Copyright: ©The Sage Group plc


Welcome to the Report Designer

Welcome to the Report Designer. The Report Designer is a powerful and flexible tool that lets you create all the reports and stationery layouts that your business needs.

The Report Designer provides you with a Report Wizard to help you create your reports quickly and easily. You can also use the Report Designer to make changes to the reports supplied with your Sage program.

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Using the Report Designer

Important Help System Information

The Report Designer Main Desktop


Using the Report Designer

The kind of reports and stationery layouts you can create depends on the Sage program you are using. For information about what you can create using the Report Designer, click on a program name below.

Sage Line 100

Sage Line 50

Sage Instant Accounts Plus

Sage Payroll

Sage Job Costing

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Important Help System Information

The Report Designer Main Desktop


Sage Line 50 Report Designer

Using the Report Designer in Sage Line 50 you can create:

Reports

Stationery Layouts

Letters

Labels

The principles of creating these documents are the same, so once you get used to creating one type of document, you can create them all.

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Sage Line 100

Sage Instant Accounts Plus

Sage Payroll

Sage Job Costing


You can create up to sixteen different types of reports. Once you have specified the information you want to appear on your report, you can then sort and filter this information as required. You can also insert graphic objects, such as rectangles and lines on your reports.

You can create reports for:

Customers

Suppliers

Bank accounts

Nominal accounts

Management

Chart of accounts

Fixed Assets

Sales and purchase contacts

Sales,purchases and company delivery details

Transitional profit and loss

Sales and purchase orders (Financial Controller)

Products (Financial Controller, Accountant Plus)

Product explosion (Financial Controller and Accountant Plus)

Invoices (Financial Controller and Accountant Plus)

Sales orders (Financial Controller)

Purchase orders (Financial Controller)


Stationery layouts are designed to be printed onto your everyday stationery, such as 3-part invoice paper. When you create stationery layouts you can view special layout template files to give you a background image of the Sage stationery that they will be printed on. This ensures that your data is printed in the right boxes on the stationery. Unlike reports, you cannot include graphic objects, such as rectangles and lines on your stationery layouts.

You can create stationery layouts for:

Statements

Remittances/cheques

Product invoices (Financial Controller and Accountant Plus)

Service invoices (Financial Controller and Accountant Plus)

Sales orders (Financial Controller)

Purchase orders (Financial Controller)

Delivery notes (Financial Controller)


You can use the Sage Line 50 Report Designer to create your standard customer and supplier letters. You can include data from your customer or supplier records in the letters.


Labels can be created for customers, suppliers, sales orders, purchase orders, invoices and stock. As with reports, you can insert lines and boxes onto your labels. When you create labels a Labels tab is added to the normal Page Setup window to allow you choose the specific type of label stationery you want to use.


Sage Instant Accounts Plus Report Designer

You can use the Sage Instant Accounts Plus Report Designer to create:

Reports

Stationery Layouts

Letters

Labels

The principles of creating these documents are the same, so once you get used to creating one type of document, you can create them all.

 Related Topics


Sage Line 100

Sage Line 50

Sage Payroll

Sage Job Costing


You can create up to eight different types of reports. Once you have specified the information you want to appear on your report, you can then sort and filter this information as required. You can also insert graphic objects, such as rectangles and lines on your reports.

You can create reports for:

Customers

Suppliers

Bank accounts

Nominal accounts

Management

Chart of accounts

Products

Invoices


Stationery layouts are designed to be printed onto your everyday stationery, such as 3-part invoice paper. When you create stationery layouts you can view special layout template files to give you a background image of the Sage stationery that they will be printed on. This will help to ensure that your data is printed in the right boxes on the stationery. Unlike reports, you cannot include graphic objects, such as rectangles and lines on your stationery layouts.

You can create stationery layouts for:

Statements

Remittances

Invoices


You can use the Sage Instant Accounts Report Designer to create your standard customer and supplier letters. You can include data from your customer or supplier records in the letters.


Labels can be created for customers and suppliers. As with reports, you can insert lines and boxes onto your labels. When you create labels a Labels tab is added to the normal Page Setup window to allow you choose the specific type of label stationery you want to use.


Sage Payroll Report Designer

Use can use the Sage Payroll Report Designer to create:

Reports

Stationery Layouts

The principles of creating these documents are the same, so once you get used to creating one type of document, you can create them all.

 Related Topics


Sage Line 100

Sage Line 50

Sage Instant Accounts Plus

Sage Job Costing


You can create six types of reports using the Sage Payroll Report Designer. Once you have specified the information you want to appear on your report, you can then sort and filter this information as required. You can also insert graphic objects, such as rectangles and lines.

You can create reports for:

Employees

Companies

Pre-updates

Year end

Absence

Cars and fuel


Stationery layouts are designed to be printed onto your everyday stationery. You can create stationery layouts for payslips and cheques. Unlike reports, you cannot include graphic objects, such as rectangles and lines on stationery layouts.


Sage Job Costing Report Designer

You can use the Sage Job Costing Report Designer to create:

Reports

Stationery Layouts

The principles of creating these documents are the same, so once you get used to creating one type of document, you can create them all.

 Related Topics


Sage Line 100

Sage Line 50

Sage Instant Accounts Plus

Sage Payroll


You can create 17 different types of reports using the Sage Job Costing Report Designer. Once you have specified the information you want to appear on your report, you can then sort and filter this information as required. You can also insert graphic objects, such as rectangles and lines.

You can create reports for:

Cost transactions

Nested cost transactions

Bill transactions

Notes

Job analysis types

Timesheets

Employee rates

Miscellaneous analysis

Job classifications

Cost codes

Pay rates

Charge rates

Job milestones

Cost analysis

Job analysis

Management analysis

Revenue summaries


Stationery layouts are designed to be printed onto your everyday stationery. You can create stationery layouts for invoices and worksheets. Unlike reports, you cannot insert graphic objects, such as rectangles and lines onto stationery layouts.


Sage Line 100 Report Designer

You can use the Sage Line 100 Report Designer to create:

Reports

Stationery Layouts

The principles of creating these documents are the same, so once you get used to creating one type of document, you can create them all.

 Related Topics


Sage Line 50

Sage Instant Accounts Plus

Sage Payroll

Sage Job Costing


There are currently over 52 report types, grouped into five report categories in Sage Line 100. You can also create layouts for any of these report types and once you have specified the information you want to appear on your report, you can then sort and filter this information as required. You can also insert graphic objects, such as rectangles and lines on your reports.

 The five report categories are as follows:

Cashbook

General (Discrepancy Reports, Transaction Audit File and VAT Reports)

Nominal

Purchase

Sales


Stationery layouts are designed to be printed onto your everyday stationery. When you create stationery layouts you can view special layout template files to give you a background image of the Sage stationery that they will be printed on. This will help to ensure that your data is printed in the right boxes on the stationery. Unlike reports, you cannot include graphic objects, such as rectangles and lines on your stationery layouts.

You can create stationery layouts for:

Cheque and Remittance

Statement and Advice

EC Sales List

Sales Ledger Free Text Invoice Layout


Important Help System Information

This help system describes how to use the Report Designer to create reports and stationery layouts. For information about the accessing and printing the reports and stationery supplied with your Sage program, see your Sage program’s help system.

Depending on the Sage program you are using you can create up to four different types of documents using the Report Designer. These are reports, stationery layouts, letters and labels. The principles for creating these documents are the same. For this reason, instead of repeating the information for all the different document types, the help system refers only to creating and using reports. However, the information provided can be used for the other types of documents. For example, adding text to reports is exactly the same as adding text to stationery layouts, letters and labels.

For information about how to use this help system, see the Using Help topic in your main Sage program’s help system.

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Glossary

Using the Report Designer

The Report Designer Main Desktop


Introduction to the Browser

The Sage Line 50 and Instant Accounts Plus Report Designer has a Browser that lists all of your existing reports and stationery layouts. The Browser is accessed by clicking the Reports option on the Sage Line 50 or Instant  Accounts Plus main toolbar. The Browser lists all of your documents in separate folders. Each type of document is organised into a separate folder, with sub-folders as appropriate.

In addition there is a Favourites folder that contains any reports that you use often and want to access easily. You can also access the reports in the Favourites folder from the Favourites menu on the main Sage Line 50 or Instant Accounts Plus desktop.

The options on the Browser toolbar provide the following functions:

New, Open, Delete, Print, Preview, File and Criteria.

You can also choose to permanently hide the Browser to create more screen space when working with a report.

Alternatively you can hide the Browser automatically every time you open a report. This is the Browser’s default setting.

Use the [F12] key to hide or restore the Browser.

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To Permanently Hide the Browser

To Hide the Browser When You Open a Report

Set Criteria in the Browser

The Favourites List


Activates the Report Wizard so you can create a new report.


Opens the selected report. If no reports are selected, the File Open window appears for you to select a report.


Deletes the selected report.


Prints the selected report.


Previews the selected report in the Report Designer.


Allows you to save the selected report to a file, so that the data can be used in other programs.


Opens the Criteria window, so you can specify the types of documents you want to appear in the Browser.


To Permanently Hide the Browser

1.	From the View menu, choose Toolbars.

The Toolbars window appears.

2.	Clear the Enable report browser check box.

A tick in the check box, indicates that the Browser will be displayed.

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Introduction to the Browser

To Hide the Browser When You Open a Report

To Select a Report

Set Criteria in the Browser


To Hide the Browser When You Open a Report

1.	From the View menu, choose Toolbars.

The Toolbars window appears.

2.	Select the Hide browser on the report open check box.

A tick indicates that the Browser will automatically hide when a report is opened.

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Introduction to the Browser

To Permanently Hide the Browser

To Select a Report

Set Criteria in the Browser


To Select a Report

1.	Select a Sage program from the list of registered programs.

The Browser displays all document types available for the selected program.

2.	Select the + symbol next to the document type that you want to use.

The view in the Browser expands to show all the documents of the selected type.

3.	Select the report, stationery layout, label or letter you require from the list.

The selected document appears.

 Related Topics


Introduction to the Browser

Set Criteria in the Browser

The Favourites List


Setting Criteria in the Browser

You can set criteria to determine the document types that will be displayed in the Browser. For example, if you only use report and letters you can tailor the Browser to display only report and letter, making it easier for you to find the reports you need.

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To Set Criteria

Introduction to the Browser

To Select a Report


To Set Criteria in the Browser

1.	From the Report Designer Browser toolbar, click the Criteria option.

The Criteria window is displayed.

2.	Select the check boxes to specify the options that you want to include in the Browser.

A tick in the check box indicates that an option will be included.

 Related Topics


Setting Criteria in the Browser

Introduction to the Browser

To Select a Report


Registering a Program
Registering a Sage Program

In order to use the Report Designer with specific Sage programs, the program must be "registered" with the Report Designer. This is done automatically when your Sage program is installed, but there may be times when you need to amend or add new registration details. For example if you link Sage Payroll to your existing Sage Line 50 program, you can register Sage Payroll with the Report Designer so you can print off your Payroll and Line 50 reports.

To display the Register window, select the Register option from the File menu. This window lets you add, modify, or delete registration details for a program.

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Introduction to the Browser

Set Criteria in the Browser

To Select a Report

The Favourites List


To Register a New Program

1.	From the Report Designer Browser’s File menu, choose Register.

The Register window appears displaying the Products tab. This shows all of the Sage programs that are already registered with the Report Designer.

2.	Click Add.

The Register window appears displaying the Properties tab.

3.	Enter the following details:

Name, Directory, Type, Default data

4.	To accept these new settings, click OK.

5.	To return to the Browser, click Close.

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Registering a Program

To Modify the Registration Details for a Program

To Delete a Registered Program


Enter (or edit) the name of the program. For example, Sage Line 50.


Enter (or edit) the full path of the directory where the program is installed. For example, C:\ACCOUNTS.


Enter (or edit) the type of program from the drop-down list.


The full path of the directory where the program’s default data is held. For example, C:\ACCOUNTS\ACCDATA.


To Modify Registration Details for an Program
To Modify Registration Details for a Program

1.	From the Report Designer Browser’s File menu, choose Register.

The Register window appears displaying the Products tab. This shows all of the Sage programs that are already registered with the Report Designer.

2.	Select the program from the list.

3.	Click Modify.

4.	Make changes to any of the following details:

Name, Directory, Type, Default data

5.	To accept these new settings, click OK.

7.	To return to the Browser, click Close.

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Registering a Program

To Register a New Program

To Delete a Registered Program


To Delete a Registered Program

Note: This will prevent Report Designer from working with the program. Use With Care! If you do accidentally delete the program from the list, use the Register a New Program procedure to re-register the program.

1.	From the Report Designer Browser’s File menu, choose Register.

The Register window appears displaying the Products tab. This shows all of the Sage programs that are already registered with the Report Designer.

3.	Select the program from the list.

4.	Click Delete.

The name of the application will be removed from the application list.

5.	Click Close to return to the Browser.

 Related Topics


Registering a Program

To Register a New Program

To Modify The Registration Details for a Program


Change Company

If you are using a multi-company version of your program, and have defined several companies in your program, you can select the company the Report Designer will use.

By default, the Report Designer uses the first defined company.

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To Change Company

Introduction to the Browser

Register a Program


To Change Company
To Change Your Company

1.	From the Report Designer Browser’s File menu, choose Change Company.

The Logon window appears.

2.	Enter the number of the company you want to use.

3.	The path for the selected company’s data is displayed. If necessary, you can change this path.

4.	Click OK.

Your newly selected company’s information will now be used in your reports.

Note: You can use the demonstration data supplied with the program. To use the demonstration data, select the Use demodata check box in the Logon window. This will use the demonstration data, regardless of the company you select.

 Related Topics


Change Company

Introduction to the Browser

Register a Program


The Favourites List

If there are particular report you use often, you can add these reports to a list of favourites. This will make it easier for you to locate those reports in the future. All your favourites are kept in one place, regardless of whether they are reports, stationery layouts, letters or labels.

To view the favourites list, select the + symbol next to the Favourites folder. This will expand to display the report(s) that you have selected as your most commonly used reports.

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To Add a Report to the Favourites List

Introduction to The Browser

To Select a Report


To Add a Report to the Favourites List

1.	Select the report you require in the Browser.

2.	Click with your right-mouse button on the report.

A pop-up menu appears.

3.	Select the Add To Favourites option from the pop-up menu.

This name will appear on the list of favourites. The report still exists in its original position in the Browser.

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The Favourites List Overview

The Browser

To Select a Report


To Rename a Favourite Report

1.	From the Report Designer’s Favourites folder, right-click on the report you want to rename

A pop-up menu appears.

2.	From the pop-up menu, choose Rename.

The Rename Favourite window appears.

3.	In the Favourite box, enter the new name for the selected report.

4.	To save your changes, click OK.

 Related Topics


Introduction to the Browser

Register a Program

To Select a Report

Set Criteria in the Browser

The Favourites List Overview


The Report Designer Desktop
The Report Designer Main Desktop

When you open or edit reports, the Report Designer main desktop window appears. The desktop consists of seven menus, a main toolbar, an object toolbar, a text toolbar, the report layout and a status bar.

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The Status bar at the foot of the Report Designer window shows whether you are in Design or Preview mode. Click the Preview tab to print your report to the screen, or click the Design tab to edit your report layout.

You can hide the status bar at any time. To do this, from the View menu, choose Toolbars. Clear the Status bar check box, then click OK.


The layout of your report is divided into sections. By default, the report consists of the following sections:

Page header that usually contains the title of your report and the titles of any columns on your report. You can specify whether the page header prints at the beginning of each page of the report, or just on the first page of the report.

Details that contain the body of your report.

Page footer that usually contains your report totals. You can specify whether the page footer section is printed at the end of every page or just at the end of the report.

You can create more sections than this in your report, and you can change the default settings if necessary. For full details about how to do this, see Sections.


Report Designer Main Desktop Menus

Edit Menu


Report Designer Main Desktop Menus

The Report Designer main desktop has seven menus. Click on a menu below to find out about the options available in the menu.

File menu

Edit menu

View menu

Format menu

Tools menu

Window menu

Help menu

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The Desktop


The File Menu

The File menu provides you with the options to create, open and save your reports. You can also set up your printer details and page setup.

New

Open

Close

Save

Save As

Send to E-mail Recipient

Page Setup

Print Setup

Print

Print Preview

List of Previously Opened Files

Exit

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Use this option to create a new report.


Use this option to open an existing report.


Use this option to close a report. If you have made any changes to your report, which you have not yet saved, you are prompted to save it.


Use this option to save your report information.


Use this option if you have modified an existing report and want to save it with a new file name. If you edit a fixed report, you must save your changes with a new file name.


Use this option to e-mail your report.


Use this option to change the page settings for your report, e.g. margins and size.


Use this option to select the printer you want to use to print your report.


Use this option to print your report.


Use this option to preview your report.


The File menu on the Report Designer menu bar lists the last four reports you opened or saved. To quickly open one of these reports, from the File menu, select the report you require from the list.


Use this option to close the Report Designer.


The Desktop

The Edit Menu

The View Menu

The Format Menu

The Tools Menu

The Window Menu

The Help Menu


The Edit Menu

Use the Edit menu to make creating your reports easier. You can undo and redo actions, copy section of your reports and edit objects.

Undo

Redo

Cut

Copy

Paste

Clear

Select All

Send to Back

Send to Front

Properties

 Related Topics


The Report Designer allows you to undo any mistakes that you make because it keeps a record of everything that you do. This useful feature also means that you can see how things look, and if you do not like the result, simply undo the actions.


Use the Redo option to undo an undo.


Use this option to remove selected text and variable objects from the report layout and store them in the Report Designer’s clipboard. You can then paste these objects back into any report. Pressing CTRL+X also cuts an object.


Use this option to copy selected text and variable objects to the Report Designer’s clipboard. The objects are not removed from the report layout. You can then paste these objects into any report. Pressing CTRL+C also copies an object.


Use this option to paste whatever is currently held in the Report Designer’s clipboard into any report. Pressing CTRL+V also pastes an object.


Use this option to delete selected objects from the report layout. Nothing is copied to the clipboard but you can use the Undo option to recover the object if required. Pressing the DELETE key also clears selected objects.


Use this option to select all the objects on the report (i.e. all variables, text objects and graphics). You can then move all the objects together by using either the arrow keys or the left mouse button.


If variable or graphic objects are stacked on top of each other in your report, you can use this option to send the selected object to the bottom of the pile.


If variable or graphic objects are stacked on top of each other in your report, you can use this option to place the selected object on the top of the pile.


Use this option to change the properties of the selected object. For more information see Changing Object Properties.


The Desktop

The File Menu

The View Menu

The Format Menu

The Tools Menu

The Window Menu

The Help Menu


The Format Menu

Use the options on the Format menu to control the appearance and selection of the data on your report.

Groups

Sorts

Filter

Criteria

Page

Sections

Styles

Alignment

 Related Topics


The Desktop

The File Menu

The Edit Menu

The View Menu

The Tools Menu

The Window Menu

The Help Menu


Use this option to list all items relating to one variable together. For example, you could set up your report to show together all the items for one sales account reference. Or you could list together all transactions with the same date. For more information see Grouping Information.


Use this option to determine the order that the variables are sorted on a report. For example, you could set up the sort for the Date variable, so that the items on your report print in chronological order rather than the order in which the transactions were entered in your program. For more information see Sorting Information.


Use this option to be more selective about the records or transactions you want to include in your report. This is similar to criteria except that the selection is saved with the report. For more information see Filters.


Use this option to restrict the information that appears on your report. For more information see Criteria.


Use this option to select whether you want to include records without any relevant date on your report. You can also select whether to include page breaks on your report.


When you create a report, the Report Designer automatically divides it into sections. Use this option to change the properties of each section, and add new sections. For more information see Sections.


The Report Designer includes several styles that you can use straight away. Use this option to edit an existing style or create a new one. For more information see Using Styles.


Use this option to align or resize several objects at once.


The View Menu

Use the options on the View menu to control the appearance of your desktop and your reports.

Report Design

Print Preview

Toolbars

Browser

Margins

Zoom

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The Desktop

The File Menu

The Edit Menu

The Format Menu

The Tools Menu

The Window Menu

The Help Menu

Toolbars

Zoom


Use this option to work with your report in Design mode. This means that you can control the look of your report, by adding variables, fixed text and graphic objects if required.


Use this option to display your report on screen to see exactly how the printed report will look once it is printed. When you preview your report, instead of the variable appearing, the data it represents appears.


Use this option to view the margins of your page layout when you preview your report.


You can display, hide or move each of the four Report Designer toolbars. Use this option to choose which of them to display or hide (see Toolbars). From here you can also choose whether to display the Report Browser alongside your open reports.


You can display the Report Designer Browser alongside your open reports. Simply choose the Browser option from the View menu and the Browser will be enabled at all times. If the facility is enabled a tick will appear next to the Browser option in the view menu. Choose the Browser option again to toggle the Browser on or off.


Use the Zoom option to "zoom in" to get a close-up view of your report or "zoom out" to see more of the page at a reduced size. This is not the same as changing the size of the window, but has a similar effect.


Zoom Options
Zoom

You can use the Zoom option to "zoom in" to get a close-up view of your report or "zoom out" to see more of the page at a reduced size. This is not the same as changing the size of the document window but it has a similar effect.

 Related Topics


To Zoom In and Out

The Desktop

To Set Your General Options


To Zoom In and Out

1.	From the View menu, choose Zoom. (Alternatively select the percentage drop-down list from the toolbar. As a default this is set to 100%, but you can select or type in a different value.)

The Zoom window appears.

2.	To change the view, select the option button of the view required.

50% to 200%, Page width, Full page, Percentage

3.	To accept your zoom selection, click OK.

 Related Topics


Zoom

The Desktop

To Set Your General Options


These options refer to the size of the report as a percentage of actual size, where 100% is actual size. Most computer monitors do not show true actual size. The view is always larger, but the ruler, however, does show the correct measurements, i.e. at 100% the ruler shows that A4 is 21cm wide (which is correct) but the actual width on the screen will be about 31cm.


This makes sure that the full width of the page is shown on your screen and adjusts the zoom percentage accordingly.


This makes sure that the full page is shown on your screen and adjusts the zoom percentage accordingly.


To change the view between the percentage jumps shown, increase or decrease the % using the up and down arrows.


The Tools Menu

Use the options on the Tools menu to set up the general options for your report. You can set up defaults for measurement values, printer fonts, and date and time settings. You can also print the list of variables and their descriptions if you require.

Options

Variable List

 Related Topics


The Desktop

The File Menu

The Edit Menu

The View Menu

The Format Menu

The Window Menu

The Help Menu


Use this option to set the general properties for your document, such as grid settings, printer fonts, numeric defaults, and date and time settings.


Variable objects are codes that represent types of program data. When you print your report, instead of the variable appearing in the final report, the data it represents is printed. Select this option to view or print the list of variables and their descriptions that are available for your report, at any time.


The Window Menu

Use the Window menu options to arrange the open windows on your desktop.

Cascade

Tile

Arrange Icons

All Open Report Windows

 Related Topics


The Desktop

The File Menu

The Edit Menu

The View Menu

The Format Menu

The Tools Menu

The Help Menu


Displays the title bar for each window and overlaps the windows on your desktop.


Reduces the size of the open windows and places them next to each other on your desktop.


If you have reduced windows to icons, use this option to tidy the icons spread around your desktop.


A list of all report windows currently open appears at the bottom of the Window menu.


The Help Menu

Use the Help menu to provide you with additional assistance when you are using the Report Designer.

Report Designer Contents

Report Information

About Report Designer

 Related Topics


Select this option to display the Report Designer’s on-line help system.


This option summarises all the information on your report. You need this information if you need to contact Customer Support.


Shows information about your program and your hardware.


The Desktop

The File Menu

The Edit Menu

The View Menu

The Format Menu

The Tools Menu

The Window Menu


The Main Toolbar

For information about the options available from the Main toolbar, click on an option on the image below.

Use the scroll-bar at the bottom of the help window to view all of the toolbar.

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Toolbars Overview


Activates the Report Wizard so you can create a new report.


Opens an existing report.


Saves any changes to the report.


Prints your report.


Removes the selected object from the report and places it in the clipboard for pasting later.


Copies the selected object to the clipboard so that it can be pasted into a report.


Pastes any objects in the clipboard onto the report.


Undo, undoes an action, and Redo returns the action to its’ original state.


Increases or decreases the amount of page viewed.


The Object Toolbar

For information about the options available from the Object toolbar, click on an option on the image below.

Use the scroll-bar at the bottom of the help window to view all of the toolbar.

 Related Topics


Toolbars Overview


Use this option to select objects.


Use the Text option to insert text onto your report. For more information see Adding Text.


Use the Expression option to insert an expression (calculation) onto your report. For more information see Expressions.


Use the Line option to draw lines on your report. For more information see Adding Lines and Boxes.


Use the Box option to draw boxes on your report. For more information see Adding Lines and Boxes.


Use the Variable option to add variables to your report. For more information see Adding Variables.


The Table drop-down list displays a list of the variable tables available for the report. For more information about variable tables see What are Variable Tables?


The Variable drop-down list displays the list of variables that are contained in the selected table. You select variables from this list to add them to the report. For more information about variables see What are Variables?.


Use the Active Complete option to automatically add titles and totals to variables when you add them to your report. For more information see Active Complete Option.


Sorts the variable lists in alphabetical order.


If the Object tooltips option is selected when you place your cursor over an object, a small pop-up window appears containing information about the object.


The Text Toolbar

For information about the options available from the Text toolbar, click on an option on the image below.

Use the scroll-bar at the bottom of the help window to view all of the toolbar.

 Related Topics


Toolbars Overview


The Style list shows the text styles currently set up for your report. For more information see Using Styles.


This list shows the name of the font used for the object currently selected.


This list shows the size of the font for the object currently selected.


Use this option to change the appearance of all objects that have the same style as the object currently selected to being in bold.


Use this option to change the appearance of all objects that have the same style as the object currently selected to being in italics.


Use this option to change the appearance of all objects that have the same style as the object currently selected to being in underlined.


Use this option to change the appearance of all objects that have the same style as the object currently selected to being in overlined.


Use this option to align text to the left.


Use this option to centre your text.


Use this option to align text to the right.


Toolbars

The Report Designer has four toolbars. These are the main toolbar, object toolbar, text toolbar and status bar. You can display, hide or move each of the toolbars. Hiding toolbars allows you see more of your report layout on the screen.

 Related Topics


The Main Toolbar

To Object Toolbar

To Text Toolbar

To Turn the Toolbars On or Off

Moving the Toolbars

The Desktop


To Turn the Toolbars On or Off

1.	From the View menu, choose Toolbars.

The Toolbar window appears.

2.	Select the check boxes of the toolbars you want to appear (a tick is shown when selected) and clear those that you want to hide.

3.	Select the following check boxes to alter how you view the Report Browser

Enable report browser

Hide browser on report open.

4.	To save your options, click OK.

 Related Topics


Toolbars Overview


Use this option to display the report browser from within the Report Designer. You can toggle the Browser on and off by pressing the F12 button.


Use this option to hide or display the Report Browser next to your report when you open it.


Moving the Toolbars

Move the mouse pointer onto the background of a toolbar then hold down the mouse’s left button. Keep pressing the left button while you move the mouse pointer (and toolbar) to a new position. Release the mouse button to drop the toolbar into its new position. This is known as dragging an object.

To return a toolbar to its original position, drag the toolbar to where it came from. When you see the toolbar outline change from a rectangle to its original narrow shape, release the mouse pointer. The toolbar now reappears.

Another way of returning a toolbar to the original position, is to turn off the toolbar using the check boxes described above, then turning it back on again.

 Related Topics


Toolbars Overview


Shortcut Keys

To save time, you can use the shortcut keys instead of choosing options from the menus. The following key combinations may be used to change the appearance of an object on your report, or help you to perform a specific task, for example, saving your report or opening an existing one.

CTRL+A

CTRL+C

CTRL+I

CTRL+N

CTRL+P

CTRL+P

CTRL+S

CTRL+U

CTRL+V

CTRL+X

CTRL+Z


Selects all the objects (variables, text and graphics) on the report. If required, you can then move all these selected objects together by using either the arrow keys or the mouse.


Changes the text in the selected objects to bold.


Copies the selected objects to the Report Designer’s clipboard. The objects are not removed from the report layout. You can then paste these objects into any report.


Changes the text in the selected objects to italics.


Starts the Report Wizard. This lets you create a new report.


Opens an existing report.


Prints your report.


Saves any changes you have made to the current report.


Underlines the text in the selected object.


Pastes whatever is held in the Report Designer’s clipboard into the current report.


Removes the selected objects from the report layout and stores them in the Report Designer’s clipboard. You can then paste these objects into any report.


Cancels the previous action. This lets you undo mistakes and make changes to see how things look, then, if you do not like the result, undo the actions.


About the Report Designer

The About window shows the Report Designer version, Sage copyright details and summarises information about the Properties and Settings for your Report Designer, Windows and computer system.

 Related Topics


To View Your System Information


To View Your System Information

1.	From the Help menu, choose About Report Designer.

The About window appears.

2.	To print this information, click Print.

3.	To return to the Report Designer window, click OK.

 Related Topics


About the Report Designer


Report Information

The Information option from the Help menu summarises all the information on your report.

Note: You will need the information from here if you have SageCover and need to contact Sage Customer Support about your reports.

 Related Topics


To View Report Information


To View Report Information
To Print Report Information

1.	From the Help menu, choose Report Information.

The Information window appears.

2.	Use the drop-down lists in the Print column to specify what information is printed.

3.	Click OK.

The Print window appears.

4.	Specify your printing requirements, such as the number of copies you want to print, and click OK.

The report is printed.

 Related Topics


Information About Reports


Glossary

A

Active Complete

The Active Complete option automatically adds titles and totals for variables that are added to a report. For more information see To Use the Active Complete Option.

Anchoring Objects

You can anchor objects on a report layout to ensure they are not moved. This is particularly useful if you are using pre-printed stationery. Once you have placed an object on the report layout so that it prints in the correct place on the stationery, you can anchor the object to ensure it does not get moved accidentally. For more information see To Anchor an Object.

Autosizing Objects

When you enter text onto a report the object border will cut off the text if you either type too much text or the text box is too small. Usually you would have to resize the text box so that all of the text appears on your report.

If you use the autosizing option and you change the font of the object, the Report Designer recalculates the size of the object so that the text does not get cut off.

For more information see To Set Up Autosizing for an Object.

C

Calculations (expressions)

When you set up a report, you are given a list of variables from which to select and include. In addition to these variables, your program also lets you create your own expression, a calculation, which can be made up of those variables that already exist. For more information about expressions (calculations), see To Create an Expression.

Criteria

If you do not set up criteria for your report, then the report generated will include every record it reads in the data file. Use the Report Designer’s Criteria option to be more selective about the information you want to print on your report.

For each report you create, you can set up pre-set criteria so that each time you run the report it uses the same criteria. For example, you may always want to run the same report for employees with a reference between 1 and 50. Alternatively, you can enable the criteria, so that each time you run a report a Criteria window appears asking you to enter the criteria you require. For more information about setting up criteria, see To Set Up Criteria.

CSV Output

CSV output (Comma Separated Value) is a way of producing a file where the data values are separated by commas when a report is run.

D

Date

The date option enables you to set up a default format for the Date variables required on reports. The date format can also be applied to an individual variable.

Delimited Output

This is similar to CSV output, but more control can be given relating to how the output file is created. Changes can be made to the file extension, separator, text and numeric qualifiers, and fixed length applied to each variable.

Details section

The Details section contains the body of your report. It is printed on every page of the report.

E

Expressions

When you set up a report, you are given a list of variables from which to select and include. In addition to these variables, your program also lets you create your own expression, a calculation, which can be made up of those variables that already exist. For more information about expressions (calculations), see To Create an Expression.

F

Filters

Use the Report Designer’s Filter option if you want to be more selective about the records or transactions you want to include in your report. This is similar to criteria except that it embeds the selection into the report. This selection will always be used for the report. You are not given the choice of selecting the records you want to display when you run the report. For more information about setting up filters To Set Up a Filter.

Fixed Reports

Some of the reports supplied with your Sage program will be "fixed". These are usually important reports that should not be overwritten. In some instances you can edit fixed reports, but you will be forced to save the report under a different name so that the original report remains unchanged.

G

Grouping Report Information

When you create a report, you may want to list all the items relating to one variable together. You can list these items by creating a group. For example, you could set up your report to show all payments made for one particular payment type.

A simple report consists of the following sections

Page Header, Details, Page Footer.

When you add a group to your report, the Report Designer automatically creates a header and footer section for this group in your report layout. For example, if you add a group to list all the employees from the same department together, this changes the sections on your report to:

Page Header, Reference, Details, Reference Footer, Page Footer.

For more information about grouping the information on your report see To Add a Group.

L

Layouts (stationery)

The Report Designer can be used to create stationery layouts. Stationery layouts are designed to be printed onto your everyday stationery, such as 3-part invoice paper. Unlike reports, you cannot include graphic objects, such as rectangles and lines on your stationery layouts.

In Sage Line 50 when you create stationery layouts you can view special layout template files to give you a background image of the Sage stationery that they will be printed on. This ensures that your data is printed in the right boxes on the stationery.

For information about the different stationery layouts you can create see Using the Report Designer.

O

Objects

When using the Report Designer an object refers to any item that is placed on a report, whether it is a piece of text, a value or amount or a graphic object such as a line or box.

You can move these objects using the mouse or use the various options within the Report Designer to can move and edit them.

For more information about objects see Using Objects.

P

Page Footer Section

The Page Footer section normally contains the totals for your report. The Page Footer section information prints at the end of every page.

Page Header Section

The Page Header section contains the titles of any columns on your report. The Page Header section information prints on every page.

R

Report Wizard

The Report Wizard helps you to create your reports quickly and easily. You can use the wizard to complete a number of functions when creating a report such as adding variables, sorts, groups and totals to your report. For more information see The Report Wizard.

S

Sections

When you create a report, the Report designer automatically divides it into sections. A simple report consists of the following sections:

Page Header

Details

Page Footer

You can add new sections to reports and set the properties of the sections. For more information see Sections.

Sorting Report Information

Use the Report Designer’s Sorts option to set up the order that the variables will be sorted on a report. For more information about sorting the information on your report see To Add a Sort.

Stationery Layouts

The Report Designer can be used to create stationery layouts. Stationery layouts are designed to be printed onto your everyday stationery, such as 3-part invoice paper. Unlike reports, you cannot include graphic objects, such as rectangles and lines on your stationery layouts.

In Sage Line 50 when you create stationery layouts you can view special layout template files to give you a background image of the Sage stationery that they will be printed on. This ensures that your data is printed in the right boxes on the stationery.

For information about the different stationery layouts you can create see Using the Report Designer.

Styles

The Report Designer has set for you several styles that you can use straight away. A style is all the characteristics of the text you use in your report. You can set up a style and then save it as a style name. By applying a style name to a text or variable object, the text displayed instantly takes on those saved text properties. This can save a great deal of time when you typeset a document and it also helps to make your final documents consistent.

T

Tables

Variables are divided into different tables, and the tables that are available to you vary according to which type of report you are creating. For more information about the various tables available see What Are Variable Tables?

U

User Defined Objects

A collective term for Text Objects and Expressions on a report design.

V

Variables

Variable objects are used to represent specific types of data. When you print the report, instead of the variable appearing in the final report, the data it represents is printed. For example, if you place the variable object called, NAME on your report, when you print the report, your company’s name will appear in exactly the same place as you had placed the variable.

Variables are grouped into tables. The tables that are available vary according to which type of report you are creating.

You can view or print information about the variables that are available for your report at any time. For information about printing the variable list see To View or Print the Variable List.

W

Wildcards

When creating filters you can use wildcards searches in your filter statements. For example, you could use the wildcard % to include all customers starting with the letter A on your report by entering:

‘SALES_LEDGER’.‘ACCOUNT_REF’ LIKE ‘A%’

For more information about wildcards see Using Wildcards in Filters.


Preview Window

When previewing your report you complete a number of actions including printing the report, changing the page and print setup and altering the styles used on the report.

For information about the buttons on the bottom of the Preview window click the button name below:

Open

Save As

Page Setup

Print Setup

Print

Styles

Zoom

Close


Use this button to import data into your report.


Use this button to save your report under a different filename.


Use this button to change your page setup, such as margins and paper size.


Use this button to select the printer your want to use to print the report, and set any printer options.


Use this button to print your report.


Use this button to modify the properties of the styles used on the report.


Use this button to "zoom in" to get a close-up view of your report or "zoom out" to see more of the page at a reduced size.


Use this button to close the Preview window.


Preview Window

When previewing your report you complete a number of actions including printing the report, changing the page and print setup and altering the styles used on the report.

For information about the buttons on the bottom of the Preview window click the button name below:

Open

Save As

E-mail

Page Setup

Print Setup

Print

Styles

Zoom

Close


Use this button to e-mail your report.


Printing Reports
Printing and Previewing Your Report

In the Report Designer main window you can switch between viewing the report layout and previewing the actual report details. You can print both the report layout (design) and the actual report details.

If you are viewing the report layout and you click the Print option from the main toolbar, the report layout is printed. The printout will display the section names slightly differently to the screen view; presenting them in a shaded bar, for ease of viewing. The printout displays the various tables, criteria and sorts that have been placed into the report, without displaying the report details.

If you are previewing the report and click the Print option from the main toolbar, the actual details of the report will be printed (such as names, addresses and values).

 Related Topics


To Print a Report

To Preview a Report

To Select a Printer

Printer Troubleshooting

To Amend Your Default Printer Fonts

To Create a Report

To Save a Report


To Print a Report

1.	From the Status toolbar, click either the Design tab or Preview tab as required.

2.	From the main toolbar, click the Print option.

The Print window appears.

3.	In the boxes provided, enter your printing requirements.

Copies, Print quality, Print options, Print to file, Collate copies and Print range.

4.	To change the printer to be used to print the report, click Printer. To change how you want the printer to print your report, click Setup. (For more information on the Printer and Setup options, please refer to your Microsoft Window’s User’s Guide.)

5.	Click OK.

If the Preview tab was selected the actual report details are printed.

If the Design tab was selected then the report layout is printed, including various tables, criteria and sorts that have been placed into the report, without displaying the report details.

 Related Topics


Printing and Previewing Reports Overview

Selecting a Printer

Printer Troubleshooting

Printer Fonts

To Create a Report

To Preview a Report

To Save a Report


Enter the number of copies you require.


From the drop-down list, select the number of dots per inch (dpi) you require. The greater the dpi the higher the quality of output.


From the drop-down list, select how you want to print your report. The All option uses true type fonts and is the slowest of the four options in this list. The quickest method of printing is to use the Quick Text option. This automatically selects uses the quickest font suitable for your printer.


Select this check box you want to print your report to a file.


If you are printing more than one copy of your report and you want to print your first copy completely, before printing the first page of the second copy, select this check box.

If you clear this check box, the Report Designer prints all the copies of page 1, then prints all the copies of page 2, and so on.


In this area, enter the page range you want to print.


To Preview a Report

From the Status bar at the bottom of the Report Designer window, click the Preview tab.

The report appears in Preview mode.

 Related Topics


Printing and Previewing Reports Overview

To Print a Report

To Save a Report


Custom Reports for Payroll
Custom Reports (Sage Payroll and Payroll Professional only)

The Custom Reports option enables you to set up the payment, deduction and attachment type variables that you want to see information on when you run reports.

For example, you may have 10 pay elements set up for your employees, but only want information about 2 of them to be shown when you run the Employee Payments Report. You can edit the Custom Reports Option to create a template that includes just the 2 pay elements you require.

When this template is selected in the Payroll program, and the Employee Payments Report containing Payment type variables is run, the report uses the template and only displays the 2 pay elements you have specified. The Custom Reports option can also be used for deductions and attachments in the same way

Note: For further information relating to upgrading from DOS versions of Payroll and instructions about how to use Custom Reports, please refer to your Payroll User’s Guide or Payroll on-line Help.


Saving Your Report
Saving Reports

When you are finished creating or editing your report, you must save your changes so that they can be used the next time you print the report. If you are editing a fixed report you will be forced to save the report using a different file name so that the original report information remains unchanged.

You can also save your report as a different type of file output if required.  For example, you can save the report as a Comma Separated File (*.csv) or as a  Delimited File (*.csv)  if you need to edit the output format before it is saved.

 Related Topics


To Save a Report

To Create a Report


To Save a Report

1.	To save the report using the same name, click the Save option from the main toolbar.

To save the report using a different name, from the File menu, choose Save As.

The Save As window appears.

2.	From the Save in drop-down list, select the folder where you want to store the report.

It is good practice to store all reports of the same type in the same folder. For example, customer reports should be saved in the Customer folder. In Sage Line 50 or Instant Accounts Plus, this means you could access the report from the Customers module. For information about where the different types of reports are stored see The Report Designer File Structure.

3.	In the File name box, enter the new name for your report.

Note: If you have edited a fixed report, you must save it to a different file.

4.	To save your report, click Save.

The report is saved.

 Related Topics


Saving Reports

To Create a Report

To Save a Report as a CSV File

To Save a Report as a Delimited File

The Report Designer File Structure


To Save a Report as a CSV File

1.	To save the report using a different name, from the File menu, choose Save As.

The Save As window appears.

2.	From the Save in drop-down list, select the folder where you want to store the report.

It is good practice to store all reports of the same type in the same folder. For information about where the different types of reports are stored see The Report Designer File Structure.

3.	In the File name box, enter the new name for your report.

Note: If you have edited a fixed report, you must save it to a different file.

4.	From the Save as type drop-down list, select Comma Separated Files (*.csv).

5.	Click Save.

The report is now saved as a CSV file. When viewed, the CSV file shows all text variables enclosed within quotation marks, leaves numeric variables unwrapped, and separates each field with a comma.

 Related Topics


Saving Reports

To Create a Report

To Save a Report as a Delimited File

The Report Designer FileStructure


To Save a Report as a Delimited File

1.	To save the report using a different name, from the File menu, choose Save As.

The Save As window appears.

2.	From the Save in drop-down list, select the folder where you want to store the report.

It is good practice to store all reports of the same type in the same folder. For information about where the different types of reports are stored see The Report Designer File Structure.

3.	In the File name box, enter the new name for your report.

Note: If you have edited a fixed report, you must save it to a different file.

4.	From the Save as type drop-down list, select Delimited Files (*.csv).

The Options button appears below the Save as type box.

Click Options.

The Delimited Output Options window appears

5.	Select one of the following options as required:

None,Space,Tab,Other.

6.	Select from the following drop-down lists as required:

Text Qualifier, Numeric Qualifier, Fixed Length Variables, Save as defaults for new reports

7.	Click OK, and from the Save As window, click Save.

The report is saved with the delimited output settings you have chosen.

 Related Topics


Saving Reports

To Create a Report

To Save a Report as a CSV File

The Report Designer File Structure


Do not use a separator between each variable.


Use a space as a separator between each variable.


Use a tab to provide the separator between each variable.


Select this check box to activate the Other box. Enter any single character to act as the space between each variable.


From the drop-down list, select the type of qualifier you want to use to enclose the text fields.


From the drop-down list, select the type of qualifier you want to enclose the numeric fields.


Select this check box, and the variable’s maximum length will be set to the fixed length already defined in its Object Properties Pos/ Size window.

If you clear the check box, the field lengths are determined by the data length.


Select this check box, to make the completed settings become the standard settings for each new delimited output report you create.

These new settings will not be applied to any delimited output reports saved prior to the changes.


The Report Designer File Structure

For information about where the Report Designer files are stored, click a program below:

Sage Line 100 Files

Sage Line 50 Files

Sage Instant Accounts Plus

Sage Payroll Files

Sage Job Costing Files

 Related Topics


Using the Report Designer

To Save a Report

To Save a Report as a CSV File

To Save a Report as a Delimited File


If your program directory is not ACCOUNTS, replace ACCOUNTS in the following notes with your own directory name.

Reports have the extension *.SRT and are found in the ACCOUNTS\REPORTS\DIRNAME directory, where DIRNAME is the type of report, e.g. Customer for a customer report.

Stationery layouts have the extension *.SLY and are found in the ACCOUNTS\REPORTS\LAYOUTS directory.

Labels have the extension *.SLB and are found in the ACOUNTS\REPORTS\LABELS directory.

Letters have the extension *.SLT and are found in the ACCOUNTS\REPORTS\LETTERS directory.


If your program directory is not ACCOUNTS, replace ACCOUNTS in the following notes with your own directory name.

Reports have the extension *.SRT and are found in the ACCOUNTS\REPORTS\DIRNAME directory, where DIRNAME is the type of report, e.g. Customer for a customer report.

Stationery layouts have the extension *.SLY and are found in the ACCOUNTS\REPORTS\LAYOUTS directory.

Labels have the extension *.SLB and are found in the ACCOUNTS\REPORTS\LABELS directory.

Letters have the extension *.SLT and are found in the ACCOUNTS\REPORTS\LETTERS directory.

Stationery layout templates have the extension *.STM and are found in the ACCOUNTS\REPORTS\TEMPLATES directory.


If your program directory is not Payroll, replace Payroll in the following notes with your own directory name.

Reports have the extension *.SRT and are found in the Payroll\Reports\DIRNAME directory, where DIRNAME is the type of report, e.g. Employee for the employee reports.

Stationery layouts have the extension *.SFM and are found in the Payroll\Reports\DIRNAME directory, where DIRNAME is the type of layout, e.g. Yearend for the year end forms.


If your program directory is not Program Files\Sage Job Costing, replace Program Files\Sage Job Costing in the following notes with your own directory name.

Reports have the extension *.SRT and are found in the Program Files\Sage Job Costing\Reports\DIRNAME directory, where DIRNAME is the type of report, e.g. Cost Analysis for cost analysis reports.

Stationery layouts have the extension *.SLY and are found in the Program Files\Sage Job Costing\Layouts directory.


If your program directory is not SAGE, replace SAGE in the following notes with your own directory name.

Reports have the extension *.SRT and are found in the SAGE\REPORTS\DIRNAME directory, where DIRNAME is the type of report, e.g. Sales for a Sales Ledger Report.

Stationery layouts have the extension *.SLY and are found in the SAGE\REPORTS\LAYOUTS directory.

Labels have the extension *.SLB and are found in the SAGE\REPORTS\LABELS directory.


The Open Window

1.	From the Look in drop-down list, select the folder where the report or stationery template you want to use is stored.

2.	From the list box below the Look in drop-down box select the name of the report or stationery template you want to open.

The filename appears in the Filename box.

3.	Click Open.

The report or stationery template is opened.


E-mailing Reports

Reports can be e-mailed to individuals or groups of people. You can e-mail reports when you are previewing them, and using the E-mail option on your Reports window. E-mail attachments can also be stored and included with your Sage reports when sending. The Report Designer can be used to obtain e-mail addresses from your Sage data.

You can use the Report Designer to enter the settings that should always be used for the report. You can specify:

Who you want to receive the e-mail

Whether the report is sent in plan text format or HTML format

What parts of the report should be sent

Whether the report is sent straight away or saved to your mailbox.

Whether the report is to be sent with any other e-mail attachments

Once you have saved your report’s e-mail settings, you can e-mail the report whenever required.

 Related Topics


To Enter Your E-mail Settings

To Enter Your E-mail Attachment Settings


To Enter Your E-mail Settings

1.	From the Format menu, choose E-mail.

The E-mail Settings window appears.

2.	Click To.

The E-mail Addresses window appears.

3.	In the Addresses box, enter the individual addresses for the people you want to send the report to and click Add.

The e-mail address appears in the list.

Note: If you make a mistake, select the e-mail address from the list and click Delete.

4.	In the Variables section, from the Table drop-down list select the table that holds variables for e-mail addresses. From the Variables drop-down list, select the variable that contains e-mail addresses and click Add. Note: This variable is usually named E_MAIL.

The table name followed by the variable name appears in the list. When you run the report, the report is e-mailed to all e-mail addresses contained in the variable.

For information about variables see viewing and printing the variable list.

5.	Click OK to save your address information.

The E-mail Settings window reappears.

6.	Click Cc.

Repeat steps 3 to 5 to enter the addresses for people you want to send copies of the report to.

7.	Click Subject.

The E-mail Subject window appears.

8.	In the Subject Text section enter the text you want to appear in the subject line of your e-mail. To include a variable’s value in the subject box, use the drop-down lists to select the variable you require and then click Insert into Subject.

9.	Click OK to save your subject text.

The E-mail Settings window reappears.

10.	Select either the Send as plain text or Send report in HTML (web page) format, with the following note option as required.

11.	From the E-mail message should contain drop-down list, select whether you want to send the whole report or group information.

12.	Select either the Send e-mails automatically or Save e-mails to mailbox option as appropriate.

13.	Click OK to save your e-mail settings.

You have now entered your e-mail settings. When you e-mail your report, the settings you have entered will be used.

 Related Topics


E-mailing Reports Overview

To Enter Your E-mail Attachment Settings


Select this option to send your e-mail in plain text, without any formatting.


Select this option to send your e-mail in HTML (web page) format so that it can be viewed using an Internet browser (e.g. Internet Explorer or Navigator). You can then amend the text to be included with the report.


Select this option to send the whole report to the e-mail addresses you have entered on the To and Cc tabs.


Select the group options to send only the information contained in the selected group section to the e-mail recipients. Generally, you would use this option if you selected a variable that contains e-mail addresses on the E-mail Addresses window. When you choose this option it means that recipients will only receive information that relates directly to them.

To use this option you need to have groups set up on your report and ensure the group has a page break so that each person’s information is shown on a separate page. For information about groups see To Add a Group. For information about adding page breaks to sections see To Set Section Properties.


If you select this option, when the report is run using the E-mail option the e-mail is sent automatically.


If you select this option, when the report is run using the E-mail option the e-mail is saved to your mailbox so that you can view the information before you send it. You can then e-mail your report from your e-mail program at any time.


To Set up E-mail Recipients

1.	From the Format menu, choose E-mail.

The E-mail Settings window appears.

2.	Click To.

The E-mail Addresses window appears.

3.	In the Addresses box, enter the individual addresses for the people you want to send the report to and click Add.

The e-mail address appears in the list box.

Note: If you make a mistake, select the e-mail address from the list and click Delete.

4.	In the Variables section, from the Table drop-down list select the table that holds a variable containing e-mail addresses. From the Variables drop-down list select the variable that contains e-mail addresses and click Add. Note: This variable is usually named E_MAIL.

The table name followed by the variable name appears in the list box. When the report is run, the report will be e-mailed to all e-mail addresses contained in the variable.

For information about variables see viewing and printing the variable list.

5.	Click OK to save your address information.

The E-mail Settings window reappears.

6.	Click Cc.

Repeat steps 3 to 5 to enter the addresses for people you want to send copies of the report to.

7.	Click OK to save your address information and return to the Report Designer.

 Related Topics


To Enter Your E-mail Settings

E-mailing Reports Overview


To Enter an E-mail Subject

1.	From the Format menu, choose E-mail.

The E-mail Settings window appears.

2.	Click Subject.

The E-mail Subject window appears.

3.	In the Subject Text section enter the text you want to appear in the subject line of your e-mail. To include a variable’s value in the subject from use the drop-down lists to select the variable you require and click Insert into Subject.

4.	Click OK to save your subject text.

The E-mail settings window reappears.

5.	Click OK to return to the Report Designer.

 Related Topics


To Enter Your E-mail Settings

E-mailing Reports Overview


To Enter Your E-mail Attachment Settings

1.	With your report open in design view, from the Format menu choose E-mail.

The E-mail settings window appears.

2.	To view the Attachment file(s) list, select the E-mail Attachments tab.

3.	To add the file(s) you want to attach to your e-mail report, click Add File(s).

The Add Attachment File(s) window appears.

4.	Select the file(s) that you want attached to your e-mail, and click Add.

The file(s) is displayed in the Attached File(s) box.

5.	To remove a file from the Attached File(s) box, select the file and click Remove.

A confirmation window appears, click OK, and the file is removed.

6.	To change the order of the attached files, select the file to move, and use the Change Order buttons.

The file moves up or down the list.

7.	Once the file(s) appears in the correct position in the Attached File(s) box, click OK.

8.	Save your report.

You have now completed entering and saving your e-mail attachments settings. When you e-mail your report, the attachments you have specified will be included.

  Related Topics


To Enter Your E-mail Settings

E-mailing Reports Overview


Creating Reports

You can use the Report Designer to create all of the reports and stationery your business needs. The Report Designer provides you with a Report Wizard to help you create your reports.

You can use the Report Wizard to add titles, variables, totals, groups and sorts to your report. Alternatively, you could just use the Report Wizard to add a title to your report and add your variables, totals, groups and so on manually.

 Related Topics


To Create a Report

The Report Wizard


The Report Wizard

The Report Wizard helps you to create your reports quickly and easily. When you start the Report Wizard you are given the option of choosing the type of report you want to create. The data you can include on your report is filtered accordingly. For example, if you chose to create a Customer Report, the information you can choose from, to include on your report, would only relate directly to customers. This saves you time searching the database for relevant information.

As well as ensuring that you are supplied with relevant information for your report, the Report Wizard provides you with the ability to specify:

The information (variables) you want to include on your report.

The order the information is to be displayed.

The way you want the information to be grouped.

The totals you want to appear on the report.

The ranges of information you want to appear on the report.

Your report printing options

 Which stationery layout template to use (Sage Line 50 and Instant Accounts Plus only)

       How your labels are going to be set up (Sage Line 50 and Instant Accounts Plus only)

Alternatively, once you have selected the type of report you want to create you could just build the report straight away and add all your data, text, totals, and so on, manually.

 Related Topics


To Create a Report

Creating Reports Overview


To Create a Report

1.	From your Sage program’s main toolbar, click Reports.

In Sage Line 50 or Instant Accounts Plus, the Report Designer Browser appears.

In Sage Payroll, Sage Job Costing and Sage Line 100 the Reports window appears.

2.	From the toolbar, click the New option.

The Report Wizard appears.

3.	Follow the Report Wizard’s on-screen prompts and instructions.

4.	When the Report Wizard is finished the Report Designer main desktop appears with the new report already open for you to work on.

You may need to adjust the placement of the variables and text on your report, and alter the width of the variables and text objects so that they are displayed on your report appropriately. For information about selecting, moving and resizing objects see Using Objects.

You can now save, preview, or print your report.

You can also amend the report to suit your particular requirements. You can add text, variables, lines and boxes to your report. You can also add or amend the sorts and groups on your report and add filters and criteria. If you wish you can add expressions (calculations) to your report and change the format of the information on your report.

 Related Topics


Creating Reports Overview

The Report Wizard

To Preview a Report

To Print a Report

To Save a Report


What are Variables?

Variable objects are codes that represent specific types of data. When you print your report, instead of the variable appearing in the final report, the data it represents is printed. For example, if you place the variable object called, NAME on your report, when you print your report, your company’s name will appear in exactly the same place as you had placed the variable.

The Report Designer variables are divided into different tables. The tables that are available to you vary according to the type of report you are creating. For example, in Sage Line 50, if you were creating a Customers Report, you would only be provided with tables that include information relating directly to your customers. This saves you time as you do not need to search the database to find the relevant information for your report.

You can view or print information about the variables that are available for your report at any time.

 Related Topics


To View and Print the Variable List

Variable Table Information

To Add Variables


To View and Print the Variable List

1.	From the Object Toolbar, select the Sort Variable Lists option if you want the variable list to be viewed and printed in alphabetical order.

2.	From the Tools menu, choose Variable List.

The Variable List window appears, showing all the variables available for the table selected, together with a description for each. To view the variables for another table, select the table you require from the drop-down list.

3.	To print out your variable list for the table currently selected, click Print.

To print out a variable list for all of the tables available, click Print All.

The Print window appears.

4.	Specify your printing requirements, such as the number of copies you want to print, and click OK.

The report is printed.

5.	To return to the Report Designer, click OK.

 Related Topics


Variable List

Variable Table Information

To Add Variables


Adding Variables

You can add variables to your report in two different ways:

When you use the Report Wizard to create your report.

By adding a variable from the Report Designer window.

When you use the Report Wizard to insert your variables, the variables are inserted in the report layout from left to right in the order in which you entered them. The Report Designer also automatically enters a text heading for each variable for you.

If you add a variable to your report from the Report Designer window, you would also have to enter a heading for the variable. For more information see Adding Text. Alternatively, when adding variables you can use the Active Complete option to automatically add titles and totals for you variables.

Variables are divided into different tables, and the tables which are available to you, vary according to which type of report you are creating.

You can view or print the list of the variables that are available for your report at any time.

 Related Topics


To Add Variables

Variable List

Viewing or Printing the Variable List

To Use the Active Complete Option

To Set an Object’s Numeric Properties

To Set an Object’s Text Properties

Using Objects Overview


To Add Variables

1.	From the Object toolbar, click the Variable option.

2.	If you want a title and/or total to be automatically added for your variable, from the Object toolbar click the Active Complete option.

3.	From the Table drop-down list, select the table you require.

The Variable drop-down list at the right of the Table drop-down list now lists the variables for the table you selected.

4.	From the Variable drop-down list, select the variable you require. Then click on the report layout at the position you want the variable to appear.

If you selected the Active Complete option before you added the variable, the Active Complete window appears. Use this window to add a title and/or total for your variable.

The variable is placed on the report.

Note: All variables are surrounded by a blue line to differentiate them from user defined objects which are surrounded with a grey line.

5.	If you want to modify the way the variable appears, double-click the variable (or select the variable and choose Properties from the Edit menu).

The Object Properties window appears giving you the options to change the font, position, and so on, of the variable.

 Related Topics


Adding Variables

Variable List

To Use the Active Complete Option

To Set an Object’s Numeric Properties

To Set an Object’s Text Properties

Using Objects Overview


Active Complete Option

When you use the Report Wizard to add variables to your report it automatically adds titles to the variables. You can also use the Report Wizard to add totals. However, if you add a variable to a report manually then you have to add the title and total manually as well. To speed up this process, you can use the Active Complete option to automatically add titles and totals for variables when you add them to a report.

To use the Active Complete feature you need to ensure that the Active Complete option on the Object toolbar is selected before you add your variable. Once you have added your variable the Active Complete window appears. You can then choose whether you want to add a title or total (or both) and where you want them to appear.

 Related Topics


To Use the Active Complete Option

Adding Variables

To Add Variables


To Use the Active Complete Option

1.	From the Object toolbar, ensure the Active Complete option is selected.

2.	Add the variable to your report.

The Active Complete window appears.

3.	In the Title section specify where you want the title to appear and enter the text for the title.

If you want the title width to be the same as the value entered in the Variable Size section Width field, select the Use variable width for title width check box. Clear the check box and the title width will be the width of the text.

4.	In the Totals section, specify which footer sections should include a total.

5.	In the Variable Size section, you can change the Output Length, specifying the number of characters you want the variable to generate, and also change the Width of the variable.

6.	If you want to change the variable’s properties, select the On completion display the Object Properties window check box.

7.	Select the Remember settings for this session check box if you want the Report Designer to use the settings you have entered when you next use this option.

8.	Click OK.

If you selected the On completion display the Object Properties window check box, the Object Properties window appears.

If you did not select the check box then the main Report Designer window appears.

The title and/or total is added to the report.

 Related Topics


Active Complete Option Overview

To Add Variables


To Set an Object's Numeric Properties
To Set an Object’s Numeric Properties

Note: This tab will only appear when you select a numeric object, such as an amount field.

1.	From the report layout, double-click the object you require (or select the object and choose Properties from the Edit menu).

The Object Properties window appears, displaying the Numeric tab information.

2.	From the Function drop-down list, select the option you require.

Sum, Average, Min, Max, Count and Count all.

3.	Select the following information to specify the numeric properties you require:

Sign after group, Cumulative, Suppress If zero, Fixed currency symbol, Display leading zero, Decimal places and Numeric format.

4.	From the Sign drop-down list, select which sign you want for this variable if required.

Signed, Unsigned, Reversed, Debit, Credit and Debit/Credit.

5.	From the Symbols section, specify what symbols you want to use as follows:

Thousands symbol, Negative symbol, Decimal symbol and Currency symbol.

6.	In the Component section, use the options to change how your numeric values are displayed.

Part and Display.

7.	To save your settings, click OK.

 Related Topics


Using Objects Overview

Changing Object Properties Overview

To Add Variables


Use the drop-down list to select which part of your numeric value is displayed. As a default it will be set to whole. However if you are displaying large numeric values and only want to show the figures in thousands, select Thousands from the drop-down list.


Use the drop-down list to select how you want the numeric value to be displayed. You can display the value numerically or as a written amount.


From the drop-down list, specify how many decimal places you want to display for the variable.


Select this option to print the sum of the variable. If the variable is in a footer section then it will show the total amount for all values in the section above it. If the variable is in a details or group header section it will show the running total of the values on the report.


Select this option to print the average value of the variable. If the variable is in a details or group header section it will show the average value as it moves down the list of values.


Select this option to print the minimum value of the variable. If the variable is in a details or group header section it will show the variable’s minimum value as it moves down the list of values.


Select this option to print the maximum value of the variable. If the variable is in a details or group header section it will show the variable’s maximum value as it moves down the list of values.


Select this option, to show the number of transactions on the report (or within each group if you have groups set up). This means that the value of the variable is replaced by the number of times variable appears in the report (or group). If the variable is in a details or group header section it will show the number the transaction is in the list.


Select this option, in conjunction with the Cumulative option, if you have groups set up to show the number of transactions in the whole report. This means that the value of the variable is replaced by which number the variable appears in the report, not in the group.


From the drop-down list, specify whether you want to apply a positive or negative sign on a variable that has been totalled.


From this drop-down list, select whether you want running totals over different groups.

You can use this option in conjunction with the Count All option from the Function drop-down list to show the number of transactions in your whole report.


Select this check box if you want the currency symbol you entered in the Currency symbol box to appear in a fixed position for the variable.


Select this check box if you do not want to print a value of zero for this variable.

Note: If you select this check box, the Report Designer still prints the line of the report, but does not print a zero.


From the drop-down list, select whether to show a decimal for this variable with a leading zero or without (either as 0.1 or .1).


From the drop-down list, select the numeric format you require for the variable.


Enter the symbol you want to use to separate the thousands for your variable.


Enter the symbol you want to use for negative amounts.


Enter the decimal symbol you want to use to for your variable.


Enter the currency symbol you want to use for your variable.


Select this option to print the value and the sign.


Select this option to turn off the sign. So, if you are totalling positive and negative values, the Report Designer treats all values as if they were positive.


Select this option to reverse what appears for the variable.


Select this option to change the variable’s value to zero if the value is negative. If the value for the variable is positive then the value is displayed.


Select this option to change the variable’s value to zero if the value is positive. If the value for the variable is negative, then the value is displayed.


Select this option to show the value with either a Cr or a Dr alongside.


Adding Text

You can add as much or as text to your document as you like. You could simply just add headings for your columns, or messages like "Thank you very much for your custom". Nearly every printer has built in margins where it will not print. You can use the Report Designer to show you where these margins are, so that you do not place text in the margin that will not be printed.

 Related Topics


To Add Text

To Edit Text

To Set an Obect’s Text Properties

Using Objects Overview

To Add Variables


To Add Text

1.	From the main toolbar, click the Text option.

You are now ready to add your text.

You can work with text objects with auto size turned on or off (see Autosizing). The auto size option is turned on by default.

Auto size turned on

Auto size turned off

2.	You can edit the text directly in the box until you click on another object or something else in the report designer. If you do this and then want to edit the text, select the text box, and click on the text to display the insertion point.

Use the arrow keys to move around the text and the DELETE and BACKSPACE keys to remove text. The INSERT key acts as a switch between insert mode and typeover mode.

3.	When you have finished typing your text you can format the text object by double-clicking on the text object or choosing Properties from the Edit menu. Alternatively, you can change the way the text looks by applying a different style to the text.

Note: Text objects are surrounded by grey lines to differentiate them from variables which are surrounded by blue lines.

 Related Topics


Click the cursor on the report layout at the point you want to insert text and start typing. The text you enter will appear surrounded by a box. This box marks the edge of the object but will not be printed.

As you continue to type the box automatically extends in size. Press the ENTER key to start new lines and continue to type for as long as you want.

This is the usual way of working with text objects.

You can move the text to an exact position later.


Click the cursor on the report layout at the point you want to insert text your text and start typing. At this point auto size is automatically turned off, the text will automatically wrap itself within the boundaries of the box.

Note: The box marks the edge of the object, but this box will not be printed.


To Edit Text

Using Styles

Using Objects Overview

To Add Variables


To Edit Text

1.	From the main toolbar, click the Select option and then select the text box you want to edit.

The cursor changes to a cross shape.

2.	Select the text box again.

The cursor changes to a vertical line.

3.	Edit the text as required.

 Related Topics


To Add Text

To Set an Object’s Text Properties

Changing Object Properties Overview


To Set an Object's Text Properties
To Set an Object’s Text Properties

1.	From the report layout, double-click the object you require (or select the object and choose Properties from the Edit menu).

The Object Properties window appears, displaying the Font tab information.

2.	Adjust the following text properties as required:

Font, Font style, Size, Strikeout, Overline, Underline and Text colour.

3.	To save your settings, click OK.

The Update Font Settings prompt appears.

4.	Select whether to update the changes to all objects with the style or just update the selected objects.

The style changes appear.

Note: If you do not want to see the Update Font Settings prompt in future, select the Do not show this message again check box. Any font change updates made in the future, default to your last prompt choice.

 Related Topics


Using Objects Overview

Changing Object Properties Overview

To Add Text


From this drop-down list, select the colour that you want your text to be.


This list contains the range of fonts that your printer can use. Select the font you want to use for your text.


This list contains the types of styles available for the selected font. Select the font style you want to apply to your text.


Select the size of font you require.


Select this check box if you want to have a line drawn through your text.


From the drop-down list, specify whether to draw a single or double line above your text.


From the drop-down list, specify whether to draw a single or double line below your text.


Using Styles

The Report Designer supplies several styles that you can use straight away. A style is all the characteristics of the text you use in your report. You can set up a style and then save it as a style name.

You apply styles to text or variable objects, by selecting the object and then selecting a style from the Style drop-down list on the Text toolbar. When you apply a style to a text or variable, the text displayed instantly takes on those saved text properties. This can save a great deal of time when you typeset a report and it also helps to make your final reports consistent.

For example, if you always use a specific font for your company name and address, such as Arial, bold, size 12, then all you need to do is save these font attributes as a style called Address. Every time you enter your company name and address after that, instead of having to change each of the text properties one at a time, all you need do is select the style named Address from the list on the Style tab. The text object will then automatically take on the correct text properties.

You can modify a style using the options from the Text toolbar. However, be careful when editing a style. It is important to select your Options settings before editing. This allows you to choose whether you want a style change to affect all objects with that style or just the objects selected.

Note: If you are using a style of ‘none’, you can change the properties of a variable without affecting any others.

 Related Topics


To Add a New Style

To Set Your Style Properties

To Delete a Style

To Add Text

To Add Variables


To Add a New Style

1.	From the Format menu, choose Styles.

The Style List window appears, listing the styles that you currently have set up.

2.	Click Add.

The Style Add window appears.

3.	In the Name box, enter the name of the new style and then click OK.

The Style Add window reappears, with the name of your new style at the bottom of the list.

4.	To set your style properties, select the style you have just added from the list, then click Modify. The Style Font window appears.

5.	Specify your style settings and click OK.

The Style List window reappears.

6.	To return to the Report Designer, click Close.

 Related Topics


Using Styles Overview

To Set Your Style Properties

To Delete a Style


To Set Your Style Properties

1.	From the Format menu, choose Styles.

The Style List window appears, listing the styles that you currently have set up.

2.	Select the style you want to amend from the list and then click Modify.

The Style Font window appears.

3.	Use the Style Font window to adjust the following text properties:

Font, Font style, Size, Strikeout, Overline, and Underline.

4.	To save the style settings, click OK.

The Style List window reappears.

5.	To return to the Report Designer, click Close.

 Related Topics


Using Styles Overview

To Add a New Style

To Delete a Style


To Delete a Style

1.	From the Format menu, choose Styles.

The Style List window appears, listing the styles that you currently have set up.

2.	Select the style you want to delete and then click Remove.

A confirmation message appears.

3.	To delete the style, click Yes.

 Related Topics


Using Styles Overview

To Add a New Style

To Set Your Style Properties


This list contains the range of fonts that your printer can use. Select the font you want to use for your style.


This list contains the types of styles available for the selected font. Select the font style you want to apply to your style.


Select the size of font you require.


Select this check box if you want to have a line drawn through the text for this style.


From the drop-down list, select whether to draw a single or double line above the text for this style.


From the drop-down list, select whether to draw a single or double line below the text for this style.


Adding Lines and Boxes

You can use the Report Designer’s graphic tools to draw lines or boxes on your report. Boxes can be given a background colour (fill), pattern and line border. Lines can be any thickness and colour and can be solid or dashed. Lines and boxes are referred to as "graphic objects".

Note: You cannot add lines and boxes to stationery layouts.

 Related Topics


To Add a Line or Box

To Set Line Properties

To Set Fill Properties

Using Objects


To Add a Line or Box

Note: You cannot add lines and boxes to stationery layouts.

1.	From the main toolbar, click the either the Line option or the Box option.

2.	Click on the report layout at the point you want to insert the box or line and without releasing the mouse button, drag the object to the size and shape you want and then release the mouse button.

If you drop the box or line, you can re-size it by clicking once on the object’s outline and dragging it to the correct size by holding down the left mouse button.

You can modify the graphic object’s line properties and fill properties.

 Related Topics


Adding Lines and Boxes

To Set Line Properties

To Set Fill Properties


Setting Line Properties

The object you are creating can have its own line border. Use this window to set the colour, style, thickness of this outline and whether you want a shadow effect or not.

In the case of a line or rectangle, a black line outline will be shown automatically, so you would use the options on this tab to alter its colour, thickness or style.

By default, text and variable objects do not show a line around their object’s box, so you would need to set it up here.

 Related Topics


To Set Line Properties

To Set Fill Properties

To Add a Line or Box


To Set Line Properties

1.	From the report layout, double-click the line or box.

The Object Properties window appears.

2.	On the Line tab, enter the following properties:

Colour, Style, Weight, Custom, Shadow (boxes only) and Round corners (boxes only).

The object appears in the Preview area displaying the properties you have entered.

Note: To make your line extend to the width of the report, click the Position/Size tab from the Object Properties window. Then select the Width option from either of the two Size drop-down lists.

3.	To save your line settings, click OK.

 Related Topics


Setting Line Properties

To Set Fill Properties

To Add a Line or Box


Select from this drop-down list the colour you want the line to be.


Select from this list the style you want the line to take, i.e. solid, wide dashes, narrow dashes, etc.


Select the thickness required from the list available. If you want to enter a thickness not listed here, choose Custom from the list, then enter the thickness you require in the Custom box.


If you have selected Custom from the Weight list, use the spin buttons to select the thickness you require.


Select this check box if you want to display a shadow effect behind the box.


Select this check box to give a box’s rectangular outline rounded corners.


Setting Fill Properties

Use these options to give an object its own background fill design. Select the colour and pattern you require by clicking on any of the colour and pattern boxes provided. As you do this, the fill and effect you select is displayed in the Preview box so you can see what it will look like.

 Related Topics


To Set Fill Properties

To Set Line Properties

To Add a Line or Box


To Set Colour and Pattern Fill Properties

1.	From the report layout, double-click the box.

The Object Properties window appears.

2.	On the Box tab, enter the following properties:

Colour and Pattern.

The object appears in the Preview area displaying the properties you have entered.

3.	To save your fill settings, click OK.

 Related Topics


Setting Fill Properties

To Set Line Properties

To Add a Line or Box


In the Colour area select the background colour that you require by clicking on the appropriate colour’s button.


In the Pattern area, select the pattern you want to appear on top of the background colour. From the Colour drop-down list, select the colour for the pattern. The pattern is only shown when a background colour has been selected.


Adding Report Totals

You can add totals to your reports by placing variables in the page footer sections of your report. When you place a variable in a page footer section it will automatically display the sum of the values contained on the report.

For example, if you were creating a Customer Report and added a balance variable to the page footer section it would show the total balance for all customers shown on the report.

If you have set up groups on your report, you can add sub-totals for each group by adding a variable to the group footer section. For more information about groups see Grouping Information.

 Related Topics


To Add Report Totals


To Add Report Totals

1.	From the Object toolbar, click the Variables option.

2.	Select the variable you want to total from the Variables drop-down list.

3.	Place the variable in a page footer section of the report layout.

The variable is automatically totalled.

4.	If you copy a variable from a details or page header section to the page footer the variable is not automatically totalled. To specify that the variable is to be totalled, double-click the variable.

The Object Properties window appears, showing the Numeric tab.

5.	From the Function drop-down list, select the Sum option.

6.	If required you can select a sign to appear in next to your numeric and monetary values. From the Sign drop-down list, select one of the following:

Signed, Unsigned, Reversed, Debit, Credit and Debit/Credit.

7.	To save your settings, click OK.

You have now added a total to your report.

 Related Topics


Adding Report Totals

To Set an Object’s Numeric Properties

Changing Object Properties Overview


General Reporting Questions
General Report Questions

What kinds of reports and stationery can I create?

Can I edit fixed reports?

What are variables?

What are variable tables?

How can I get a list of variables?

How can I change the report title?

 Related Topics


Report Appearance Questions

Report Range Questions

Quicker Printing Questions

Upgrading Questions


Yes, some of the fixed reports supplied with your program can be edited. When the changes are complete you will be forced into saving the report to a different file name so that the original report remains unchanged. Your new report is added to the list of available reports. For further details see To Save Your Report.


What are Variable Tables?

The Report Designer variables are divided into different tables, and the tables that are available to you vary according to the type of report you are creating.

For information about the tables, click on a program below.

Sage Line 50 Variable Tables

Sage Instant Accounts Plus Variable Tables

Sage Payroll Variable Tables

Sage Job Costing Variable Tables

 Related Topics


Variable List

Viewing and Printing the Variable List


Sage Line 50 Variable Tables

Listed below is a list of all the tables for Sage Line 50, and a general description about the contents of each. Note: To print this list, click the Print option from the Help window toolbar.

Report

General variables applicable to the report e.g. Date, Time, Page.

Criteria

These variables prompt for ranges to be applied to the report at run time, e.g. Date From, Date To.

Company

Your own company details taken from the Company Details window.

Sales\Purchase Ledger

Contains all of the details found in the Customer and Supplier record windows.

Audit Header

Transactional details e.g. Date, Ref, Nett for the total values of an Audit Trail transaction.

Audit Split

As audit header but for each individual audit trail transaction.

Audit Usage

Payment details e.g. Payment Date, Payment Ref, for each individual Audit Trail transaction.

Tax Code

Details relating to the properties of each Tax Code, e.g. Rate, EEC Sales, Included in VAT Return.

Nominal Ledger

Contains all details found in the Nominal record windows.

Audit Journal

As per the Audit Header table but will show all relevant debit and credit entries per transaction. For example, Sales Invoice with VAT will show the debit entry to Debtors Control, credit entry to the Sales nominal code and the credit entry to the VAT Control.

Stock

Contains all details found in the Product record windows.

Stock Tran

Stock transaction details as found in stock history reports, e.g. Stock Code, Quantity, Cost Price.

Invoice

All information found on Invoices produced via Invoicing other than the individual item details, e.g. Account Ref, Order Number, Invoice Gross.

Invoice Item

Details of the individual items on an Invoice e.g. Stock Code, Description, Net Amount.

 Related Topics


Sage Instant Accounts Plus Variable Tables

Listed below is a list of all the tables for Instant Accounts Plus, and a general description about the contents of each. Note: To print this list, click the Print option from the Help window toolbar.

Report

General variables applicable to the report e.g. Date, Time, Page.

Criteria

These variables prompt for ranges to be applied to the report at run time, e.g. Date From, Date To.

Company

Your own company details taken from the Company Details window.

Sales\Purchase Ledger

Contains all of the details found in the Customer and Supplier record windows.

Audit Header

Transactional details e.g. Date, Ref, Nett for the total values of an Audit Trail transaction.

Nominal Ledger

Contains all details found in the Nominal record windows.

Stock

Contains all details found in the Product record windows.

Invoice

All information found on Invoices produced via Invoicing other than the individual item details, e.g. Account Ref, Order Number, Invoice Gross.

Details of the individual items on an Invoice e.g. Stock Code, Description, Net Amount.

 Related Topics


Payroll Variable Tables
Sage Payroll/Payroll Professional Variable Tables

The following is a list of all the tables for Sage Payroll, and a general description about the contents of each. Note: To print this list, click the Print option from the Help window toolbar.

Report

General variables applicable to the report e.g. Date, Time, Page.

Criteria

These variables prompt for ranges to be applied to the report when you run it, e.g. Date From, Date To.

Company Address

Your company’s address and contact details.

Company Details

Your company details, such as pension and holiday scheme information, taken from Company Settings.

Company Bank Account

Your company bank details, including the bank address, and account number, taken from Company Settings.

Legislation Details

PAYE, NI, SSP and SMP rates and Car and Student Loan Repayment Rates information, taken from Legislation Settings.

Employee Details

Information about employees such as tax code, payment method, holiday and absence information. The information is taken from the Employee Record.

Employee Personal

Personal employee information such as an employee’s name, address, date of birth, marital status. . The information is taken from the Employee Record.

Employee Bank Account

Contains information about an employee’s bank account, including account number, sort code and any BACS reference. The information is taken from the Employee Record.

Employee Cumulative

Information about values for the year to date including total pay, tax, National Insurance, deductions and attachments.

Employee Attachment

Details of any attachment of earnings against an employee, including type of attachment, the date the attachment started, the amount paid to date and the amount of any protected earnings.

Employee Deduction

This contains information relating to any deductions applied to employee earnings, for example, union fees. It includes the rate of deduction as well as the total deduction paid to date.

Employee Payment

This contains employee payment information such as the default number of hours and the default payment rate.

Employee Pay Values

This contains information such as total gross pay for tax and NIC, the amount of tax paid to date and any sick pay or maternity pay received.

Update Status

This includes details about the last date employees were processed, which employees are on holiday or have a status of leaver.

Pension Scheme

Information about employee pension schemes, including the name of the pension scheme and the amount or percentage of employee and employer contributions.

Pay Values History

Information about historical pay values including total gross pay, gross pay for tax, the amount of any tax credits for the pay period, sick pay, maternity pay and so on.

Payment History

Historical payment information including total value to date, the status of the payment type – global, variable or fixed and whether the payment is subject to tax.

Deduction History

Historical deduction information including total deduction to date, and whether the deduction is subject to tax and NI.

Attachment History

Historical attachment information including the priority, the date the attachment began and the total amount of deducted.

Tax Code History

Contains information about employee tax codes, including the current tax code and the date it became effective.

NI Code History

Contains information about employee NIC codes, including the current NIC code and the date it became effective.

Department

Includes the department reference and name variables.

Cost Centre

Includes the cost centre reference and name variables.

Payment Type

Information about payment types your company uses. This includes payment reference, name and status.

Deduction Type

Information about deduction types your company has set up, for example professional subscription. This includes deduction name, status and the amount of deduction.

Attachment Type

Information about any types of attachments assigned to your employees, for example child support. This includes the name of the attachment and the type of attachment i.e. amount or percentage.

Employee QD Pattern

Information about employee sickness qualifying day patterns.

Company QD Pattern

Information about sickness qualifying day patterns your company has set up.

 Related Topics


Sage Job Costing Variable Tables

Listed below is a list of all the tables for Sage Job Costing, and a general description about the contents of each. Note: To print this list, click the Print option from the Help window toolbar.

Report

General variables applicable to the report e.g. Date, Time, Page.

Criteria

These variables prompt for ranges to be applied to the report at run time, e.g. Job Number From, Job Number To.

Company

Your own company details taken from the Company Details window.

Job

Contains all of the details found on the job record, for example Job Number, Job Status.

Job Cost

All cost code and job structure information, such as Cost Code Description, Cost Code Parent (group cost code).

Transaction

Transaction details, such as Transaction ID, Transaction Type, and Nominal Code.

Chargeout Rate

Details of chargeout rates, such as Rate and Description.

Standard Job Classification

Job classification details.

Bill Header

Invoice header details.

Bill Line

Invoice item line details.

Bill Transaction

Invoice transaction details.

Note

Details of notes entered against jobs on the Job Record window.

Standard Job Type

Job type details.

Standard Job Analysis

Details of job analysis codes.

Employee

Employee details such as Employee Reference, Name, Start Date, and Finish Date.

Employee Pay Rates

Details of employee pay rates.

Employee Chargeout Rate

Details of employee chargeout bands.

Supplier

Details found on the supplier record.

Milestones

Details of job milestones such as Description, Estimated Date, and Actual Date.

 Related Topics


While viewing a report, from the Tools menu, choose Variable List.

The Table drop-down list consists of tables containing variables that are appropriate for the report.

Select the table you require from the drop-down list and then click Print.

Alternatively, to print a list of all of the variables available for the report, click Print All.


While viewing the report, from the Tools menu, choose Options. Click the Document tab.

The Description box shows the current title for this report.

Amend the description as required and click OK.

To save the description for this report, from the File menu, choose Save.

For further details see Document Options.


Every time you print a stationery layout, from Sage Line 50, such as an invoice or an order, your company’s name and address is automatically printed for you.

If you are using pre-printed stationery which already shows your company’s name and address, you can set the Report Designer to remove these details from your stationery layout files.

To remove your company’s name and address from all your stationery layout files

1.	From the Sage Line 50 Settings menu, choose Company Preferences.

The Company Preferences window appears.

2.	To remove your company’s name and address from all your stationery layouts, clear the Print Name and Address on Stationery check box.

3.	To save your changes and exit, click OK.

Now, every time you print your invoices, orders, statements etc, Sage Line 50 will not print your company’s name and address.


Report Appearance Questions and Answers
Report Appearance Questions

How do I add text to a report?

How can I add a calculation to my report?

When I’ve printed my stationery layout, everything has printed 1cm to the right on my pre-printed stationery. What should I do?

The invoice number is printing with a comma separating the thousands. How do I remove this?

I have a report printing the transactions for various customer accounts. How can I print a separate page for each account? (Sage Line 50 only)

How can I remove my company name and address from my stationery layout? (Sage Line 50 only)

 Related Topics


General Report Questions

Report Range Questions

Quicker Printing Questions


In the Report Designer you can use Expressions to add a calculation to a report. For further details see To Create An Expression.


You can use the Report Designer to move all of the information on your report so that it is printed further to the left or down the page.

To move your report information 1cm to the left

1.	From the File menu, choose Page Setup.

The Page Setup window appears, showing the Margins tab.

2.	In the Print adjustment section, enter 1 in the Horizontal box (or .39 if you are using inches).

3.	Click OK.

Now when you print your report, all of the report information will be moved 1cm to the left.


Within the numeric properties option there is a thousands separator. To remove the comma separating the thousands you need to delete it from the Thousands symbol box.

To remove the comma

1.	Double-click the variable Invoice Number.

The Object Properties window appears, showing the Numeric tab information.

2.	Delete the comma from the Thousands symbol box.

3.	Click OK and then save your report.

The comma will not appear on your report the next time it is printed.

For further details see To Set an Object’s Numeric Properties.


A page break needs to be added to the report on the Account_Ref Footer section.

To add a page break

1.	From the Format menu, choose Sections.

The Sections window appears.

2.	Select the Account_Ref section, and click Modify.

The Sections Options window appears.

3.	Select the Page break check box and click OK.

You have now added a page break to your report.

For further details see Sections.


Instead of using the variables for Address 1-5, you should use the variables C-Address 1-5.

C-Address stands for Compact Address, and when you use this, the Report Designer automatically suppresses any blank lines in the address for you.

For further details about variables see What are Variables?.


Report Generator Upgrading Questions (Sage Line 50 v5 only)

The information in this section relates to users upgrading from Sage Line 50 version 5.

Where has my Report Generator option gone?

Where have all my Report Generator reports gone?

Do I need to add any additional detail lines?

How can I add Selection Criteria to my report?

Variable troubleshooting

 Related Topics


General Questions

Report Appearance Questions

Report Range Questions

Quicker Printing Questions


In Sage Line 50 all reports are held in the relevant areas of the program i.e. an invoicing report is held in the Reports option within the Invoicing option. The old Report Generator icon now invokes the new Report Designer.


All your report generator reports have been put into the appropriate ledger report window. For example, all your customer reports are in the Customer Reports window, all your management reports are in the Financial Reports window.


No. In Sage Line 50, you do not need to add any additional lines. The program automatically generates detail lines for you.


The equivalent to the old Selection Criteria in version 5 is now called Filters. To add a filter to a report, from the Format menu, choose Filters. For further details see To Use the Filter Builder.


Variable Troubleshooting (from Sage Line 50 v5 only)

Following customer requests, the variable Details_2 has been replaced with the variable Extra_ref. Version 5 users who have amended reports to include the old variable Details_2 will receive a warning message. Choose one of the following for more details;

What do I do if I get the message "Variable ‘AUDIT_SPLIT’.’DETAILS_2’ cannot be found in the catalog" after upgrading from Sage Line 50 v5?

Replacing DETAILS_2 with EXTRA_REF on a report

Replacing DETAILS_2 with EXTRA_REF in a filter

 Related Topics


Report Appearance Questions

Report Range Questions

Quicker Printing Questions


What Do I Do if I get an Error Message After Upgrading From Sage Line 50 v5?

In the Sage Line 50 version 5 the variable AUDIT_SPLIT.DETAILS_2 represented the Extra Reference field that can be entered on invoices in the Batch Invoice entry section. In version 6 this variable has been replaced with a new variable AUDIT_SPLIT.EXTRA_REF.

Due to this variable renaming, if you were using the variable DETAILS_2 on a report in version 5 you will get the following message:

"Variable ‘AUDIT_SPLIT’.’DETAILS_2’ cannot be found in the catalog", when running or editing a report that was using DETAILS_2.

If this happens you must replace any references to DETAILS_2 in any reports or filters you have set up. For information how to do this see the Related Topics information below.

 Related Topics


Replacing the DETAILS_2 Variable in a Report

Replacing the DETAILS_2 Variable in a Filter

Variable Troubleshooting (from v5.xx only)


Replacing DETAILS_2 with EXTRA_REF in a Report

1.	From the list of reports select the report you want to edit, and click Edit.

The selected report appears.

2.	Select the variable DETAILS_2 and delete the variable.

The DETAILS_2 variable is removed.

3.	From the Object tool bar select the Variable drop-down list, and choose EXTRA_REF.

4.	Place this new variable in your report (where you have just removed the DETAILS_2 variable from).

The EXTRA_REF variable will now appear on the document.

5.	From the File menu, choose Save.

The report is saved with the EXTRA_REF variable instead of the DETAILS_2 and you will now be able to run the report without the warning message.

If you have amended the variable displayed on the report and in the filter and you are still experiencing the error when you run the report the variable will be displayed elsewhere within the report. Contact the Printing & Stationery helpline on (0191) 255 0611 for more information.

 Related Topics


Replacing The DETAILS_2 Variable in a Filter

Variable Troubleshooting (For v5.xx Only)


Replacing DETAILS_2 with EXTRA_REF in a Filter

1.	Select the report you want to edit and click Edit.

The selected report appears.

2.	From the Format menu, choose Filter.

The Filter window appears.

3.	In this filter there will be a variable ‘AUDIT_SPILT’.’DETAILS_2’. Edit this to read ‘AUDIT_SPLIT’.’EXTRA_REF’.

Note: The punctuation in the filter must be exactly as shown above for the filter to work.

4.	Click OK.

The report reappears with the new filter.

5.	From the File menu, choose Save.

The report is saved with the EXTRA_REF variable included in your filter instead of the DETAILS_2.

If you have amended the variable displayed on the report and in the filter and you are still experiencing the error when you run the report the variable will be displayed elsewhere within the report. Contact the Printing & Stationery helpline on (0191) 255 0611 for more information.

 Related Topics


Replacing The DETAILS_2 Variable in a Report

Variable Troubleshooting (For v5.xx Only)


ODBC Error Messages

Choose the ODBC error message displayed on your screen from the list displayed below:

ODBC SQL Prepare call failed: Syntax error: Invalid filter in WHERE clause

ODBC SQL Prepare call failed: Syntax error: Invalid condition

The specified filter is incorrect, a variable was expected next

Cannot evaluate recursive expressions

ODBC SQL Prepare call failed: Syntax error: Invalid expression

ODBC SQL Execute call failed: Cannot open data file (Sage Line 50 only)

ODBC SQL Prepare call failed: Column not found

ODBC SQL Prepare call failed Invalid date format; should be yyyy-mm-dd


The Report Designer does not recognise the Filter that has been specified.

For Sage Line 50, an example would be picking up Sales Invoices / Credit Notes by using their transaction type (i.e. SI or SC):

‘AUDIT_SPLIT’.’TYPE’  LIKE  SI  OR  LIKE  SC

The correct filter should be:

‘AUDIT_SPLIT’.’TYPE’  LIKE  SI  OR  ‘AUDIT_SPLIT’.’TYPE’  LIKE  SC

That is, the variable ‘AUDIT_SPLIT’.’TYPE’  must be specified again when using the operators of  AND & OR.


Similar to the example 1, the most likely cause of this error message is that the filter is missing a Variable and one of  the Operators (i.e.  LIKE). For example, for Sage Line 50,

‘SALES_LEDGER’.’ACCOUNT_REF’  LIKE  ‘MORRIS’ OR ‘NORTON’

To specify two different Sales Account references the correct filter needs to be:

‘SALES_LEDGER’.’ACCOUNT_REF’  LIKE  ‘MORRIS’ OR ‘SALES_LEDGER’.’ACCOUNT_REF’  LIKE  ‘NORTON’


When using the Filter Builder, after inserting one of the operators AND / OR the Report Designer is expecting the name of a variable to be entered in the filter. If one of the other function / operator keys is used instead (e.g. LIKE, NOT, =) the above error message will appear.


This message may appear when trying to create an Expression using the Expression Builder. That is because the actual expression has been included as part of it’s own calculation, i.e. it is trying to do a calculation on itself.

This occurs because when the Expression Builder screen is first brought up the name of the Expression (e.g. Expr1 ) appears on the list of available variables to choose from. As each new expression that is entered gets assigned a new number i.e. Expr2, Expr3 it is recommended that the name of the expression is changed to make it easier to understand what it represents and also avoid this type of confusion.


This Error message relates to a problem with a Filter rather than an Expression and may be caused by using the wrong wildcards / criteria within the filter. On previous versions of the Report Designer you could use the wildcard  *  to specify a range of characters - e.g. anything beginning with the letter B would become B*. On this recent versions this has been replaced by the wildcard  %  - the example below shows how the filter should look:

‘SALES_LEDGER’.’ACCOUNT_REF’  LIKE  B%

This example will include all accounts with an account reference starting with the letter B.


This error will occur for one of two reasons;

You have chosen the Preview tab for either the VAT Summary or VAT Return report. These cannot be previewed from the Report Designer or Favourites menu. You can only run these two reports from the VAT option within Financials after you have run the VAT return.

Or,

The Remittance layout has been edited and the Preview button selected within the Report Designer screen itself. The Remittance will only pick up information from the Supplier Payment screen as it is generated - the layout must be saved first. Then Run it to Printer / Preview to get the correct output.


The Report Designer does not recognise the Expression that has been specified. This is a general error message and could be caused by a number of different conditions. Examples would be that the name of the variable has been typed incorrectly or that there brackets missing / extra within the calculation. These type of mistakes all result in the above error.


A date filter can be specified in the Report Designer (though normally it is advisable to use the Criteria option within the program). This type of filter would be used with variables such as Last Invoice Date and Sales Order Despatch Date where there are no date ranges available. This type of error message would occur if the format of the Date Filter had not been set up correctly.

The date must be in the format  {d  ‘yyyy-mm-dd’} as in the example:

‘INVOICE’.’INVOICE_DATE’  >=  {d  ‘2000-03-10’}


Report Range Questions and Answers
Report Range Questions

Why don’t all my records appear on my report?

When I print a report how can I select to print it for a specific range of values?

What is the pre-set option?

How can I show records even if they have no transactions?

How can suppress blank address lines on my report?

How do I put a date range on my report?

What is the difference between a filter and a criteria?

When I print a report for a given date rage, the required date range does not print out on the report. Why is this?

 Related Topics


General Questions

Report Appearance Questions

Quicker Printing Questions


Do you have any preset criteria set up? For further details see To Set Up Criteria.


In order to do this you have to set up the relevant criteria in the report.

While viewing the report, from the Format menu, choose Criteria. Select the criteria (range) that you want to print the report for. From the status drop-down list, select Enabled and then click OK.

Whenever you print this report, an additional Criteria window appears prompting you to enter your desired ranges.

For further details see To Set Up Criteria.


This gives the ability to set a criteria (range) and once set, will run that same criteria every time the report is run, but without you having to type it in each time. For further details see To Set Up Criteria.


By default, records with no transactions will not be printed on reports.

However, if you want to show these records, from the Format menu, select the Page option.

To include these records, select the "Include records with no transactions" check box.

For further details see To Set Up Your Page Options.


From the Format menu, choose Criteria.

For Sage Line 50, change the status of Tran Date to Enabled.

For Sage Payroll, change the status of Processing Date to Enabled.

For Sage Job Costing, change the status of Transaction Date to Enabled.

Click OK to save your criteria.

Now, every time you run this report, the Criteria window appears asking you to enter a date range.

For further details see To Set Up Criteria.


If you have criteria set up, you can specify which range you want to include when you actually run the report.

A filter gives you a fixed range for the report.

For further details see To Set Up Criteria and To Use the Filter Builder.


Criteria are not automatically printed out on the report. The relevant variables have to be added to the report in the order that they print. The variables concerned are found in the CRITERIA table of variables. For further details see To Set Up Criteria.


Quicker Printing Questions

It takes a long time for my report to print. How can it print quicker?

Can I set up a default font to be used for quick printing?

 Related Topics


General Questions

Report Appearance Questions

Report Range Questions


 Use Quick Text option from the Print Options drop-down list. For further details see To Print a Report.


Yes. From the Tools menu, choose Options and then click the Printer tab. Select Quick Print from the list then click Modify. Select the Font, Style and Size you require and click OK. Click OK again from the Options tab.

For further details see Setting Your Printer Fonts.


Printing Troubleshooting

If Your Printer Will Not Print:

Does it print strange characters or does it not print anything?

If You Have Problems With A Specific Printer:

The standard printer drivers for MS Windows are described in the following sections:

Dot Matrix Printers

Inkjet/Bubblejet Printers

Laser Printers

 Related Topics


The Printer Prints Nothing

The Printer Prints Strange Characters

Dot Matrix Printers

Inkjet/Bubblejet Printers

Laser Printers


The Printer Prints Nothing

If it prints nothing then:

1.	Check the printer is turned on and that the ‘Online’ light is on.

2.	Find out how the printer is attached to the current machine, i.e.

Is it attached to the local machine directly, if so, which port is it connected to? This is usually LPT1.

Or is it attached via a network, if so you need to know the network path to your printer and how to re-establish it. If you do not know the path or how to set the link then seek help from your network support engineer.

3.	If the printer is installed as a local printer it appears that it is printing to an incorrect local port then you must connect the printer driver to the correct port.

If in Windows 95

4.	Then attempt to print out a report again.

 Related Topics


From the Start menu at the bottom of the screen, choose Settings and then Printers.

Select the icon for the printer with the right mouse button.

Select the Properties option.

From the printer properties window open the Details tab.

In the new window you will have an option for Print to the following Port.

Select the correct port from the drop-down list (e.g. LPT1) and click OK.


The Printer Prints Strange Characters

Dot Matrix Printers

Inkjet/Bubblejet Printers

Laser Printers


The Printer Prints Strange Characters
Printer Prints Strange Characters

If your report prints strange characters:

Either you are using the wrong printer driver or the printer was interrupted half way through printing and is resuming that print job from half way through.

1.	Check the model of printer and the printer driver being used and see if they are compatible.

2.	If not then install the correct printer driver from the Windows Installation disks. Refer to your MS Windows manuals for instructions on how to do this.

3.	If the printer driver is correct for the printer then make sure that there are no jobs in the print queue.

If in Windows 95

4.	If there were any print jobs in the queue then reload the program and try to print a short report/invoice again. If not, close Windows, reboot the machine, and then try printing.

5.	If after the above procedures have been tried, you have no success printing then load up another program (it is best to use Microsoft Wordpad) and try to print from that. If that program also prints incorrectly then refer to your hardware dealer.

 Related Topics


When there are jobs in the Print queue, then a small printer icon will be visible next to the time at the bottom right hand corner of the screen in the Task Bar.

Double-click on the icon and the printer window will come up.

From the Printer menu, chose Purge Print Jobs.


The Printer Prints Nothing

Dot Matrix Printers

Inkjet/Bubblejet Printers

Laser Printers


Dot Matrix Printers

Dot matrix printers are usually either Epson or IBM Compatible.

Narrow Carriage	Wide Carriage

9 Pin Printers

Epson Compatible	Epson FX80	Epson FX1050
IBM Compatible	IBM Proprinter	IBM Proprinter XL

24 Pin Printers

Epson Compatible	Epson LQ850 / 	Epson LQ1050
Panasonic KX-P1624

IBM Compatible	IBM Proprinter X24	IBM Proprinter XL24

 Related Topics


The Printer Prints Nothing

The Printer Prints Strange Characters

Inkjet/Bubblejet Printers

Laser Printers


Inkjet/Bubblejet Printers

Choose your printer type from the list below.

Hewlett Packard Deskjet

Canon Bubblejets

 Related Topics


If you experience problems or errors when printing from the Report Designer to your Canon Bubblejet then it should be solved by setting the printer to emulate an Epson printer and then installing the correct Epson printer driver from the MS Windows installation disks.

Usually the narrow carriage bubblejets (e.g. BJ10ex, BJ200, BJC600) will emulate an Epson LQ 850, and the wide carriage/A3 will emulate an Epson LQ 2550 or Epson LQ 1050.


If you are experiencing any problems with your Deskjet printer printing from the Report Designer then it is worth trying the standard HP Deskjet or the HP Deskjet 500 driver from the MS Windows 95 installation disks.

Deskjet printers, due to the printing technology that they use, require quite large margins. Sometimes the margins for reports in the Report Designer are not big enough.

To change the margins to the minimum default settings

1.	Run the problem report to preview.

2.	Click the Page button and then click OK.

3.	You will then be prompted that the report has changed, click OK.

4.	This will then prompt you that the margins are invalid, and if you click the Fix All button, then the program will automatically analyse the printer driver and configure the report for the correct margins.

5.	At this stage DO NOT print the report. Click Close and then click Yes to save the changes. Then if you run the report again the information will then be printed correctly.

This only effects the current report.


The Printer Prints Nothing

The Printer Prints Strange Characters

Dot Matrix Printers

Laser Printers


Laser Printers

Choose your printer type from the list below.

Hewlett Packard Laserjet

Canon

GDI Printers

 Related Topics


If your printer is a Hewlett Packard Laserjet and you are having problems then setting up the compatible driver from the list below should correct any problems.

Printer	Compatible Driver

Laserjet II / Laserjet III ranges	HP Laserjet Series II

Laserjet 4 / Laserjet 5 ranges	HP Laserjet 4 (On Windows 95)


Canon Laser printers need 1Mb of memory to print a full page of graphical print, i.e. text under MS Windows using TrueType fonts etc. Sometimes these printers are still supplied with 0.5Mb and therefore will only print ½ a page. The only solution if this is the case is to contact your local Canon Dealer and arrange to get the printer upgraded to at least 1Mb of memory.


GDI printers are printers that directly access the Windows Subsystem to get the printing information and use the memory on the PC as its own processing memory.

Many of the GDI printers on the market will also emulate the HP Laserjet printer language PCL given the correct settings. If you experience any problems whilst printing from the Report Designer, refer to your printer manual, or manufacturer, to find out if it is possible to set the printer to work as any other printer as this may solve the problem.


The Printer Prints Nothing

The Printer Prints Strange Characters

Dot Matrix Printers

Inkjet/Bubblejet Printers


Grouping Information

When you create a report, you may want to list all the items relating to one variable together. You can list these items by creating a group. For example, you could set up your report to show all the items for one sales account reference together. Alternatively, you could list together all transactions with the same date.

A simple report consists of the following sections:

Page Header

Details

Page Footer

When you add a group to your report, the Report Designer automatically creates a header and footer section for the group in your report layout.

For example, if you added a group to list all the items which have the same account reference together, the sections on your report would change to:

Page Header

Account_Ref Header

Details

Account_Ref Footer

Page Footer

If you add another group to the report using the same variable, so for example, you now want to have a second group using the Account Reference variable, the section names are appended with a 2 as follows:

Page Header

Account_Ref header

Account_Ref header 2

Details

Account_Ref footer

Account_Ref footer  2

Page Footer

Once you have set up a group, you may want to arrange the variables within that group in either an ascending or descending order.

You can set up your group to keep together all the items relating to the group on the same page of the report. If there are too many entries to fit onto one page, the Report Designer puts as many as it can on one page and continues on the next.

You can set up as many groups as you like on a report, and can create a group for a variable that does not even appear in the report. For example, if your report shows the sales account reference and net amount, you could organise your report to show the net amounts in date order.

When you preview or create a report in Line 100 that contains a preset group, you can also choose to override this group and select another variable from the same table to group by.

You can remove a group from your report at any time. But if you delete a group, you also remove a sort for it. Any variables added to the group header or footer will also be removed.

 Related Topics


To Add a Group

To Delete a Group

To Override a Group

To Remove a Group Sort Override

To Add a Sort

Sorting Information

To Remove a Sort


To Add a Group

1.	From the Format menu, choose Groups.

The Groups window appears.

2.	To set up a new group on your report, click Add.

The Add Group window appears.

3.	From the Table drop-down list, select the table you require.

The Variables list displays the variables for the table you selected.

4.	Select the variable you want to group by and click OK.

The Groups window reappears.

You are now ready to modify the details for the group.

 Related Topics


Grouping Information

To Delete a Group

To Override a Group

To Remove a Group Sort Override

To Add a Sort

Sorting Information

To Remove a Sort


To Modify a Group

1.	From the Format menu, choose Groups.

The Groups window appears.

2.	Select the group you want to amend and click Modify.

The Group Options window appears.

3.	In the boxes provided, enter the following details:

Keep together, Include blank transactions, Break after character change and Character count.

4.	To save the options for the group, click OK.

 Related Topics


Select the check box if you want to include all transactions in the group, even if they are blank.


Select the check box if you want to keep together all transactions/items relating to this group on the same page of the report.

If there are too many entries to fit on one page, the Report Designer puts as many as it can on one page then continues on the next.


Select this check box to create a break in your report only when it sees a change in this variable within the first "n" characters of the data, where "n" is the number you enter in the Character count box.

For example if you have a number of references:

Jones

Joney

Jonne

if you create a character break and the character count is set to 4 your list would print as,

Jones

Joney

Jonne

In this example, a break only occurs when one of the first 4 characters is different. Any changes occurring after the fourth character are ignored. Note: If the change is on the fifth letter, no break is given.


Enter the number of characters of a variable that the Report Designer should check to see if a change has occurred. This number is only used when the Break after character change check box is selected.


Grouping Information

To Add a Group

To Delete a Group

To Override a Group

To Remove a Group Sort Override

To Add a Sort

Sorting Information

To Remove a Sort


To Override a Group
To Override a Group in Sage Line 100

1.	From the Format menu, choose Criteria.

The Criteria window appears.

2.	Select the Group Sort Override Status box, and from the drop-down list, select Enabled.

Each time you run the report you are prompted to confirm or change the group sort override.

If you want the report to use the group sort override automatically without prompting you each time you run the report, select Preset from the drop-down list.

Click OK.

3.	Further windows may appear depending on the reports that you are running.

4.	From the lower Status Bar, click the Preview tab.

The Criteria window is displayed.

5.	From the Group Sort Override drop-down list, select the variable that you now want to group sort the report by. You can also select whether the group override is to sort in Ascending or Descending order.

6.	Click OK.

The report previews using the group sort override.

 Related Topics


Grouping Information

To Add a Group

To Delete a Group

To Remove a Group Sort Override

To Add a Sort

Sorting Information

To Remove a Sort


To Remove the Group Sort Override
To Remove a Group Sort Override in Sage Line 100

1.	From the Format menu, choose Criteria.

The Criteria window appears.

2.	Select the Group Sort Override Status box, and from the drop-down list select Disabled.

The report previews with the original group sort applied.

Note: The group sort override cannot be activated if the group that appears outermost on your report design view, is not from the outermost report table.  The outermost report table is preset for each report type and you can view it when you add a group.  The outermost table is the first table shown on the drop-down list.

 Related Topics


Grouping Information

To Add a Group

To Delete a Group

To Override a Group

To Add a Sort

Sorting Information

To Remove a Sort


To Delete a Group

1.	From the Format menu, choose Groups.

The Groups window appears.

2.	Select the group you want to delete then click Delete.

The Remove Group confirmation screen appears.

3.	To delete the group, click Yes.

When you delete the group, the Report Designer automatically deletes the header and footer sections of the report layout that were created for that group.

 Related Topics


Grouping Items

To Add a Group

To Override a Group

To Remove a Group Sort Override

To Add a Sort

Sorting Information

To Remove a Sort


Page Breaks

The most common use for a page break is to enable information based on individual groupings within a report to be printed on separate pages.

In order to do this a page break setting has to be added to the report. It is important to the look of the report that the setting is added in the correct place.

The page break setting should always be added to the footer section of the relevant group being sorted.

Click here for a Sage Line 50 and Instant Accounts Plus example

Click here for a Sage Payroll example

Click here for a Sage Job Costing example

To find out how to add a page break to a section see the topic To Set Section Properties.

 Related Topics


Sections

To Edit an Existing Section


A simple report lists all of the transactions for each individual customer account in account order.

As the report lists by customer account it will have a pre-defined Group set up of ‘SALES_LEDGER’.‘ACCOUNT_REF’, giving an ACCOUNT_REF Header and an ACCOUNT_REF footer.

In order that each individual customer account starts printing on a separate page it will be necessary to add a page break to the ACCOUNT_REF footer section.


A simple report lists all of the employees for each department, in department order.

As the report lists by department reference, it will have a pre-defined Group set up of ‘sgtbl_EmployeePersonal’.‘DepartmentReference’, giving a DepartmentReference Header and a DepartmentReference footer.

In order that each the employees for each department starts printing on a separate page it will be necessary to add a page break to the DepartmentReference footer section.


A simple report lists all of the transactions for each individual job, in job number order.

As the report lists by job number, it will have a pre-defined Group set up of ‘tblJob’.‘JobNo’, giving a JobNo Header and a JobNo footer.

In order that each individual job starts printing on a separate page it will be necessary to add a page break to the JobNo footer section.


Sorting Information

Use the Sorts option to set up the order that your information will be sorted on a report.

If you have set up groups on your report, you can sort the order you want each group to appear on the report, and the order you want for the variables within the group too.

For example, you could set up a sort for the Date variable, so that the items on your report print in chronological order rather than the order in which the transactions were entered in your main program; or with the oldest transaction first.

Alternatively, if you set up a reference number or code as a group, use the Sort option to list the records in ascending order (i.e. A-Z) or descending (i.e. Z-A).

 Related Topics


 To Add a Sort

To Delete a Sort

Grouping Information

To Add a Group

To Delete a Group


To Add a Sort

1.	From the Format menu, choose Sorts.

The Sorts window appears, showing all the Sort variables you currently have set up, together with any groups.

2.	Click Add.

The Add Sort window appears showing all the variables in your document.

3.	From the list box, select the variable you want to sort by.

4.	You can sort in ascending or descending order. Select the option button you require.

Numbers are sorted before letters in ascending order, so 01ABLE would be listed before ABLE01.

The sort ignores the case of a character, i.e. ‘A’ is the same as ‘a’.

5.	To save your sort, click OK.

The Sorts window reappears.

6.	To return to the Report Designer window, click Close.

 Related Topics


 Sorting Information

To Delete a Sort

Grouping Information

To Add a Group

To Delete a Group


To Delete a Sort

Note: You cannot remove a sort if the sort is part of a group. For more information see To Delete a Group.

1.	From the Format menu, choose Sorts.

The Sorts window appears.

2.	Select the Sort you want to remove and then click Remove.

3.	To return to the Report Designer window, click Close.

 Related Topics


 Sorting Information

To Add a Sort

Grouping Information

To Add a Group

To Delete a Group


Criteria

If you do not set up criteria for your report, then the report generated will include every record that exists in the data file that it reads. Use the Report Designer’s Criteria option to be more selective about the records you want to print.

For each report you create you can set up a pre-set criteria, so that each time you run the report it uses the same criteria. For example, you may always want to run the same report with a reference between A001 to A999.

Alternatively, you can enable the criteria so that each time you run the report, a Criteria window appears asking you to enter the criteria you require. Any criteria you set up is saved for that report only. Sage Line 100 also enables you to save and load criteria settings. For more information about Saving and Loading see the Prepare Reports Chapter in the Sage Line 100 Operations Guide.

Click here for examples of how you can use criteria

 Related Topics


To Set Up Criteria

To Add a Filter


For Sage Line 50 or Instant Accounts Plus, if you want to include a certain range of customer accounts and departments, change the status of the ‘Customer Ref’ and ‘Department’ criteria from disabled to enabled. When you run the report you are prompted for the required ranges.

For Sage Payroll, if you want to include a certain range of employees and departments, change the status of the ‘Employee Reference’ and ‘Department’ criteria from disabled to enabled. When you run the report you are prompted for the required ranges.

For Sage Job Costing, if you want to include a certain range of customers and transaction types, change the status of the ‘Customer’ and ‘Transaction Type’ criteria from disabled to enabled. When you run the report you are prompted for the required ranges.


To Set Up Criteria

1.	From the Format menu, choose Criteria.

The Criteria window appears, listing the variables available for this report or layout for which you can set criteria. By default, all criteria is disabled (turned off).

2.	Set the status you require for each variable as follows:

Disabled, Enabled and Preset.

3.	To accept your criteria, click OK.

4.	If you have set some variables to have the status of Preset, the Criteria window appears for you to set your criteria.

Enter the variable ranges that you want the Report Designer to use automatically for this report, then click OK.

 Related Topics


Criteria

To Add a Filter


Select this option if you do not want to set any criteria for this variable.


Select this option if you want the Report Designer to ask you to enter criteria for this variable every time you run this report.


Select this option if you always want to use the same criteria every time you run this report.


Criteria Window

If you choose to enable criteria for your report a Criteria window appears when it is run. This window lets you run the report for specific ranges of data. To set a specific range enter the ranges of data you require in the boxes available on the window and click OK. Alternatively, leave all of the boxes as they appear and click OK to display all of the available data.

To enable criteria for reports, see To Set up Criteria.

 Related Topics


Criteria


To Use the Filter Builder

Wildcards

Additional Filter Examples

Criteria


Filters

Use the Filter option if you want to be more selective about the records or transactions you want to include in your report. This is similar to criteria except that it retains the selection in the report. This selection will always be used for the report. You are not given the choice of selecting the records you want to display when you run the report.

You can also set up filters on each section of your report.

 Related Topics


To Add a Filter

To Add a Section Filter

To Use the Filter Builder

To Set Up Criteria


To Add a Filter

1.	From the Format menu, chose Filter.

The Filter window appears.

2.	Click Build.

The Filter Builder window appears.

Select an expression variable from the list then click Add.

Use the Filter Builder to create the filter you require.

3.	To save your filter, click OK.

The Filter window reappears.

4.	To return to the Report Designer window, click OK.

 Related Topics


Filters Overview

To Use the Filter Builder

To Add a Section Filter

To Set Up Criteria


Using the Filter Builder

On the first filter window you could directly enter a SQL (Structured Query Language) statement as your filter, however to make it a bit easier there is a filter builder, which allows you to create filters by choosing the various operators and variables from a list.

When you select a variable, the name of the table the variable comes from, followed by the variable name appears in the filter calculation window. For example, for Sage Line 50, if you select the BALANCE variable, ‘SALES_LEDGER’.‘BALANCE’ will appear in the window.

 Related Topics


To Use the Filter Builder


To Use the Filter Builder

1.	From the Format menu, choose Filter.

The Filter window appears.

2.	Click Build.

The Filter Builder window appears.

3.	Use the variables from each table and the buttons in the Filter area to create the filter you require.

The buttons have the following meanings:

>, <, >=, <=, =, <>, ( ), And, Or, Not, Like, Clear

To include a variable in the filter, select the variable from the list and click the Add button.

The table the variable comes from, followed by the variable name appears in the Filter window.

To see a list of the values in your database relating to the selected variable select the Show values check box. The appropriate values are shown in the Values in Database list. Warning: If you have a large database it may take a few minutes to load the values.

4.	To save your filter, click OK.

The Filter window reappears.

5.	To return to the Report Designer window, click OK.

 Related Topics


Using The Filter Builder Overview

Additional Filter Examples

Using Wildcards in Filters

To Add a Filter

To Add a Section Filter


Greater than.

For example, for Sage Line 50, to include customers with a turnover for the year to date that is greater than £1000, use the buttons to enter the following:

‘SALES_LEDGER’.‘TURNOVER_YTD’ > 1000

For Sage Payroll, to include all employees whose net pay is more than £2000, enter the following:

‘sgtbl_EmployeePay_Values’.‘NetPay1’ > 2000

For Sage Job Costing, to include jobs with a quoted value which is greater than £1500, enter the following:

‘tblJob’.‘Value’ > 1500


Less than.

For example, for Sage Line 50, to include customers with a turnover for the year to date that is less than £1000, enter the following:

‘SALES_LEDGER’.‘TURNOVER_YTD’ < 1000

For Sage Payroll, to include all employees whose net pay is less than £2000, enter the following:

‘sgtbl_EmployeePay_Values’.‘NetPay1’ < 2000

For Sage Job Costing, to include jobs with a quoted value which is less than £750, enter the following:

‘tblJob’.‘Value’ < 750


Greater than or equal to.

For example, for Sage Line 50, to include customers with a turnover for the year to date that is greater than or equal to £1000, enter the following:

‘SALES_LEDGER’.‘TURNOVER_YTD’ >= 1000

For Sage Payroll, to include all employees whose net pay is greater than or equal to £2000, enter the following:

‘sgtbl_EmployeePay_Values’.‘NetPay1’ >= 2000

For Sage Job Costing, to include jobs with a quoted value which is greater than or equal to £750, enter the following:

‘tblJob’.‘Value’ >= 750


Less than or equal to.

For example, for Sage Line 50, to include customers with a turnover for the year to date which is less than or equal to £1000, enter the following:

‘SALES_LEDGER’.‘TURNOVER_YTD’ <= 1000

For Sage Payroll, to include all employees whose net pay is less than or equal to £2000, enter the following:

‘sgtbl_EmployeePay_Values’.‘NetPay1’ <= 2000

For Sage Job Costing, to include jobs with a quoted value which is less than or equal to £750, enter the following:

‘tblJob’.‘Value’ <= 750


Equals.

For example, for Sage Line 50, to include customers with a turnover for the year to date that is equal to £1000, enter the following:

‘SALES_LEDGER’.‘TURNOVER_YTD’ = 1000

For Sage Payroll, to include all employees whose net pay is equal to £3000, enter the following:

‘sgtbl_EmployeePay_Values’.‘NetPay1’ = 3000

For Sage Job Costing, to include jobs with a quoted value which is equal to £4500, enter the following:

‘tblJob’.‘Value’ = 4500


Not equal to.

For example, for Sage Line 50, to include customers with a turnover that is not equal to £1000, enter the following:

‘SALES_LEDGER’.‘TURNOVER_YTD’ <> 1000

For Sage Payroll, to include all employees whose net pay is not equal to £1000, enter the following:

‘sgtbl_EmployeePay_Values’.‘NetPay1’ <> 1000

For Sage Job Costing, to include jobs with a quoted value which is not equal to £1000, enter the following:

‘tblJob’.‘Value’ <> 1000


Use these brackets if you want to enter more than one set of conditions in your filter, but want the Report Designer to use the condition within the brackets first.

For example, for Sage Line 50 to include customers with a turnover that is between £1000 and £2000 and whose prior year balance is greater than £2500 type;

(‘SALES_LEDGER’.‘TURNOVER_YTD’ > 1000 AND ‘SALES_LEDGER’.‘TURNOVER_YTD’ < 2000) AND ‘SALES_LEDGER’.‘PRIOR_YEAR’ > 2500

For Sage Payroll, to include employees with a net pay between £1000 and £2000 and the tax code "433L", enter the following:

(‘sgtbl_EmployeePay_Values’.‘NetPay1’ > 1000 and ‘sgtbl_EmployeePay_Values’.‘NetPay1’ < 2000) AND ‘sgtbl_EmployeePay_Values’.‘TaxCode’ = ‘433L‘

For Sage Job Costing, to include jobs with a quoted value between £3000 and £4000 and with a status of "Complete", enter the following:

(‘tblJob’.‘Value’ >= 3000 and ‘tblJob’.‘Value’ <= 4000) AND ‘tblJob’.‘JobStatus’ = ‘Complete’


Use this to include two different clauses in your filter. The AND operator allows you to link a string of operands together and will choose the information only if all operands are true.

For example, for Sage Line 50, to include customers with both a turnover for the year to date that is less than £1000 and with a prior year balance that is greater than £2500, enter the following:

‘SALES_LEDGER’.‘TURNOVER_YTD’ < 1000 AND ‘SALES_LEDGER‘.‘PRIOR_YEAR’ > 2500

For Sage Payroll, to include employees with a net pay of more than £1000 and with a tax code of "433L", enter the following:

‘sgtbl_EmployeePay_Values’.‘NetPay1’ > 1000 AND ‘sgtbl_EmployeePay_Values’.‘TaxCode’ = ‘433L’

For Sage Job Costing, to include jobs with a quoted value of £3000 and with a status of "Active", enter the following:

‘tblJob’.‘Value’ = 3000 AND ‘tblJob’.‘JobStatus’ = ‘Active’


Use this to include an either/or clause in your filter. The OR operator allows you to link filters together but those filters listed do not have to be true just one or more of them.

For example, for Sage Line 50, to include customers with either a turnover for the year to date that is less than £1000, or with a prior year balance that is greater than £2500, enter the following:

‘SALES_LEDGER’.‘TURNOVER_YTD’ < 1000 OR ‘SALES_LEDGER’.‘PRIOR_YEAR’ > 2500

For Sage Payroll, to only include employees with a tax code of "433L" or "508L", enter the following:

‘sgtbl_EmployeePay_Values’.‘TaxCode’ = ‘433L’ OR ‘sgtbl_EmployeePay_Values’.‘TaxCode’ = ‘508L’

For Sage Job Costing, to only include jobs which have a status of "Complete" or "Active", enter the following:

‘tblJob’.‘JobStatus’ = ‘Complete’ OR ‘tblJob’.‘JobStatus’ = ‘Active’


Use this button to include an exclusion clause in your filter.

For example, for Sage Line 50, to exclude information for the customer with the account reference "Johnson", enter the following:

‘SALES_LEDGER’.‘ACCOUNT_REF’ NOT ‘Johnson’

For Sage Payroll, to exclude employees with the tax code "433L", enter the following:

‘sgtbl_EmployeePay_Values’.‘TaxCode’ NOT ‘433L’

For Sage Job Costing, to exclude information for jobs with a status of "Complete", enter the following:

‘tblJob’.‘JobStatus’ NOT ‘Complete’


Like is the text equivalent to ‘=’.

For example, for Sage Line 50, to only include information for the customer with the account reference "Johnson", enter the following:

‘SALES_LEDGER’.‘ACCOUNT_REF’ LIKE ‘JOHNSON’

For Sage Payroll, to only include employees with the tax code "433L", enter the following:

‘sgtbl_EmployeePay_Values’.‘TaxCode’ LIKE ‘433L’

For Sage Job Costing, to only include information for jobs with a status of "Complete", enter the following:

‘tblJob’.‘JobStatus’ LIKE ‘Complete’


Use this button to clear the filter area so you can start to create your filter again.


Wildcards
Using Wildcards in Filters

When creating filters you can use wildcards searches in your filter statements. There are two types of wildcards that you can use when creating filters as follows:

Wildcard	Description

%	Multiple of characters
_	Single character

Some examples of filters using wildcards are as follows:

‘SALES_LEDGER’.‘ACCOUNT_REF’ LIKE ‘A%’

This will pick up all sales ledger accounts that start with the letter ‘A’

‘SALES_LEDGER’.‘ACCOUNT_REF’ LIKE ‘%E’

This will pick up all sales ledger accounts that end in the letter ‘E’

‘AUDIT_SPLIT’.‘TYPE’ LIKE ‘S_’

This will pick up all sales transactions SI, SC, SR and SA.

‘SALES_LEDGER’.‘ACCOUNT_REF’ LIKE ‘4_0’

This will pick up the following sales accounts 400, 410, 420, 430, 450, 460, 470, 480 & 490.

 Related Topics


Filters Overview

To Use the Filter Builder

Additional Filter Examples

To Add a Filter

To Add a Section Filter


Additional Filter Examples

Filter examples can be found in the To Use the Filter Builder topic. This area contains additional examples of filters. These examples relate to Sage Line 50, but the principles can be applied to other Sage programs.

Click one of the following operands to view examples of filters:

>, <, >=, <=, =, <>, AND, Or, Not, Like, Using OR and AND

 Related Topics


To Use the Filter Builder

Using Wildcards in Filters

To Add a Filter

To Add a Section Filter


This filter will choose only those records where the gross amount from the audit split table is greater than £117.50.

‘AUDIT_SPLIT’.‘GROSS_AMOUNT’ > ‘117.50’

This filter will choose only those transactions where today’s date is greater than the transaction date on the audit split.

‘AUDIT_SPLIT’.‘DATE_TO’ > AUDIT_SPLIT’.‘DATE’


This filter will show all those transactions where the gross amount on the audit split table is less than £117.50.

‘AUDIT_SPLIT’.‘GROSS_AMOUNT’ < ‘117.50’

This filter gives the same result by showing all those transactions where the date on the audit split table is less than today’s date.

‘AUIT_SPLIT’.‘DATE’ < ‘AUDIT_SPLIT’.‘DATE_TO’


This filter will choose only those records where the gross amount from the audit split table is greater than £117.50 or actually is £117.50.

‘AUDIT_SPLIT’.‘GROSS_AMOUNT’ >= ‘117.50’

This filter will select those transactions where today’s date is greater than the transaction date on the audit split, or the same as today’s date.

‘AUDIT_SPLIT’.‘DATE_TO’ >= ‘AUDIT_SPLIT’.‘DATE’


This filter shows all those transactions where the gross amount on the audit split table is less than £117.50 or is £117.50.

‘AUDIT_SPLIT’.‘GROSS_AMOUNT’ <= ‘117.50’

This filter will show all those transaction where the transaction date from the audit split table is less than today’s date or is today’s date.

‘AUDIT_SPLIT’.‘DATE’ <= ‘AUDIT_SPLIT’.‘DATE_TO’


This filter will pick up all transactions were the gross amount on the audit split table is equal to £117.50.

‘AUDIT_SPLIT’.‘GROSS_AMOUNT’ = ‘117.50’

This filter will choose all transaction where the date on the audit split table is equal to 6th October 2000.

‘AUDIT_SPLIT’.‘DATE’ = {d ‘2000-10-06’}


This filter will choose all sales ledger accounts where the balance is not £0. Therefore any account with a negative or positive balance will be added to the filter.

‘SALES_LEDGER’.‘BALANCE’ <> ‘0’

This filter will choose all transactions where the tax amount is not equal to zero, so only taxable transactions will be displayed.

‘AUDIT_SPLIT’.‘TAX_AMOUNT’ <> ‘0’


This filter will select all those transactions that are sales invoices AND have a gross value of £117.50 or more.

‘AUDIT_SPLIT’.‘TYPE’ LIKE ‘SI’ AND ‘AUDIT_SPLIT’.‘GROSS_AMOUNT’ >= ‘117.50’

This filter shows that AND can be used to link more than 2 different filters together. In the example above, the sales ledger account with reference ABC will be picked up as well as all transactions within that account whose value is £117.50 or more. Finally it will search these records and only select those that are not sales invoices.

‘SALES_LEDGER’.‘ACCOUNT_REF’ LIKE ‘ABC’ AND ‘AUDIT_SPLIT’.‘GROSS_AMOUNT’ >= ‘117.50’ AND AUDIT_SPLIT’.‘TYPE’ NOT LIKE ‘SI’


This filter will pick up all transactions that are Sales Invoices or Sales Credit Notes.

‘AUDIT_SPLIT’.‘TYPE’ LIKE ‘SI’ OR ‘AUDIT_SPLIT’.‘TYPE’ Like ‘SC’

This filter will show all sales ledger accounts that do not have a 0 balance unless there YTD Turnover is more than 0 in which case regardless of whether the account balance is 0, it will also be displayed.

‘SALES_LEDGER’.‘BALANCE’ <> ‘0’ OR ‘SALES_LEDGER’.‘TURNOVER_YTD’ > ‘0’


This filter will pick up all those transactions that are not Sales Invoices.

‘AUDIT_SPLIT’.‘TYPE’ NOT LIKE ‘SI’

This filter will pickup all sales accounts except ABC

‘SALES_LEDGER’.‘ACCOUNT_REF’ NOT LIKE ‘ABC’


This filter will choose all transactions where the Transaction type from the audit split table is SI.

‘AUDIT_SPLIT’.‘TYPE’ LIKE ‘SI’

This filter will pick up the sales account that has a reference of ABC.

‘SALES_LEDGER’.‘ACCOUNT_REF’ LIKE ‘ABC’

This filter will choose only Account References starting with A .

‘PURCHASE LEDGER’.‘ACCOUNT_REF’ LIKE ‘A%’

This filter will choose only invoices for accounts beginning with A.

‘PURCHASE LEDGER’.‘ACCOUNT_REF’ LIKE ‘A%’ AND ‘AUDIT SPLIT’.‘TYPE’ LIKE ‘PI’

This filter will choose only invoices for accounts beginning with A, and only invoices posted to nominal codes 5000 and 5010.

‘PURCHASE LEDGER’.‘ACCOUNT_REF’ LIKE ‘A%’ AND ‘AUDIT SPLIT’.‘TYPE’ LIKE ‘PI’ AND (‘AUDIT_SPLIT’.‘NOMINAL_CODE’ = 5000 OR ‘AUDIT_SPLIT’.‘NOMINAL_CODE’ = 5010)


When using OR and AND in the same filter the OR expressions should always come first.

This filter will pick up all sales Invoices and credit notes with a Tax value.

‘AUDIT_SPLIT’.‘TYPE’ LIKE ‘SI’ OR ‘AUDIT_SPLIT’.‘TYPE’ LIKE ‘SC’ AND ‘AUDIT_SPLIT’.‘TAX_AMOUNT’ > 0

As you will see below there is an OR statement after the AND. This is because two OR expressions are being linked if as in the 1st example where an OR expression is being linked to a single expression the OR must then be 1st.

‘AUDIT_SPLIT’.‘TYPE’ LIKE ‘SI’ OR ‘AUDIT_SPLIT’.‘TYPE’ LIKE ‘SC’ AND ‘SALES_LEDGER’.‘ACCOUNT_REF’ LIKE ‘ABC’ OR ‘SALES_LEDGER’.‘ACCOUNT_REF’ LIKE ‘BCD’


Expressions

When you set up a report, you are given a list of variables from which to select and include.

In addition to these variables, the Report Designer also lets you create your own expression (i.e. calculation) that can be made up of those variables that already exist.

 Related Topics


To Create an Expression

Expression Examples


To Create an Expression

1.	From the Object toolbar, click the Expression option.

2.	Click the cursor on the report layout at the point you want to insert the expression.

3.	To set up your expression, double-click the expression object.

The Object Properties window appears.

4.	In the Name box, enter a name for this expression.

5.	Click Build.

6.	Use the variables from each table and the buttons provided to create the expression you require.

A formulae for the calculation is made up from one or more of the following arithmetic symbols:

+, -, *, /, ( ), Clear

You can also include any numeric variables that currently exist in the report variable list, and any number (including decimals).

Click here for examples of expressions

7.	To save your expression, click OK.

The Object Properties window reappears. Use the other tabs from this window to set the various properties for this expression.

 Related Topics


Expressions Overview

Expression Examples

Changing Object Properties


For adding variables or amounts.


For taking one variable amount from another.


For the division of variables or amounts.


For multiplication of variables or amounts.


Use these brackets for grouping and prioritising calculations.


This button clears the Expression area, so you can start to create your expression again.


Expression Examples

Sage Line 50 Examples

To divide the prior year value by 12 then multiply by 6, select from the Variables list and use the operand buttons to enter the following:

(‘SALES_LEDGER’.‘PRIOR_YEAR’/12)*6

Or, to add the invoices for months 1 and 2 then subtract the total of the credits for months 1 and 2, enter the following:

(‘SALES_LEDGER’.‘INVOICE_MTH1’ + ‘SALES_LEDGER’.‘INVOICE_MTH2’) - (‘SALES_LEDGER’.‘CREDIT_MTH1’ + ‘SALES_LEDGER’.‘CREDIT_MTH2’)

Sage Payroll Example

To find out the total employee pension contributions, enter:

‘sgtb_EmployeeCumulative’.‘PensnEmployeeTD’ + ‘sgtb_Employee’.‘AVCAmountTD’

Sage Job Costing Examples

To show the budget value for a job divided by 12, use:

‘tblJobCost’.‘BudgetValue’/12

Or, to calculate the difference between the original budget value and revised budget value for a job, use:

‘tblJobCost’.‘BudgetValue’ - ‘tblJobCost’.‘RevisedBudgetValue’

 Related Topics


To Create an Expression

Expressions


Using Objects

An object refers to any item that is placed on a report, whether it is a piece of text, a value or amount or a graphic object such as a line or box.

You can move objects using the mouse or the various options within the Report Designer.

Choose a topic below to see how to manipulate your report objects.

Changing Object Properties

Moving Between Edit and Non-Edit Mode

Selecting, Moving and Resizing Objects

Pop-up menus

Aligning Objects

Autosizing Objects

Anchoring Objects

Undoing Mistakes

 Related Topics


Select a text box and you are in non-edit mode. You can move the text box around the report if required. Then press ENTER or move the cursor into the text box to go into Edit mode.

By default, after you use the text tool in text mode, the cursor changes to the select mode.

However, you can set up your Report Designer so that after you use the text tool to insert fixed text, the cursor remains in text mode.


To select an object, click once with the mouse button on the object required, or press the TAB key until the object is selected.

To select multiple objects, hold down the SHIFT key continuously while clicking on the objects required. Alternatively, click the Select option from the toolbar, click on the layout page and by holding the down the mouse button drag the box over the objects you require. To select all objects, from the Edit menu, chose Select All.

To move an object, click and hold down the mouse button, then move the mouse pointer to the required position and let go of the mouse. Or, select the object and press the arrow keys to move the object into position.

To resize an object, select the object and then move the cursor over the horizontal line on the right hand side of the graphic until a two-way arrow appears. Hold down the mouse button and drag the object to the size you require.


If you click with the mouse’s right button on any object a pop-up menu appears that contains menu options that are specific to that type of object. Nothing is new in this menu, it is simply there to save you time.

The first item on the menu shows the name of the variable you have selected.


To move an object, click and hold down the left mouse button, then move the mouse pointer to the required position and let go of the mouse. Or, select the object and press the arrow keys to move the object into position.


The Report Designer allows you to undo any mistakes that you make because it keeps a record of everything that you do. If you make a mistake, from the Main Toolbar select the undo Button.  The last action you did is undone.

This useful feature also means that you can see how things look, and if you do not like the result, simply undo the action.

In addition, you can undo an undo! This is known as Redo. The Redo button is also available on the Main Toolbar.

You can also access Undo and Redo from the Edit menu drop-down list.


Object Properties

To Align and Resize Multiple Objects

To Set Up Autosizing for an Object

To Anchor an Object


Changing Object Properties

You can modify the properties of the variable, text and graphic objects on your report. You can change numeric, text, date, time, hyperlink, line, fill, position,size and printing properties. The properties you can change depend on the type of object that is selected.

Note: If you amend an object’s properties, this overrides any default settings that have been made for the document. For more information about your default settings see Changing Default Settings.

 Related Topics


Objects Overview

To Update Object Properties for Multiple Objects

To Set an Object’s Numeric Properties

To Set an Object’s Text Properties

To Set an Object’s Date Properties

To Set an Object’s Time Properties

To Set an Object’s Hyperlink Properties

To Set an Object’s Position and Size Properties

To Set an Object’s Printing Properties

To Set Line Properties

To Set Fill Properties

Changing Default Settings


To Update Object Properties for Multiple Objects

1.	To select multiple objects, from the report layout, hold down the SHIFT key continuously while clicking on the objects required.

The selected objects are highlighted with small black boxes.

2.	From the report layout, double-click on any of the selected objects.

The Object Properties window appears.

3.	On the Object Properties window, amend the settings as required, and click OK.

The selected objects are updated with the new settings.

 Related Topics


Changing Object Properties Overview


To Set An Object`s Date Properties
To Set an Object’s Date Properties

1.	From the report layout, double-click the date variable you require.

The Object Properties window appears.

2.	Click the Date tab.

The Date tab information appears.

3.	Use the options to set your date properties as follows:

Date Format and Date separator.

As you change the format, the Report Designer shows you how the date will appear using the new format, in the Preview area of the Date tab.

4.	To save your date settings, click OK.

 Related Topics


Changing Object Properties Overview


To Set An Object`s Time Properties
To Set an Object’s Time Properties

1.	From the report layout, double-click the time variable you require.

The Object Properties window appears.

2.	Click the Time tab.

The Time tab information appears.

3.	Use the options to set up your time properties as follows:

Use 24 hour clockTIMEPROPERTIES24HOUR, Apply zeros to timeTIMEPROPERTIESAPPLYZEROES, AMTIMEPROPERTIESAM, PMTIMEPROPERTIESPM and Time separatorTIMEPROPERTIESTIMESEPARATOR.

After selecting these options, the Preview area of the Time tab displays how the Time variable will look on your report.

4.	To save your date settings, click OK.

 Related Topics


Changing Object Properties Overview


Hyperlink Overview

Setting up an object on your report with hyperlink properties, can provide very useful additional information for anyone receiving and viewing the report, and all provided within the confines of the report.

For example, if you were e-mailing an Invoice to a Customer from Sage Line 50, you could set up a hyperlink for your Company Name variable. This could take the customer to your Company Website when they clicked on the Company Name on the report. Alternatively, you might like to have the Contact Name variable on a report set up with a hyperlink for an e-mail address.

 Related Topics


To Set an Object’s Hyperlink Properties


To Set an Object's Hyperlink Properties
To Set an Object’s Hyperlink Properties

1.	From the design view of your report, double click the object you want to set up a hyperlink for.

The Object Properties window appears.

2.	Select the HLink tab, displaying the Hyperlink Source section.

3.	Complete the section as follows:

No Hyperlink,Table/Variable, Hyperlink Target

4.	Click OK, and from the report layout, preview your report.

The report preview appears

5.	From the File menu, select Save.

The Save As window appears.

6.	From the Save in drop-down list, select the folder where you want to store the report.

To save your report under a different file name, enter a new name in the File name box.

7.	From the Save as type drop-down list, select HTML Files (*.htm), and click Save.

You have now completed entering your hyperlink settings. When you preview your report to an output that supports hyperlinks, the hyperlinks are activated for you to use.

 Related Topics


Changing Object Properties Overview


Selected as standard, but you should also select No Hyperlink, if you want to remove a hyperlink from a selected object.


Select this option if you want to hyperlink a specific Table and related Variable on a report. The Tables available vary depending on the type of report you are using.


Select this option to enter your own text to create a hyperlink on your report.


To Set an Object's Position and Size Properties
To Set an Object’s Position and Size Properties

1.	From the report layout, double-click the object you require.

The Object Properties window appears.

2.	Click the Position/Size tab.

3.	Enter the following information in the Position section as required:

Horizontal, From

Vertical, From

4.	Enter the following information in the Dimensions section as required:

Width, Size

Height, Size

5.	Enter the following information in the Character Output section as required:

Use Output Length, Output Length

6.	Select the Locked and Auto size check boxes as appropriate.

7.	To save your settings, click OK.

 Related Topics


Changing Object Properties Overview


Enter the distance that the object should be from the setting in the From box.


From the drop-down list, select where the horizontal distance starts from.


Enter the distance that the object should be from the setting in the From box.


From the drop-down list, select where the vertical distance starts from.


Enter the width of the object. Use the up/down buttons for fine adjustment if necessary.


From the drop-down list, select the width of the object as follows:

None means it will use the measurement entered in the Width box.

Full Width means the object’s size will be increased to fill the width of the page.

Width means the object’s size will be increased to fill the width of the page starting from where the object was originally placed.

These options are generally only used for graphical objects such as lines and boxes. For example, you could choose the Full Width option to extend a line to the width of the report.


 Enter the height of the object. Use the up/down buttons for fine adjustment if necessary.


From the drop-down list, select the height of the object as follows:

None means it will use the measurement entered in the Height box.

Full Height means the object’s size will be increased to fill the height of the section where it is placed.

Height means the object’s size will be increased to fill the height of the section starting from where the object was originally placed in the section.

These options are generally only used for graphical objects such as lines and boxes. For example, you could choose the Full Width option to ensure that the height of a box matches the height of the section.


Select this check box to fix the variable in this position on the page. For further information about this, see Anchoring Objects.


Select this check box to activate auto sizing, or clear to turn it off.


Select the check box to enter an output length.


Use the spinner arrows to set the length of a variable or expression on your report. The length is measured in terms of characters.


To Set An Object`s Printing Properties
To Set an Object’s Printing Properties

1.	From the report layout, double-click the object you require.

The Object Properties window appears.

2.	Click the Options tab.

The Options tab information appears.

3.	Use the following check boxes to indicate the general printing properties for this object:

Print on first copy onlyOBJECTGENERALPROPERTIESPRINT, Suppress printingOBJECTGENERALPROPERTIESPRINTING and Suppress duplicatesOBJECTGENERALPROPERTIESSUPPRESS.

4.	Depending on the forms you want to may print, for example bank cheques, select the following check boxes:

Fill charOBJECTGENERALPROPERTIESFILLCHAR, Fill modeOBJECTGENERALPROPERTIESFILLMODE and Fill formatOBJECTGENERALPROPERTIESFILLFORMAT.

5.	To save your settings, click OK.

 Related Topics


Changing Object Properties


Select this check box, if when you print more than one copy of this report, the object only prints on the first copy.


If this line on your report is the same as the previous line, select this check box to suppress the second.


Select this check box to stop printing repeated lines on your report.


Enter a character that you want to include to fill in gaps in a field. For example you may be printing cheques and need to fill in any gaps to avoid fraud.
Entering *  would create  ***100.00
Entering #  would create  ###10.00


From the drop-down list, select a fill mode to specify where you want the fill character to appear in the field. For example,
Pre-fill - ***100.00
Post-fill – 100.00***
Surround - **100.00**


Choose how many characters you want to include in total, including fillers. Selecting Default will allow the maximum amount allowed in that field.


Aligning and Resizing Multiple Objects

To save you manually aligning and resizing each object, you can use the Alignment option from the Format menu to align and resize several objects at one time. You can align your objects either horizontally or vertically.

The resize option is useful for adjusting multiple objects. For example, if you had a number of address variables on your report, you could adjust just one of the address variables to the right size and then use the resize option to make all the other variables the same size as the one you adjusted.

 Related Topics


To Align or Resize Multiple Objects

Object Overview


To Align or Resize Multiple Objects

1.	Select the objects you want to align or resize.

Note: To select multiple objects, hold down the SHIFT key and select the objects you required. Alternatively click the Select button from the toolbar, click on the layout page, hold down the left mouse button and drag the box that appears over the objects you require.

2.	From the Format menu, choose Alignment.

The Alignment window appears.

3.	To align objects horizontally, from the Horizontal drop-down list, specify how you want to align them, either from the left, right or centre. Then, from the From drop-down list, select where you want the alignment to start.

To resize all objects to the same width as the object with the smallest width, from the Horizontal drop-down list select Width Min. To resize all objects to the same width as the object with the greatest width, from the Horizontal drop-down list select Width Max.

4.	To align your objects vertically, from the Vertical drop-down list, specify how you want to align them, either from the top, centre or bottom. Then from the From drop-down list, select where you want to alignment to start.

To resize all objects to the same height as the object with the smallest height, from the Vertical drop-down list select Height Min. To resize all objects to the same height as the object with the greatest height, from the Vertical drop-down list select Height Max

5.	To save your alignment settings, click OK.

 Related Topics


Aligning and Resizing Multiple Objects Overview

Object Overview


Anchoring Objects

You can anchor objects on a report layout to ensure they are not moved. This is particularly useful if you are using pre-printed stationery. Once you have placed an object on the report layout so that it prints in the correct place on the stationery, you can anchor the object to ensure it does not get moved accidentally.

 Related Topics


To Anchor an Object

Object Overview


Anchoring an Object
To Anchor an Object

1.	From the report layout, double-click the object you require.

The Object Properties window appears.

2.	Click the Position/Size tab.

3.	Select the Locked check box.

4.	To save your anchor, click OK.

 Related Topics


Anchoring Objects Overview

Object Overview


Autosizing Objects

When you enter text into a report the object border will cut off the text if you either type too much text or the text box is too small. Usually you would have to resize the text box so that all of the text appears on your report.

If you use the auto sizing option and you change the font of the object, the Report Designer recalculates the size of the object so that the text does not get cut off.

 Related Topics


To Set Up Autosizing For Your Object

Object Overview


To Set Up Autosizing For Your Object
To Set Up Autosizing for an Object

1.	From the report layout, double-click the object you require.

The Object Properties window appears.

2.	Click the Position/Size tab.

3.	Select the Auto size check box.

4.	To save your changes, click OK.

 Related Topics


Autosizing

Object Overview


Sections

When you create a report, the Report designer automatically divides it into sections. A simple report consists of the following sections:

Page Header

Details

Page Footer

If you add a group to your report, for example to list all items that have the same account reference together, this changes the sections on your report to:

Page Header

Account_Ref header

Details

Account_Ref footer

Page Footer

If you add another group to the report using the same variable, the section names are appended with a 2 as follows:

Page Header

Account_Ref header

Account_Ref header 2

Details

Account_Ref footer

Account_Ref footer  2

Page Footer

Use the Sections option from the Format menu to change the properties of each section. You can set:

The height of each section.

Whether to print the section.

Whether to print the section if a particular condition (filter) is true. For example, you could print the section only if the sales account reference is between C001 to C999.

Whether to print the section if a particular condition (filter) is false. For example, you could print the section only if the sales account reference was not between C001 to C999.

Whether to show this section on the report.

Whether to insert a page break after this section.

Whether to suppress the page header on the first page.

Whether you want to remove a section from the report.

Note: To view further details about the section, from the object toolbar select the tooltips button. Move the cursor over the section name and additional information is displayed about the section.

 Related Topics


To Add a Section

To Set Section Properties

To Delete a Section

To Add a Section Filter


The page header section contains the title of the report and the titles of any columns on your report. You can specify whether the page header section information prints on every page or just on the first page of the report.


The page footer section normally contains the totals for your report. You can specify whether the page footer section information prints at the end of every page, or just at the end of the report.


The details section contains the body of your report. It is printed on every page of the report.


To Add a Section

1.	From the Format menu, choose Sections.

The Sections window appears.

2.	Click Add Section.

A page header and page footer section is added to the list of sections.

3.	You can now set the section properties. Alternatively, click OK to return to the Report Designer.

 Related Topics


Sections Overview

To Set Section Properties

To Delete a Section

To Add a Section Filter


To Set Section Properties

1.	From the Format menu, choose Sections.

The Sections window appears.

2.	Select the Section you want to amend and then click Modify.

The Section Options window appears.

3.	Depending on the type of section you have selected some or all of the boxes below appear. In these boxes, enter the following details:

Height, Print, Visible on design window, Page break, Align to top of page, Align to bottom of page, Appear on first page only and Appear on last page only.

4.	To save your section details, click OK.

5.	To return to the Report Designer, click Close.

 Related Topics


Sections Overview

To Add a Section

To Delete a Section

To Add a Section Filter


Select this check box if you want to align the section to the top of the report.


Select this check box if you want to align the section to the bottom of the report.


Select this check box if you only want to show the information from the page header section on the first page of your report.


Select this check box if you only want to print the section on the last page of the report.


Enter the height of the section. Use the up and down arrows (spin buttons) to make fine adjustments if necessary.

When you add an object to a section, the Report Designer automatically changes the height of the section for you. You can also change the height of a section. Position the mouse over the lower line of the section you want to change, press and hold down the mouse button, and drag the section line to the new position you require. Release the mouse button, and the new section height is set.


From the drop-down list, select either to always print the section, to never print the section, only print the section if the filter is true, or only print the section if the filter is false.

If you make a selection that is dependent on a filter, click the Filter tab to set up the filter you require.


Select this check box if you want to show this section on the report layout.

In many instances, when new groups are added to a report, you may not actually require the use of both the header and footer section that is created. To save crowding on the design screen, you can make any sections that you do not require invisible.

To remove the section, clear this check box.


Select this option to insert a page break after this section.

If you are using the page break function to give you a separate page, ensure that the page break check box is selected on the relevant footer section and not on the header section. If you put the page break on the header section you will get a blank page printed before the relevant data, rather than after it.


To Hide a Section

1.	From the Format menu, choose Sections.

The Sections window appears.

2.	Select the Section you want to hide and then click Modify.

The Section Options window appears.

3.	Clear the Visible on design window check box.

4.	Select the Never option from the Print drop-down list then click OK.

5.	To return to the Report Designer, click Close.

The section is now hidden from your document.

 Related Topics


Sections Overview

To Add a Section

To Set Section Properties

To Delete a Section

To Add a Section Filter


To Delete a Section

1.	From the Format menu, choose Sections.

The Sections window appears.

2.	Select the Section you want to delete and then click Delete.

The Remove Group message appears.

3.	To delete the section, click Yes.

The section is now deleted from your report.

 Related Topics


Sections Overview

To Add a Section

To Set Section Properties

To Add a Section Filter


Adding Section Filters

Section filters in exactly the same way as standard filters, but they are set up on the individual sections of your report. For example, you could set up a filter to show only accounts with balances in credit in one section, and only accounts with balances in debit in another section. You could then specify which section is printed when you come to run your report, depending on whether you wanted to see your creditors or debtors information.

 Related Topics


To Add a Section Filter

To Use the Filter Builder

Sections Overview

To Add a Section

To Set Section Properties


To Add a Section Filter

1.	From the Format menu, choose Sections.

The Sections window appears.

2.	Select the section you want to amend and click Modify.

The Section Options window appears.

3.	From the Print drop-down list, select whether the section is printed if the Filter is True or if the Filter is False.

4.	Click the Filter tab.

The Filter tab information appears.

5.	Click Build.

The Filter Builder window appears.

Select an expression variable from the list, click Add and then use the Filter Builder to create the filter you require. (For more information see Filter Builder.)

6.	To save your section filter, click OK.

The Sections window reappears.

7.	To return to the Report Designer window, click OK.

 Related Topics


Sections Overview

To Use the Filter Builder

To Add a Section

To Set Section Properties


 SAGE (UK) Limited SOFTWARE LICENCE AGREEMENT

Your right to use the software product loaded onto this computer and its associated documentation is subject to the terms set out in this licence agreement (Agreement).  Accessing the Program signifies your acceptance of the terms and conditions set out below.  Therefore, please read them carefully before using the software.  If you do not agree to be bound by the terms and conditions of this Agreement, you should proceed no further, remove the installation and return the Program in the box in which it was packaged, together with its remaining contents in good condition.  Prompt return of the full package as described will give rise to a refund of your purchase money.

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© Sage (UK) Limited

August 1997

Issue
Date:	5 September 2000


Changing Default Settings

The Report Design lets you change the default settings of your reports. You can change default general settings like the measure units and grid settings used, document settings, printer fonts, numeric, date and time settings. When you make a change to a default setting, the change is applied to the whole report. For example, if you changed the numeric settings to place a pound sign before each value, then all numeric variables placed on the report after the change was made will automatically have a pound sign. The numeric values already on the report will remain unchanged.

The default settings can be changed using the Options option from the Tools menu.

You can also change your general page, printer and label settings to meet your individual requirements.

 Related Topics


To Set Your Measurement Units

To Enter Your Grid Settings

To Set Your Font Change Settings

Document Settings

To Amend Your Printer Fonts

To Set the Numeric Properties

To Set the Date Properties

To Set the Time Properties

Page Setup

Printer Settings

Label Settings


General Settings

You can use the options on the Options tab to set up your grid settings, measurement units and other general options such as sticky buttons and the way that you sort your variable lists.

Grid lines are invisible lines used to align the objects on your report. You can set the distance between the grid lines to any width and height you require. When the Snap to grid option is selected, any new objects entered automatically align themselves to the nearest horizontal and vertical grid position.

The Report Designer works in centimetres or inches. You can change the units used at any time and the measurements already in use will be converted automatically.

 Related Topics


To Enter Your Grid Settings

To Set Your Measurement Units

To Set Your Font Change Settings

To Enter Your General Options

Changing Default Settings Overview


To Enter Your Grid Setting
To Enter Your Grid Settings

1.	From the Tools menu, choose Options.

The Options window appears.

2.	In the Grid Settings section, enter your grid position requirements as follows:

Snap to grid, Horizontal setting and Vertical setting.

3.	To save your grid settings, click OK.

 Related Topics


To Set Your Measurement Units

To Enter Your General Options

Changing Default Settings Overview

To Set Your Font Change Settings


Select this check box to activate the grid. New objects placed in the report layout will automatically align to the grid. Objects that are already placed in the report layout will not readjust themselves to the grid automatically. They will align however when you move them again.


Enter here the horizontal spacing you require between the grid lines. If necessary use the spin buttons to increase or decrease the value shown.


Enter here the vertical spacing you require between the grid lines. If necessary use the spin buttons to increase or decrease the value shown.


To Set Your Measurement Units

1.	From the Tools menu, choose Options.

The Options window appears.

2.	In the General section, from the Measurement drop-down list, select either Centimetres or Inches.

3.	To save your selection, click OK.

 Related Topics


To Enter Your General Options

To Enter Your Grid Setting

Changing Default Settings Overview

To Set Your Font Change Settings


To Change Your Default General Settings

1.	From the Tools menu, choose Options.

The Options window appears.

2.	In the General section, enter your document options as follows:

Sticky buttons, Show section names left of page, Show object tooltips,Sort Variable Lists and Use active complete.

3.	To save your general options, click OK.

 Related Topics


To Set Your Measurement Units

To Enter Your Grid Setting

Changing Default Settings Overview

To Set Your Font Change Settings


Select this check box to show the section names at the left of your report layout. Clear the check box to show the names on the report layout. These names are not printed on the final print out.


If you select this check box, after you insert text the cursor remains in text mode until you choose the Select mode.

If you clear this check box, after you insert text the cursor automatically changes to the Select mode.


Select this check box to view information about objects when the cursor is moved over them.


Select this check box if you want your variable list to be ordered alphabetically.


Select this check box if you want to automatically add titles and/or totals for variables when you add them to your report.


Font Change Settings
To Set Your Font Change Settings

1.	In the Font Change Settings section, enter your requirements as follows:

Show dialog on font change

Always update styles on font change

Never update styles on font change

2.	To save your settings, click OK.


Select this check box to always display a prompt when changing a font property of an object. The prompt asks whether to apply the changes to the style or just to the object selected.

If the check box is not selected, the Always Update and Never Update options become enabled.


Select this option so that if one object is selected and its style is altered, the changes affect all objects using that style without giving a prompt.


Select this option so that if one object is selected and its style is altered, the changes only affect that object, without giving a prompt. The object’s style is set to None, disassociating it with its original style.


Document Settings

Use the options on the Document tab to load stationery templates and edit the description of your report.

The Report Designer helps you to place the objects so that they are within the correct boxes on your pre-printed stationery by providing you with a special image of the Sage stationery you are working on. These are stored in separate files called template files and you can load one at any time.

Note: The layout template files are never actually printed, as they are for your guidance only. You cannot edit the layout template files.

The report description is used to identify the report.

 Related Topics


To Load a Stationery Template

To Add or Edit Your Report Description

Changing Default Settings Overview


To Load a Stationery Template

Note: Stationery templates are only supplied with Sage Line 50.

1.	From the Tools menu, choose Options

The Options window appears.

2.	Click the Document tab.

The Document tab information appears.

3.	Select the Use template check box.

4.	In the Filename box, enter the name of the template.

If you are unsure of the name of the template you require, click the Browse button.

Note: All template files are saved in the C:/LINE50/REPORTS/TEMPLATES folder.

5.	To load the template, click OK.

 Related Topics


Document Options

To Add or Edit Your Report Description

Changing Default Settings Overview


To Add or Edit a Report Description

1.	From the Tools menu, choose Options.

The Options window appears.

2.	Click the Document tab.

The Document tab information appears showing the current description for the report.

3.	In the Description box, enter or amend the description for your report.

4.	To save your description, click OK.

 Related Topics


Document Options

To Load a Stationery Template

Changing Default Settings Overview


Numeric Settings

Use the Numeric tab to set up the numeric defaults for your report. You can change the currency symbol which the Report Designer uses, set which numeric format to use, and you can set the Report Designer to suppress all items which are equal to zero.

 Related Topics


To Change Your Default Numeric Settings

Changing Default Settings Overview


To Change Your Default Numeric Settings

1.	From the Tools menu, choose Options.

The Options window appears.

2.	Click the Numeric tab.

The Numeric tab information appears.

3.	Select the following information to specify the numeric properties you require:

Suppress if zero, Fixed currency symbol, Display leading zero, Numeric format, Thousands symbol, Negative symbol, Decimal symbol and Currency symbol.

4.	To save your settings, click OK.

 Related Topics


Numeric Settings Overview

Changing Default Settings Overview


Date Settings

Use the Date option to set up the default format you require for the Date variables on your report.

 Related Topics


To Change Your Default Date Settings

Changing Default Settings Overview


To Change Your Default Date Settings

1.	From the Tools menu, choose Options.

The Options window appears showing the Options tab information.

2.	Click the Date tab.

The Date tab information appears.

2.	Use the options on the Date tab to set up your default date settings as follows:

Date format

Date separator

The settings that you select and the affect it has on the dates in your reports are displayed in the Preview area of the Date tab.

4.	To save your date settings, click OK.

 Related Topics


Date Settings Overview

Changing Default Settings Overview


From the drop-down list, select the date format you require.


Enter the character you want to use to separate both the date from the month, and the month from the year when using a short date format. For example, you could use / or a hyphen.


Time Settings

Use the Time option to set up the default format you require for the Time variables on your report.

 Related Topics


To Change Your Default Time Settings

Changing Default Settings Overview


To Change Your Default Time Settings

1.	From the Tools menu, choose Options.

The Options window appears.

2.	Click the Time tab.

The Time tab information appears.

3.	Use the options to set up your default time settings as follows:

Use 24 hour clock, Apply zeros to time, AM, PM and Time separator.

After selecting these options, the Preview area of the Time tab displays how the Time variable will look on your report.

4.	To save your time settings, click OK.

 Related Topics


Time Settings Overview

Changing Default Settings Overview


Select this check box if you want to use the 24 hour clock format by default when entering a time.


Select this check box if you want all time variables to consist of six digits, i.e. if the time was 9.30am this would appear as 09.30.00.


Enter here the character you want to use to separate the hours from the minutes. For example, you could use a colon or a full stop.


Enter how you would like "AM" to appear on your report. For example, AM or am.


Enter how you would like "PM" to appear on your report. For example, PM or pm.


Page Settings

The Report Designer automatically takes the page size and margin information from the printer you have specified to print the report.

In many cases, especially for laser printers, you should simply accept these automatic page settings. However, if you need to you can enter your own specific size and set the margins to how you want them.

You can also choose whether to include records with no transactions on your report, and whether each record’s information is on a separate page on the report.

 Related Topics


To Set Up Your Margins

To Set Up Your Paper Size

To Set Up Your Paper Source

To Set Up Your Page Options

Changing Default Settings Overview


To Set Up Your Margins

1.	From the File menu, choose Page Setup.

The Page Setup window appears, showing the Margins tab.

2.	In the Margins section, enter your margin settings. In most cases you should accept the default which is the margins pre-set by the printer itself.

To change the margins on each side of the report, click on the appropriate up or down arrows (spin buttons) to increase or decrease the value shown, or type the margins you require directly into the boxes.

The measurements units shown will either be inches or centimetres.

3.	In the Print adjustment section, enter any horizontal or vertical adjustments that the Report Designer should use when printing the report layout. You would use these options to print all of your report information further to the left or down the page.

To change the report layout position on the page, click on the appropriate up or down arrows (spin button), to increase or decrease the value shown, or, if you want, type the adjustment value directly into the box.

Note: Most printers have a minimum paper margin on which they cannot print. The Report Designer warns you if you have set margins that are less than the printer’s minimum size.

To set your paper size, see To Set Up Your Paper Size.

To set your paper source, see To Set Up Your Paper Source.

4.	To save all of your page settings, click OK.

Note: You can also adjust margins using the mouse, while viewing your report layout.

 Related Topics


Page Setup Overview

To Set Up Your Paper Size

To Set Up Your Paper Source

To Set Up Your Page Options

Changing Default Settings Overview


To move the report’s margins directly on the screen, move the mouse pointer onto the ruler where the margin starts. A two-way arrow appears. Click and hold down the left mouse button and drag the margin into a new position, then let go of the mouse.


Fixing Margins

If the margins that are set for the current report exceed those of your printer, the Fix window appears.

If you want the Report Designer to automatically adjust your margin values to fit your printer, click Fix All.

If you click the Fix button, the Report Designer asks you if you want to fix each margin in turn.

To ignore any problems with your margins, click Ignore.

 Related Topics


To Set Up Your Margins


To Set Up Your Paper Size

1.	From the File menu, choose Page Setup.

The Page Setup window appears.

2.	Click the Size tab.

The Size tab information appears.

3.	Select the options on the Size tab to adjust the following paper size settings.

Paper size, Paper width, Paper height and Paper orientation.

To set your page margins, see To Set Up Your Margins.

To set your paper source, see To Set Up Your Paper Source.

4.	To save all of your page settings and exit, click OK.

 Related Topics


Page Setup

To Set Up Your Paper Source

To Set Up Your Margins

To Set Up Your Page Options

Changing Default Settings Overview


From the drop-down list, select the paper size that matches your stationery. This list shown will be appropriate for the printer you selected using the option Printer Setup, although you can adjust the paper size in the Paper width and Paper height boxes.


Enter the width of your paper.


Enter the height of your paper.


Select whether the short side of the paper is the top of the page (portrait) or the long side of the paper is the top of the page (landscape).


To Set Up Your Paper Source

1.	From the File menu, choose Page Setup.

The Page Setup window appears.

2.	Click the Source tab.

The Source tab information appears.

3.	Select which of your printer’s paper trays to use from the list. The list shown will be appropriate for the printer you selected using the option Printer Setup.

To set your page margins, see To Set Up Your Margins.

To set your paper size, see To Set Up Your Paper Size.

4.	To save all of your page settings and exit, click OK.

 Related Topics


Page Setup Overview

To Set Up Your Margins

To Set Up Your Paper Size

To Set Up Your Page Options

Changing Default Settings Overview


To Set Up Your Page Options

1.	From the Format menu, choose Page.

The Page window appears.

2.	Use the check boxes on the Page tab to set your report page options as follows:

Include records with no transactions and Page break.

3.	To save your page settings, click OK.

 Related Topics


Page Setup Overview

To Set Up Your Margins

To Set Up Your Paper Size

To Set Up Your Paper Source

Changing Default Settings Overview


If you want to include records with no transactions, select this check box.


Select this check box if you want to separate each record’s information on a separate page on the report.


Printer Settings

You can use the Report Designer to change the printer used to print your reports and the amend the fonts used by your printer.

When you save your report, the information about what printer has been selected is also saved. This means that when you print the report it will always use the printer you specified.

 Related Topics


To Select a Printer

To Change Your Default Printer Fonts

To Print a Report

Printer Troubleshooting


Selecting a Printer

When you select a printer, the Report Designer checks which fonts are available and sets the non-printable margins. The paper size will also be automatically set for you from the default size that was set up for the printer when you installed the printer into Windows.

When you save your report, the information about what printer has been selected is also saved. This means that when you print the report it will always use the printer you specified.

 Related Topics


To Select a Printer

To Change Your Default Printer Fonts

To Print a Report

Printer Troubleshooting


To Select a Printer

1.	From the File menu, choose Printer Setup.

The Printer Setup window appears.

2.	From the list of printers, select the printer you want to use to print the report.

This list is made up of those printers already installed to work with Windows. If you want to add a new printer then use the Windows Control Panel (see your Windows User’s Guide).

3.	Click OK.

The Report Designer now builds the font list for the printer you selected and sets the non-printable margins.

Whenever you print your report the printer you selected will be used by default.

Note: The fonts and margins available in the Report Designer vary depending upon the printer driver loaded. Therefore, if you change your printer, you may need to adjust your report layout accordingly.

 Related Topics


Selecting a Printer

To Change Your Default Printer Fonts

To Print a Report

Printer Troubleshooting


Printer Fonts

The options on the Printer tab display the default fonts for your default printer. If your printer has been set up correctly you should not normally need to amend them.

 Related Topics


To Change Your Default Printer Fonts

To Print a Report

To Select a Printer


To Change Your Default Printer Fonts

1.	From the Tools menu, choose Options.

The Options window appears.

2.	Click the Printer tab.

The Printer tab information appears.

3.	Select which font you want to change (either the Default or the Quick Print font) and then click Modify.

The Style Font window appears.

4.	Use the Style Font window to adjust the following text properties:

Font, Font style, Size, Strikeout, Overline, and Underline.

5.	Click OK.

The Options window reappears.

6.	To save your settings, click OK.

 Related Topics


Printer Fonts

To Set Your Font Properties

To Print a Report

To Select a Printer


Label Settings

You can amend the settings of the labels that are available within the Sage Line 50 Report Designer. For example, you could change the number of labels required for the width of the page.

 Related Topics


To Set Up Your Labels


To Set Up Your Labels
To Set Up Your Labels (Sage Line 50 Only)

1.	From the File menu, choose Page Setup.

The Page Setup window appears.

2.	From the Printer type drop-down list, select the type of printer you want to use to print your labels.

3.	From the Label Type list, select the label type that matches the stationery you want to print your labels on.

4.	To modify a label type’s settings, select the label type and click Modify.

The Label Options window appears.

5.	In the boxes provided enter the margins, the width and height of the labels, and number of labels you want to appear on a page.

6.	Click OK.

The Page Setup window reappears.

7.	To save your label settings, click OK.

 Related Topics


Label Settings


Label Options

In the Starting label box use the up and down arrows (spin buttons) to enter the number of the label you want to starting printing from.

For example, you could have already printed the first page of your labels and want to start printing from the first label on your second page, which could be number 26.