Introduction to Reports in Standard products

To print a report, follow these steps:
  1. Use the [Reports] button in the Master Control panel or the ⌘-R keyboard shortcut to open the list of reports. In Standard Accounts, the reports in the list will vary with the selected module. In the other Standard products, every report in the program will be listed.

  2. Choose a report by clicking an item in the list once. If you need to set the page size, number of copies and other printer options for the report, choose 'Page Setup' from the File menu. You can also use this function to choose the printer on which the report is to be printed. These settings will be used whenever you print the particular report until you choose 'Page Setup' once again.

  3. Double-click the report that you want to print. A dialogue box (or "specification window") will open, where you should specify what you want to be included in the report, and where you want the report to be printed. Illustrated below is the specification window for the Trial Balance report from Standard Accounts:

  4. Leave all the fields in a specification window blank if the report is to include all the records in the database. If you need to restrict the coverage of the report, use the fields as described individually for each report.

    You can often report on a selection range selection range, such as a range of Accounts, a range of Customers or a range of Items. To do this, enter the lowest and highest values of the range, separated by a colon. For example, if a specification window includes an Account field, you will be able to report on Accounts 40000 to 49999 by entering "40000:49999" in that field, as illustrated above. Depending on the field, the sort used might be alpha or numeric. In the case of an alpha sort, a range of 1:2 would also include 100, 10109, etc.

    You can often use 'Paste Special' (⌘-Enter) to enter values in fields in specification windows. In the example illustrated above, you can use 'Paste Special' to choose a Period, an Account or range of Accounts, and a VAT Code. In a field where you can enter a range (the Account field in the example), type the colon before opening the 'Paste Special' list for the second time. This will cause the second value (e.g. the second Account) to be added to the one already entered. Otherwise, the previous value (e.g. the previous Account) will be overwritten.

    The specification window also allows you to choose the destination of the printout. To do this, select one of the Media options at the bottom of the window. If you print to file, the contents of the report will be saved as a text file that you can then open in most word processors and spreadsheets. If you print to screen (the default setting), you will subsequently be able send the report to a printer by clicking the Printer icon at the top of the window containing the report or by selecting 'Print' from the File menu.

    If you want a print dialogue to appear when you send the report to a printer, check the Print Dialogue box. You might do this if you want to print several copies of a report.

  5. Once you have entered the reporting criteria and have chosen a print destination, click the [Run] button to produce the report.

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