Clients & Profits X Online User Guide

Once the report’s essential fields are added and the report is printed, you can modify a custom report almost endlessly

While the basic structure of the report is fixed (based on the template you choose), you’ve got complete control over the look of your custom reports.

You can change (and mix) report fonts, styles and sizes separately for each field. Lines, circles, shades, and other graphic elements (including logos) can be added to a custom report. You can add field labels, headings, sub-headings, and lengthy notes that will appear on the printed page. All of these elements can be added, changed, and deleted anytime. Modifying a custom report is easy: Choose Open from the Reports menu, then select your custom report. Click on the Design button (if the Design window isn’t already open) and the report layout is ready to change. Any changes you make will be saved by choosing Save from the Reports menu.

New data fields can be easily added to a custom report. A new field can be added at the end of the report, or inserted between existing fields. First, click the Fields button to open the Fields window (new fields can’t be added from the Design window).

The Design window works like typical graphics programs. The window’s toolbox can add text, lines, and graphics like any drawing program. Objects such as fields, labels, and graphics can be placed anywhere on the report. They are arranged together based on a fixed grid for easy alignment. Any element on the report can be colored using the color palette. Custom reports can be printed in color to any color-capable printer.

Customize Reports Toolbox
There are many tools available to help you customize your reports, including text, line, and drawing tools, as well as a custom color picker. You can also customize the typeface for individual sections of a report using the typeface style and size tools.
	Text Tool Use this tool to activate the text cursor, which will allow you to edit text in the reports header, records, and total labels.
	Line Tool Quickly and easily creates individual lines. Click where you want the line to begin, and drag where you want the line to end.
	Rectangle, Rounded-Rectangle, and Ellipse Tools Let's you draw rectangles (including squares) and ellipses (including circles) by dragging from one corner of the rectangle or edge of the ellipse to the opposite corner or edge.
	Typeface, Style, and Size menus Use the Type pull-down menu to apply any font in your system to your report. You can choose the type size in the Size submenu, and apply various styles such as plain, bold, italic, underline, shadow, or outline.
	Color Picker Use the Color Picker to select the type or line color by choosing from the color palete. In addition, you can use the color mixer to fine tune the color to your liking.

To add or delete fields

To add a new field at the end of the report, click on the blank line below the last field. You’ll see a dashed line. Then choose Add Fields from the Fields pop-up menu. The newly added field will appear at the end of the report on the Fields/Queries window, and to the right of the other fields on the Design window.

To insert a new field between existing fields, click in the space between two fields. You’ll see a dashed line. Choose Add Fields from the Fields pop-up menu. The newly added fields will appear on the report between the existing fields on the Fields/Queries window, which will be shifted to the right on the Design window..

To delete a field, click on the field name in the Fields window. Then choose Cut from the File menu. The field and its label will be removed from the Fields/Queries window, and the remaining fields shifted left to fill its space on the Design window.

To change a field

Once fields are added to a custom report they can be easily changed.

1 Click on the Fields button to open the Fields/Queries window.

2 Select the field you wish to change.

3 Choose Alter Name from the Fields pop-up menu.

The Alter Field Name window appears, listing the various files and fields.

4 Select the new field, then click Finish.

If you need to change several fields at once, click Next Field then choose the new field. Repeat this step then click Finish.

To sort records on a custom report

Records can be shown in a certain order by sorting fields on your custom reports. Information is sorted on custom reports by setting different fields to sort first, second, etc. A custom report can have many sort fields.

To sort a field on a custom report, first click on the Fields button to open the Fields/Queries window. Select the field name that you wish to sort (for example, a job list by client would have the field JOBS.J_CLIENT_NUM selected). Then choose Sort First from the Sort pop-up menu. You’ll see the Sort 1 symbol next to the field name. When the report is printed, records will be displayed in order of this field.

To sort on several fields, select the second field on which you wish to sort records (e.g., JOBS. J_NUM). Then choose Sort Last from the Sort pop-up menu. You’ll see the Sort 2 symbol next to the field name. (When the report is printed, you’ll see jobs by client in job number order.)

To change the sort order, select a field then choose either Sort First or Sort Last. The other sort fields will be sorted before or after this field. You’ll see the Sort number change next to the field names.
To reset the custom report’s sort settings, choose Clear All Sorts from the Sort pop-up menu

To subtotal records on a custom report

Sorting and subtotaling are related. You can’t subtotal a field unless it is sorted. When a field is set to subtotal, the report’s subtotal section is printed. Whatever fields are added to the subtotal section will appear.

A field’s sort order (e.g., first, second, etc.) determines which subtotal section is printed.

To subtotal a field, first click on the Fields button to open the Fields/Queries window. Next, select the field you wish to subtotal. Then choose Subtotals from the Sort menu. You’ll see an S symbol next to the field name.

To subtotal an additional field, select the next field you wish to subtotal. Then choose Subtotals from the Sort pop-up menu.

The number of subtotals on a custom report is based on a template. There is a separate template for list reports with one subtotal, two subtotals, and three subtotals. Custom reports with four or more subtotals are not supported.

Next click on the Design Button in the tool bar. From the Design window you will create the subtotal level. 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 and repeat for the other subtotal levels.

To remove the subtotal setting from a field, select the field name then choose Subtotals from the Sort pop-up menu. The Subtotal symbol will disappear from the field.

To print a new page for a selected field

Sort fields can automatically cause a separate page to be printed. This option is useful for printing separate job lists for different clients, for example, at the same time. If a field is sorted, the New Page option can be selected. As the custom report is being printed, a new page will be made as the field’s value changes (e.g., for each different client).

To use the New Page option, first select a field that is sorted. Then choose New Page from the Sort pop-up menu. The New Page symbol will appear on the list of fields.

To remove the New Page option from a field, first select the field then choose New Page from the Sort pop-up menu. The New Page symbol will disappear from the fields list.

To sort records in descending order

A sort field is ordinarily sorted alphabetically or numerically, first to last. In some cases you might need to see records in reverse order, from last to first. For example, you might print a job list by number using a descending sort to show the newest jobs at the top of the report.

From the Fields/Queries window, click on the field you wish to sort.

If the field isn’t sorted, choose a sort option from the Sort pop-up menu.

With the field still selected, choose Descending from the Sort pop-up menu.

You’ll see the sort order symbol (the arrow) change directions. The direction indicates the field’s sort order.

To change fonts and styles

To change an object’s font, click on the Design button, select the object, choose Fonts from the Text pop-up menu, then select a font. To change the object’s style (i.e., italic), select the object then choose Style from the Text pop-up menu, then select a style.

To change the fonts in the font table, choose Fonts from the Text pop-up menu, then select the option Change Font Tables. Any font in your system can be added to a custom report.

True Type fonts work best, since they use the same outline for plain, bold, italic, and underlined text. Postscript fonts can be used, but you’ll need to add each font style to the report. Since there is a limit to how many fonts can be added to each custom report, using Postscript fonts restrict the number of fonts that you can use at the same time.

To change the format of a number or date field, first click on the Fields/Queries button. From the Fields/Queries window, click on the field you wish to format. Choose Format... from the Fields pop-up menu, then choose an appropriate setting.

To add lines, shades, and graphics

First click on the Design button. Rule lines can be added by clicking on the Line tool, then using your mouse to draw the line on the page. The line width and style can be changed using the palette. Circles, squares, and rectangles can be added using the Circle, Square, or Rectangle tool. You can change the object’s line width, fill pattern, or color using the palette.

To change the report’s margins, page orientation, and other parameters

To change the report’s orientation, choose Page Setup from the Reports menu. You can set the report to print in either landscape or portrait mode, as well as change other printer-specific options here. These settings are saved with the report, and will be used automatically each time the report is printed.

To change the report’s margins, choose Parameters from the Reports menu. You can enter the report’s top, left, and bottom margin as needed (the right margin is based on the layout of fields and graphics on your report).

The Print Totals Only option hides the report’s Record section. So instead of seeing a line for each record selected, you’ll see only sub-total or total sections.

To add calculated fields

Calculated fields are used to perform math. They are flexible, since the calculation is completely customizable. Calculated fields can be based on characters, numbers, and dates/times. For example, they can be used to calculate commissions on A/R reports, elapsed times on job schedules, and profit on client reports.

1 Click on the Fields button to open the Fields/Queries window.

2 Choose Add Calculation from the Fields pop-up menu.

3 Enter a name for the calculated field, such as Profit.

4 Select the type field, such as Number.

Enter the field’s calculation in the Calculation box, such as JOB_TASK.X_BILLED-JOB_TASK.X_COST.

5 Click Add and finish.

The calculated field will appear on the report. Once added, it can be formatted and styled like any other field.

Learn more:

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

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