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1 S a geac c pa ci nt e l l i ge nc e I nt e r me di a t ere por t De s i gn PART NE RWORKBOOK

2 Notice This document and the Sage Accpac ERP software may be used only in accordance with the accompanying Sage Accpac ERP End User License Agreement. You may not use, copy, modify, or transfer the Sage Accpac ERP software or this documentation except as expressly provided in the license agreement. Visit our Web site at or call to learn about training classes that are added throughout the year Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and the Sage Software product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks or registered trademarks are the property of their respective owners. 05/2010

3 Sage Accpac Intelligence Intermediate Report Design Contents Contents Contents...3 Welcome...7 Course Objective...8 Course Outline...9 Lesson 1 Overview of Sage Accpac Intelligence...11 What is Sage Accpac Intelligence?...12 Accpac Intelligence Modules...14 System Requirements...15 Installation...16 Accpac Intelligence Licenses...17 Additional Modules/Licenses Available...18 Activating Sage Accpac Intelligence...19 The Report Creation Process...21 Apply What You Have Learned...22 Exercise 1.1 Activating Accpac Intelligence...22 Summary...23 Lesson 2 Report Manager Module...25 Layout of Report Manager...26 Object Window...27 Object Window in Detail...28 Properties Window...29 The Home Object...31 Properties of the Home Object...37 Report Folder...38 Properties of the Report Folder...40 Properties Window in Detail...41 Functionalities Navigation...43 Menu Commands...44 Toolbar Menu...45 Accpac Intelligence Reports...47 Accpac Intelligence Report Options...49 Report Output Properties...56 Report Output Properties...57 Summary...60 Lesson 3 Running Reports...61 Accpac Intelligence Repository and Template Folder...62 Copying Reports...63 Creating and Linking an Excel Template...65 Running a Report...66 Apply What You Have Learned...70 Exercise 3.1 Running a Report...70 Check Your Knowledge...71 Summary...72 Copyright 2010 Sage Software, Inc. Student Workbook 3

4 Contents Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager...73 Creating a New Folder...74 Creating a Standard Report...76 Setting the Report Properties...78 Moving Columns...79 Deleting Columns...80 Editing Columns...81 Filters...82 Parameters...85 Editing Parameters...87 Comparison Methods...88 System Variables...90 Sorting Fields...92 Aggregate Fields...95 Linking a Report As a Template...99 Apply What You Have Learned Exercise 4.1 Creating a Report with Existing Containers Exercise 4.2 Modifying a Report and Creating a Template Check Your Knowledge Summary Lesson 5 Data Containers Accpac Intelligence Connector Module Main Functions Data Access Components Database Driver ODBC Connection Type Connection Container Expressions Data Container Apply What You Have Learned Exercise 5.1 Defining a New Container Exercise 5.2 Building a New Report with a New Container Exercise 5.3 Scenario Based Report Design Check Your Knowledge Summary Lesson 6 Report Drilldown Working with Drill-down in Reports Configuring Dynamic Drill-downs Apply What You Have Learned Exercise 6.1 Defining a Drilldown Link and Report Check Your Knowledge Summary Lesson 7 Managing Reports Running Accpac Intelligence External to Sage Accpac Adding a Report Shortcut to the Sage Accpac Desktop Sage Accpac Intelligence Report Security Adding Reports to the Report Viewer Standard Report Descriptions Student Workbook 2010 Sage Software, Inc.

5 Sage Accpac Intelligence Intermediate Report Design Contents Sage Accpac Intelligence Analysis Module Apply What You Have Learned Exercise 7.1 Define Report Options Exercise 7.2 Create PR File Summary Lesson 8 Export / Import Exporting and Importing Reports Apply What You Have Learned Exercise 8.1 Export and Import Report Summary Copyright 2010 Sage Software, Inc. Student Workbook 5

6 Contents Sage Accpac Intelligence Intermediate Report Design 6 Student Workbook 2010 Sage Software, Inc.

7 Sage Accpac Intelligence Intermediate Report Design Welcome Welcome Sage Accpac Intelligence or SAI is an exciting new product within the Sage Accpac Extended Enterprise Suite that empowers managers to quickly and easily obtain the information they need from their Sage Accpac solution for improved operations and strategic planning. Based on the familiar Microsoft Excel application, Business Intelligence lets managers effortlessly create reports and analyze data. Managers can spend more time focusing on information analysis and interpretation and less time pulling the data together. The Business Intelligence functionality allows users to: Work with several of the shipped reports and customize them to meet your needs Work with the drilldown functionality of Sage Accpac Intelligence Apply report security to Sage Accpac Intelligence reports With your Sage Accpac Certified Trainer s assistance and your efforts, you will become familiar with this Sage Accpac product through either online training or hands on training in a class environment. Although this Workbook provides a great deal of information, you should also consult the manuals and online Help documentation as needed Sage Software, Inc. Student Workbook 7

8 Welcome Sage Accpac Intelligence Intermediate Report Design Course Objective The objective of this course is to enable you to effectively use the Sage Accpac Intelligence modules to design reports. Accpac Intelligence is a business reporting tool that incorporates a number of innovative features. It enables you to connect to any supported ODBC compliant database and extract the data into Microsoft Excel where the data can be summarized and analyzed using Microsoft Excel s extensive data analysis tools. The Microsoft Excel workbook and its workings are then linked to Accpac Intelligence to create a permanently linked template. This enables you to extract the data to a Microsoft Excel workbook in the way you want it to be presented. Through the course instruction you will learn to: State the purpose of the Accpac Intelligence Connector module Successfully navigate the application Successfully create a connection to your external database Design reports in Excel that span one or multiple modules 8 Student Workbook 2010 Sage Software, Inc.

9 Sage Accpac Intelligence Intermediate Report Design Welcome Course Outline The Accpac Intelligence course is divided into eight basic lessons. Each lesson is designed to provide you with practical knowledge and experience that can be applied to your specific needs. This course includes the following lessons: Lesson 1: Overview of Sage Accpac Intelligence Purpose This lesson explains what Sage Accpac Intelligence is, and how it can help your business. It also reviews installation and activation of this module to your current Sage Accpac solution. 2: Report Manager Module This lesson reviews navigation and usage of the Report Manager module to define report settings, organize reports and run SAI reports. 3: Running Reports This lesson provides an overview of running reports, making copies of existing reports, and linking templates to reports. 4: Working with Report Manager This lesson reviews how to create a standard report, system variables, filters, parameters, sorting fields, aggregate filters, and how to link a report as a template. 5: Data Containers In this lesson you will learn how to define connections to databases in the Connector module, and how to refine container settings to make report design easier. 6: Report Drilldown This lesson reviews the concept of drilldown with SAI and how you can add dynamic drilldown functionality to your custom reports. 7: Managing Reports In this lesson you will learn about the existing SAI reports that come out of the box, and how to use the Report Viewer and Security features of SAI. 8: Import and Export This lesson provides an overview of exporting reports and settings and importing Sage Software, Inc. Student Workbook 9

10 Welcome Sage Accpac Intelligence Intermediate Report Design 10 Student Workbook 2010 Sage Software, Inc.

11 Sage Accpac Intelligence Intermediate Report Design Lesson 1 Overview of Sage Accpac Intelligence Lesson 1 Overview of Sage Accpac Intelligence This lesson will provide you with an understanding of the Sage Accpac Intelligence product and its functionality. In this lesson, you will learn how to: Define Sage Accpac Intelligence Describe How Sage Accpac Intelligence Works Install and Activate Sage Accpac Intelligence in Sage Accpac Understand the Difference Between the Connector and Report Manager Exercises in this Lesson Exercise 1.1: Activating Accpac Intelligence Sage Software, Inc. Student Workbook 11

12 Lesson 1 Overview of Sage Accpac Intelligence Sage Accpac Intelligence Intermediate Report Design What is Sage Accpac Intelligence? Sage Accpac Intelligence or SAI is an exciting new product within the Sage Accpac Extended Enterprise Suite that empowers managers to quickly and easily obtain the information they need from their Sage Accpac solution for improved operations and strategic planning. Based on the familiar Microsoft Excel application, Sage Accpac Intelligence lets managers effortlessly create reports and analyze data. Managers can spend more time focusing on information analysis and interpretation and less time pulling the data together. Sage Accpac Intelligence, or AI, refers to skills, technologies, applications and practices used to help a business acquire a better understanding of its commercial context. AI may also refer to the collected information itself and the knowledge developed from this information. AI applications provide historic, current and predictive views of business operations. One of the key objectives of AI is to provide the information businesses need in order to make better decisions. Sage Accpac Intelligence is classified as a AI application because the data extraction and manipulation tools, coupled with Excel s ability to render the output into user-friendly reports, represents the level of abstraction required to produce meaningful information supporting decision-making from endless sets of data which are mostly meaningless to the business decision-maker. Accpac focuses on Accpac Intelligence for SMEs which market dictates that AI solutions are rapidly deployed in a cost effective manner so that companies realize their returns early. Sage Accpac is well placed to deliver on this initiative as its product suite, training and service offerings grow. Experience in Microsoft Excel as front end also leaves Sage Accpac well placed to take advantage of the enhanced functionality available in the versions of Excel 2007 and beyond, even though the software suite is compatible with Excel versions 2000 and later. 12 Student Workbook 2010 Sage Software, Inc.

13 Sage Accpac Intelligence Intermediate Report Design Lesson 1 Overview of Sage Accpac Intelligence Companies typically begin to suffer from one or many of the following types of symptoms in their business which leads them to the realization that they need a solution like Sage Accpac Intelligence to give them proper insight into their business. Multiple versions of the truth - too many spreadsheets Inability to drill down to detail Unable to locate important information Inability to comply to standards (internal or external) Operationally inflexible because of nonexistent AI Furthermore, as the market for ERP, Accounting and Payroll applications becomes highly competitive, and in many cases saturated, vendors are looking for value-add offerings to maintain and gain market share and are adding AI offering which fuels the growth in demand for AI skills. Sage Accpac Intelligence, not only creates real value beyond standard offerings, but also because helps companies make sense of what is going on in their businesses to make better decisions and become more profitable. The end result is better information, better decision making and better companies for the end users Sage Software, Inc. Student Workbook 13

14 Lesson 1 Overview of Sage Accpac Intelligence Sage Accpac Intelligence Intermediate Report Design Accpac Intelligence Modules MODULE DESCRIPTION Report Manager Allows the creation of reports from predefined containers as well as the generation of report and any template changes. Report Viewer Allows users basic editing (filtering and changing of parameters) of existing reports/templates, drill-down of reports. Connector Allows for consolidations and connectivity to unlimited ODBC data sources (for example, CRM or additional ERP companies) Analysis Allows creation of OLAP cubes, enabling multidimensional analysis of your data using Excel PivotTables 14 Student Workbook 2010 Sage Software, Inc.

15 Sage Accpac Intelligence Intermediate Report Design Lesson 1 Overview of Sage Accpac Intelligence System Requirements Windows Operating System Sage Accpac Intelligence requires an installation of Windows 2000 or higher. Accpac Intelligence is Windows Vista compliant. Minimum Windows Account User Type Needs rights to write to the SVD file, thus, read and write access to the location on the server where the SVD is installed Sage Software, Inc. Student Workbook 15

16 Lesson 1 Overview of Sage Accpac Intelligence Sage Accpac Intelligence Intermediate Report Design Installation Sage Accpac Intelligence is installed as part of the installation package for version 5.6 of Sage Accpac. You can select or deselect Sage Accpac Intelligence for installation as part of the installation options: 16 Student Workbook 2010 Sage Software, Inc.

17 Sage Accpac Intelligence Intermediate Report Design Lesson 1 Overview of Sage Accpac Intelligence Accpac Intelligence Licenses Each client will get the Sage Accpac Intelligence application, which includes: Standard report templates for management (financial reports, dashboard, financial analysis/trends), sales, purchases, inventory and Top 5 product, customer and vendor KPI reports). Does not include data cubes (requires Analysis module). Connection to only one Accpac ERP company database at a time only (although can connect individually to multiple Accpac ERP company databases). Each client will also receive a single user License for the Sage Accpac Intelligence Report Manager, which allows the user to: Author new reports (organizing, creating, editing), as well as filter and aggregate data based on existing data containers and available fields only. Set permissions/security for both Accpac Intelligence modules and/or licenses as well as individual reports Sage Software, Inc. Student Workbook 17

18 Lesson 1 Overview of Sage Accpac Intelligence Sage Accpac Intelligence Intermediate Report Design Additional Modules/Licenses Available Module/License Report Manager License Report Viewer License Connector Analysis Description Allows authoring of new reports from existing data containers ONLY as well as editing of existing standard reports including filtering and aggregating of data (licensed per workstation). Also supports auto ing reports, scheduling reports, publishing report output to html for intranet/internet. Allows users to run reports in real time, change report parameters at run time and drill-down to detail. Cannot edit or change reports and/or report templates. This is your gateway to you data, and allows real time financial and nonfinancial consolidations as well as connectivity to any ODBC data sources i.e. CRM, HR, additional ERP companies. Facilitates creation of SQL queries via a graphical join tool as well as creation of SQL expressions. This module allows the creation/editing of OLAP data cubes to support multi-dimensional analysis via Microsoft Excel pivot tables. Overcome Excel row limitations and define your own drill down experience to identify trends and stats in your data. 18 Student Workbook 2010 Sage Software, Inc.

19 Sage Accpac Intelligence Intermediate Report Design Lesson 1 Overview of Sage Accpac Intelligence Activating Sage Accpac Intelligence In order to use Sage Accpac Intelligence, it must be activated in each company database though Administrative Services Data Activation: 2010 Sage Software, Inc. Student Workbook 19

20 Lesson 1 Overview of Sage Accpac Intelligence Sage Accpac Intelligence Intermediate Report Design Once activated, Sage Accpac Intelligence will be available on the Sage Accpac desktop: The following icons will be available: Report Manager Author (design, create) and run reports Report Viewer View authored reports no editing Security Manager Defines security for reports/users License Manager Manages module licenses Connector Connect to additional data containers Analysis Run OLAP cube analysis 20 Student Workbook 2010 Sage Software, Inc.

21 Sage Accpac Intelligence Intermediate Report Design Lesson 1 Overview of Sage Accpac Intelligence The Report Creation Process The following diagram provides a step-by-step explanation of the report creation process: Connector The Connector module is the point where database connections are established to determine what data is available for reporting. Sage Accpac Intelligence includes several predefined connections to Sage Accpac databases. For additional connections, a separate license is required. The first step in designing a report is to build a database connection by defining a container or use an existing container. 2. Report Manager Unlike other reporting utilities that combine database connections and report design in a single interface, the Sage Accpac Intelligence Report Manager allows you to select the available data containers and build a report. The Report Manager is used to define sorting, filtering and parameter options, as well as other functions and report settings. Once you define your report here, you will also be able to run your report from the Report Manager. 3. Excel Workbooks Once the report is run in the Report Manager, it opens to an Excel workbook that allows you to edit and analyze your raw data output. You have all the functionality of Excel to work with your data and build report analysis Sage Software, Inc. Student Workbook 21

22 Lesson 1 Overview of Sage Accpac Intelligence Sage Accpac Intelligence Intermediate Report Design Apply What You Have Learned Exercise 1.1 Activating Accpac Intelligence Exercise Objective In this exercise, you will learn how to activate Accpac Intelligence. 1. If you cannot see the Sage Accpac Intelligence folder on the desktop, you must activate it. If the folder exists you can skip this exercise. 2. Open Administrative Services Data Activation and click Yes to proceed. 3. From the list of available applications, select Sage Accpac Intelligence and click Next. 4. Click to add Sage Accpac Intelligence to the company database. 22 Student Workbook 2010 Sage Software, Inc.

23 Sage Accpac Intelligence Intermediate Report Design Lesson 1 Overview of Sage Accpac Intelligence Summary Sage Accpac Intelligence consists of the following modules: The Report Manager Module The Report Viewer Module The Connector Module The Analysis Module The Report Creation process consists of the following areas: Database Connection Creation of a Container based on database Tables and Fields Creation of AI reports Saving the report output into Excel Templates 2010 Sage Software, Inc. Student Workbook 23

24 Lesson 1 Overview of Sage Accpac Intelligence Sage Accpac Intelligence Intermediate Report Design 24 Student Workbook 2010 Sage Software, Inc.

25 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Lesson 2 Report Manager Module This lesson will provide you with an understanding of how to navigate and work with the Accpac Intelligence Report Manager module. In this lesson, you will learn how to: Understand the layout of the Accpac Intelligence Report Manager Module Navigate to the Accpac Intelligence Report Manager Module 2010 Sage Software, Inc. Student Workbook 25

26 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Layout of Report Manager To effectively use the Accpac Intelligence Report Manager, you need an understanding of the interface and how to perform actions. The layout of the interface is uncomplicated. The software layout is divided into two main areas: The Object window The Properties window Object Window Properties Window You are able to select objects using your mouse from the object window in order to either view the objects' properties or perform a task with the object. For example, you are able to select an object in the object window and rename the object just as you would rename a file in Windows Explorer. You are able to view and update the properties of a selected object using the properties window. For example, you are able to add your own custom description of the object in the object's properties window. 26 Student Workbook 2010 Sage Software, Inc.

27 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Object Window Activity The Object Window is on the left and shows the different objects available for selection. 1. From the Object window, double click on the desired object to expand or collapse the Objects. 2. The Object will then expand to show detail Sage Software, Inc. Student Workbook 27

28 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Object Window in Detail Object Level Hierarchy The Object Window is displayed on the left of the Report Manager window and the separate entities within it are referred to as Objects. The Report Manager Object Hierarchy uses the same following method to open and collapse levels: Level 1: Home Level 2: Report Folders Level 3: Reports Level 4: Source Container Level 4: Columns Level 4: Filters Level 4: Parameters Level 4: Sort Fields Level 4: Aggregate Filters Level 5: Values 28 Student Workbook 2010 Sage Software, Inc.

29 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Properties Window Procedure The Properties Window on the right displays the properties of whichever object is selected on the left. To maintain or view the fields, first select the relevant object (Home Object, Report Folder, Report or Level 4 Object) on the Object Window. All Properties Windows have editable and read-only fields to setup and display various configurations, except the one for the Home Object (has only read-only display fields and is grayed out). 1. From the Object window, select the desired object Sage Software, Inc. Student Workbook 29

30 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design 2. From the Properties window, view the desired properties. 30 Student Workbook 2010 Sage Software, Inc.

31 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module The Home Object Home Object Options Activity When the Accpac Intelligence Report Manager module is opened, the Home object is the only object available at the top of the screen. All functionality is then accessed from this object. All but the first four options on the Home Object s right click menu, are also to be found on the Main Menu/Tools menu with the focus being on the Home object. The Open, Properties and Refresh options are also available on the right click menu of all other selected objects. 1. From the Object window, right click on the Home object. 2. Select the desired option. Open Add Folder Open the Home object to view all the Report Folders. You can also double click on the object to open it. This is the only option that is located on the right click options of all objects. Open a window on which a new Accpac Intelligence Report Folder can be created. Simply enter its name and select OK Sage Software, Inc. Student Workbook 31

32 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Properties Refresh Unlock Excel Re-display the Home Object s Properties window. Refreshes the selected object s Properties window. When Accpac Intelligence runs a report out to Microsoft Excel it takes control of Microsoft Excel and prevents user interaction with Microsoft Excel. If a report runs into rendering problems, such as Microsoft Excel seem to be frozen, it s possible that Microsoft Excel could be locked. To release Microsoft Excel select this option or press the This will unlock Microsoft Excel and allow user interaction. toolbar button. Switch Output Mode This report runtime functionality is useful when data needs to be analyzed in order to debug report data. Two tools for assisting in Debugging reports are either the Screen or the Screen (SQL Debug) options. To switch the Report Manager into one of the debugging modes, select between: 1. Excel The default Accpac Intelligence report mode where reports are exported to Microsoft Excel. 2. Screen This mode runs the Data extraction stage of a report and then simply outputs it to screen. All of the usual Microsoft Excel data rendering functions are ignored (i.e. no template is used and no macros are run). 3. Screen (SQL Debug) Like the Screen mode above this mode runs the Data extraction stage of a report and then simply outputs it to screen. Additionally when running a report the SQL query that is generated by the report for the Data extraction stage is intercepted by a SQL Debug window. This window allows the raw SQL statement to be viewed and tested. 32 Student Workbook 2010 Sage Software, Inc.

33 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module The SQL Debug window is shown below: The SQL Debugger allows the necessary SQL script changes to be made. When the Test SQL button is selected and there are no problems, the following message should be displayed: 2010 Sage Software, Inc. Student Workbook 33

34 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design To end the Debug session, select either the Cancel button or the Continue button on the SQL Debugger window. The SQL text can be copied and sent to the forum or the Accpac Intelligence Helpdesk to assist us in solving the error. NOTE: While the SQL Debugger window is open the following window will also be displayed: As the focus is actually on the SQL Debugger window, the above window s Cancel button will not be work. Only if the Cancel or Continue buttons on the SQL Debugger window is selected will this window close automatically. Show Hidden Reports Not all Accpac Intelligence reports are necessarily visible on the Report Manager as they are actually hidden. In order to view them as well do the following (with the help of an example): Select the Show Hidden Reports option Double click on the Financial Reports report folder to reveal all of its reports Notice the Trial Balance Sub 2-0 report is displayed which was not previously visible The option to make any specific report hidden is done on the report Properties window and discussed later. Notice that the Home objects right click option will alter between Show Hidden Reports and Do not Show Hidden Reports. 34 Student Workbook 2010 Sage Software, Inc.

35 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Show System Variables Displays a grid of the 49 standard non-editable System Variables as found in Accpac Intelligence. System Variables can be used with report Parameters and Filters to dynamically determine a comparison value at report Run Time. During the setup of Filters or Parameters, an option to display the same list of System Parameters can also be made from where you select the relevant system parameter. An example of this is where a report is run and expected to return data for the current day. In this example a Filter could be set on the report for a Date field and the filter comparison value (or comparator) could be set to the system When the report is run the system in the filter comparator will be replaced with the current system date. Compress XL File This is a file size reducing compression functionality for normal Microsoft Excel files (*.XLS) or Microsoft Excel Template files (*.XLT) by automatically copying the target file, compressing and saving it in any specified location, while the original target file is kept unchanged Sage Software, Inc. Student Workbook 35

36 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design The following screen is opened when the option is selected. It allows for the Type of File (*.XLS or (*XLT) to be selected from any location. When the specific file is selected and the Open button is selected, the following window will be opened: Browse for the right location and select the Save button to save the compressed file in a *XL_ format. Uncompress XL_ File Performs exactly the opposite as the previous discussed functionality option. It also uses two windows in which the first one is to browse for the compressed XL_ file and the second one to select a target destination. 36 Student Workbook 2010 Sage Software, Inc.

37 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Properties of the Home Object Activity The Home Object s Property fields are exactly similar to that of the Enterprise Object on the Accpac Intelligence Connector and their functions are also no different. 1. From the Object window, select the Home object. 2. From the Properties window, view the Properties. Metadata Repository Location The read-only field that Indicates the location of the *.svd file. The *.svd file is the MetaData Set that contains all of the configurations of the Connector module, including all settings and definitions of Auto Connections, Containers and Expressions, as well as all standard and customised reports setups in the Report Manager module. It is very important to add this to the backup runs Sage Software, Inc. Student Workbook 37

38 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Report Folder Report Folder Options Activity A Report Folder is used to organize Accpac Intelligence reports by grouping related reports into one location. New folders can be created and new or existing reports can be moved to them. 1. From the Object window, right click on the desired folder. 2. Select the desired option. Open Rename Displays all the reports that form part of the selected Report Folder. The same as simply double clicking on this object. Allows the renaming of the selected Report Folder. Delete Allows the selected Report Folder to be deleted. Remember that only empty Report Folders may be deleted as the Referential Integrity rule applies. 38 Student Workbook 2010 Sage Software, Inc.

39 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Add Report The first step on the Report Manager to create a new report if a new Report Folder is not going to be created as well. It opens a window in which to name the new report. The complete steps to create a new report will be covered in a later lesson. Properties Refresh Paste Redisplay the selected Report Folder s Properties window. Refreshes on screen properties for the selected Report Folder. Works in conjunction with the report Copy option on the Report Right Click options, in order to place a copy of the report in the selected Report Folder: NOTE: The relevant Template file of the specific copied Accpac Intelligence report will also be copied and the new template file created as a result will start with Copy of If the Copy of... Template file (in the Template folder) already exist (prior to the copy and paste, then a new but the name can be specified to anything. The name of the new pasted Accpac Intelligence report will default to start with Copy of but you can rename it. Run All Reports in Folder Add Dataless Report Add Sub Query Report Add Union Report Import Report Run all reports as they are listed from top to bottom in the selected Report Folder and will only stop in between when report runtime Parameters need to be entered. As the reports are listed automatically in alphabetical ordered in the folder, it s advised that the various report names should be named in accordance with the sequence you want the reports to execute. Besides adding a normal report as discussed above, Accpac Intelligence allows for one of three different other types of reports to be added: Add Dataless Report, Add Sub Query Report, and add Union Report. Allows for an Accpac Intelligence report in compressed format to be imported Sage Software, Inc. Student Workbook 39

40 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Properties of the Report Folder Activity 1. From the Object window on the left, select the desired Folder. 2. From the Properties window on the right, view the desired Properties. Folder ID Folder Name Description Indicates the unique report folder key. Indicates the name of selected report folder. Can be renamed in this field. Allows for up to 256 alpha numeric characters to be entered describing the selected report folder. 40 Student Workbook 2010 Sage Software, Inc.

41 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Properties Window in Detail Activity The various Report Manager Properties windows are used to setup and display important Object configurations. To view and configure any objects of the Report Manager Interface s Properties fields, simply select the relevant object (i.e. Home, Report Folder, Report etc.) in the Object Window. Certain fields across all Properties Windows are read-only and subsequently display with a blue background. Notice that all selected objects Properties windows have a Show Advanced option to display more settings options, with the exception of Home, Report Folders, as well as Report Output Properties and their values Properties windows. To save any changes made on the Property window, select the Apply button on the top right hand side of the Properties screen. 1. From the Object window, select the desired object. 2. From the Properties window, select Show Advanced if necessary. 3. From the Properties window make the necessary changes Sage Software, Inc. Student Workbook 41

42 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design 4. Select Apply. 42 Student Workbook 2010 Sage Software, Inc.

43 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Functionalities Navigation All functionalities are generally shared between the Report Manager modules Main Menu, Toolbar and Shortcut menu. We ll focus in this section on the Toolbar and Shortcut functionality options as most options on the Main Menu are also included in both of them. Functionality options availability is dependent on where the current focus is. Especially the Shortcut and Tools menu shows different options with the focus being on the Home or on a Report Folder object on the left. Especially notice that most of the Toolbar options are only active (available) when the focus on the Object Window, is on a report object. Notice that the blued out fields (open the window to see as this manual is not necessarily color printed) such as Server Name and Database Name indicate read-only and no changes are available on it Sage Software, Inc. Student Workbook 43

44 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Menu Commands There are 3 ways to access menu commands within the Accpac Intelligence Report Manager interface: Using the Menu bar Using the Toolbar Using the Shortcut menu To view an object's associated elements, double click on the object. This action is called drilling down. To drill down is to show additional information. To hide an object's associated elements, double click an open object. This action is called drilling up, thereby hiding the additional information. 44 Student Workbook 2010 Sage Software, Inc.

45 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Toolbar Menu All of the Toolbar icons below have their own Tool Tips that are displayed upon mouse over. Icon Function Description Add Enables the user to add new folders and reports Delete Enables the user to delete their selection Properties Displays context specific object properties Refresh Refreshes onscreen properties of the selected object Copy Copies the selected object to the clipboard Paste Pastes an object from the clipboard into the selected object Move to Moves a connection or a container Check/Test Use this to check that a report satisfies minimum requirements to function correctly. Minimum requirements are that at least 1 column is selected and that if a template has been assigned to the reports then that template exists Run Runs a report Run Sample Runs a report using just a sample of the data (sample size is specified by the user). Useful when designing and testing reports that are data intensive. Create Template Enables the user to create a template for the current report from an open Excel workbook Un-link Template Enables the user to un-link a template from the current report 2010 Sage Software, Inc. Student Workbook 45

46 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Design Allows the user to design a report by opening its templates in Excel for modification Lock Locks the current report Unlock Unlocks the current report History Displays a Reports Run History Create PR1 Automatically creates and files a PR1 file Help Display Help files Export a report Enables the export of reports for import to other Accpac Intelligence systems Generate Scheduler Report Generates the command to run the report unattended Run Report Batch Runs all the reports in the chosen folder from top to bottom Unlock Excel It is possible that if a report runs into rendering problems Excel can be left locked. Clicking this will unlock Excel and allow user interaction Accpac Intelligence Community Launches the Online community that allows you to download and import reports that have been created by other report writers Update Client Libraries Launches the client update tool 46 Student Workbook 2010 Sage Software, Inc.

47 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Accpac Intelligence Reports Standard Reports A powerful reporting solution such as Accpac Intelligence needs to include all major report types. It should offer more than just a one dimensional report (Normal report) option as can be seen from the following list of 4 different report types: Union Reports As indicated by the blue chart icon ( ) in the Report Manager. Such a report will use data from a single data container. They are created by right clicking on a report folder and selecting: Add Report A Union Report, as indicated by the green progress chart icon ( ), is used to merge rows of data from disparate sources, or different reports as with the Management Pack report, into a single report. The Union Report has pointers to other Normal Reports and it simply runs out the raw data from the specified Reports (referred to as Union Sub Reports when referenced in a Union Report) sequentially into a single Workbook. The Union Report can have its own template file specified and the template files of the Union Sub Reports are not used. Look at the following example on the Report Manager s Object window: Notice the 2 arrows which indicate the two Union Sub Report sources Sage Software, Inc. Student Workbook 47

48 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Dataless Reports These report types are provided for backward compatibility with old Accpac Intelligence installations. Before Union reports were a feature they were used along with Add-Ins to simulate unions data. These reports are indicated with a red chart icon ( ). A Dataless Report, as indicated by the red progress chart icon, is used for the purposes of consolidating data from various sources. The report does not access any database (Data Containers and Expressions) but rather activates a Microsoft Excel workbook that contains Macros designed to consolidate information from workbooks that you have stored previously in other reports. A Data Container and Data Expressions will not be selected in its creation. This report will usually contain some advanced bespoke Macros which will perform a consolidation or reconciliation of some type. Typically you will link your Dataless report to a Microsoft Excel workbook that contains macros that reference other workbooks that store your information. Sub Query Reports A Sub Query report, as indicated by the black progress chart icon ( ) on the Report Manager s Object window, is used to generate report data that is then used in a filter of an outer parent report. These reports are not to be confused with Sub Union Reports. An example might be where a Sub Query report is first used to generate a unique list of client names whose purchases to date sum to a value larger than $ The outer report might then want to pull out information of the Terms of these same customers from a different container but specifically for the Client subset generated by the Sub Query report. A Sub Query report has always only one Display field so that a parent report can reference it in a filter. 48 Student Workbook 2010 Sage Software, Inc.

49 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Accpac Intelligence Report Options Activity 1. From the Object window, right click on the desired report. 2. Select the desired option Sage Software, Inc. Student Workbook 49

50 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Run Run Sample Executes the selected report. Allows the user to select only a specific number of records on the following window that will be exported as normal to Microsoft Excel. Design Allows the displaying of the selected reports linked Template file in order to view or customize it. The following prompt is first displayed when the Design option is selected: If Yes is selected then the linked template file opens and changes can be made on it. The Design option is only available when a template file has been linked to the selected report. Create and Link Template To link any currently opened normal or template Microsoft Excel file to the selected report. 50 Student Workbook 2010 Sage Software, Inc.

51 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Un-Link Template Removes the currently linked template file from the selected report. The following prompt is displayed when this selection is made. Lock Locking makes all report properties invisible so that it cannot be modified. Users can then only run the report. When this option is selected the following prompt message is displayed to enter the password to unlock the report: Unlock Allows the unlocking of the selected report. The user must then enter the password as specified above Sage Software, Inc. Student Workbook 51

52 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Create PR file Creates a shortcut in any specified location of the selected report which can be run from outside Accpac Intelligence Report Manager (e.g. from the Desktop). The following window appears when selecting this option: (Note this can have any number assigned to it, PR0, PR1, PR2, etc). NOTE: The location of the PR file must still be on a PC where Accpac Intelligence is installed and registered on. The user can then simply select the shortcut icon and run it as a normal Accpac Intelligence report, even without having to open Accpac Intelligence at all. Check/Test Validates that the selected report s Container and data links are established correctly and should be able to be feed the report at runtime. 52 Student Workbook 2010 Sage Software, Inc.

53 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Properties Opens the properties of the report. Refresh History Copy Refreshes any add ins etc. Displays important information on all previous instances when the selected report has been run. It shows for each separate report instance details such as: The selected report runtime parameters Launch and Completion Dates and Times Process Time, and various others Work in conjunction with the Paste option on the Shortcut options of the Report Folder. It copies the selected report in order to be pasted within a selected report folder other than the one where the selected folder comes from Sage Software, Inc. Student Workbook 53

54 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Move To Allows the selected report to be removed from its current report folder and moved to a selected folder. When this option is selected the following window opens: Simply select the destination report folder from the list above and the OK button. The move with include all settings as well. Export Report Generate Scheduler Command Clean Template Pivot Fields Purge Instance History Allows for the compressed (*.al_) or uncompressed (*.alx) export of the selected report. Creates a string to be used as part of setting up automatic report scheduling. Selecting this option will open the template and remove all currently unused Pivot Field Pivot items. Allows for the history of all execution instances of the selected report to be deleted. The following message prompt should appear when selected: NOTE: Report instance history will only be gathered when the option called Log Report History on the PLCONFIG.EXE utility has been selected. 54 Student Workbook 2010 Sage Software, Inc.

55 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Properties of Accpac Intelligence Reports It s mainly the report type (Normal, Dataless, Sub query or Union) that determines which standard tabs are available on the selected Properties window. For now, we will focus on the Properties window of the Normal Report Type. A typical Properties window of Normal report types has, besides the Properties tab also a tab for each report output property, namely Columns, Filters, Parameters, Sort Fields and Aggregate Filters Sage Software, Inc. Student Workbook 55

56 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Report Output Properties Each Report Output Properties has besides its own Level 4 Object entity on the Object Window also its own tab on the report s property window. The property tabs can be accessed by first selecting the relevant report and then selecting the relevant report tab on the right: Activity Alternatively, select the relevant Report Output Property on the Object Window, in order to display its equivalent property tab on the right. A similarity between Columns, Filters, Parameters, Sort Fields and Aggregate Filters is that their property windows all have the following navigation buttons on the right: Add: To add another relevant Report Output Property record Remove: To delete the selected Report Output Property record Move Up: To move the selected Report Output Property upwards Move Down: To move the selected Report Output Property downwards 1. From the Object window, select the desired report. 2. From the right hand side of the screen in the Properties window you are able to select the desired tab. 3. Make the necessary changes. 4. Select Apply. 56 Student Workbook 2010 Sage Software, Inc.

57 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Report Output Properties Source Container This is the only exception with regards to Property Tabs on Level 4 Objects. To explain, first expand the Source Container object to reveal its linked Data Container, e.g. CLIENT If the data container, e.g. CLIENT is selected, the tab on the right is called Properties. All fields are read-only and look like this: Columns Lists the selected report fields that will be exported when the report is executed. Right click options here on any column are Delete and Properties Sage Software, Inc. Student Workbook 57

58 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design The biggest significance of this Properties window is the ability to specify an Aggregate Function. The various functions are: No aggregate function is applied to the Column and no data grouping occurs. The average value for this Column will be used and the remainder of the fields which have no aggregate functions applied will be grouped into distinct rows. A count value for this Column will be used and the remainder of the fields which have no aggregate functions applied will be grouped into distinct rows. A Maximum value for this Column will be used and the remainder of the fields which have no aggregate functions applied will be grouped into distinct rows. A Minimum value for this Column will be used and the remainder of the fields which have no aggregate functions applied will be grouped into distinct rows. A Sum value for this Column will be used and the remainder of the fields which have no aggregate functions applied will be grouped into distinct rows. 58 Student Workbook 2010 Sage Software, Inc.

59 Sage Accpac Intelligence Intermediate Report Design Lesson 2 Report Manager Module Adding new columns To add new columns to the current report, right click on the selected report s Columns object, and Add Columns, or select the Add button on the right of the Column tab screen. Then select the relevant ones from the list below: Filters Parameters Sort Fields Aggregate Filters Filters are used to limit the number of records that will be available on the exported report. Parameters are used for report runtime filters. When one or more are setup and the report is executed, the user will be prompted to specify the specific filtering he requires on this report session, based on the relevant parameter before the report is finally exported. Sort Fields are used to have the exported report display in the correct record sequence. Having multiple sort fields make it possible to have primary and secondary sorts, e.g. first sort according to surname and then on age within the same surname. Aggregate Filters enable the use of Comparison Values such as Equal To, Greater Than, Less Than and many others, when setting up filters on the report. (Please refer to the Accpac Intelligence Help Files on how to set it up by typing aggregate in the main Search field and viewing the first listed article called Add or Remove Aggregate Filters.) NOTE: The properties window of Union Reports consists of a Properties and Union Sub report Sage Software, Inc. Student Workbook 59

60 Lesson 2 Report Manager Module Sage Accpac Intelligence Intermediate Report Design Summary The Accpac Intelligence\ Report Manager module screen is divided into 2 areas: The Object window The Properties window Additional Navigation Functionalities are available: The Shortcut Menu The Toolbar Menu The Main Menu 60 Student Workbook 2010 Sage Software, Inc.

61 Sage Accpac Intelligence Intermediate Report Design Lesson 3 Running Reports Lesson 3 Running Reports This lesson will provide you with an understanding of the use of the Update Repository Folder within Accpac Intelligence. In this lesson, you will learn how to: Identify the Accpac Intelligence Update Repository Folder Use the Copy Report Functionality Understand the Benefits of Creating and Linking Excel Templates Run an Existing Report Exercises in this Lesson Exercise 3.1: Running a Report Sage Software, Inc. Student Workbook 61

62 Lesson 3 Running Reports Sage Accpac Intelligence Intermediate Report Design Accpac Intelligence Repository and Template Folder In the Shared Data Directory for your Sage Accpac installation, there will be a new BXDATA folder which will contain the Sage Accpac Intelligence repository and report templates. *.SVD The Accpac Intelligence MetaData Set that contains all of the configurations of the Connector module, including all settings and definitions of Auto Connections, Containers and Expressions, as well as all standard and customized reports setups in the Report Manager module. Metadata is a set of data that describes another underlying set of data for the purpose of simplifying access to the data. Templates The Templates folder contains all standard (as shipped with Accpac Intelligence), newly created or imported, and customized Microsoft Excel formatted template files for use with Accpac Intelligence. It is important to backup these templates as well as the SVD file. 62 Student Workbook 2010 Sage Software, Inc.

63 Sage Accpac Intelligence Intermediate Report Design Lesson 3 Running Reports Copying Reports NOTE: In order to edit any of the shipped reports (e.g. mapping account groups in Financials D and SB, adding columns to pivot table reports, etc.), you must first create a copy of the report and then link a template with your changes to the copied report. To copy a report, ensure that the relevant report is selected in the Sage Accpac Intelligence Report Manager by clicking on it (report should be highlighted in blue). Select the Action option from the Report Manager menu and choose copy (or right click on your mouse and select Copy ). You may want to create a new folder to store your copied reports in. Select the relevant folder in the Report Manager where you wish to paste the copied report by clicking on the relevant folder (folder should be highlighted in blue) Sage Software, Inc. Student Workbook 63

64 Lesson 3 Running Reports Sage Accpac Intelligence Intermediate Report Design Select the Action option from the Sage Accpac Intelligence menu and choose paste (or right click on your mouse and select Paste ). Your copied report will be prefixed with Copy of followed by the original report name. You have now successfully copied a report. You can rename your report if you wish. To do so, select the report, then right-click and select Rename. This will also give you the option of renaming the template to match the report name. 64 Student Workbook 2010 Sage Software, Inc.

65 Sage Accpac Intelligence Intermediate Report Design Lesson 3 Running Reports Creating and Linking an Excel Template Creating Excel templates enables the user to create a template from an open Excel workbook and link it to an existing report to standardize the output format of the chosen report for every run instance of that report in future. To create an Excel template for your report, first run a selected report then format the output data in the Excel workbook according to your specific requirements and then create a template from the Excel workbook as follows. Once your report has been run and your Excel Workbook is open and formatted according to your specific requirements, in the Report Manager Interface, select the report you have chosen to link to a template and click on the Create and Link Template Icon. The Select Workbook window will be displayed. Select the workbook that contains the Excel Workbook that you have formatted according to your requirements and then click on OK. NOTE: It may be easiest to have only the one workbook that you want to link open. The Specify Template Name window will automatically be displayed. By default, Accpac Intelligence will name the template using the report name you choose with an.xlt file extension. You can choose to use the default name assigned to your template or you can rename the template. When you have named the template, click on OK. You have now successfully created a template from your Excel Workbook Sage Software, Inc. Student Workbook 65

66 Lesson 3 Running Reports Sage Accpac Intelligence Intermediate Report Design Running a Report Activity 1. From the Object window, double click on Home. 2. This will drill down and show a list of folders. 3. Double click the desired folder. 4. This will drill down and show the reports in the folder. 5. Select the desired report. Once the report has run, it will appear in Microsoft Excel. In the Microsoft Excel workbook there will be several worksheets. 66 Student Workbook 2010 Sage Software, Inc.

67 Sage Accpac Intelligence Intermediate Report Design Lesson 3 Running Reports Please see below: Sheet 1 - Raw Data When displaying the data in Microsoft Excel it is important to note that the Raw Data or Unformatted data is always displayed on the first worksheet within the workbook. This data is pulled from the container you specified. Sheet 2 - Parameters The second worksheet is used for displaying parameters. This information is useful as it contains details such as: When the report was run What filters and parameters were specified This can be useful when you are querying your report Sage Software, Inc. Student Workbook 67

68 Lesson 3 Running Reports Sage Accpac Intelligence Intermediate Report Design Sheet 3 - Formatted Data From the third worksheet you are able to format your data using Microsoft Excel functionality. Activity 1. From the Object window, select the desired report. 2. From the Toolbar, select the Run button. 68 Student Workbook 2010 Sage Software, Inc.

69 Sage Accpac Intelligence Intermediate Report Design Lesson 3 Running Reports 3. The Report Parameters dialogue box appears. 4. Enter in the desired Parameters. 5. Select OK. 6. The Data Out information box is displayed, informing you of the steps that Accpac Intelligence Report Manager is currently performing. 7. The data is displayed in Microsoft Excel. NOTE: Using a scheduling sofware, such as Windows Scheduler, you are able to run a Report unattended. We will look at this in more detail in Session Sage Software, Inc. Student Workbook 69

70 Lesson 3 Running Reports Sage Accpac Intelligence Intermediate Report Design Apply What You Have Learned Exercise 3.1 Running a Report Exercise Objective In this exercise, you will learn how to use the Report Manager to run a report. 1. Open Sage Accpac Intelligence Report Manager and double-click on the Sales folder. 2. Right-Click on the Sales Master report and select Run. 3. Enter the following parameters for the report: Start Date: 01 January 2020 End Date: 31 December 2020 Currency: USD 4. Click to generate the report. 5. Close the Excel report. 70 Student Workbook 2010 Sage Software, Inc.

71 Sage Accpac Intelligence Intermediate Report Design Lesson 3 Running Reports Check Your Knowledge Answer the following questions to review the material covered in this lesson. Short Answer: 1. When adding references in Excel to the data output worksheet, explain why you would not want to use specific cell references and what you can do to refer to the data output Sage Software, Inc. Student Workbook 71

72 Lesson 3 Running Reports Sage Accpac Intelligence Intermediate Report Design Summary The Accpac Intelligence Update Repository folder contains various report and file backups The Templates folder holds all the standard Microsoft Excel templates that are shipped with Accpac Intelligence The method for copying reports The benefits of creating and linking an Excel template Running a report 72 Student Workbook 2010 Sage Software, Inc.

73 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager Lesson 4 Working with Report Manager This lesson will provide you with an understanding of working with the Report Manager and its functionality. In this lesson, you will learn how to: Create a Sales Report to Analyze Sales Transactions Exercises in this Lesson Exercise 4.1: Creating a Report with Existing Containers Exercise 4.2: Modifying a Report and Creating a Template Sage Software, Inc. Student Workbook 73

74 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design Creating a New Folder Activity To create a new folder, follow these steps in the Accpac Intelligence Report Manager. 1. From the Object window, right click on Home. 2. Select Add Folder. 3. Once you have entered the Folder Name select OK. 4. Select OK. 74 Student Workbook 2010 Sage Software, Inc.

75 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager 5. The new folder is displayed under the Home object Sage Software, Inc. Student Workbook 75

76 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design Creating a Standard Report Activity 1. From the Object window, right click on the desired folder. 2. Select Add Report. 3. Enter in the Report Name. 4. Select OK. 5. Select the desired Data Container. 6. Select OK. 7. Select the desired Column Fields. 76 Student Workbook 2010 Sage Software, Inc.

77 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager 8. Select OK. 9. The report will appear under the Folder Name in the Object window Sage Software, Inc. Student Workbook 77

78 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design Setting the Report Properties Adding Additional Columns Activity To set the Report properties, do the following in the Accpac Intelligence Report Manager. 1. From the Properties window, select the Columns tab. 2. Select Add. 3. Select the desired Column. 4. Select OK. 5. The new column will appear in the Columns window. 78 Student Workbook 2010 Sage Software, Inc.

79 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager Moving Columns Activity You may want to change the order of the columns as this will affect the order by which the columns will appear in Microsoft Excel. 1. From the Properties window, select the Columns tab. 2. Select the desired column/s. 3. Select Move Up or Move Down. OR 4. Select the desired column-(s). 5. Drag to the appropriate position Sage Software, Inc. Student Workbook 79

80 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design Deleting Columns Activity 1. From the Properties window, right click on the desired column. 2. Select Delete. 80 Student Workbook 2010 Sage Software, Inc.

81 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager Editing Columns Activity While editing columns, you can change the Aggregate Function. An example of where you could use an Aggregate Function is if you want to sum Sales by Customer or Invoice Number. Before you can use an Aggregate Function, the report needs to have a unique identifier such as a Customer Code or Invoice Number. If your report has too many variables (Date, Customer Number, Invoice Number, Customer Category), the function will not work. 1. From the Properties window, right click on the desired column. 2. Select Properties. 3. Make the necessary changes. 4. Select OK Sage Software, Inc. Student Workbook 81

82 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design Filters Filters allow you to choose which data will be used for your report; this data is excluded from the select criteria when running the report. In other words the base data selected at run time is based on the filtered data. Adding Filters Activity 1. From the Properties window, select the Filters tab. 2. Select Add. 3. Select the desired Field(s). 4. Select OK. 82 Student Workbook 2010 Sage Software, Inc.

83 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager 5. Select the desired Comparison Method. 6. Select OK. 7. Enter in the desired Comparison Value. 8. Select OK. 9. The Filter will appear in the Filters window. Editing Filters Activity 1. From the Properties window, select the Filters tab. 2. Right click on the desired Filter. 3. Select Properties Sage Software, Inc. Student Workbook 83

84 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design 4. Make the desired changes by selecting the dropdown arrow next to the Comparison Operator. 5. Select OK. 84 Student Workbook 2010 Sage Software, Inc.

85 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager Parameters Parameters allow you to choose which data will be used for your report. This data is chosen from the data selected when running the report. Parameters are populated at run time and they take the already filtered data and then select the output based on the parameters. Adding Parameters Activity 1. From the Properties window, select the Parameters tab. 2. Select Add. 3. Select the desired Field. 4. Select OK. 5. Select the Comparison Method Sage Software, Inc. Student Workbook 85

86 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design 6. Select OK. 7. Enter in an Optional Parameter. 8. Select OK. 9. The Parameter will appear in the Properties window. 86 Student Workbook 2010 Sage Software, Inc.

87 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager Editing Parameters Activity 1. From the Properties window, select the Parameters tab. 2. Right click on the desired Field. 3. Select Properties. 4. Make the desired changes. 5. Select OK. NOTE: By default your parameters will use the AND logic. If you wish to change this to the OR logic, you would change this in the Properties of the second parameter. Select Use OR Logic Sage Software, Inc. Student Workbook 87

88 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design Comparison Methods Comparison methods are used with Filters and Parameters to refine or limit the rows that are returned to a report. NOTE: When doing string comparisons, the comparisons may or may not be case sensitive; this will depend on the underlying data source. Comparison Method Example Search Objective a /Numeric Equal To Canada True when the expression contains 'South Africa'. Both Greater Than 100 True when the expression is greater than 100. Both Less Than 100 True when the expression is less than 100. Both Greater Than Or Equal To 100 True when the expression is greater than or equal to 100. Both Less than Or Equal To 100 True when the expression is less than or equal to 100. Both Is Like %S%3% True when the expression is contains an 'S' and a '3' (but not before the 'S'). Alpha Not Equal To Ken True when the expression is not equal to 'Ken'. Both Begins With Darang True when the expression begins with 'Darang'. Alpha 88 Student Workbook 2010 Sage Software, Inc.

89 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager Ends With K True when the expression ends with 'K'. Alpha Contains Woodridge True when the expression contains the text 'Woodridge'. Alpha Does Not Begin With doc True when the expression does not begin with 'doc'. Alpha Does Not End With s True when the expression does not end with 's'. Alpha Does Not True when the expression does not contain '@' symbol. Alpha Is Not Null True when the expression is Not Null. Both Is Null True when the expression is Null. Both Is In 1,3,4 True when the field is equal to one of the values in the comma separated list. Both Is Not In 1,3,4 True when the field is not equal to any of the values in the comma separated list. Both Is Not Like %S%3% True when the expression does not container an 'S' and a '3' (but not before the 'S'). Alpha 2010 Sage Software, Inc. Student Workbook 89

90 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design System Variables Selecting a System Variable Activity System variables can be used with Parameters and Filters to dynamically determine a comparison Value at report Run Time. An example of this is where a report is run and expected to return data for the current day. In this example a filter could be set on the report for a Date field and the filter comparison value (or comparator) could be set to the system When the report is run the system in the filter comparator will be replaced with the current date. 1. Select the System Variable button on the Enter Comparison Value screen. 2. The Select System Variables screen (shown below) will appear. 3. Select the required System Variable and select OK. 4. The selected system variable will populate the message box, select OK. 90 Student Workbook 2010 Sage Software, Inc.

91 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager Custom System Variables System Variable Format Note that the set of available System Variables defined can be extended by adding Custom System under the section [GlobalSysVars]. These Custom System Variables are hard coded values and cannot contain script logic. Each Variable must be added on a separate line under the section and must also be added to the comma separated list defined in the Active key under the [GlobalSysVars] section. With this example the System will be available to all reports in Accpac Intelligence. [GlobalSysVars] March February 2005 System Variables must always be prefixed and suffixed with a symbol and must contain no other occurrences of symbol. System Variable names must be unique. System Variables that do not comply with this format will not be recognised by Accpac Intelligence. Considerations when using System Variables in Reports The set of Custom System Variables will vary from customer to customer. If Custom System Variables are used on a report intended for distribution then the same definitions will have to be created at the destination sites. Ordinary System Variables are available to all Accpac Intelligence sites without the requirement to create them. This means that Reports intended for distribution should avoid using Custom System Variables where possible. Listing Available System Variables To obtain a list of all available system variables (Standard and Custom) select the Accpac Intelligence Home object in the Accpac Intelligence Report Manager and from the Tools menu choose Show System Variables. A list of all available System Variables will be displayed. Variables are system parameters that are used to filter data. Accpac Intelligence Report Manager has preset variables that are able to be used immediately to filter data. This means that at the time of setting up a filter you are able to choose these fields as your comparator instead of populating the field each time Sage Software, Inc. Student Workbook 91

92 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design Sorting Fields Adding Sort Fields Activity By default the sort is in Ascending order. You are able to change the order of the multiple sort criteria and delete unwanted sort criteria. Generally the sort would go on your first column for easier reading purposes, when your data returns to Microsoft Excel. 1. From the Properties window, select the Sort Fields tab. 2. Select Add. 3. Select the Field you would like to sort. 92 Student Workbook 2010 Sage Software, Inc.

93 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager 4. Select OK. 5. The Field to be sorted is added. NOTE: The up arrow means the field will be sorted in Ascending order and the down arrow means the field will be sorted in Descending order. Ascending to Descending Order Activity As you select the Asc/Desc button, so the arrow next to the field will change up or down. 1. From the Properties window, select the Sort Fields tab. 2. Select the desired Field. 3. Select the Asc/Desc button Sage Software, Inc. Student Workbook 93

94 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design Editing a Sort Activity 1. From the Properties window, select the Sort Fields tab. 2. Right click on the desired Field. 3. Select Properties. 4. Make the necessary changes. 5. Select OK. 94 Student Workbook 2010 Sage Software, Inc.

95 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager Aggregate Fields Aggregate Filters enable you to refine or limit the rows of data that will be displayed in the report based on aggregation criteria (equivalent to a HAVING clause in SQL). These filters use aggregate functions to filter data. In other words you can say the total of an invoice amount should be more than a predefined value. You want to work out all clients that have spent a total value of >1000 for their transactions. If you use a normal filter to look at all values, greater than 1000, it will drop off transactions <1000. If you use an Aggregate Filter, it will look at all the transactions for the clients, Sum them up and based on that, return the filter. The Aggregate Filter will create Sub-Totals based on like items e.g. Invoice Number, the Aggregate Filter will calculated based on like items in on the Invoices (Products). Why choose a Filter over Aggregate Filter. An Aggregate Filter will perform a subtotal (calculation) and base the filter on that amount An Aggregate Function just totals An Aggregate Filter Totals and excludes any items that do not meet the Comparison Methods Before you can use an Aggregate Filter, the report needs to have a unique identifier such as a Customer Code or Invoice Number. If your report has too many variables (Date, Customer Number, Invoice Number, Customer Category), the function will not work Sage Software, Inc. Student Workbook 95

96 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design Adding Aggregate Filters Activity 1. From the Properties window, select the Aggregate Filters tab. 2. Select Add. 3. Select the desired Field. 4. Select OK. 5. Select the desired Comparison Method. 6. Select OK. 7. Enter in the Comparison Value. 96 Student Workbook 2010 Sage Software, Inc.

97 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager 8. Select OK. 9. The Aggregate Filter will appear in the Properties window. 10. Note the default Aggregate Filter is Count. Editing Aggregate Filters Activity 1. From the Properties window, select the Aggregate Filters tab. 2. Right click on the Aggregate Filter. 3. Select Properties. 4. Make the necessary changes Sage Software, Inc. Student Workbook 97

98 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design 5. Select OK. 98 Student Workbook 2010 Sage Software, Inc.

99 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager Linking a Report As a Template Activity Once you have run your Report out to Microsoft Excel and made any required changes, you are able to link the Microsoft Excel Worksheet back to your Report as a template. This means that each time your run your Report the changes you made in Microsoft Excel will appear. 1. From the Object window, select the desired report. 2. From the Menu bar, select the Run button. The data is displayed in a new workbook in Microsoft Excel Remember the report workbook name for the Create and Link process Make the necessary changes to your Microsoft Excel workbook 3. When you are ready to link the report, minimize the Microsoft Excel window. 4, Ensure you can see the Report Manager window. 5. From the Toolbar, select the Create and Link Template button. 6. Select the workbook you would like to link (the workbook name in step 3) Sage Software, Inc. Student Workbook 99

100 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design 7. Select OK. 8. You will get the below message: 9. Select Yes. 10. Select the Template File Format. NOTE: It is important that you choose the correct template file format. 11. Select OK. 12. By default the Template Name is the same as the report name. 13. It is recommended that you keep the Template Name and the Report Name the same. 100 Student Workbook 2010 Sage Software, Inc.

101 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager 14. Select OK. 15. You will get the below message to confirm you successfully linked the report. 16. Select OK. 17. You will notice that once the template has been created and linked the workbook will be closed in Microsoft Excel Sage Software, Inc. Student Workbook 101

102 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design Apply What You Have Learned Exercise 4.1 Creating a Report with Existing Containers Exercise Objective In this exercise, you will learn how to use the Report Manager to build a report. 1. Open Sage Accpac Intelligence Report Manager. 2. Right-click on the Home folder and select Add Folder. 3. Enter the folder name My Reports. 4. Right-click on the My Reports folder and select Add Report. Select to add a Standard Report. 5. Enter the report name Customer Invoices. 6. Select the SalesMaster 3-0 data container from the list of available containers. NOTE: To re-organize the list of available data containers, you can re-sort the list by clicking on the column headings (e.g. Name). 7. Select the following fields from the SalesMaster 3-0 data container: CUSTOMERNAME DOCDATE DOCNO LINE TOTAL EXCL 8. Right-click on the report and run it. Review the output in Excel. 102 Student Workbook 2010 Sage Software, Inc.

103 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager Exercise 4.2 Modifying a Report and Creating a Template Exercise Objective In this exercise, you will work with Report Manager features to edit report output and assign a report template. 1. From the Report Manager, select the Customer Invoices report in the My Reports folder. 2. On the report settings at the right, select the Filters tab. 3. Add the following filter to the report: LINE TOTAL EXCL is Greater Than Run the report and verify the output in Excel. 5. In Excel, use the Sage Accpac Intelligence add-in to build a Quick Pivot chart using the following details: Row = CUSTOMERNAME, DOCNO Data = LINE TOTAL EXCL 6. Keep the file open in Excel and return to Report Manager. 7. Right-click on the report and select Create and Link Template. 8. Re-run the report and verify that the pivot table shows when the report is run Sage Software, Inc. Student Workbook 103

104 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design Check Your Knowledge Answer the following questions to review the material covered in this lesson. Short Answer: 1. Explain the role of the Report Manager in designing new reports. 104 Student Workbook 2010 Sage Software, Inc.

105 Sage Accpac Intelligence Intermediate Report Design Lesson 4 Working with Report Manager Summary Filters can be added to reports to minimize the amount of data being reported on Parameters can be added to reports to allow for user interaction at run time Report Data can be sorted either in Ascending or Descending order Once a report has been run you can link the Microsoft Excel workbook back as a template 2010 Sage Software, Inc. Student Workbook 105

106 Lesson 4 Working with Report Manager Sage Accpac Intelligence Intermediate Report Design 106 Student Workbook 2010 Sage Software, Inc.

107 Sage Accpac Intelligence Intermediate Report Design Lesson 5 Data Containers Lesson 5 Data Containers This lesson will provide you with an understanding of the functionality and use of the Accpac Intelligence Connector Module and Data Container. In this lesson, you will learn how to: Explain and use the Accpac Intelligence Connector Module. Add an Accpac Intelligence Data Container Exercises in this Lesson Exercise 5.1: Defining a New Container Exercise 5.2: Building a New Report with a New Container Exercise 5.3: Scenario Based Report Design Sage Software, Inc. Student Workbook 107

108 Lesson 5 Data Containers Sage Accpac Intelligence Intermediate Report Design Accpac Intelligence Connector Module The Accpac Intelligence Connector module establishes and maintains data links which are used to create an orderly structure of Containers in order to support standard, new or customized reports in the Report Manager module. Main Functions The Accpac Intelligence Connector is used to connect to all ODBC compliant data sources e.g. MSSQL, Oracle, Access, Pervasive SQL etc. and has an explorer type window outlay. This functionality is used to configure, manage and maintain connections between Accpac Intelligence and the various company databases. It s also used to create new or customize standard Containers and define their Expressions which are used by the Reports as configured within the Report Manager module. Working in the Accpac Intelligence Connector module will be the starting point when a new report needs to be created of which the fields could not be found within any specific existing Container. Data Access Components In order to better understand the two main Connector module functionalities discussed above, let s first look at major concepts that deal with data links and extraction from the company data base. They play a significant role in the Connector modules inner workings and relationships between components. Database Driver A database driver is a collection of program files (usually DLLs) that allow connectivity to a set of data in a database or set of data files. Accpac Intelligence uses Connection Types to allow connections via database drivers. These drivers are usually of one of two types namely ODBC (Open Database Connectivity) drivers or OLEDB (Object Linking and Embedding Data Base) Providers. 108 Student Workbook 2010 Sage Software, Inc.

109 Sage Accpac Intelligence Intermediate Report Design Lesson 5 Data Containers ODBC ODBC is a standard database access method. The goal of Open DataBase Connectivity is to make it possible to access any data source through an ODBCcompliant application and an ODBC-compliant Database Management System, by inserting a database driver, between the application and the database management system. Connection Type Various database sources such as Pervasive SQL, Microsoft SQL, Oracle, Access etc. are in use today. However, the Accpac Intelligence Connector module makes use of very specific sub-type data source links, also referred to as Connection Types. Connection A Connection holds the relevant connection information to connect to a supported ODBC or OLEDB compliant Connection Type. Each separate Connection entity is linked to a specific Connection Type. Only one relevant selected Connection is required for multiple database connections of the same Connection Type when an Automatic Connection System is used. The user can not delete or create any new Connection Types, but an unlimited number of Connection Objects per the supplied Connection Types can be added and configured if Connections to other data sources are required Sage Software, Inc. Student Workbook 109

110 Lesson 5 Data Containers Sage Accpac Intelligence Intermediate Report Design Container A Container is the set of selected Expressions which are made available by Accpac Intelligence Connector module. The source of this data can be a database table, a view, a stored procedure, a SQL query or a join based on two or more tables/views. The Accpac Intelligence Connector module enables you to create as many Containers as would be required or customize the existing ones. These containers are then selectable for report creation / customization using the Report Manager module interface, limited to each Accpac Intelligence report using only one Container. Typical Examples Set of general ledger transaction records List of customer records with their credit limits Expressions Expressions are those fields in a Container specifically selected in the Connector module to be available through the Report Manager module interface. The report designer could choose which fields of the relevant joined tables should be available in the Container to be used for report creation in the Report Manager module. An Expression can also be a SQL Expression or a Microsoft Excel formula. NOTE: Not all Expressions are necessarily included in the final generated Microsoft Excel report. 110 Student Workbook 2010 Sage Software, Inc.

111 Sage Accpac Intelligence Intermediate Report Design Lesson 5 Data Containers Data Container A Container is a set of data which is made available (published) by the Accpac Intelligence Connector module which will allow users access to the data using the Accpac Intelligence Report Manager module. The source of this data can be a database table, view, stored procedure or a custom join based on two or more tables/views Sage Software, Inc. Student Workbook 111

112 Lesson 5 Data Containers Sage Accpac Intelligence Intermediate Report Design Locating a Data Container Activity 1. Open the Accpac Intelligence Connector module. 2. Double click on the Sage Accpac object. 3. Double click on the ODBC Driver for Access. 4. Double click on the SAMINC Connection. 5. Below your connection you will see the preloaded demo Accpac Intelligence Containers. 112 Student Workbook 2010 Sage Software, Inc.

113 Sage Accpac Intelligence Intermediate Report Design Lesson 5 Data Containers Creating a Container Activity 1. From the Object window, right click on the SAMINC Connection. 2. Select Add Data Containers. 3. Select the desired Container Type. 4. Select OK Sage Software, Inc. Student Workbook 113

114 Lesson 5 Data Containers Sage Accpac Intelligence Intermediate Report Design 5. Select the desired Table(s). 6. Select OK. 7. The Table will now be added under the Container. 114 Student Workbook 2010 Sage Software, Inc.

115 Sage Accpac Intelligence Intermediate Report Design Lesson 5 Data Containers Properties of a Container The most significant property fields for a Container, that have been setup with the Graphical Join Tool, are explained below (ensure to select the Show Advanced option box to see all fields): Container ID Published Container Name Description Connection ID Source Container Type Graphical Join Tool Join SQL Timeout Enquiries After (Seconds) Container Licensed To Container Owned By: Container Code Indicates the selected container s unique ID key. In total. Each new container that s created receives the next available container ID Key. Once a container is deleted, that specific ID key number can never be used again. The name assigned by the System Administrator for the Data Container. Displays the editable description of the selected Container. Indicates the ID key of the relevant Connection to which the selected Container is linked to. Indicates the method that was used when the Container has been created. Besides swapping between Graphical Join and SQL Query don t change to any other option type. Opens the window in which connections between two or more tables can be graphically maintained. For example, even after two new table Containers have been created, a third table can be added to it if more expressions need to be added to it later. Shows the SQL script equivalent of the joining of the multiple table data container. Displays the maximum time allowed to run any reports that make use of the selected Container. This setting can be configured with the PLConfig.exe utility. Sets the Company that has been authorized to import reports that use this container. If this property is left blank then anyone can import and use the Container. Sets the Company that is the owner of the original Container and all those created on import to other systems. Shows the unique container code Sage Software, Inc. Student Workbook 115

116 Lesson 5 Data Containers Sage Accpac Intelligence Intermediate Report Design Viewing the properties of a Container Activity 1. Double click on the ODBC Driver for Access. 2, Double click on your Connection. 3. Select the preloaded Container. 4. View the Container properties on the Properties window on the right hand side of your screen. 116 Student Workbook 2010 Sage Software, Inc.

117 Sage Accpac Intelligence Intermediate Report Design Lesson 5 Data Containers Shortcut Menu Options for the Container Activity The following provides an outlay of the Shortcut menu options of those not already covered above. 1. From the Object window, right click on the desired Container. 2. Select the desired Option. Add Expressions Shows a list from which to select one of four different expression types to ultimately flow through to the final report as report fields: Copy Copy the selected Expression to the Windows Clipboard. The user may then select the relevant target Connection, right click on it and select Paste in order to have an exact copy of the copied one Sage Software, Inc. Student Workbook 117

118 Lesson 5 Data Containers Sage Accpac Intelligence Intermediate Report Design Sample Data A very effective way of generally testing the Connection Type and Connection, and to see the broad contents of the un-filtered sample records of selected Container. The same can also be accomplished by the relevant icon on the Toolbar ( ), or on the Main Menu / Tools Menu / Sample Data). As can be seen below from the Container Properties window, the following example grid will be displayed: NOTE: The number of sample records is depending on the setting in the PLConfig.exe utility. Count Rows Displays the total number of records of the selected Container. This option is only available for single table Containers. Model Graphical Joins Displays the links between two or more tables in graphical format. This option is only available for Containers that have been created using the Graphical Join Tool option has been selected. 118 Student Workbook 2010 Sage Software, Inc.

119 Sage Accpac Intelligence Intermediate Report Design Lesson 5 Data Containers Show Dependencies Shows a list of all reports that are depending on the selected Container, as could be found in the Report Manager. Show Indexes Shows the index and primary key in a table. Using indexes can speed up the database search capabilities. This option is only available for Containers that have been created using the Table option. Find and Replace Quick way of changing table names etc. in a container, with the option to select which expressions to effect Sage Software, Inc. Student Workbook 119

120 Lesson 5 Data Containers Sage Accpac Intelligence Intermediate Report Design Apply What You Have Learned Exercise 5.1 Defining a New Container Exercise Objective In this exercise, you will add a new container in the Connector to report on new information. 1. Open the Connector and follow the instructor to select the Sage Accpac (Auto Connect) connection. 2. Right-click and select to add a new data container. Select a Table container type. 3. Scroll and select the ARCUS table. 4. Right-click on the ARCUS container and select to Add Expressions. Select a Data Field expression type and select the following fields: IDCUST NAMECUST All available address fields AMTBALDUEH 5. Select the following expressions and rename as follows: IDCUST renamed to Customer ID NAMECUST renamed to Customer Name AMTBALDUEH renamed to Balance Due 6. Close the Connector. 120 Student Workbook 2010 Sage Software, Inc.

121 Sage Accpac Intelligence Intermediate Report Design Lesson 5 Data Containers Exercise 5.2 Building a New Report with a New Container Exercise Objective In this exercise, you will use a new container to define a simple report. 1. From the Report Manager, right-click on the My Reports folder and select Add Report. Select Standard Report. 2. Enter the report name Customer Balances. 3. Select the ARCUS container from the list of available containers. 4. Select all available expressions from the container. 5. Right-click on the report and select run. Review the output in Excel. 6. In Excel, use the raw data to create a pivot table to review balances by customer and filter by state. Ensure that the Customer Number is the first column in the pivot table. NOTE: If using the Excel function to insert a pivot table, be sure to use the range name RawData instead of the cell references for the data in the pivot table. 7. Keep the file open in Excel and return to Report Manager. 8. Right-click on the report and select Create and Link Template. 9. Re-run the report and verify that the pivot table shows when the report is run Sage Software, Inc. Student Workbook 121

122 Lesson 5 Data Containers Sage Accpac Intelligence Intermediate Report Design Exercise 5.3 Scenario Based Report Design Exercise Objective Scenario In this exercise, you will understand a real-world need and build a report to meet the given requirements. A CFO has asked for a detailed Excel listing of all open invoices in AR summarized by Account Set (used on invoice entry) to assist with reconciliation. The CFO wants to see at a glance a summary of each account set balance for reconciliation, but with the ability to expand the balance to view customer and document balances as well. 1. Open the Connector. Build a new container in the Sage Accpac (Auto- Connect) connection. Use the AROBL table and select fields for: Customer Number Invoice Number Amount Date Account Set Fully Paid this field is necessary to filter on open documents only 2, In the Report Manager, add a new report entitled Customer Transactions in the My Reports folder and select the container (from step 1) and all available expressions. Apply a filter on the report to show only documents that are not fully paid. 3, In the Excel report output, build a pivot table that shows account set balances with rows for customer and document details. 4. Remember to create and link the template for the report in Report Manager. 122 Student Workbook 2010 Sage Software, Inc.

123 Sage Accpac Intelligence Intermediate Report Design Lesson 5 Data Containers Check Your Knowledge Answer the following questions to review the material covered in this lesson. True/False: 1. To design new reports you can select report options and settings in the Connector. a. True b. False 2. Sorting and filtering of data can be defined within the Connector. a. True b. False Multiple Choices: 1. Which of the following items are necessary to define in the Connector for reports? Select all that apply. a. Connection b. Data Dictionary c. Container d. Expression Short Answer: 1. Explain the role of the Connector in designing new reports Sage Software, Inc. Student Workbook 123

124 Lesson 5 Data Containers Sage Accpac Intelligence Intermediate Report Design Summary The Accpac Intelligence Connector module consists of the following areas: Data Access Components Database Drivers ODBC connections Connection Types Connection Objects Expressions Data Container: A Container is created on your Connection and contains the links to the database tables 124 Student Workbook 2010 Sage Software, Inc.

125 Sage Accpac Intelligence Intermediate Report Design Lesson 6 Report Drilldown Lesson 6 Report Drilldown This lesson will provide you with an understanding of the report drilldown functionality. In this lesson, you will learn how to: Work with Drill-down in reports Configure Dynamic Drill-downs Exercises in this Lesson Exercise 6.1: Defining a Drilldown Link and Report Sage Software, Inc. Student Workbook 125

126 Lesson 6 Report Drilldown Sage Accpac Intelligence Intermediate Report Design Working with Drill-down in Reports Some of the standard reports in SAI ship with pre-configured drill down reports i.e. Financial Reports ships with a GL Transactions by Account Drill and the Dashboard ships with both a Top Customers by Product and Top Products by Customer report. Dynamic drill downs can be configured to extract data in a grid style output for best performance and form this grid; data can still be exported to Excel to facilitate further analysis. 126 Student Workbook 2010 Sage Software, Inc.

127 Sage Accpac Intelligence Intermediate Report Design Lesson 6 Report Drilldown Configuring Dynamic Drill-downs The Drill-Down tool allows you to interrogate data dynamically from within your Excel Reports. A common scenario might be where one high level Sage Accpac Intelligence Report needs to drill-down to line level transactional Data in other reports. As a fast interrogation method the Drill-Down tool allows individual Sage Accpac Intelligence Reports to be executed with parameters based on Excel Cell values. These reports render their data directly to a fast grid style window or you can opt to drill-down data to your Excel Report Workbook. The fast grid option will however allow you to dump the data into Excel via the data screen menu. In this form a Sage Accpac Intelligence Report definition is being used as the source for an Ad-Hoc data enquiry. To use the Drill-Down tool locate the "Report Tools" menu on your Excel Menu Bar. The Drill-Down tool will appear. To execute a pre-configured Drill-Down simply double click on it or select it then select the Execute Button. NOTE: A Drill-Down definition set is contained within an Excel Book or Template. If you change or add a Drill-Down definition in a Report you should link it back to your Report in the Report Manager to keep the changes Sage Software, Inc. Student Workbook 127

128 Lesson 6 Report Drilldown Sage Accpac Intelligence Intermediate Report Design To configure a Drill-Down, Select the Drill-Down and select Edit. The Configure Drill-Down window will appear: In the example above whenever the Transactions Drill-Down is executed the values from the Ending Date named range and Column 3 will be taken for the active/selected row and passed to the report of ID P9-SD The report will run and render the data to screen. The Data Output screen is shown below (that was the specific option selected). Once viewed, the window can be closed. However if you wish to analyze the data in Excel then use the Data to Excel menu provided to transfer the Data into Excel. A number of options are provided for this. 128 Student Workbook 2010 Sage Software, Inc.

129 Sage Accpac Intelligence Intermediate Report Design Lesson 6 Report Drilldown Apply What You Have Learned Exercise 6.1 Defining a Drilldown Link and Report Exercise Objective In this exercise, you will add dynamic drilldown functionality to a report. 1. From the Report Manager, select the Customer Transactions report. 2, Select the Parameters tab in the report options area, and add the following expression: Customer ID equals (leave value blank) 3. Right-click and select Run to test the parameter function and review the report output. 4. From the Report Manager select the Customer Balances report and right-click to run the report. 5. Within the pivot table, select the Report Tools menu (in Excel 2007 this is found in the Add-Ins tab) and select the option to Drill Down. 6. Select to add a drilldown link. 7. Select the Customer Transactions report from the report list and ensure that the parameter column is correctly selecting the customer number from the pivot table. 8. Select to execute the drilldown. 9. Remember to create and link the template for the Customer Balances report in Report Manager Sage Software, Inc. Student Workbook 129

130 Lesson 6 Report Drilldown Sage Accpac Intelligence Intermediate Report Design Check Your Knowledge Answer the following questions to review the material covered in this lesson. Short Answer: 1. Explain the process for defining a dynamic drilldown in a report. 130 Student Workbook 2010 Sage Software, Inc.

131 Sage Accpac Intelligence Intermediate Report Design Lesson 6 Report Drilldown Summary In this lesson, you learned how to: Work with Drill-down in reports Configure Dynamic Drill-downs 2010 Sage Software, Inc. Student Workbook 131

132 Lesson 6 Report Drilldown Sage Accpac Intelligence Intermediate Report Design 132 Student Workbook 2010 Sage Software, Inc.

133 Sage Accpac Intelligence Intermediate Report Design Lesson 7 Managing Reports Lesson 7 Managing Reports This lesson will provide you with an understanding of how to work with reports in Sage Accpac Intelligence. In this lesson, you will learn how to: Run Accpac Intelligence External to Sage Accpac Work with Report Security Add Reports to the Report Viewer Utilize the series of Standard Reports within Accpac Intelligence Exercises in this Lesson Exercise 7.1: Define Report Options Exercise 7.2: Create PR File Sage Software, Inc. Student Workbook 133

134 Lesson 7 Managing Reports Sage Accpac Intelligence Intermediate Report Design Running Accpac Intelligence External to Sage Accpac Sage Accpac Intelligence can be launched from outside of Accpac where it will not consume an Accpac lanpak. This is useful when wanting to provide a reporting or AI license to somebody who does not require a full lanpak license. To launch SAI in this way, click on All Programs >> Sage Accpac >> Sage Accpac Intelligence 134 Student Workbook 2010 Sage Software, Inc.

135 Sage Accpac Intelligence Intermediate Report Design Lesson 7 Managing Reports Adding a Report Shortcut to the Sage Accpac Desktop Sage Accpac Intelligence provides the functionality for report shortcuts or PR* files to be created that allow these reports to be executed from off the Sage Accpac Desktop or from off the Windows Desktop. Adding a PR* File to the Sage Accpac Desktop To add a file to the Sage Accpac desktop: 1. Right-click on the report in Report Manager and create the PR file. 2. Right-click on the Sage Accpac desktop and select to Add Program. 3. Select to view all files in the browser and select the PR file that was created in step Sage Software, Inc. Student Workbook 135

136 Lesson 7 Managing Reports Sage Accpac Intelligence Intermediate Report Design Sage Accpac Intelligence Report Security Module Level Security Report Level Security Each SAI module that can be launched from the Accpac UI will follow the standard Accpac Roles, Users and Authorization processes that Accpac uses for securing all its other modules. Using the standard security screens in Accpac it will be possible to Allow or Restrict given users (through Roles) from launching the relevant SAI modules. To provide more granular level security at a report level, an Accpac Intelligence Security Manager is provided that allows users to be granted access to run specific reports only. For this the following rules will apply: Report Level Security at installation will by default be switched off and must be switched on within the Security Manager to take effect Only users added to the Administrative role will be allow to Add/Edit/Delete reports within the Report Manager The list of Users within Accpac will be synchronized with the list of users in this Security Manager 136 Student Workbook 2010 Sage Software, Inc.

137 Sage Accpac Intelligence Intermediate Report Design Lesson 7 Managing Reports Adding Reports to the Report Viewer In the Report Manager, when a report is selected as "Make Available via Report Viewer", it is available for selection via the Report Viewer module. Select the report that you wish to make available and select the Show Advanced checkbox on the report properties window. This allows you to then select the Make Available via Report Viewer" checkbox. When this selection is chosen on a report this report will be available in the Report Viewer module when the user accesses the module. The description as added in the Report Manager is therefore very important as this description will be displayed in the Report Viewer: 2010 Sage Software, Inc. Student Workbook 137

138 Lesson 7 Managing Reports Sage Accpac Intelligence Intermediate Report Design Standard Report Descriptions Dashboard Analysis Sage Accpac Intelligence comes with a series of standard reports. The following are descriptions of each: This report is a graphical one page summary of aggregated Key Performance Indicators such as profit and loss summary, top 5 expenses, top 5 customers, top 5 products etc. Includes predefined drill down reports to drill dynamically to product details and customer details. Fully customizable. Data is from the General ledger and Order Entry. Profit and loss figures are shown for the current month chosen (Parameter on report called Current Month end Date) as well as the year to date figures (YTD) from the start of the financial year (Parameter on report called Fin Year Start Date). Top 5 Expenses are ordered descending based on the YTD column, but are also shown for the current month chosen (Parameter on report called Current Month end Date). Top 5 Customers are displayed in descending order of total sales year to date (YTD) and includes their total sales percentage contribution within the context of the top 5 customers. Top 5 Customer Groups are displayed in descending order of Gross Profit year to date and includes their gross profit percentage contributions within the context of the top 5 customer groups. 138 Student Workbook 2010 Sage Software, Inc.

139 Sage Accpac Intelligence Intermediate Report Design Lesson 7 Managing Reports Top 5 Items/Products are displayed in descending order of total sales year to date (YTD) and includes their total sales percentage contribution within the context of the top 5 items. Top 5 Item Categories are displayed in descending order of Quantities invoiced year to date and includes their total price within the context of the top 5 item categories. Bottom 5 Items/Products are displayed in descending order of total sales year to date (YTD) and includes their total sales percentage contribution within the context of the top 5 items. Bottom 5 Item Categories are displayed in descending order of Quantities invoiced year to date and includes their total price within the context of the top 5 item categories Sage Software, Inc. Student Workbook 139

140 Lesson 7 Managing Reports Sage Accpac Intelligence Intermediate Report Design Financial Reports Designer This report displays net changes and balance (YTD values) per General Ledger Account number per financial period for the current financial year, previous financial year and current budget year. Income Statement and Balance Sheet layouts are automatically generated, grouped and sub-totaled by mapped financial categories. Layouts are filtered based on the Change Month Add-in. All layouts can be fully customized using native Excel. Includes drill down to detailed ledger transactions contained within the Excel workbook report. 140 Student Workbook 2010 Sage Software, Inc.

141 Sage Accpac Intelligence Intermediate Report Design Lesson 7 Managing Reports Financial Reports S This report displays net changes and balance (YTD values) per General Ledger Account number per financial period for the current financial year, previous financial year and current budget year. Income Statement and Balance Sheet layouts are automatically generated, grouped and sub-totaled by mapped financial categories. Layouts are filtered based on the Change Month Add-in. All layouts can be fully customized using native Excel. Includes a predefined drill down report to drill dynamically to detailed ledger transactions. This drilldown is filtered based on the current month which you select using the Change Month Add-in Sage Software, Inc. Student Workbook 141

142 Lesson 7 Managing Reports Sage Accpac Intelligence Intermediate Report Design Financial Reports SB This report displays net changes and balance (YTD values) per General Ledger Account number per financial period for the current financial year, previous financial year and current budget year. Income Statement and Balance Sheet layouts are automatically generated and grouped by Accpac account groups. Layouts are filtered based on the Change Month Add-in. All layouts can be fully customized using native Excel. Includes a predefined drill down report to drill dynamically to detailed ledger transactions. This report requires no mandatory manual mapping of Accpac account groups as per the Financial Reports D and S. However, because of this, the report does not automatically create your gross profit and net profit calculations, so these will have to be created manually. Sign control of accounts is not manipulated as they are in the Financial Reports D and S versions, and all account values will be displayed as they are in the Sage Accpac general ledger. 142 Student Workbook 2010 Sage Software, Inc.

143 Sage Accpac Intelligence Intermediate Report Design Lesson 7 Managing Reports It is recommended to use Financial Reports SB when lots of additional Accpac Account Groups have been created, as this version of Financial Reports will auto-generate your Income Statement and Balance Sheet layouts more closely to your desired end result than the other versions of Financial Reports i.e. grouped by your Accpac Account Groups Sage Software, Inc. Student Workbook 143

144 Lesson 7 Managing Reports Sage Accpac Intelligence Intermediate Report Design Financial Trend Analysis This report graphically trends account net changes per selected General Ledger Account number per financial period for the current financial year and previous financial year. Includes a predefined drill down report to drill dynamically to detailed ledger transactions. It is fully customizable. 144 Student Workbook 2010 Sage Software, Inc.

145 Sage Accpac Intelligence Intermediate Report Design Lesson 7 Managing Reports General Ledger Transaction Details This report is run for a chosen financial year and range of financial periods and displays detailed ledger transaction details by account, date, reference or description. Can also be used to display a monthly trial balance if run for a specific period and the account detail is hidden using the Excel pivot table. It is fully customizable. Transactions can be filtered on company, account group, financial period, financial year, account type (I, B, R). Additional elements can be dragged and dropped into the report using standard Excel pivot table functionality Sage Software, Inc. Student Workbook 145

146 Lesson 7 Managing Reports Sage Accpac Intelligence Intermediate Report Design Inventory Master This report displays current stock on hand quantities, purchase and sales order quantities and actual stock values by inventory group, inventory code and location. It is fully customizable. Records can be filtered on category, item/product/ location. Additional elements can be dragged and dropped into the report using standard Excel pivot table functionality. 146 Student Workbook 2010 Sage Software, Inc.

147 Sage Accpac Intelligence Intermediate Report Design Lesson 7 Managing Reports Purchase Master This report is run for a chosen date range and displays purchase quantities and amounts by vendor and product, from PO. It is fully customizable. Records can be filtered on category, location and period. Additional elements can be dragged and dropped into the report using standard Excel pivot table functionality Sage Software, Inc. Student Workbook 147

148 Lesson 7 Managing Reports Sage Accpac Intelligence Intermediate Report Design Sales Manager This report is run for a chosen date range and displays sales quantities costs, gross profits and amounts by customer, product and salesperson, from OE. It is fully customizable. Records can be filtered on salesperson, customer group, category, and period. Additional elements can be dragged and dropped into the report using standard Excel pivot table functionality. 148 Student Workbook 2010 Sage Software, Inc.

149 Sage Accpac Intelligence Intermediate Report Design Lesson 7 Managing Reports Sage Accpac Intelligence Analysis Module Financial Analysis Cube The following reports are only available with purchase of the Sage Accpac Intelligence Analysis module: 2010 Sage Software, Inc. Student Workbook 149

150 Lesson 7 Managing Reports Sage Accpac Intelligence Intermediate Report Design This cube report analyzes General Ledger accounts by account group and segment over multiple fiscal years and enables multi-level drill downs into the required level of detail. This report includes a Trend Analysis Graph and is fully customizable. The report supports the ability to drag and drop budget and variance amounts as well as supplies financial and calendar views of your data. 150 Student Workbook 2010 Sage Software, Inc.

151 Sage Accpac Intelligence Intermediate Report Design Lesson 7 Managing Reports Inventory Analysis Cube This cube report analyzes year to date stock on hand quantities, purchase and sales order quantities and actual stock values by inventory group, inventory code and location and enables multi-level drill downs into the required level of detail. This report includes a Top 10 Items Graph and is fully customizable Sage Software, Inc. Student Workbook 151

152 Lesson 7 Managing Reports Sage Accpac Intelligence Intermediate Report Design Sales Analysis Cube This cube report analyzes sales quantities, gross profits and amounts by customer, product and salesperson over multiple fiscal or calendar years and enables multi-level drill downs into the required level of detail. Data is from Order Entry. This report includes a Trend Analysis Graph and is fully customizable. 152 Student Workbook 2010 Sage Software, Inc.

153 Sage Accpac Intelligence Intermediate Report Design Lesson 7 Managing Reports Apply What You Have Learned Exercise 7.1 Define Report Options Exercise Objective In this exercise, you will work with report options. 1. From the report options area, hide the Customer Transactions report. 2. From the report options area, ensure that the Customer Balances report is visible in the Report Viewer. Exercise 7.2 Create PR File Exercise Objective In this exercise, you will create a desktop shortcut. 1. Create a desktop shortcut for the Customer Balances report by selecting a report and creating a PR32 shortcut Sage Software, Inc. Student Workbook 153

154 Lesson 7 Managing Reports Sage Accpac Intelligence Intermediate Report Design Summary In this lesson, you learned how to: Run Accpac Intelligence External to Sage Accpac Work with Report Security Add Reports to the Report Viewer Use the series of Standard Reports within Accpac Intelligence 154 Student Workbook 2010 Sage Software, Inc.

155 Sage Accpac Intelligence Intermediate Report Design Lesson 8 Export / Import Lesson 8 Export / Import This lesson will provide you with an understanding of the export and import functionality within Sage Accpac Intelligence. In this lesson, you will learn how to: Export a report from the Report Manager Import a report from the Report Manager or Connector Tool Exercises in this Lesson Exercise 8.1: Export and Import Report Sage Software, Inc. Student Workbook 155

156 Lesson 8 Export / Import Sage Accpac Intelligence Intermediate Report Design Exporting and Importing Reports Reports can be exported from one system and imported into another. The export function creates a compressed file with an.al_ extension which can be imported into other systems. The uncompressed version of the file will create a file with the extension.alx NOTE: Reports are exported only from the Report Manager Reports can be imported from the Report Manager or from the Connector Tool Importing a report that already exists in your system does not affect the existing report An imported report that contains a template file with the same name as a template file must be renamed to avoid template conflicts. You will be prompted to provide a new name for the template Everything required to make the template work will be included in the export, including the container, template union reports etc. Exporting a Report Activity 1. From the Object window, right click on the desired report. 2. Select Export Report. 156 Student Workbook 2010 Sage Software, Inc.

157 Sage Accpac Intelligence Intermediate Report Design Lesson 8 Export / Import 3. Select the desired Version, by select the information button at the bottom of the screen to see which version applies to you. 4. Select OK. 5. Select the Export directory from the Save Export File As dialogue box. 6. Select Save. 7. You will get a message to confirm your Export Succeeded. 8. Select OK Sage Software, Inc. Student Workbook 157

158 Lesson 8 Export / Import Sage Accpac Intelligence Intermediate Report Design Importing a Report Activity 1. From the Object window, right click on the Home object. 2. Select Import Report. 3. Select the report to Import. 4. Select Open. 158 Student Workbook 2010 Sage Software, Inc.

159 Sage Accpac Intelligence Intermediate Report Design Lesson 8 Export / Import 5. The Import Report dialogue box will open (with the _al extension). 6. Select the Target Connection (Connector). 7. Select the Report Destination (the folder). 8. Select Import. 9. Select OK. 10. Double click on the folder to refresh Sage Software, Inc. Student Workbook 159

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