Reports

This page displays a list of custom and factory reports. Factory reports are delivered by Sage and cannot be modified. Some factory reports include a standard report delivered by Sage and variables that can be used to filter data when generating a report. You need to create a copy of a factory report if you want to add variables.

You can create a report from this page or the Report template page.

Create a report

You can create a new report to be used to run reports or generate forms. This report, like any report, can be used to create templates.

In this example, we are creating a copy of the purchaseOrder report delivered by Sage. This report includes a single variable, but we need another variable to apply a conditional block on a custom template. We'll use it to create a custom purchase order.

1. From the main list, select Create.
2. Enter a unique name for your report such as _MyCustomerPurchaseOrder.
3. The Parent package is required. This selects the dataset available for the template. Because we're copying the purchaseOrder report delivered by Sage, select the same Parent package: xtrem-purchasing. If you're creating a new report that is not based on a report delivered by Sage, you can select a package according to your needs.
4. The Report type, by default, is Printed document. Keep the default, but you can select Email as another option.
5. The description is required and helpful when creating templates. You can enter something like:
   Custom purchase order report with conditional block variable.
6. Because this is new, the Templates grid is empty. You can add templates at any time. If you have multiple templates for a report, you can select one in the Active template field.
7. On the Variables tab you have the option to add variables to your template. In this example, we need to add the order variable from the factory template, and a variable for a conditional block.
8. Select Add line. In the first column, enter the Variable name using the camelCase format: purchaseOrder.
9. Press the Tab key on your keyboard. Notice that the Variable title displays automatically with the correct word spacing and capitalization, but you can change it if you want. Let's accept the automatic title: Purchase order.
10. Press the Tab key again and in the Variable type field, select Reference. As you'll see when creating a custom template, when you enter a purchase order number in this field, your template references data from that purchase order.
11. Press the Tab key a few more times to validate the row.
12. Now, we're going to add a conditional variable so that we can add a conditional block to the custom template. Select Add line.

13. In the first column, enter printBlock and then press the Tab key 2 times.
14. For Variable type, select Boolean.
15. Tab a few more times to validate the line.
16. Add more variables if you need to and save.
17. When creating the custom form, you'll see how you can use these 2 variables to customise your template.

Create a list report

When you create a list report, you can use variables like those used for other templates.

1. To create a list report, select Create via wizard.
2. In the next panel, select the data you want to include.
3. Next, you can begin to group your data and select an operator like sum, average, distinct count and so on, for lines. See Group data and add totals for details.
4. Adding filters in the next panel is optional but can improve how your data is sorted.
5. On the last panel, you need to give your list a name and a description.
6. Optionally, you can switch Default header and footer on. When on, the list report title displays in the header, and the footer displays who printed the report, the date, and the number of pages. When off, you can manually add headers and footers.

7. You can also see a preview and modify some layout options like page format, orientation and margins. See Layout and design options for more information.
8. Select Finish.
9. When you exit the wizard, you can see your list template record.

Add templates to a report

A report can have multiple templates such as forms or lists or advanced HTML reports. The templates inherit the report data and any variables. For factory reports delivered by Sage you cannot add variables. You need to create a copy of the report to add new variables.

1. Select a report from the main list, for example packingSlip.
2. On the Templates tab, select Add new template.
3. The Create a report wizard opens and you can select to create a List, a form, or an Advanced report using HTML tools and CSS.
4. See How to create a custom form on the Report templates page to continue the process.

Working with reports

This section answers some basic questions about reports. The Report templates page provides additional information on creating and editing report templates.

• How do I generate and print a form or report?
• Why did printing fail for my report?
• How do I add variables?
• What do the different icons mean in the Fields panel?
• What do I do if I can't see the preview?
• Why are factory templates in English even though I'm connected in another language like German or French?
• Why can't I edit a template listed on the Templates tab?
• How do I share a template to another tenant in my organisation?

How do I generate and print a form or report?

You can generate a report from the Reports page or from the Report template. You can access the finished report from the Notification centre.

1. From the Reports page, select the report your template is associated with.
2. On the Templates tab, select the printer icon to open the Generate report window.
3. If this report includes variables such as a purchase order number or packing slip number, you need to enter or select that number to reference the correct data.
4. Also, if there is a conditional block, select the related checkbox if needed.
5. Select Generate.

The second method:

1. Open the report template from the Report templates page or by selecting the Edit icon on the Reports page.
2. If needed, you can make any modifications.
3. If this report includes variables such as a purchase order number or packing slip number, you need to enter or select that number to reference the correct data.
4. Also, if there is a conditional block, select the related checkbox if needed and based on the variable settings.

5. If you want to view the document first, select Extend preview and then select Print. This opens a print dialog box where you can select from standard print options.

Why did printing fail for my report?

If you have a report with more than 500 pages, consider changing some of the report settings. Instead of a year, consider running the report for a quarter or just a month, depending on potential records, or customers by region, instead of all customers.

How do I add variables?

You can add variables to the Variable tab on a custom report. See Conditions and variables for details.

What do the different icons mean in the Fields panel?

Different icons for data listed in the Fields panel signal type of data. It's important to understand their meanings when adding data to your template.

• The Plus sign icon means you can expand that group to see more data. It is a reference that can be used to filter for data. You cannot add this type of data. You need to expand until you see one of the types below.
• The Lines icon means this is a collection of data. Use this data type to include lines for purchase orders, sales orders, invoices and so on. You can only add this data if your cursor is already in a data container. When you select a collection, you need to decide whether to add it as a nested table or another container. When you add lines data, the data available in the Fields panel updates to reflect your selection.
• The Block icon represents a single property. If your cursor is not already in a data container or table, you need to decide whether to add this property as a table or data container. If you want to include this property to an existing table or data container, selecting this property adds it to where your cursor is located.

What do I do if I can't see the preview?

There could be a few reasons that are easy to resolve.

Data: If there is no data for the report the preview is empty. For example, if you selected a date or amount range, there could be no data that matches those settings. Additionally, if your report requires that you enter a customer or sales number, nothing displays until you enter the required data on the Variables tab in the Preview panel.

Edits: If you are creating a new report template or make a lot of modifications, the Preview button might not display. Save your work and the select Preview.

Why are factory templates in English even though I'm connected in another language like German or French?

Report templates delivered with factory reports are only provided in English. You need to create a copy of the report template and enter translations. See Translate a factory report delivered in English.

Why can't I edit a template listed on the Templates tab?

Templates that are delivered by Sage cannot be modified. However, you can access the template from the Report templates page, you duplicate the template, giving it a unique name, and then you can edit to meet your specific needs.

How do I share a template to another tenant in my organisation?

First, you need to share the report and then you can share any templates based on that report. See Export a report to another tenant for details.