To run list reports select the form report option from the Readysell 8 navigation bar. List reports require selection of both a report and a query filter. Find the report category and report name in the last as specified for each report below. Highlight the required report. Then highlight the required Query Filter then click on the 'Show Report Using Filter' button to run the report. When the report is complete a list will show on the screen including all details from the report. Click on the Export button to send the report to Excel if required.
You can copy list reports and change their contents. You can also copy and modify the saved query filters for list reports.
List reports also allow you to add columns to the generated report and change the headings and subtotals in away similar to an excel pivot table.
How to run each report is described below as follows :-
User: [PrimaryUser],
Run In Place: [Yes/No]
Report Type: [Form/List]
Data Type: [The file from which the data is extracted. For example Suppliers],
Filter By: [Parameters that can be used to limit the data printed on the report]
Group By: [Field used for subheadings and subtotals]
Sort By: [Sorting by fields]
Columns: [Data printed on the report]
Notes: [Notes about report usage]
Report Name: General Ledger Extract for Bank Reconciliations
User: Regina,
Run In Place: No
Report Type: List,
Data Type: Dissection,
Filter By: Date Range (User Entered), AccountSite, Supplier
Group By: None
Sort By: Date (Ascending)
Columns: Date,Transaction Type,Transaction Number,Description,AccountSite,Debit Amount,Credit Amount
Notes: Used with “Monthly Sales Reconciliation Report” - make sure that all the relevant fields from that report are on this report.
Report Name: Monthly Sales Reconciliation Report
User: Regina
Report Type: Form
Data Type: Purchase Invoice
Filter By: Date Range (User Entered) Card (User Entered)
Group By: None
Sort By: Date (Ascending)
Columns: Date,Transaction Number,SaleInvoice.Transaction Number,SaleInvoice.CardID,SaleInvoice.CustomerName,Supplier Invoice,ValueExTax,ValueIncTax, Dissection.Account
Notes: :D
Report Name: Bank Reconciliation Report
User: Regina
Report Type: Form
Data Type: Banking
Filter By:Date Range (User Entered)
Group By:Transaction Type
Sort By:Date (Ascending)
Columns:Date,Card ID,Card Name,Description,Transaction Type,Transaction Number,Value
Notes: Spreadsheet in John’s Email wpacbankrec31may2010v2
Report Name: Purchase Receipt Liability Reconciliation Report (AKA Purchase order accrual)
User: Erlinda
Report Type: Form
Data Type: Purchase Receipts
Filter By: IsFullyInvoiced = False
Group By:None
Sort By:Date (Ascending)
Columns:Transaction Number,Supplier,???
Notes: Make sure that the filters on the Purchase Order/Purchase Receipt screens are working correctly. Create something similar for sales orders that have not been shipped.
Report Name: GST Report
User: Erlinda
Report Type: Form
Data Type: GST Item
Filter By: ???
Group By:???
Sort By:Date (Ascending),
Columns:???
Notes: Create a report that replicates the GST Items “Group by BAS Code” view
Report Name: Customer Trial Balance (Summary) Report - Debtors Aging Report
User:
Report Type: Form
Data Type: Card
Filter By:None,Optional Filter: “With Credit Balances” (if any of the balances are negative)
Group By:???
Sort By:Card ID
Columns:Card ID,Customer Balance Current,Customer Balance 30 Days,Customer Balance 60 Days,Customer Balance 90 Days,Customer Balance 120 Days, Customer Balance Total,Customer Balance Forward
Notes: Total for all customers at the bottom
Report Name: Customer Trial Balance (Detail) Report - Debtors Aging Report
...
User: Erlinda
Report Type: Form View
Notes:To be Exported/Printed from Form View. Need to implement the “Expand All Nodes” button to make this easier though. Export of Tree Form not showing in correct order.
Report Name: General Ledger Trial Balance
User: Erlinda
Report Type: Form
Data Type: Account
Filter By:None
Group By:None
Sort By:Account ID
Columns:Account ID,Account Name,Opening Balance,Closing Balance,Movement
Notes:
Report Name: Customer Statement
...
Report Name: Sales Invoice
User:
Report Type: Form
Notes:
? “TI Number” should be “Invoice Number”
? “Bill To” and “Deliver To” should be shown in relevant boxes
? Don’t show “Tax Rate” and “Tax Value” for each column. Only show total GST Value for the whole sale down the bottom.
? Indicator on the line for GST inclusive items
? “Invoice Total” should be Subtotal
? Total values at the bottom need to have a $ sign
? Change “Shipping Instructions” to “Notes” and make it a box with set bounds (globally)
? Make sure the supplier invoice number is on here
Report Name: Purchase Order (Head Office Purchase)
User:
Report Type: Form
Notes: Same as Head Office sale except remove the bits only relevant to Sale Orders
Report Name: Purchase Order (Head Office Sale)
User: Trudi
Report Type: Form
Notes:
? Header Page: Put logo on a line on its own and put text underneath
? Shuffle supplier details to the windowed area
? Move the customer details to the top right and leave “Deliver To” in the bottom right
? Fix column widths
? $ sign for total
? “Total of Order Ex Tax” can be “Total Ex Tax”
Report Name: General Journal
...
User:
Report Type: Form
Notes:Remove interal invoice number, irrelevant to supplier
Report Name: Bank Deposit Report
User:
Report Type: Form
Data Type: Customer Payment
Filter:Date Range (User Entered), Tender is Cheque
Fields:Date, Transaction Number, Card ID, Description, Value
Notes:There is a jira for “Additional Cheque Details” which should also be included on this report
Report Name: Debtor Interest Charges
User:
Report Type: Form
Data Type: Sales Invoice
Filter:Customers with Outstanding Invoices that are 10 days overdue
Fields: Date, Transaction Number, Due Date, Days Overdue, Customer.ID, Customer.Customer Name, Total Invoice Value, Outstanding Invoice Value, Interest Value (2.6% per month overdue on outstanding value)
Notes: To determine how much interest has to be charged
Report Name: Customer Back Order Report
User:
Report Type: Form
Data Type: Sale Order Lines
Filter: Quantity Backordered > 0
Fields:SaleOrder.TransactionNumber, SaleOrder.CustomerID, SaleOrder.Customer Name, SaleOrder.PurchaseOrder.SupplierID,SaleOrder.PurchaseOrder.Supplier Name,Product, Product Name, Quantity Ordered,Value Ordered, Quantity Backordered, Value Backordered
Notes:
Report Name: Customer Open Items Due in Date Range
User:
Report Type: Form
Data Type: Open Item
Filter: Due Date Range, Balance <> 0
Fields: Date, Transaction Number, Due Date, Customer.ID, Customer.Customer Name, Value Inc, Balance
Notes:
Report Name: Supplier Open Items Due in Date Range
Notes: Same as Customer
Report Name: Stock Report
Report Type: Form
Data Type: Product Site
Filter: None, Obsolete Products Only (Optional), Never Sold (Optional)
Group: Site, Category
Fields: Product ID, Product Name, Date Last Received, Date Last Sold, Quantity on Hand, Cost P1, Value of Stock, Quantity Issued (This FY),Quantity Received (This FY)
Notes:
Report Name: Product Movement Report
Report Type: Form
Data Type: Product Movement
Filter: Date Range
Group: Category, Product
Fields: Product ID, Product Name, Date,Transaction Type, Transaction Number, Card ID, Movement Qty, New Stock on Hand, Movement Value
Notes:
Report Name: Profit and Loss / Balance Sheet
Report Type: Form
Data Type: Account
Fields: Account ID, Account Name, Period Balance (Ex GST), YTD Balance (Ex GST)
Notes:
Report Name: Cash Flow Forecast (STAGE 2)
Report Type: Form
Data Type: Account
Fields: Account ID, Account Name, Forecasted Balance (for each month to the end of the FY)
Notes: Calculate forward based on budget to determine future balance for accounts on a given date
Report Name: Budget Report
Report Type: Form
Data Type: Account
Fields: Account ID, Account Name, Period Budget (all periods July to June), Total Budget
Notes:
Report Name: Variance Report
Report Type: Form
Data Type: Account
Fields: Account ID, Account Name, Period Budget, Period Actual, Period Variance, YTD Budge, YTD Actual, YTD Variance
Notes:Generally, will find it easier to find an existing list report which is similar to the one you want to build, then copy it and change the copy.
From the navigation panel. select reports then list reports
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Note:
- that all the list reports that come standard with Readysell have a code in the "Report ID" column. Each code starts with "L" which indicates a list report, then "-[nnn]" which indicates the built in report number
- any report with no report id is a custom report for your site that is not included as one of Readysell's standard reports
Click on the 'New' button at the top right of the screen to create a list report
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Enter a report name, consider starting all your report names with "MY" or some other word to remind you this is a built-in report. I am just going to use the lack of a reportid to tell this is a custom report in this case, but some dealers find adding a word at the front of the report name helps. I am doing a list of sale tenders as an example. So I will call this report "Sale Invoice tenter".
Enter a "Category" for the report. The category determines under which menu heading the report appears when displayed on the reports list. I want this example to appear in the sales section of reports, as it is about sale tenders, so I select "Sales" from the pull down list on the "Category" field.
Enter a data type, this is critical, the data type determines just about everything the report can do. If you enter the wrong data type you have no chance of getting the report you expect. I want to list sale tenders. So I select data type "Sale Invoice Tender". The data type is the file the data is coming from. If I wanted a list of sale invoices, I would select "Sale Invoice", if I wanted products in the list, I would select "Product" etc. If in doubt, contact Readysell for advice on the correct data source to select or look at the data sources being used by existing list reports.
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Note:
- Always try to add Parameters to your report. Parameters cause windows of common filter options to display when you run the report. If the report has no parameters, you will be forced to use filters when running reports. Filters are very powerful, but are a lot harder to use. A parameter window might ask you for a start and end date as fields you just fill in on a popup window, filters require you to enter the start and end data in a structured query. Editing filters requires at least a one hour training course. So try to use Parameters if you can.
- The only way to know if the data type on your report allows you to add parameters to your report is to try to add a parameter. If your data type allows parameters, the parameters available will display.
Click on the "New" button above the list of parameters on the "Parameters" tab
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Optionally add a filter, you probably don't need to complete this step
Click on the "Settings" tab and set the data access mode to "Server". This just makes the report run faster.
Click on the "Save and Close" button on the ribbon menu above your list report tab.
Find your new list report on the "list reports" tab Highlight one of the parameter options Click on "Show Report Using Parameters"
Select a range on the parameters popup window that is sufficient for some data to show on your report Then click the "OK" button on the parameters window
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When you report displays for the first time, the report will appear to be blank! This is what should happen, but it often causes confusion. The report has run but it does not know which columns to display at this time. You have to show the column chooser!
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Right click on the blank heading row at the top of the report and then left click on "Column chooser". The column chooser will appear blank, you have to add each field you want to use!
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Click on the "Add" button near the bottom of the column chooser toolbox to add columns to your list of available fields
Then drag the fields you want to print from the column chooser box to the list report
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If you want to group by a column, right click on the list report header and the select "show group by box"
Then drag the column you want to the group by box.
You could just right click on the column heading, but I find it useful to see the group by box, as you can add totals to groups from the fields displayed in the group by box
Then add group footers, report footers and group summaries if required. This is explained under using lists in the user guide Working with Lists
Right click in your group footers or report footers to add totals
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Once you are happy with your report layout. Click on the "Save Report Layout" button at the top left of the screen to save your completed report
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See also:
Customising Readysell lists and detail view user interface then saving and sharing the results
Changing the formatting on lists using appearance rules