Summary: Tips and frequently-asked
questions about creating, editing, and printing custom reports
from the Clients & Profits report writer.
Q. Can custom reports created in Clients & Profits Pro 5.x be converted and used with Clients & Profits Pro X?
No they cannot. Reports created in versions of Clients & Profits prior to 10.x are not compatible with the new Clients & Profits X player. For more information, and to download custom reports written specifically for Clients & Profits X, see the custom reports page
Q. How do I open and print an .AHR custom reports file?
Choose My > My Custom Reports. The Reports menu will appear between the Snapshots and Help menus. Then choose Reports > Open to open the custom reports dialog box and locate the .AHR custom report file you wish to print. Click Open.
The custom report will appear in the custom reports window. To print this report, simply click on the print icon and the report will print to the specified destination.
Q. Can we share custom report files across our network?
No. Custom report files should only ever be used by one workstation at a time, so the files should always be stored locally, and never shared across a network. If more than one person needs to print a custom report, the .AHR custom report file should be stored locally on each persons computer.
Q. Will calculated fields sub-total on custom reports in Clients & Profits X?
There is a bug in the Clients & Profits Player that prevents calculated
fields from appearing in sub-total sections on custom reports. This worked
in Clients & Profits Pro 1.0. If you have old custom reports that
used calculated fields, these totals will not appear when printed from
Clients & Profits Pro 2.0. It is uncertain whether this can be fixed.
Q. Can Custom reports be created on a Macintosh then printed on a PC, and vice versa?
All the custom report needs is a DOS-compatible file name, something like REPORT.AHR. The .AHR stands for "ad hoc report", which is what the custom reports are technically called. Copying from a Mac is easy: Insert a blank high-density disk, then let the Mac format it as a DOS-compatible disk. Then drag the custom report to it like you normally would. The Windows version of Clients & Profits will recognize this report when it is copied to the PC.
Q. Can reports be copied from Clients & Profits Pro into the custom report writer?
If you want a report similar to one in the program, you will need to
create the report from scratch in custom reports. However, there are
sample custom reports that can be downloaded here.
reports can be used as-is or customized as needed.
Q. Can a custom report replace the A/R invoice, estimate or check forms printed from Clients & Profits?
The custom report writer is designed to provide lists and summaries,
not forms. It most likely won't have the flexibility you'd need to format
an estimate, invoice, or check form. You'll need to use the built-in
forms printed from Clients & Profits instead.
Q. How do I add subtotals to a custom report?
1) Select a report template that supports sub-totals: List w/1 subtotal , List w/2 subtotals , or List w/3 subtotals .
2) Add all the fields and calculations to your report.
3) From the Fields/Query window, highlight the field where you want the subtotal. In this example, a subtotal will be created for each job number.
4) With that field highlighted, select the option to Sort First from the Sort menu, then select the option to Subtotal from the Sort menu. Note, in the diagram above, a "1" and an upward arrow indicate the Job field is being sorted first and the "S" indicates that field is being subtotaled. The Estimate Hours and Actual Hours are Totaled. This will add up the records in these fields so a total will appear at each subtotal.
5) Next click on the Design Button in the tool bar. From the Design window you will create the subtotal level.
6) Decide what fields you want to appear in the subtotal level of your printed report. Hold down the Option key (for PC's hold down the CTRL key) on your keyboard and drag a copy of the fields from the Record Level to Subtotal Level 1.
Q. Can information be printed from two different files using
a lookup field?
Yes. For example: You want to create a job list report that shows the
client name and address, but the client information is not in the JOB
file, it is only in the CLIENT file. The JOB file and the CLIENT file
can be linked together, by setting a query that makes their two common
fields equal to each other. From the example, on the custom report set
CLIENT_NUM = JOB_CLIENT_NUM. Then from the Query menu turn off the Automatic
Q. Can a custom report show totals only, instead of showing
Yes. For example: You need the time report to show totals by task, not
each time entry for each task. First, create a custom report using fields
from the COSTS file, such as COST_VENDOR, COST_DATE, COST_HOURS, COST_NET_AMT.
Enter a query to select some records, then print the report to check
your work. Once the report seems to show the correct information, choose
Parameters from the Reports menu then click the Print Totals Only option.
When the report is reprinted, only the values in the sub-total and total
sections will print. You won't see each cost record.
Q. I created a report, but when I print it some records
are missing that should appear on the report.
Check the queries that you have set on the report one-by-one. Is there
a date range setup that is excluding some costs or a range of production
status codes that are excluding some jobs? Find the individual records
that are missing from the report in your database and verify that they
meet all the queries you have set on the custom report. If you setup
connections between some of the files, then turn off the Automatic Connections
option under the Query menu. If you are still unable to find the problem,
recreate the report adding one field at a time and printing the report
after each field and query is added. This will help isolate the problem.
Q. Where can I get help with programming my own custom reports? What are plug-ins?
The Clients & Profits X Installation CD contains examples of many different
kinds of custom reports. These reports can be duplicated then modified,
which is much faster than creating a report from scratch. Additional
custom reports can be downloaded from the Clients & Profits web site.
Another option is having a plug-in written to print reports in a desired layout. A plug-in acts as an integrated part of C&P making them easier to use. They also are more versatile than custom reports. You can read about how to open a plug-in application in the Appendix of the Feature Guide