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Each custom report is based on a standard report template

The report template contains essential design and layout specifications for the custom report, such as headings and subtotals.

FOR EXAMPLE: Let’s say you want your own custom list that shows jobs by client. Create a new report based on the List w/1-subtotal template.

1 Choose New from the Reports menu, then choose a report template.

2 Choose the files and fields that should appear on your report.

The information you enter into your database is stored in different files, such as the JOBS, AP, CLIENTS, etc. Each file contains fields for specific information, like job number, client number, and job name. Field names are codes that sound like the information they represent, such as J_CLIENT_NUM (i.e., the job’s client number).

FOR EXAMPLE: You want your custom job list to show the job number, job name, start and due dates, and the client name. Clicking on a file name adds it to the custom report. Double-clicking on a field name displays the field on the report. Clicking Finish copies these fields onto your job list.

3 Enter the report’s sort order, subtotals, and queries.

You’ve got complete control over how information is shown on custom reports. This is a function of two things: sort order and queries. Sorting and querying are two different functions. Queries are used to select records. Sorting determines the order in which these records are listed on the report.

FOR EXAMPLE: If you want to group jobs together by client, JOBS.J_CLIENT_NUM will be sorted first then subtotaled. Within each group of client jobs you want the jobs to appear by job number. The field JOBS.J_NUM will be sorted last. In addition, you only want to see jobs opened for the year. Enter a query using the job start date. Queries are mathematical calculations that use field names (e.g., JOBS.J_START_DATE>=”01/01/95”).

4 Click the modify button, then fine-tune the report’s layout.

The report writer arranges the fields on the custom report automatically, along with column headings. The Design window lets you visually review the report’s layout, then make any cosmetic changes to it. You can’t add new fields, but you can make fields bold or italic, add lines and circles, and change fonts. Fields are arranged by the order they were placed in the fields/queries window. Labels are also set in this window. If you wish to edit column labels, this can be done in this window as well.

5 Click the Rebuild button to preview the new custom report.

Clicking the Rebuild button prints your new custom report to the screen. The report writer uses the query to select records from your database, then sorts them based on the sort order you choose. If the report looks good, you can print it to the printer by clicking on the Printer button. Or, you can make more changes to the report by clicking on the Fields/Query button or the Modify button. To name your job list, choose Save from the Reports menu.

 

Learn more:

Custom report basics
Working with data files
The C&P file structure
Modifying custom reports
Selected records with queries
Exporting data with custom reports