Chapter 5. Creating your own reports. Sage Advanced Features 2016

Chapter 5. Creating your own reports

This chapter describes how you create your own reports with Sage HandiSoft programs.

You can use the Report Designer to create customised reports and forms. You are able to:

 Customise forms that you will send to third parties (such as cheques, receipts, deposit slips and statements).



Copy and then modify existing reports and forms (See “ Tutorial - beginners ” on page 53)



Create your own reports and forms (See the " Tutorial - intermediate " on page 56).

To get the most out of the Sage HandiSoft Report Writer, we recommend that you work through the Beginner and Intermediate Tutorials in that order.

Please note that there may be slight variations in the procedures covered in the tutorials for the different Sage HandiSoft programs. For more information, refer to the user manuals for the programs.

Some definitions

Tables

A table is a collection of records. A table is similar to the drawer of a filing cabinet that is filled with folders. The major table would be the Client Table.

Records

Within a filing cabinet drawer, you will find a number of folders. The folder is effectively the record within a table.

Example: Each client within the Client Table forms a record. Two records in the Sage

HandiSoft Client Table could be (a) Brown, William Joe and (b) Smith, Mary Sue.

Fields

Each record within a table contains a number of fields. In the above diagram, notice how each record has the same fields available to it; however the value of each field can vary from record to record.

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Chapter 5. Creating your own reports Advanced Features 2016

Components of a report

Before you can create a meaningful report, you must understand how a Sage HandiSoft report works and where each piece of information comes from.

A Sage HandiSoft report is made from the following components.

 Filter expression (optional)



Page setup



Report bands



Report cells



Report fields and report functions

Filter expression

A filter expression states the selection criteria that a record must meet if it is to be included in the report. A filter expression takes the form of:

 Field@Table = Value

When a Sage HandiSoft program produces a report, it will examine each record within a table and ensure that each record meets the criteria of the filter expression.

Example:

Our report is to contain information ONLY for the client reference code BROW0002. The filter expression we would use would be:

Ref@Clients=BROW0002

When the Sage HandiSoft program produces this report; it will evaluate every record in the

Clients Table as follows:

IF Ref@Clients=BROW0002, is true

THEN include this record in the report.

Page setup

Each report must be associated with a page setup. The page setup specifies the paper size and paper orientation on which the report will be printed. The page setup assigned to a report affects the amount of space that is available for the bands and cells of the report. Therefore, we recommend that the page setup be assigned to a new report before you begin to create report bands and cells.

Report bands

A report is broken down into a number of different sections called bands.

Each band within a report can be assigned a number of different settings and conditions. The details of each band are specified in the “Band Details” window.

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Components of a report

Figure 17: The "Band Details" window

Tip: For information on the "Band Details" window, press F1 to display the online help.

Report bands - example

Illustrated below is a Clients List Abbreviated report, as it would appear in the “Report Preview” window. The various bands of the report have been highlighted. Notice the middle section of the report relates to three different Bands.

In the Report Designer, this is how the Clients List Abbreviated appears. Notice the report cells that are contained within the various bands (for example, “TFN”).

Figure 18: The “Report Designer” window

Tip: For information on the "Report Designer” window, press F1 to display the online help.

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Chapter 5. Creating your own reports Advanced Features 2016

Report cells

Report cells are contained within report bands to add information into your report. If no report cells exist, then nothing will print out when the report is run. Bands form the report structure while cells form the report contents.

Each cell can be assigned a number of different settings and conditions. The details of each cell are specified in the “Cell Details” window.

Figure 19: The "Cell Details" window

A report cell may contain any of the following:



Text, which you have specified. All text must be in quotation marks (“ “). Any report headings would be specified in this manner.



Fields. For example Ref@Clients, this would print the client reference code for each record within the Clients table.

 An

Image. You can specify an image file for the image to appear in the report cell.



RTF (Rich Text Format) text. You can create and load formatted text to appear in the report cell.

Tip: For information on the "Cell Details" window, press F1 to display the online help.

Report fields and report functions

Report fields and functions are used to extract information from the Sage HandiSoft database to be included in your report.

Example:

Ref@Clients is a Sage HandiSoft FIELD

GetClientNotes(Ref@Clients) is a Sage HandiSoft FUNCTION

The report fields and functions available depend on the data table the report is able to access.

The report fields and functions that are available for you to use are all listed within the Sage

HandiSoft Report Designer. This information may be accessed from within the Report Designer as follows:



From the Help menu, click Sage HandiSoft and then Functions.



From the Help menu, click the Sage HandiSoft program name and then Functions.

 From the Help menu, click the Sage HandiSoft program name and then Fields.

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The RTF editor

The RTF editor

The “Cell Details” window has an inbuilt RTF (Rich Text Format) editor, which you can use to insert formatted text into reports. You can use the “Cell Details” window to generate the RTF text, or you can load RTF text created in another report or with another RTF editor such as

Microsoft Word.

Creating RFT text

1. In the “Report Designer”, open the “Cell Details” window to create a new cell or edit an existing one.

2. Under Cell Type, select RTF.

3. Under

Data Source, select Fixed Text.

4. In the text area, type in your text, as required. Use the toolbar above to select the font and to format the text.

Figure 20:The RTF text area

5. If you want to save your RTF text for use in another report cell, click and specify the location and file name for the saved text.

6. Click OK to close the “Cell Details” window.

Loading RTF text

You can load previously saved RTF text into a report cell. This text could have been generated with the “Cell Details” window RTF editor, or with another RTF editor like Microsoft Word.

1. In the “Report Designer”, open the “Cell Details” window to create a new cell or edit an existing one.

2. Under Cell Type, select RTF.

3. Under Data Source, select Fixed Text.

4. On the tool bar above the RTF text area, click .

5. Select the file with the RTF text and click Open.

The saved RTF text will appear in the RTF text area.

6. If necessary, edit the text.

7. Click OK to close the “Cell Details” window.

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Tutorial - beginners

The easiest way to create your own report is to alter an existing report so that it meets your firm’s requirements. The procedure is as follows:

1. Determine which of the existing reports is closest to the report that you wish to create.

2. Copy the existing report to a new report name.

3. Modify your newly named report to achieve the desired report.

4. Run the new report.

For this tutorial, you will modify the report “Clients List Abbreviated” so that TFN is displayed before the Client Reference. You will also increase the width of the Client Reference column.

The Clients List Abbreviated Report currently looks like this:

Copy the existing report

Now that you know the “Clients List Abbreviated” is the closest to the report you want to generate, you must copy the report to a new name. The procedure is as follows:

1. From the Reports menu, click Edit Reports to open the "Report Writer" window.

2. Click Find.

3. In the “Find Name” window, type "Clients List Abbreviated" and then click OK.

4. With the “Clients List Abbreviated” report highlighted, click Copy.

Figure 21: The “Copy Report/Form” window

5. Specify the name of your new report. Type "Tutorial - Clients List Abbreviated".

6. Click OK.

You should now be highlighting a report with the name “Tutorial - Clients List Abbreviated”.

Modify the new report

Once you have copied the existing report to a new name, you can modify the report to achieve the desired result.

1. You should be in the "Report Writer" window with the report “Tutorial - Clients List

Abbreviated” highlighted.

2. Click Design. The “Report Designer” window will open.

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Tutorial - beginners

Figure 22: The “Report Designer” window

3. Take a few minutes to look at the bands of your report.

Notice that the HeaderBand contains column headings, and the MasterBand contains fields.

If you are going to swap the Reference and TFN columns, you will need to also swap the corresponding columns in the Masterband.

4. First, you will switch the position of the “Reference” and “TFN” cells within the HeaderBand.

This is done as follows:

 Double-click the TFN cell. The “Cell Details” window will open. In the Alignment Style field, select a blank alignment style and then click OK.

The TFN cell will move to the left of the band and will partially obscure the "Reference" cell.

Tip: The Alignment Style was originally “Right Edge”. This forced the cell to be at the far right of band, and would prevent you from dragging the cell to a location that was not at the right of the band.



Position the mouse over the section of the “Reference” cell, which you can still see.

Left-click on the Reference cell. This will bring the Reference cell to the foreground, and will turn the cell green.

With the mouse positioned over the Reference cell, drag the cell into the correct position.

 Notice that there is a gap between the “TFN” and “Name” cells. Click on the "Name" cell and drag it to the left to eliminate this gap.

5. Now that you have switched the column headings around, it is time to switch the columns.

The detail of your columns is stored in the MasterBand. Switch the “Ref@Clients” with the

“TfnStr@Clients” cell. The procedure is the same as in Step 4 (above).

6. To check the appearance of the report, from the Report menu, click Execute.

Tip: Execute the report regularly. It is far easier to track down and resolve a mistake if you have made only a few changes.

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Chapter 5. Creating your own reports Advanced Features 2016

7. You want to widen the

Reference column. You will also need to shorten either the “Name” or the “TFN” cell. For this tutorial, you will shorten the "Name" column. We will need to adjust the size of both cells in both the Header Band and the MasterBand.

 To shorten the "Name" cell in the HeaderBand, click the “Name” cell. The cell will turn green. Position the mouse pointer over the right border of the cell. Hold down the left mouse button. The mouse pointer will change to a two-headed arrow

Once you have the two-headed arrow, keep holding down the left mouse button, and move the mouse to the left. The cell will begin to shrink. Reduce the cell by approximately the width of the mouse pointer and then release the mouse button.

 As a result of shortening the “Name” cell, a gap will exist between the “Name” and

“Reference” cells. Increase the size of the “Reference” cell and remove this gap.

8. You must now resize the “TfnStr@Clients” and “Ref@Clients” cells in the MasterBand.

You could use the same technique as above. However, to be sure that your column headings and your cells line up, you must specify precisely where the cells are to be displayed on your screen.

To resize the “Ref@Clients” field, simply:

 Double-click the “Reference” cell within the HeaderBand. The “Cell Details” window will open. Note the values in the

Left and Width position fields of this window. Click OK.

Double-click the “Ref@Clients” cell. The “Cell Details” window will open. In the Left and Width position fields, enter the figures, which you recently noted. Click OK.

Notice that the cell has altered its position.

 Use the above procedure to resize the “Name” / “TfnStr@Clients” cells.

9. To check the appearance of the report, from the Report menu, click Execute.

10. Remember to save the report as you exit from the Report Designer.

Running your report

The procedure to run your report is different for all Sage HandiSoft programs. Please refer to the manual for the program you are using.

Tutorial - intermediate

To gain an understanding of how reports work we recommend that you create your own report.

To get you started, this section will walk you step by step through the creation of a Client

Telephone List.

We strongly recommend that you plan a report before you begin to create it. This could save you considerable time later.

Plan the report

Sketch out how you want the report to appear. Make sure your sketch displays the placement of various report items, such as headings, page numbers, totals etc.

Note the areas of the report that are to be repeated record by record.

For this tutorial, we wish to create a report with a similar appearance to the following:

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When creating a report, it is important to consider the following:

 Portrait or Landscape



Information to appear at the TOP of each page.



Information to appear at the BOTTOM of each page.



Information to display on the LAST page ONLY.



Will a single record in the report take up multiple lines?



What totals will be required?

 Will the report use a filter expression?

 In what order is the report to be displayed?

Portrait or landscape

A landscape report can fit more details for each client across the page. However, the total number of clients that you can fit on a landscape page is less than the number you could fit on a portrait page.

For this tutorial, we will print the Client Telephone List in landscape.

Information to appear at the Top of each page

Each page of your report is to display a report name, page, date and column headings.

The date will be useful when new Client Telephone Lists are printed for your firm. Having a date on the report will let you determine which lists are out of date.

Information to appear at the BOTTOM of each page

At the bottom of each page of the report, we require a horizontal line.

Information to display on the LAST page ONLY

The last page will display the total number of clients included in the report, followed by a horizontal line.

Will a single record in the report take up multiple lines?

Your preference is to have each record taking up a single line in the report. However, you need to consider the number of characters that will be printed for each field. Is all of your information going to fit? If the information is too wide, you could:

 Reduce the amount of information included in the report; or

 Print the report in a landscape format; or

 Print two or more lines for each record.

What totals will be required?

Do you only require a total at the end of the report, or will a total be required at the end of each record?

For this tutorial, you will display the total number of clients on the last page of the report only.

No other totals will be required.

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Will the report use a filter expression?

The report will be printed:



For all clients; and

 By Partner (This is a field within the Client database). A filter expression will be used to achieve this.

In what order is the report to be displayed?

This report could be ordered either by Client Reference Code or by Surname. Which will be more useful to your firm? For this tutorial, you will order by Reference. If you wish to order by

Surname, you might like to create the report with your columns in a different order.

Set up the Report Designer

Before you can start work on a report, you must first define the report name and complete the initial settings for the Report Designer. Do the following:

1. From the Reports menu, click Edit reports to open the "Report Writer" window.

2. Click New.

3. Enter the following information:

Field Information to enter

Name

Type

Tutorial - Client Telephone Listing

Select the sub-menu from which the report is to be accessed. For example, in HandiTax you would select Client to access the report via the

Client sub-menu.

4. Click Save.

5. Click Design. The “Report Designer” window will open. You will use this window to create the report.

6. Before you start creating bands and cells, you must specify the page setup to be used when the report is printed. The paper size dictates if the report will print in portrait or landscape.

Do the following:

 From the

Report menu, click Edit. The "Report Details” window will open

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Figure 23: The "Report Details" window

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Tutorial - intermediate

 Enter the following information

Field Information to enter

Page Setup

Initialisation

Wide

Count = 0

Tip: You must enter this information to create and initialise the variable “Count”. This variable will be incremented every time the program prints a client in your report. At the end of the report, you will use this value to print the total number of clients.

 Click OK.

Create the report

You are now ready to create the bands and cells for the report. Work through the following sections in order:

1. Create the Header Band.

2. Add the date of printing.

3. Add the report title.

4. Adding column headings.

5. Create the MasterBand

6. Add cells to the MasterBand

7. Create the PageFooterBand

8. Add cells to the PageFooterBand

9. Create the GrandTotalBand

10. Add cells to the GrandTotalBand

Create the Header Band

Generally, the first Band displayed by a report will be the Header Band. Information within this band will print at the top of each page of the report. From your initial planning, you will see that you require the following items to appear at the top of each page:



Report name

 Date

 Page number

 Column headings

To create the HeaderBand:

1. From the Band menu, click New. The “Band Details” window will open.

2. Enter the following information in the "Band Details" window.

Field Name Complete with

Name

Parent

Height

HeaderBand

Reporter

All bands must have a parent. 'Reporter' is the top level.

0.

The Height of the band will be determined by the cell contents.

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Field Name

Type

Force Break

Immediate

Page Number Width

Show Total Pages

Complete with

Header

This band will appear at the top of each page in the report.

Cleared.

There is no need to force a page break before this band because it is the first band in the report.

Selected.

The band will be displayed immediately. If this check box is cleared, the band will only be displayed after the first page.

300.

The page number will be displayed in a 3 cm wide cell.

Selected.

The page number display will include the total number of pages in the report.

3. Leave the remaining fields blank

4. Click OK

Add the date of printing

See your original plans for the report. You want to display the date of printing above the page numbers. To create this cell:

1. Click in the HeaderBand. The border around the band will turn red, indicating that the band has been selected.

2. From the Cell menu, click New. The “Cell Details” window will open.

3. Enter the following information:

Field Data to enter

Cell Type Text

Cell Position: Width Left = 0

Top = 0

Width = 500

Height = 30

Cell Value

Justification Style

FullDate(Today)

Tip: To locate the correct syntax to use, from the

Help menu, point to HandiSoft, and then click

Functions.

LeftJustify

4. Click

OK.

Add the report’s title

Tip: For information to display for a particular band, that band must contain cells. Before you can add cells into a band, you must select the relevant band.

To add the title to your report:

1. Click in the HeaderBand. The border around the band will turn red, indicating that the band has been selected.

2. From the Cell menu, click New. The “Cell Details” window will open.

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Tutorial - intermediate

3. Enter the following information:

Field Information to enter

Cell Type

Cell Position

Cell Value

Font

Text

Left = 0

Top = 40

Width = 1696

Height = 30

“Tutorial – Client Telephone Listing”

Tip: Be sure to enter the quotation marks.

Any text that you want to display must be enclosed in quotation marks.

Body Text

Bold = selected

4. Click OK.

Add column headings

Cells need to be created for each of your column headings. To create the column heading

“Reference”:

1. Click in the HeaderBand. The border around the band will turn red, indicating that the band has been selected.

2. From the

Cell menu, click New. The “Cell Details” window will open.

3. Enter the following information:

Field Information to enter

Cell Type

Cell Position

Cell Value

Justification Style

Border Style

Text

Left = 0

Top = 100

Width = 300

Height = 30

“Reference”

LeftJustify

Horizontal lines

4. Click OK.

5. Repeat the above procedure for the following column headings. While you can manually

resize each cell (see “ Tutorial - beginners ” on page 53), we have made your job easier by

providing specific sizes for each cell.

These are:

Column heading

“Reference”

“Client Name”

“Casual Name”

“Business”

“Fax”

“Mobile”

Left

0

265

1265

1665

1965

2265

Top Width Height

100

100

100

100

100

100

300 30

1000 30

400

300

30

30

300

300

30

30

6. Execute the report regularly to ensure that no errors have been made.

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Create the Master Band

The Master Band will create the detail of your report. The Band will need to be executed for each record in the Client Database. Because of this, the Band will be established as a

Looping

Band. For each Client, the following information is to appear in our report:



Client reference

 Client name

 Casual Name

 Business Number

 Fax Number

 Mobile Phone Number

The first three items are database fields, while the remaining three are functions.

To create the Master Band:

1. As you do not want the MasterBand to be a child of the HeaderBand, click a space in the

"Report Designer" window that is not inside any band.

2. On the “Database Toolbar” window, under Bands, double-click on Clients. This will create a new band.

62

Figure 24: The "Database Toolbar" window

Tip: If necessary, from the View menu, click Database Toolbar to display the “Database

Toolbar” window.

3. Click on the newly created band so that it turns red. From the Band menu, click Edit. The

"Band Details" window will open.

Tip: The Parent field should state “Reporter”. If it does not, step 1 has not been correctly performed.

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4. Enter the following information:

Field Information to enter

Name

Height

Type

Looping List

Looping Conditions – field 1

MasterBand

0

Looping

The band will execute for every record in the table selected in the Looping List field. In this example, it is the 'Clients' table.

Clients

The band will loop through every record in the

'Clients' table.

Leave blank.

The 'while' loop will not have any additional conditions.

Looping Conditions – field 2

Leave blank.

There is no expression to satisfy in order to start the loop.

Band Code – field 1 Leave blank.

There is no pre-band code to execute.

Band Code – field 2 #ClientExpression

Tip: Insert #ClientExpression here to only print the client record if client passes the Filter Expression, which the user specifies prior to generating the report.

Band Code – field 3 Leave blank.

There is no post-band code to execute.

Cell Code – field 1

Leave blank.

There is no code to execute before the cells are processed.

Cell Code – field 2 Count = Count + 1

This code is executed after the cells in each band iteration are processed. The 'Count' variable keeps track of the number of band iterations so that the total number can be inserted at the end of the report.

5. Click OK.

Tutorial - intermediate

Add cells to the Master Band

You must add six cells into the MasterBand.

Three of the cells have a field as the Cell Value, so you can use the “Database Toolbar" window to insert them.

1. Click on the MasterBand so that it turns red.

2. On the “Database Toolbar”, with

Clients highlighted under Bands, under Cells, doubleclick Ref. This will automatically create a cell with a Cell Value, Ref@Clients.

3. Create another two cells by repeating the previous step and double-clicking the following values on the “Database Toolbar” window, under Cells.

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Cells

NameStr

Casual

Cell Value

NameStr@Clients

Casual@Clients

4. Edit the new cells as follows:

Tip: After creating each cell, execute the report to ensure no errors have been made.

 Cell Type – No amounts are being printed in this report. Consequently, create each cell with a cell type of 'Text'.



Cell Position – While you can manually resize each cell (see “ Tutorial - beginners ” on

page 53), we have made your job easier by providing specific sizes for each cell.

These are:

Cell

Client reference

Client name

Casual name

Left Top Width Height

0 0

265 0

1265 0

265

1000

400

30

30

30



Wrapping – select this setting for every cell. The result is that, if the cell information does not fit within the dimensions of the cell, that information will carry down to the next line.

5. The remaining three cells have a function as the Cell Value. Create them by right-clicking in the MasterBand and clicking

New Cell. Enter the following values for each cell on the “Cell

Details” window.

Cell Value Cell

Type

Left Top Width Height

GetPhoneNumber(Ref@Clients, “B”) Text 1665 0

GetPhoneNumber(Ref@Clients, “F”) Text 1965 0

GetPhoneNumber(Ref@Clients, “M”) Text 2265 0

300

300

300

30

30

30

Create the page Footer Band

At the bottom of each page, you require a horizontal line. This footer band must have the

MasterBand as its Parent Band; otherwise, the horizontal line will appear only on the last page of your report.

The reason for this is that when the report is executed, the Sage HandiSoft program will find the

Looping Band and will keep looping through the Clients Table until all relevant records have printed in the report. The entire Clients Table will be looped before the Footer Band is executed. If your Footer Band is created with the MasterBand as its parent, each time the Sage

HandiSoft program loops through the Clients Table, it will execute both the MasterBand and the

FooterBand.

To create the Footer Band

1. As the FooterBand must be a child of the MasterBand, click a space within the MasterBand.

2. From the Band menu, click New. The "Band Details" window will open.

Tip: The Parent field should state “MasterBand”. If it does not, step 1 has not been correctly performed.

3. Enter the following information:

Field Information to enter

Name

Height

Type

PageFooterBand

0

Footer

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4. Click

OK.

Tutorial - intermediate

Add cells to the PageFooterBand

A single cell is to be added to your PageFooterBand. This cell will take up the full width of the page and will contain a single horizontal line.

To create the cell

1. Click in the PageFooterBand. The border around the band will turn red, indicating that the band has been selected.

2. From the Cell menu, click New. The “Cell Details” window will open.

3. Enter the following information:

Field Information to enter

Cell Type Basic

Cell Position: Width Left = 0

Top = 0

Width = 2565

Height = 30

Border Style BottomLine

4. If required, use the mouse to manually adjust the position of the cell.

5. Click

OK.

Create the Grand Total Band

Finally, the last page of your report is to display the total number of clients included in the report. You must create a new band, the GrandTotalBand, with the following details:

Field Information to enter

Name

Parent

Height

Type

GrandTotalBand

Reporter

Note: The parent must be Reporter and not

ReportBand so that the total is not displayed with the master band information.

Tip: For the Reporter to be the Parent band, before creating the band, you must click a section of the report that is outside all bands.

0

Normal

Add cells to the GrandTotalBand

Two cells must be added to the GrandTotalBand:

1. Horizontal Line. Enter the following information into the “Cell Details” window.

Field Information to enter

Cell Type Basic

Cell Position: Width Left = 0

Top = 0

Width = 2565

Height = 30

Border Style BottomLine

2. Number of Clients. Enter the following information into the “Cell Details” window.

Field Information to enter

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Cell Type

Cell Value

Text

Cell Position: Width Left = 0

Top = 30

Width = 600

Height = 30

"Client Count: " + Count

Tip: You established and initialised the “Count”

variable in “ Set up the Report Designer ” on page 58.

Changing fonts and page set-ups

Using font styles in reports

To adjust the fonts used by various reports, edit the report as follows:

1. From the Reports menu, click Edit Reports.

2. Highlight the report to modify and click Design.

3. Double-click in the cell to be modified.

4. In the "Cell Details" window, under Font, select the required font style.

5. Click OK and then, from the Report menu, click Exit.

Standard reports cannot be modified. However, you can copy the report to a new name and then edit the newly created report. This is done as follows:

6. From the Reports menu, click Edit Reports.

7. Highlight the report layout to copy.

8. Click

Copy.

9. Specify the new report name.

10. Click OK.

11. Modify the new report as required.

Linking a page setup to a report

If you create your own page setup, you will need to attach it to the required reports. This is achieved as follows.

1. From the Reports menu, click Edit Reports.

2. Highlight the report to modify.

3. Click Design.

4. In the "Report Designer" window, from the Report menu, click Edit.

5. Modify the page setup as required.

6. Click OK.

7. From the Report menu, click Exit.

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