the Run Report button. The
application either displays the report on your computer or sends the report to the printer.
Managing Customized Reports
Note: You use the Reports working area to manage your customized reports. In the Reports
working area, you can do the following:
•
Rename existing customized reports. For more information, see “Renaming a Customized
Report,” page 2-15.
•
Delete existing customized reports. For more information, see “Deleting a Customized
Report,” page 2-16.
Renaming a Customized Report
After you have customized a standard report, you can rename the report using the Reports tab.
Note: You can rename a report only after you have customized it. You cannot rename a standard
report.
To rename a customized report
1.
Click the Reports button on the navigation pane.
2.
Select the Reports tab.
3.
In the reports list box, right-click the report that you want to rename.
4.
From the popup menu, select Rename Report. The Rename Report dialog appears.
Sage Fixed Assets—Reporting
User’s Guide
2-15
2
Customizing Standard Reports
Which Reports Can Be Customized?
5.
In the Rename To field, enter the name of the report, and then click OK. The system changes
the name of the report in the reports list box.
Note: You must enter a unique name for the report. You cannot enter a name of a report that
already exists.
The new name of the report also appears in the Report Name field of the Report Definition dialog.
Deleting a Customized Report
After you have customized a standard report, you can delete it from the list of reports that you can
run.
Note: You can delete only customized reports. You cannot delete a standard report. In addition,
you cannot delete a report that has been included in a Batch report. You must first remove the
report from the Batch report before you can delete it.
To delete a customized report
1.
Click the Reports button on the navigation pane.
2.
Select the Reports tab.
3.
In the reports list box, right-click the report you want to delete.
4.
From the popup menu, select Delete Report. A confirmation message appears.
5.
Click Yes to delete the report. The system removes the selected report from the reports list box.
The customized report that you have deleted no longer appears in the reports list box nor in the
Report Name field of the Report Definition dialog.
Which Reports Can Be Customized?
You can customize most of the standard reports in the application. However, for some reports you
cannot change the columns; you can only change the headers and footers. And some reports are not
customizable at all unless you export them to Crystal Reports.
Sage Fixed Assets—Depreciation for U.S. Companies
The table below indicates which reports are fully customizable, which reports allow changes to the
headers and footers only, and which reports are not customizable.
Customization Level
Report Name
Headers/
Footers
None
Adjusted Current Earnings
X
Alternative Minimum Tax
X
Annual Activity
Annual Projection
2-16
Full
X
X
Sage Fixed Assets—Reporting
User’s Guide
Customizing Standard Reports
Which Reports Can Be Customized?
2
Customization Level
Report Name
Asset Basis
Headers/
Footers
Full
None
X
Depreciation Adjustment
X
Depreciation Expense
X
Depreciation on RV
X
Depreciation Summary
X
Disposal
X
FASB 109 Projection
X
File Listing
X
Fixed Asset Summary
X
Form 3468
X
Form 4255
X
Form 4562
X
Form 4626
X
Form 4797
X
General Ledger Posting
X
Interest on RV
X
Midquarter Applicability
X
Monthly Projection
Net Book Value
X
X
Partial Disposal
X
Partial Transfer
X
Period Close Summary
X
Property Tax - Detail
X
Property Tax - Summary
X
Quarterly Acquisition
X
Quick Projection
X
Replacement Value
X
Tax Expense
X
Transfer
X
Sage Fixed Assets—Depreciation for Canadian, Government, or
Nonprofit Organizations
The table below indicates which reports are fully customizable, which reports allow changes to the
headers and footers only, and which reports are not customizable.
Customization Level
Report Name
Full
Allocation Percentages
Annual Activity
Sage Fixed Assets—Reporting
User’s Guide
Headers/
Footers
None
X
X
2-17
2
Customizing Standard Reports
Which Reports Can Be Customized?
Customization Level
Report Name
Full
Headers/
Footers
Annual Projection
X
Capital Assets Note Disclosure
X
Change in Capital Assets
X
Depreciation Adjustment
X
Depreciation Expense
X
Disposal
X
File Listing
X
General Ledger Posting
X
Monthly Projection
X
Net Book Value
X
Partial Disposal
X
Partial Transfer
X
Period Close Summary
X
Quarterly Acquisition
X
Quick Projection
Replacement Value
Transfer
2-18
None
X
X
X
Sage Fixed Assets—Reporting
User’s Guide
Chapter 3
Tips for Using Crystal Reports
In this chapter:
Creating a Report from Scratch in Crystal Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Adding Sage Fixed Assets Fields to the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Sorting Fields on a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6
Creating Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
Connecting to the Sage Fixed Assets Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8
Opening an Existing Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10
Saving a Report with Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11
Comparing Two or More Sage Fixed Assets Depreciation Books in a Report . . . . . . . . . . . . . 3-11
Filtering the Data on a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11
Filtering a Report with a Parameter Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Adding a Formula Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Combining Parameter Fields and Formula Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Adding a Chart or Graph to a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13
Using Select Expert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-14
Using Formula Fields and Advanced Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16
Using Multi-line Subtotals and Advanced Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-17
Exporting a Standard Report to Crystal Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-18
In this chapter, we provide some ideas for using Crystal Reports to create informative reports.
Sage Fixed Assets—Reporting
User’s Guide
3-1
3
Tips for Using Crystal Reports
Creating a Report from Scratch in Crystal Reports
Creating a Report from Scratch in Crystal Reports
Follow the steps below to create a report in Crystal Reports.
To create a new report
1.
In Sage Fixed Assets, open the company or organization that you want to report on.
2.
Select Reports/Reporting/Create New Report from the menu bar. The Create New Report
dialog appears.
3.
Enter the name of the report in the Report Title field. For more information, see “Completing
the Create New Report Dialog,” page 3-3.
4.
Click the Browse button to select the folder in which you want to save the report. The Save
New Report As dialog appears.
5.
In the File Name field, enter the name of the report file.
Note: You do not need to type the RPT extension when you enter the file name. The system
automatically adds the RPT extension to the file name.
6.
3-2
Click the Save button to return to the Create New Report dialog.
Sage Fixed Assets—Reporting
User’s Guide
Tips for Using Crystal Reports
Creating a Report from Scratch in Crystal Reports
7.
3
Click the Create Report button. The Crystal Reports program opens in Preview mode.
The new report contains the following information by default:
•
The name of the company or organization
•
The title of the report
•
The date and time the report was created
•
Columns for System Number and Extension (for a Sage Fixed Assets—Depreciation
report) or a column for System Number (for a Sage Fixed Assets—Tracking report), or
columns for Line Item ID and Line Item Description (for a Sage Fixed Assets—Planning
report).
Completing the Create New Report Dialog
Follow the guidelines below to complete the Create New Report dialog.

Report Title
Use this field to enter the name of the report as you want it to appear at the top of the first page.

Location
This field displays the folder in which the report file is saved. You can specify the folder by
clicking the Browse button.


Browse Button
Click this button to select the folder in which you want to save the report file.
File Name
Enter the file name for the report. (If you entered the file name when you specified the folder,
then this field displays the name that you entered.)
Tip: You do not need to type the RPT extension when you enter the file name. The system
automatically adds the RPT extension to the file name.
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User’s Guide
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3
Tips for Using Crystal Reports
Adding Sage Fixed Assets Fields to the Report

Create Report Button
Click this button to launch the Crystal Reports program and begin creating the report.
Adding Sage Fixed Assets Fields to the Report
Follow the steps below to add Sage Fixed Assets fields as columns on the report.
To add Sage Fixed Assets fields as columns on the report
1.
If the Field Explorer does not appear, do one of the following:
•
•
Select View/Field Explorer from the menu bar.
Click the Field Explorer icon.
The Field Explorer tab appears on the right side of the main application window.
3-4
2.
Click the Plus Sign (+) next to Database Fields to expand it. The Database Fields
subcategories appear. The subcategories change depending on the entity type you are using.
3.
Click the Plus Sign (+) next to the Depreciation Asset Information subcategory to expand it.
The fields in the subcategory appear.
Sage Fixed Assets—Reporting
User’s Guide
Tips for Using Crystal Reports
Adding Sage Fixed Assets Fields to the Report
3
4.
Select the field that you want to add as a column on the report, and drag the field onto the
report Design or Preview tab.
5.
When the field is in the correct position, release the left mouse button to place the field on the
report.
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User’s Guide
3-5
3
Tips for Using Crystal Reports
Sorting Fields on a Report
For a complete list of views and field names available from Sage Fixed Assets applications, see
Appendix A, “Crystal Reports for Sage Field Names.”
Sorting Fields on a Report
Sorting means placing data in some kind of order so you can find it and evaluate it. For example,
you might want assets to appear on a report sorted by System Number, in ascending order.
Crystal Reports contains a Record Sort Expert that enables you to sort the records on a report.
To sort fields on a report
1.
Do one of the following:
•
•
Select Report/Record Sort Expert
Click the Record Sort Expert icon.
The Record Sort Expert dialog appears.
3-6
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Tips for Using Crystal Reports
Creating Groups
3
For more information on sorting records, see “Sorting Data” in the Crystal Reports Users’s
Guide.
Creating Groups
Grouped data is data that is sorted and broken up into meaningful groups. For example, you might
want the assets on your report to be grouped according to their location.
Crystal Reports contains a Group Selection Formula Editor to help you group the records on your
report.
To create groups
1.
Select Report/Selection Formulas/Group from the menu bar. The Group Selection Formula
Editor dialog appears.
For more information on creating groups, see “Grouping Data” in the SAP Crystal Reports 2011
User’s Guide.
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User’s Guide
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3
Tips for Using Crystal Reports
Connecting to the Sage Fixed Assets Database
Connecting to the Sage Fixed Assets Database
You can connect to the Sage Fixed Assets database without using the template provided by your
Sage Fixed Assets application. When you connect to a Sage Fixed Assets database without using the
provided template, you lose sorting and group selection logic that makes your reports more
meaningful. In addition, the template provides database views with links between database views.
The database views translate your data into user-friendly terms, making the data much more
manageable for reporting purposes.
If you are an advanced Crystal Reports or database user, the following steps will help you connect
to the Sage Fixed Assets database.
To connect to the Sage Fixed Assets database
1.
Do one of the following:
•
Select File/New/Standard Report from the menu bar.
•
On the Crystal Reports start page, select Standard Report Wizard.
The first Standard Report Creation Wizard dialog appears.
3-8
2.
Expand (double-click) the Create New Connection folder, and then expand the ODBC (RDO)
folder.
3.
Double-click Make New Connection. The ODBC (RDO) - Data Source Selection dialog
appears.
Sage Fixed Assets—Reporting
User’s Guide
Tips for Using Crystal Reports
Connecting to the Sage Fixed Assets Database
3
4.
Select WINFASRW in the Data Source Name list box.
5.
Click the Next button. The ODBC (RDO) - Connection Information dialog appears.
6.
Enter guest in the User ID field and leave the Password field blank.
7.
Click the Finish button. The application returns to the Standard Report Creation Wizard dialog.
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3
Tips for Using Crystal Reports
Opening an Existing Report
8.
Complete the remaining wizard dialogs.
Opening an Existing Report
After you have worked on a report and saved it in Crystal Reports, you may want to work on it at a
later time. Follow the instructions below to open an existing report from the Sage Fixed Assets
application.
To open an existing report from the Sage Fixed Assets application
1.
In the Sage Fixed Assets application, select Reports/Reporting/Open Existing Report from the
menu bar. The Open Existing Report dialog appears.
2.
Select the report that you want to open, and then click the Open button.
If the report you are opening contains saved data or was created from another company, a
message asks how you want to open the report. The report opens in Preview mode in Crystal
Reports.
3-10
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User’s Guide
Tips for Using Crystal Reports
Saving a Report with Data
3
Note: You can also launch Crystal Reports from the Start menu and open an existing Sage Fixed
Assets report. The report is automatically linked to the Sage Fixed Assets database.
Saving a Report with Data
Reports with saved data are useful for saving a snapshot of the depreciation numbers exactly as they
were first generated without having to recalculate depreciation. When you navigate through reports
with saved data, and drill down for details on columns or charts, you don’t access the database server
directly; instead, you access the saved data.
For example, you may have performed a period close for a certain date, and you want to save the
period close information for that date for future reference. That way, you can avoid having to reset
depreciation for an earlier date and running the report again.
After you run the report with the period close information, you can specify that you want to save the
report with data. To save a report with data, first make sure the Save Data with Report option is
selected on the File menu; then, save your report.
For more information, see “Saved Data” in the SAP Crystal Reports 2011 User’s Guide.
Comparing Two or More Sage Fixed Assets Depreciation
Books in a Report
When you run a standard report in your Sage Fixed Assets application, the report displays data for a
single Sage Fixed Assets depreciation book. You can use Crystal Reports to create a single report
that compares data in two (or more) different books.
For example, suppose you want to calculate your book to tax adjustments for your tax return. You
could add the following fields as columns on the report:
•
Current Year-to-Date Depreciation field for the Tax book
•
Current Year-to-Date Depreciation field for the Internal book
•
A formula field that calculates the difference between them.
For information on adding fields as columns on a report, see “Inserting a Field” in the SAP Crystal
Reports 2011 User’s Guide.
Filtering the Data on a Report
The Select Expert makes it easy to specify the records you want included in your report. When you
work with the Select Expert, you select the field to which you want to apply selection conditions and
then you specify those conditions.
For example, you can create a report that shows:
•
Only those assets placed in service between January 1, 2010 and December 31, 2010.
•
Only those assets with an acquired value greater than $10,000.
For more information on filtering data on reports, see “Selecting Records” in the SAP Crystal
Reports 2011 User’s Guide.
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User’s Guide
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3
Tips for Using Crystal Reports
Filtering a Report with a Parameter Field
Filtering a Report with a Parameter Field
Parameter fields allow you to filter the data on a report at the time you view the report. For example,
you can insert a parameter field that filters the report by location. When you open the report, a
message appears asking which location you want to run the report for. In this way, a single report
can contain different data every time you run it, depending on which location you ask for.
For more information on adding parameter fields and prompts, see “Parameter Fields and Prompts”
in the SAP Crystal Reports 2011 User’s Guide.
Adding a Formula Field
In many cases, the data needed for a report already exists in Sage Fixed Assets fields. For example,
if you want the report to show the location of an asset, you simply add the Location field to the
report.
Sometimes, however, you want to put data on the report that does not exist in any of the Sage Fixed
Assets fields. In such cases, you need to create a formula field. For example, you may need to
calculate a specific dollar amount for a step-up in basis for each asset. You could create a formula
field that allocates the step-up amount based on the relative net book value of each active asset.
For information on creating formula fields, see “Using Formulas” in the SAP Crystal Reports 2011
User’s Guide.
Combining Parameter Fields and Formula Fields
Combining parameter fields and formula fields allows you to create sophisticated reports. For
example, suppose you would like to send a report to your company headquarters in Canada. You
want the report to display data in both U.S. dollars and Canadian dollars.
To do this, you need to create both a parameter field and a formula field in Crystal Reports.
For example, suppose you want to show the Acquisition Value field in both U.S. dollars and
Canadian dollars. You would set up a parameter field that prompts you to enter the exchange rate
when you open the report.
3-12
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Tips for Using Crystal Reports
Adding a Chart or Graph to a Report
3
You would also need to include a formula field on the report. The formula for this field would
multiply the Acquisition Value amount by the exchange rate that you entered.
For more information on adding parameter fields and prompts, see “Parameter Fields and Prompts”
in the SAP Crystal Reports 2011 User’s Guide. For information on creating formula fields, see
“Using Formulas” in the SAP Crystal Reports 2011 User’s Guide. For information on displaying the
currency symbol, see “Using Conventional Accounting Formats” in the SAP Crystal Reports 2011
User’s Guide.
Adding a Chart or Graph to a Report
Sometimes a chart or graph can provide information quickly and more effectively than columns of
numbers. Creating visually appealing charts and graphs from Sage Fixed Assets data is easy in
Crystal Reports.
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3
Tips for Using Crystal Reports
Using Select Expert
For more information on adding charts to your report, see “Charting” in the SAP Crystal Reports
2011 User’s Guide.
Using Select Expert
The Select Expert in Crystal Reports is another feature that allows you to create some sophisticated
reports.
Note: The companies must be in the same Sage Fixed Assets database.
3-14
Sage Fixed Assets—Reporting
User’s Guide
Tips for Using Crystal Reports
Using Select Expert
3
For example, you can combine data from multiple Sage Fixed Assets companies. The report below
shows data from three Sage Fixed Assets companies.
For information on using the Select Expert, see “Using the Select Expert” in the SAP Crystal Reports
2011 User’s Guide.
Sage Fixed Assets—Reporting
User’s Guide
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3
Tips for Using Crystal Reports
Using Formula Fields and Advanced Formatting
Using Formula Fields and Advanced Formatting
Combining formula fields and advanced formatting techniques allows you to create sophisticated,
visually appealing reports.
For information on formatting your reports, see “Formatting” in the SAP Crystal Reports 2011
User’s Guide.
3-16
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User’s Guide
Tips for Using Crystal Reports
Using Multi-line Subtotals and Advanced Formatting
3
Using Multi-line Subtotals and Advanced Formatting
The report below shows an example of a multi-line subtotal, a formula field, bold text, and a chart.
For information on adding totals to a report, see “Running Totals” in the SAP Crystal Reports 2011
User’s Guide.
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User’s Guide
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3
Tips for Using Crystal Reports
Exporting a Standard Report to Crystal Reports
Exporting a Standard Report to Crystal Reports
There may be times when you want to add a chart or special formatting to a Sage Fixed Assets
standard report or to a Sage Fixed Assets standard report that you have customized. After you run a
report in Sage Fixed Assets, you can export the report to the Crystal Reports program. Then all of
the powerful features in Crystal Reports are available to make the report fit your precise needs.
To export a standard report to Crystal Reports
1.
In Sage Fixed Assets, run the standard report or the customized standard report. The report
appears in the report viewer.
Export Report
3-18
2.
In the report viewer, click the Export Report button. The Export Report dialog appears.
3.
In the File Name field, enter the name of the report you want to save.
4.
The Save as Type field should default to Crystal Reports (*.rpt), if it does not, select Crystal
Reports (*.rpt) from the drop-down list box.
5.
Click the Save button. The Export Completed dialog appears indicating the file was saved
successfully.
Sage Fixed Assets—Reporting
User’s Guide
Tips for Using Crystal Reports
Exporting a Standard Report to Crystal Reports
6.
3
Click OK to return to the report viewer.
Note: In order to modify, save, and preview reports, you must enter the guest Login ID with blank
password on the Login tab of the Connect to SQL Anywhere dialog.
Note: You can also use the Export Report feature to export data to a number of popular formats,
such as Microsoft Excel and PDF. This makes the distribution of information easier.
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3
3-20
Tips for Using Crystal Reports
Exporting a Standard Report to Crystal Reports
Sage Fixed Assets—Reporting
User’s Guide
Appendix A
Crystal Reports for Sage Field Names
In this appendix:
List of Field Names in Sage Fixed Assets Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1
List of Field Names in Sage Fixed Assets Applications
The tables below show all of the views and fields that are available when creating a report from Sage
Fixed Assets applications. For information how to access Sage Fixed Assets fields in Crystal
Reports, see “Adding Sage Fixed Assets Fields to the Report,” page 3-4.
Field Names in Sage Fixed Assets—Depreciation and Sage Fixed
Assets—Tracking
The following views are available from Sage Fixed Assets—Depreciation and Sage Fixed Assets—
Tracking.

Database Fields
 Allocated_Fields
This view contains the allocated general ledger fields and their corresponding allocation
percentages. Use this view only if you allocate depreciation across multiple GL accounts;
otherwise use the GL fields in the SFA Asset Information view.

SFA_Asset_Selection
This view contains flag fields to help determine which Sage Fixed Assets application
(Depreciation or Tracking) the asset has been recorded in. If you use only one Sage Fixed
Assets application, either Sage Fixed Assets—Depreciation or Sage Fixed Assets—
Tracking, then you do not need to use these flag fields.

Depreciation_Asset_Information/SFA_Asset_Information
This view contains the general information and book information fields for the assets.

Tracking_Asset_Information
This view contains asset attributes that are used exclusively in Sage Fixed Assets—
Tracking, such as the exception code and reconciliation code.

Depreciation_Book_Information/SFA_Book_Information
This view contains depreciation book attributes, such as the fiscal year-end and whether the
book is open.

SFA_Company_Information/SFA_Organization_Information
This view contains the company name and flag fields to help determine which Sage Fixed
Assets application (Depreciation or Tracking) the company has been opened in. For
example, a company can be created in Sage Fixed Assets—Tracking but never opened or
used in Sage Fixed Assets—Depreciation and vice versa. If you use only one Sage Fixed
Sage Fixed Assets—Reporting
User’s Guide
A-1
A
Crystal Reports for Sage Field Names
List of Field Names in Sage Fixed Assets Applications
Assets application, either Depreciation or Tracking, then you do not need to use these flag
fields.

Formula Fields
The template contains many predefined formula fields that calculate the fiscal year end of
certain key transaction dates. For example, the fiscal year end of the placed-in-service date is
available in the formula fields and can be particularly useful when you need to group or sort by
fiscal year. You might want to do this when preparing property tax reports.

Special Fields
This view contains report attributes, such as the file creation date, page number, and total page
count.
Note: The table below lists the field names in the latest version of the applications. Your field
names might differ slightly if you have upgraded from a previous version of the application.
Field Name
U.S.
Company
Governmen
t or
Canadian
Nonprofit
Organizatio Organizatio
n
n
Allocated_Fields
Alloc GL Accum Acct
x
x
Alloc GL Accum Pct
x
x
Alloc GL Asset Acct
x
x
Alloc GL Asset Pct
x
x
Alloc GL Expense Acct
x
x
Alloc GL Expense Pct
x
x
Depreciation_Asset_Information/
SFA_Asset_Information
168 Allowance (all books)
x
168 Allowance % (all books)
x
Acquisition Date
x
x
x
Acquisition Value (all books)
x
x
x
Activity Code
x
x
Activity Type
A-2
Adjustment Amount (all books)
x
ADS Life
x
Asset Note
x
x
x
x
x
x
x
Beginning Accum (all books)
x
x
x
Begin Prior Accum Depr (all books)
x
x
x
Beginning Date (all books)
x
x
x
Beginning YTD (all books)
x
x
x
Cash Proceeds
x
x
x
Child Company/Org Name (1)
x
x
x
Child 1 Database
x
x
x
Sage Fixed Assets—Reporting
User’s Guide
Crystal Reports for Sage Field Names
List of Field Names in Sage Fixed Assets Applications
Field Name
U.S.
Company
Governmen
t or
Nonprofit
Canadian
Organizatio Organizatio
n
n
Child 1 Extension
x
x
x
Child System Number (1)
x
x
x
Child Company/Org Name (2)
x
x
x
Child 2 Database
x
x
x
Child 2 Extension
x
x
x
Child System Number (2)
x
x
x
Child Company/Org Name (3)
x
x
x
Child 3 Database
x
x
x
Child 3 Extension
x
x
x
Child System Number (3)
x
x
x
Class
x
x
x
Asset ID
x
x
x
Creation Code
x
x
x
Current Accum (all books)
x
x
x
Current Business Use % (all books)
x
Current Depreciable Basis (all books)
x
x
x
Current Key Codes (all books)
x
x
x
Current Net Book Value (all books)
x
x
x
Current Prev Thru Date (all books)
x
x
x
Current Remain ACE Basis
x
Current Remain ACE Life
x
Current Remain Life (all books)
x
x
x
Current Through Date (all books)
x
x
x
Current YTD (all books)
x
x
x
Owner
x
x
x
Date Of Transfer In
x
x
x
Date Of Transfer Out
x
x
x
Deferred Code (all books)
x
x
x
Deferred Date (all books)
x
x
x
Department
x
x
x
Depreciation Method (all books)
x
x
x
Depr This Run (all books)
x
x
x
Description
x
x
x
Disposal Date
x
x
x
Disposal Description
x
x
x
Disposal Method
x
x
x
Effective Date Of Transfer In
x
x
x
Effective Date Of Transfer Out
x
x
x
Entity Code
x
Sage Fixed Assets—Reporting
User’s Guide
A
A-3
A
Crystal Reports for Sage Field Names
List of Field Names in Sage Fixed Assets Applications
Field Name
U.S.
Company
Estimated Life (YYMM) (all books)
x
Acquired By
x
Expenses of Sale
Extension
x
x
x
x
x
x
x
x
Tracking Last Extension
x
x
x
First Yr Business Use % (all books)
x
FYE of PIS Date (all books)
x
x
x
G/L Accum Account
x
x
x
G/L Asset Account
x
x
x
G/L Expense Account
x
x
x
Gain/Loss (all books)
x
x
x
Include on Depr Report? (all books)
x
x
x
x
x
x
x
Fund
Insurance Category
x
ITC Amount
x
ITC Basis Reduction
x
ITC Option
x
ITC Recapture (all books)
x
ITC %
x
Last Calc Date (all books)
x
Location
x
x
x
Serial Number
x
x
x
Non Cash Proceeds
x
x
x
x
x
Parent Org ID
A-4
Governmen
t or
Nonprofit
Canadian
Organizatio Organizatio
n
n
Parent Company/Org Name
x
x
x
Parent Database
x
x
x
Parent Extension
x
x
x
Parent System Number
x
x
x
Transferred In %
x
x
x
Transferred Out %
x
x
x
Period Close Accum (all books)
x
x
x
Period Prior Accum Depr (all books)
x
x
x
Period Close Date (all books)
x
x
x
Period Close YTD (all books)
x
x
x
Placed in Service Date (all books)
x
x
x
Prior Accum Depr (all books)
x
x
x
Property Type
x
x
x
Purchase Order
x
x
x
Remaining Life Switch (all books)
x
x
x
Sage Fixed Assets—Reporting
User’s Guide
Crystal Reports for Sage Field Names
List of Field Names in Sage Fixed Assets Applications
Field Name
U.S.
Company
A
Governmen
t or
Nonprofit
Canadian
Organizatio Organizatio
n
n
Replacement Value
x
x
x
Override RV
x
x
x
RV Override Date
x
x
x
Salvage Value (all books)
x
x
x
179 Other Amount (all books)
x
179 Other Code (all books)
x
Current 179 Recapture (all books)
x
179 Qualified? (Y/N) (all books)
x
179 Deduction (all books)
x
System Number
x
x
x
Transfer As Disposal (Y/N)
x
x
x
Transfer By Key
x
x
x
Transfer From (Child)
x
x
x
Transfer From (Parent)
x
x
x
Transfer To (Child)
x
x
x
Transfer To (Parent)
x
x
x
Custom Field 1
x
x
x
Custom Field 2
x
x
x
Custom Field 3
x
x
x
Custom Field 4
x
x
x
Custom Field 5
x
x
x
Custom Field 6
x
x
x
Custom Field 7
x
x
x
Custom Field 8
x
x
x
Custom Field 9
x
x
x
Custom Field 10
x
x
x
Quantity
x
x
x
Vendor
x
x
x
Custom Date 1
x
x
x
Custom Date 2
x
x
x
Zone Type (all books)
x
Depreciation_Book_Information/
SFA_Book_Information
Book Name (all books)
x
x
x
Is Open? (all books)
x
x
x
Fiscal Year End (all books)
x
x
x
Current Reporting Period (all books)
x
x
x
SFA_Asset_Selection
Sage Fixed Assets—Reporting
User’s Guide
A-5
A
Crystal Reports for Sage Field Names
List of Field Names in Sage Fixed Assets Applications
Field Name
U.S.
Company
Governmen
t or
Nonprofit
Canadian
Organizatio Organizatio
n
n
Depreciation
x
x
x
Tracking
x
x
x
Current Sequence
x
x
x
Last Sequence
x
x
x
x
x
x
SFA_Company_Information/
SFA_Organization_Information
Business Start Date
Company/Org Name
x
x
x
Company/Org Number
x
x
x
Depreciation Company/Organization
x
x
x
Tracking Company/Organization
x
x
x
Tracking Tag Field
x
x
x
Contact
x
x
x
Address
x
x
x
Country
x
x
x
State
x
x
x
City
x
x
x
Zip
x
x
x
Phone
x
x
x
Fax
x
x
x
Note
x
x
x
Tracking Field 1
x
x
x
Tracking Field 2
x
x
x
Tracking Field 3
x
x
x
Tracking Field 4
x
x
x
Tracking Field 5
x
x
x
Tracking Field 6
x
x
x
Tracking Field 7
x
x
x
Tracking Field 8
x
x
x
Tracking Field 9
x
x
x
Tracking Field 10
x
x
x
Tracking Field 11
x
x
x
Tracking Field 12
x
x
x
Tracking_Asset_Information
A-6
Condition
x
x
x
Room
x
x
x
Floor
x
x
x
Exception Status
x
x
x
Sage Fixed Assets—Reporting
User’s Guide
Crystal Reports for Sage Field Names
List of Field Names in Sage Fixed Assets Applications
Field Name
U.S.
Company
A
Governmen
t or
Nonprofit
Canadian
Organizatio Organizatio
n
n
Reconciliation Status
x
x
x
Expected Return Date
x
x
x
Return Date
x
x
x
Checked Out By
x
x
x
Check-Out Date
x
x
x
Center
x
x
x
Company/Org Name
x
x
x
Database File Name
x
x
x
Database Name
x
x
x
Extension
x
x
x
Formula Fields
FYEnd Acquisition Date (all books)
x
x
x
FYEnd Custom Date 1 (all books)
x
x
x
FYEnd Date Of Transfer In (all books)
x
x
x
FYEnd Date Of Transfer Out (all books)
x
x
x
FYEnd Deferred Date (all books)
x
x
x
FYEnd Disposal Date (all books)
x
x
x
FYEnd Period Close Date (all books)
x
x
x
FYEnd PIS Date (all books)
x
x
x
FYEnd Through Date (all books)
x
x
x
Report Title
x
x
x
System Number
x
x
x
Vertical Spacer 10
x
x
x
Vertical Spacer 15
x
x
x
Content Locale
x
x
x
Current CE User ID
x
x
x
Current CE User Name
x
x
x
Current CE User Time Zone
x
x
x
Data Date
x
x
x
Data Time
x
x
x
Data Time Zone
x
x
x
File Author
x
x
x
File Creation Date
x
x
x
Special Fields
File Path and Name
x
x
x
Group Number
x
x
x
Group Selection Formula
x
x
x
Sage Fixed Assets—Reporting
User’s Guide
A-7
A
Crystal Reports for Sage Field Names
List of Field Names in Sage Fixed Assets Applications
Governmen
t or
Nonprofit
Canadian
Organizatio Organizatio
n
n
U.S.
Company
Field Name
Horizontal Page Number
x
x
x
Modification Date
x
x
x
Modification Time
x
x
x
Page N of M
x
x
x
Page Number
x
x
x
Print Date
x
x
x
Print Time
x
x
x
Print Time Zone
x
x
x
Record Number
x
x
x
Record Selection Formula
x
x
x
Report Comments
x
x
x
Report Title
x
x
x
Selection Locale
x
x
x
Total Page Count
x
x
x
Field Names in Sage Fixed Assets—Planning
The following views are available from Sage Fixed Assets—Planning.

Line_Item
This view contains the all the information associated with a line item that exists on both the Line
Item Information and Asset Information tabs in Detail View. This includes information related
to the GL CIP Acct No. and the statistics for the number of transactions associated with the
selected line item.

Projects
This view contains the information related to an individual project such as the project status and
budget amounts.

Transaction
This view contains the attributes related to each transaction within a line item; including the
transaction date, transaction amount and twenty-one user defined fields.
Field Name
Sage Fixed Assets—Planning
Line_Item
A-8
Asset Description
Revised vs. Actual
Asset Template
Spending Complete
Date Complete
User Field 1
Date Sent
User Field 2
Description
User Field 3
GL CIP Acct No
User Field 4
In Service Date
User Field 5
Sage Fixed Assets—Reporting
User’s Guide
Crystal Reports for Sage Field Names
List of Field Names in Sage Fixed Assets Applications
Field Name
Sage Fixed Assets—Planning
Last Transaction Date
User Field 6
Line Item Actual
User Field 7
Line Item End Date
User Field 8
Line Item ID
User Field 9
Line Item Original Budget
User Field 10
Line Item Revised Budget
User Field 11
Line Item Start Date
User Field 12
Line Item Status
User Field 13
Line Item Type
User Field 14
# of Assets
User Numeric 1
# of Transactions
User Numeric 2
Original Last Updated
User Numeric 3
Original % Complete
User Numeric 4
Original vs. Actual
User Numeric 5
Revised Last Updated
User Numeric 6
Revised % Complete
User Numeric 7
A
Projects
Company
Original Last Updated
Contact Name
Percent Complete
Contact Location
Project Code
Contact Phone
Project Description
Contact Ext
Project Name
Contact Fax
Project Notes
Contact Mobile
Revised Budget
Contact EMail
Revised Last Updated
Contact Address
Start Date
Contact City
Status
Contact State
User Field 1
Contact Zip Code
User Field 2
Contact Country
User Field 3
End Date
User Field 4
Original Budget
User Field 5
Transaction
Amount
User Field 6
Batch ID
User Field 7
Created Date
User Field 8
Date Posted
User Field 9
Description
User Field 10
Journal
User Field 11
Last Edited Date
User Field 12
Sage Fixed Assets—Reporting
User’s Guide
A-9
A
Crystal Reports for Sage Field Names
List of Field Names in Sage Fixed Assets Applications
Field Name
Sage Fixed Assets—Planning
Reference
User Field 13
Transaction Date
User Field 14
Target Line Item ID
User Numeric 1
Transaction ID
User Numeric 2
Vendor
User Numeric 3
User Field 1
User Numeric 4
User Field 2
User Numeric 5
User Field 3
User Numeric 6
User Field 4
User Numeric 7
User Field 5
A-10
Sage Fixed Assets—Reporting
User’s Guide
Index
A
P
adding Sage Fixed Assets fields to report ................... 3-4
parameter fields ........................................................... 3-12
planning reports ............................................................ 1-3
C
charts, adding to report .............................................. 3-13
combining parameter and formula fields ................. 3-12
comparing Sage Fixed Assets depreciation books .... 3-11
creating report in Crystal Reports .............................. 3-2
Crystal Reports
creating report in ........................................................ 3-2
exporting to from Sage Fixed Assets ....................... 3-18
opening reports in Sage Fixed Assets ...................... 3-10
customized reports
column headers, changing .......................................... 2-8
column order, changing .............................................. 2-9
column width, changing ........................................... 2-10
columns, adding and removing .................................. 2-7
deleting ..................................................................... 2-16
headers and footers, changing .................................. 2-13
left and right margin spacing, changing ................... 2-12
overview ..................................................................... 2-1
running ..................................................................... 2-14
space between columns, changing ........................... 2-11
which reports can be customized ............................. 2-16
D
R
reports
adding charts and graphs .......................................... 3-13
adding Sage Fixed Assets fields ................................. 3-4
combining parameter and formula fields .................. 3-12
comparing Sage Fixed Assets depreciation books ... 3-11
connecting to Sage Fixed Assets database ................. 3-8
creating groups ........................................................... 3-7
creating in Crystal Reports ......................................... 3-2
exporting to Crystal Reports ..................................... 3-18
filtering data .............................................................. 3-11
filtering with parameter fields .................................. 3-12
formatting ................................................................. 3-16
formula fields ............................................................ 3-12
multi-lined subtotals ................................................. 3-17
opening from Sage Fixed Assets .............................. 3-10
options for creating ............................................. 1-3, 1-4
planning ...................................................................... 1-3
reporting on multiple Sage Fixed Assets companies 3-14
running customized report ........................................ 2-14
saving with data ........................................................ 3-11
sorting fields ............................................................... 3-6
which can be customized .......................................... 2-16
deleting customized reports ....................................... 2-16
E
exporting reports to Crystal Reports ........................ 3-18
F
filtering data ................................................................ 3-11
formatting reports ....................................................... 3-16
formula fields ............................................................... 3-12
S
Sage Fixed Assets - Reporting, overview ..................... 1-1
Sage Fixed Assets database, connecting to .................. 3-8
Sage Fixed Assets standard reporting features .......... 1-1
saving report with data ............................................... 3-11
Select Expert ................................................................ 3-14
sorting fields ................................................................... 3-6
G
graphs, adding to report ............................................. 3-13
groups, creating ............................................................. 3-7
M
multi-line subtotals ..................................................... 3-17
O
options for creating reports .................................. 1-3, 1-4
Sage Fixed Assets—Reporting
User’s Guide
Index-1
Index
Index-2
Sage Fixed Assets—Reporting
User’s Guide
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