Symphony - Toshiba Business Solutions

Symphony - Toshiba Business Solutions

5

128 Symphony User Manual

Report System

Report System

Report System Overview

Viewing reports for all store activity is perhaps the ultimate reason for having a retail control system. Without reports, it is impossible to make important management decisions based on accumulated data. With Symphony reports, quick, simple, up to date information is only several clicks away. Report formats must also fit the store's needs, containing only the information required. Symphony provides flexible reporting, including content and format.

Information security is a must as well. Not all users should be able to access financial reports for example, but might still need to view item quantities, or department lists. Symphony reports the required security level to access a report, users do not even see that the report exists.

Because Symphony compiles front end transactions by date as they occur, the back-end system is constantly updated with sales data from Symphony POS terminals. This means that

"on-the-fly" reporting is always available, allowing the manager to make decisions based on current information.

5.1

Report Types

Report Types

Default Symphony Reports

Symphony ships with a default selection of reports. Generally, the default reports meet the needs of the average retail operation. If you have special reporting needs that are not covered by the default reports, consult your Authorized TEC America Dealer to find out about customized reports.

List of Default Reports

© 2004 ... TEC America, Inc. Revision 1.0

Report System 129

NOTE: Some of the report types relate to specific modules and will not produce reports unless

the module is registered for your installation.

· Batches - Reports associated with price and promo batch set-up information as well as sales movement for specific batches.

· Cashiers - For balancing cashiers and viewing cashier statistics.

· Clients - If you use the accounts receivables or preferred customer module, these reports include account statements, account aging and other statistical reports.

· Department - sales reports summarized by department totals.

· Financial - reports for store balancing, periodic financials for accounting

· Inventory - includes several types of product lists useful for justfying inventory levels,on hand amounts, and stock evaluation totals.

· Labels - allows printing different label types with various product information. Labels are often customized by the reseller to fit specific needs. The existing label templates were designed to print on standard label stock such as Avery 5160, 5260, 5159, etc.

· List - for example: system operators, or PLUs by vendor. These reports are lists only, and do not show amounts.

© 2004 ... TEC America, Inc. Revision 1.0

130 Symphony User Manual

· Others - Contains a report for tracking hourly movement (the TEC ECR must be configured to use hourly reports).

· PLU sales - Item movement totals with various sort and selection criteria.

· Sub-Department - sales reports summarized by sub-department totals.

· System - displays system set-up information

· End of day (report) - This is the report most businesses use to print daily or periodic sales totals containing department, sub-department and financial information.

Controlling Reports

When a report has been selected but not launched from the list, there is a special right click menu that controls the report properties, such as security level required to access it or if is it visible or hidden.

Right Click Menu

Hide: Select this option to hide the report from the list of reports. This hides the report but does not remove it from the list.

View Hidden: Used to locate hidden reports, showing the entire list accessible according to the user security level programmed.

Property: Opens the report's properties panel.

New: Create a new report list entry, and its associated report.

Delete: Remove the report from the list, and delete it.

5.2

Report Selection

Report Selection

Report Selection Utility

The Symphony reports are accessed by clicking the Reports icon found on the Symphony desktop. Depending on how the security levels are programmed, you may be required to login. The Report utility will open, displaying the reports available according to the logged user.

© 2004 ... TEC America, Inc. Revision 1.0

Report System 131

This example shows the Report Selection Utility.

The Report Selection utility functions much as a Window's style browser, with "folders" for each report type. More frequently used reports appear as icons in the "root" of the report list.

Remember that reports are linked to security levels, and that if you don't have access to a report, it will not appear in the Report Selection utility.

NOTE: The reports that appear in the Report Selection tool vary depending on your

installation, the installed modules, and specialized reports. Also, your Authorized TEC America

Dealer may have re-named reports to suit your needs. The list shown above is an example

only; you may not see the same reports in your setup.

Selecting a Report

If a report appears as an icon, click once to select it and press either the "Preview" or "Print" button on the bottom of the report selection utility, or double click the icon.

If the report is in a category along with other reports of the same type, click the "+" beside the

© 2004 ... TEC America, Inc. Revision 1.0

132 Symphony User Manual

folder to open the list of associated reports, then proceed as above.

Bottom bar Buttons

Use the "Preview " button if you want to view the report on screen before printing. Like any

"print preview" option, you will still be able to send the report to the printer after viewing on screen.

The "Print " button will send the report to the printer without viewing on screen first. Use the

"Print" button if you are sure that the report contains the information you wish to view.

The "Next " button is used to browse through open reports.

"Cancel " to close the report selection utility and return to the Symphony desktop.

5.3

Opening Reports

Opening Reports

Using Reports

Once a report has been selected using the Report Selection utility, there are still several steps before opening the report to view on screen or send to the printer.

After selecting a report, press the "Preview" button.

Reports Without Dates

Some reports do not require dates, such as item lists, department or cashier lists. When you select a list type report, the Report Selection utility opens a list panel to determine what should be included in the list report. In some cases you will need to determine the source target for the list, or perhaps a range for the list (for example from operator 10 to operator 20). In the case of a range, the selection tool offers to use all, starting with the "<First>" element, to the

"<Last>" element. Elements are the "records" from the table you have selected to view. After selecting the range for the list report, press "Preview" to show the list on screen, "Print" to send the list to the default printer.

This example shows the Report Target Selection utility.

© 2004 ... TEC America, Inc. Revision 1.0

Report System 133

NOTE: Symphony is designed to be customized according to your needs. This means the

prompts displayed for a report vary depending on the way the report was programmed. The panel above is an example only.

Reports That Require Dates

Some reports will require that you select the date(s) for the report. When you select a report that requires a date, the selection tool opens a calendar panel.

This example shows the Report Start and End Date Selection tool.

By default, the Report Selection utility selects today's date. If you want to view today's report, you need only choose to view on screen or send to the printer without viewing.

If the default report date does not correspond with the desired report date, click on the correct date, then Preview or Print. If the desired report date is in a different month, use the left or right arrow buttons above the date portion of the calendar to navigate to the correct month or year.

Report Periods

Because the Symphony reports can cover different types of periods, you must determine a

"Start" date and an "End" date for each report. Symphony uses these dates to retrieve the appropriate data and generate a report. Selecting a report period from the calendar's

© 2004 ... TEC America, Inc. Revision 1.0

134 Symphony User Manual

"Period type" box changes the way the calendar behaves when changing the date. For example, selecting "Monthly" in the Period type will cause the calendar to move ahead or back by monthly periods.

N.B. The period type totals are stored as separate records in the database. As sales are received from the TEC ECR the data is posted into the daily report summaries. Other period totals are not generated immediately as data is received.

·Weekly totals are available after the last day of the week has been processed. In most cases this occurs between Saturday night and Sunday morning.

·Monthly and yearly totals are are available after the last day of the month or year have been processed.

·The report database contains daily movement data for a specified amount of time.

Symphony is designed to automatically purge the daily movement files. The default system removes daily product movement history after 92 days. This setting can be changed by a system administrator. The system stores weekly, monthly and yearly movement history indefinitely.

NOTE: If you select a starting date that is greater than the ending date for a report, the

calendar utility will automatically change the ending date to a date that is past the start date, according to the Period type. This is also true if you select an ending date that is before the starting date.

5.4

Report Viewer

Report Viewer

Viewing Reports

Once a report is selected to view on screen (Preview), Symphony opens it in the Report

Viewer. By default, reports are set to open using the "full screen".

NOTE: To have reports not open full screen, you can change the default setting using the

Symphony, "File" menu, "Configuration" option, "System" tab. De-select the "Preview

Maximized" option. For help using the Configuration panel, see the

System tab help page

under the Symphony help section in this manual.

© 2004 ... TEC America, Inc. Revision 1.0

Report System 135

This example shows the Report Viewer with the Finacial X report loaded.

Report Viewer Options

Close: Closes the Report Viewer, and returns to the Report selection utility.

Print: Sends the report to the default printer. If the report's properties have the "Printer Dialog" option selected, the printer driver's option panel will open allowing you to select printer settings.

Next: Is used to move between open reports if you have more than one report open. If there is only one report open, the next button returns to the Report Selection utility.

(+ / - ) Zoom: To zoom the report view in or out.

Page Selection Tool: Used to navigate multi-page reports. The single arrows move 1 page up or down. The double arrows are use to go directly to the first or last report page.

Search Utility: You can search through a report preview for specific text or numbers.

·Hold down the [Ctrl] key and press the [F] key to open the search tool.

·Enter the text to search for.

·If the search finds the requested characters the report line containing the matched text is highlighted.

·Press the [F3] function key to continue searching for the same text or,

·Hold down the [Ctrl] key and press the [F] key to enter a new search.

NOTE: The search only finds the exact match. For example, if you are searching for "sales", the

© 2004 ... TEC America, Inc. Revision 1.0

136 Symphony User Manual

search will not find "sale". For a more global search, enter only a portion of the text to match.

Following the example above, entering "sal" will find all report lines with "sal" anywhere in the line.

NOTE 2: When a report has nothing to print, the message will auto-clear after 15 seconds. This

will help in situations where reports are scheduled to run automatically.

5.5

Report printing

Report printing

Default report printer

Reports are normally printed to the default printer as defined in Windows printer settings.

There are several ways to overcome this default behavior. In the report properties selection window you can select the Printer dialogue option. This will open the printer menu so you can select a printer when it is time to print the specified report. Available printers and options will be available through the printer dialogue window.

Setting a default printer for reports

Reports are normally printed to the default printer as defined in Windows printer settings. You can set a different printer to use with Symphony if you cannot redefine the default windows printer. You will need to make a few changes to the system settings. Edit the file in the LBOSS directory called LOCAL.INI. Search for the section called [System] and add an entry to define the default report printer to be used for reports.

[System]

MainReportPrinter="Printer name" (where Printer name is the name of the system printer

Symphony should use to print system reports).

Setting a different printer for specific reports

You may also set a different printer for any report by making an entry in the SERVER.INI under the section that contains the settings for the specific report. Each report has a section in the

SERVER.INI that shows the report name in square brackets.

[Report name]

PrinterName="Epson 556677" (where Epson 556677 is an example used to show what needs to be entered to define a specific printer. This is the name of the ).

Note : The name of the printer can be complete (Ex: "HP LaserJet 1200 Series PCL") or only the beginning of the name as long as there are enough characters to differenciate it from the other printers (ex: "HP LaserJet"). The case does not matter.

© 2004 ... TEC America, Inc. Revision 1.0

Report System 137

5.6

Printing Labels

Printing Labels

Generating Item or Shelf Labels

NOTE: The Label utility must be registered for use. Although Symphony ships with several

default label templates, your Authorized TEC America Dealer may have provided other label formats for your installation. ALSO: Items must be associated with a label type and set to "print" before they are selectable during the label printing process. For help on setting up the item to

be able to print labels, see the

"Item Label Setup" help page

, under the "Working with items"

Maintenance application help section.

The Label printing process follows the same general steps as printing other reports. From the

Report selection utility, select the type of labels to print, then click the "Preview" button.

This example shows the Report selection process for type "B" Labels.

Depending on how the label generating report is programmed, you will be prompted to choose a selection process to determine the labels to print. As with other Symphony reports, this panel varies depending on the way the report is programmed. In the example above, you can choose a single item, sub-department, vendor or category of items. If you do not specify values for these, the Report application will select all labels marked with the label type being produced.

The lower left of the panel also allows you to select either all the items, or only those that are modified. After choosing how the items are selected, press the "Preview" to see the label page on screen, or "Print" button to send the labels to the printer.

Selection prompt window

© 2004 ... TEC America, Inc. Revision 1.0

138 Symphony User Manual

In some cases, you may not want to print all items that need a label or you may need to print several labels for certain items. Certain label queries use a "selection box", allowing the user to determine which items, and the quantity to print.

This example shows the Label selection box.

NOTE: The item list is generated by the label's SQL code file; the sort order, and selection

method vary depending on how the SQL file is programmed. Please consult your Authorized

TEC America Dealer if you need to customize the sort process.

To use the selection box:

·Highlight an item on the left, then use arrows beside the quantity field to determine the quantity of labels to print for the selected item (or enter the quantity manually).

·Once the quantity is established, press the single red arrow pointing right to move that item to the selected (right) side of the selection box.

·You can also select (highlight) an item that has already been selected from the right panel and modify the quantity.

·To move ALL the items from the left side to the right side, press the double red arrow pointing right. You can then select each item on the right and enter the quantity.

·To remove items from the right "selected" panel, highlight the item to remove and press the single red arrow pointing left.

·To remove ALL items from the right "selected" panel, press the double red arrow pointing left.

·When the correct selection has been made press Ok to print the labels.

First Label Selection

To conserve label pages (ink jet and laser printers), the selection process also includes a step that requires you to determine which label to start printing from.

© 2004 ... TEC America, Inc. Revision 1.0

Report System 139

This example shows the Select First Label process for type "B" Labels.

If you have used several labels on one page, but have some unprinted labels left on that page, you can select the label position to start printing from. The First Label Selection panel displays the label page layout for the type of labels you are printing. This panel is based on the label template's page configuration set in the Form Manager, under the "File" menu,

"Label" option.

To select the label position to start printing from, count from the top left, going down the first column, as displayed by the numbering in the image above. To select the label to start printing from:

·Left click the correct position with the mouse, or

·Use the left, right, up and down arrow keys to locate the starting position and press the

[Enter] key.

The Report application will start printing labels from the position you have selected.

Other Label Printing Options

It is also possible to print labels from an item "batch", or from a receiving order. The options also depends on how your Authorized TEC America Dealer has configured your installation.

You should contact your Authorized TEC America Dealer if you have specialized label print options and require help.

Defining the label printer

© 2004 ... TEC America, Inc. Revision 1.0

Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement

Table of contents