Monthly Formulas. Order Reports by Last Name Issue No.1 Jan Last year, this year & next year Issue No.2 Feb 2007

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Homer Shepherd
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1 Monthly Formulas Order Reports by Last Name Issue No.1 Jan 2007 There are three fields that make a distinct record for each employee. Rather than create three separate groups for each one, you can combine them into one field and create one group. With this approach you can group and order your report by last name. {pr_employee_mast.a_name_last} & ', ' & {pr_employee_mast.a_name_first} & ' ' & {pr_employee_mast.a_employee_number} A similar approach can be used with the GL Account. If your chart of accounts accommodates this approach you can use the following formula to create a group for each account rather than needing to set up groups for both Org and Object. {gl_master.a_org} & ' - ' & {gl_master.a_object} & ' ' & {gl_master.a_project} Last year, this year & next year Issue No.2 Feb 2007 The gl_master view holds the "current year" from the GL Parameter table. With this information you can set your reports to display the correct fiscal year without having to update the report. To display " ": totext ({gl_master.gp_curr_year},0,'','') & ' - ' & totext ({gl_master.gp_curr_year}+1,0,'','') To display "FY06-07": 'FY' & totext ({gl_master.gp_curr_year}-1,0,'','')[3 to 4] & ' - ' & totext ({gl_master.gp_curr_year},0,'','')[3 to 4] Page 1 Last Updated: 9/15/2008

2 Using Propercase to Remove All Caps Issue No.3 March 2007 In many cases, your software uses all caps when entering or saving data. This makes it easy for entering and finding data but doesn't present well on paper. Use the 'Propercase' command in the Formula Editor to remove all caps. It's easy to use and will quickly become one of your favorite tricks! For Org using the gl_master view: ProperCase ({gl_master.a_org_description}) For employee name using the pr_employee_mast view: propercase ({pr_employee_mast.a_name_first}) & ' ' & propercase ({pr_employee_mast.a_name_last}) If there are acronyms such as "CRS" or codes that use Roman numerals such as "Analyst III," you will need to create an if/then/else statement in the formula to account for those exceptions. if {gl_budget_det.p_job_class_code} = '1320' then 'Accountant II' else if {gl_budget_det.p_job_class_code} = '1335' then 'Account Technician III' else if {gl_budget_det.p_job_class_code} = '1340' then 'Account Technician II' else if {gl_budget_det.p_job_class_code} = '1430' then 'Housing Technician II' else if {gl_budget_det.p_job_class_code} = '3020' then 'Administrative Analyst II' else if {gl_budget_det.p_job_class_code} = '4070' then 'Maintenance III' else if {gl_budget_det.p_job_class_code} = '4080' then 'Maintenance II' else if {gl_budget_det.p_job_class_code} = '5100' then 'CRS Technition' else ProperCase ({prjobcls.a_job_class_desc}) Page 2 Last Updated: 9/15/2008

3 Calculating Percentages Issue No.4 April 2007 Whether you are looking for a percent remaining or percent used, use the following format wherever needed. Note that anytime you evaluate a percent, you must account for those lines where the denominator is zero. Otherwise you will get an error in Crystal stating "Division by zero." To calc % used at the object level: if Sum ({@CY Revised budget}, {gl_master.a_object}) = 0 then 0 else (Sum ({@CY Revised budget}, {gl_master.a_object}) - Sum ({@Available balance}, {gl_master.a_object})) % Sum ({@CY Revised budget}, {gl_master.a_object}) To calc % available at the department level: if Sum ({@CY Revised budget}, {@Department}) = 0 then 0 else Sum ({@Available balance}, {@Department}) % Sum ({@CY Revised budget}, {@Department}) Page 3 Last Updated: 9/15/2008

4 Shared Variable Formulas Issue No.5 May 2007 Crystal Reports allows you to pass 'variables' from the subreport to the main report, and visa versa. The most common use is to get a number from the subreport and add it to numbers in the main report. Here's how it goes. Place a formula, "SV Amount," in the subreport that establishes the shared variable: whileprintingrecords: shared numbervar amount := {field or summary}: amount Place a formula, "SV Amount2," in the main report that retrieves the shared variable: whileprintingrecords; numbervar amount2 := shared numbervar amount: amount2 Add the shared variable to existing numbers in the main report: {SV Amount2} + Sum{field or summary} You can also add the shared variables to create a summary of those numbers: whileprintingrecords; numbervar amount3 := amount3 + numbervar amount2; amount3 The placement of these formulas can be tricky and usually takes some work to get them right. You will also need to create a formula to reset the variables back to zero after the subtotals are generated. The following pages are from my Advanced Training Document The report uses a parameter to determine if the period being reported is open or closed. Page 4 Last Updated: 9/15/2008

5 A) Summary Examples Subreports & Shared Variables 25 Medicaid Expenses Design (Fig. 4-8a) 25 Medicaid Expenses Subreport Design (Fig. 4-8b) 25 Medicaid Expenses Preview (Fig. 4-8c) Page 5 Last Updated: 9/15/2008

ORDER OF PROCESSING EVENTS A. 1. Open or Closed = Closed 2. Generates date from SQL 3. Formats data on page a. Header b. Detail c. Footer d. Summaries e. Whileprintingrecords 4.

6 ORDER OF PROCESSING EVENTS A. 1. Open or Closed = Closed 2. Generates date from SQL 3. Formats data on page a. Header b. Detail c. Footer d. Summaries e. Whileprintingrecords 4. Skips subreport on each pass due to suppression formula 5. Formulas generate totals without input from shared variables B. 1. Open or Closed = Open 2. Generates date from SQL 3. Formats data on page 4. Processes subreport on each pass 5. Shared variable formula passes data to main report 6. Formulas in main report generate totals with input from shared variables Examples of shared variable formulas from the above report. SV Object Amount - Subreport shared variable SV Obj 1 - Main report picks up shared variable for use with Object total SV Obj 1a - Main report defines variable for use in later formula Object Total - Generates a number that includes or exclude the variable. Page 6 Last Updated: 9/15/2008

SV Org 1 - Main report picks up shared variable for use with Org total SV Org 1a - Main report defines variable for use in later formula Org Total - Generates a number that includes or exclude the

7 SV Org 1 - Main report picks up shared variable for use with Org total SV Org 1a - Main report defines variable for use in later formula Org Total - Generates a number that includes or exclude the variable. As variables get to next object and org, a reset formula in the appropriate group header sets the number back to 0. In the case of a grand total, no reset formula is needed. SV Reset Obj Sets variable numbers back to 0 for the next object Page 7 Last Updated: 9/15/2008

8 Getting Correct Amounts from GLJEHOLD Issue No.6 July 2007 All journal entries are held in two MUNIS tables, glhistry and gljehold. All entries to closed periods are in glhistry. All entries to open periods are in gljehold. Three things to note here... 1) Rolling the period doesn't move the entries from gljehold to glhistry, you need to close the period. 2) All entries for your new fiscal year are in gljehold until last year is closed and the periods in the new year are closed. 3) 'glje' is the prefix for gljehold and 'glhi' is the prefix for glhistry. The fields and formulas below are interchangeable by using the correct prefix. There are a few key fields involved in these formulas. glje_year needs to be defined for the year you want to report. glje_period needs to be defined. You can do your year- to-date balance with a 'less than or equal to' statement in the formula. You can define the current period with an 'equal to' statement. glje_tran_type is used to define actual entries (1), encumbrances (4) and budget (5). glje_bud_type is used to define current year (1) or carry forward (2). glje_dr_cr identifies an entry as Debit or Credit. The following formula will return encumbrance balances for all of Notice that the period is not defined in the formula, which will return a balance as of the moment the report is run. Lastly, the view 'gl_journal_hold' is used in the formula rather than the table gljehold. if {gl_journal_hold.je_transact_type} = "4" and {gl_journal_hold.je_transact_year} = 2007 and {gl_journal_hold.je_debit_or_credit} = "C" then {gl_journal_hold.je_gross_amount}*-1 else if {gl_journal_hold.je_transact_type} = "4" and {gl_journal_hold.je_transact_year} = 2007 and {gl_journal_hold.je_debit_or_credit} = "D" then {gl_journal_hold.je_gross_amount} else 0 Page 8 Last Updated: 9/15/2008

9 The following formula is a bit more complex. I show it here to give examples of how you can customize formulas to meet your business needs. This client needed to get POs for the fiscal year being reported. The ref2 field holds the PO number and the first four characters are always the fiscal year. Thus, the formula calls those records where the first four characters of ref2 are equal to the fiscal year prompt (turned into text, of course). Second, this report needed to get a quarter s worth of expenses. The user would enter period 1, 4, 7, or 10 and the formula gets the three periods in that quarter. The last quarter, however, can also include period 13, so, we added a line specifically to get four periods instead of three. if {gl_history.h_ref2_po_no}[1 to 4] = totext ({?Fiscal Year},0,'','') and (if {?Period} = 10 then {gl_history.h_transact_period} in [{?Period},{?Period}+1,{?Period}+2,{?Period}+3] else {gl_history.h_transact_period} in [{?Period},{?Period}+1,{?Period}+2]) and {gl_history.h_transact_type} = '1' and {gl_history.h_budget_type} = '1' and {gl_history.h_debit_or_credit} = 'D' then {gl_history.h_gross_amount} else if {gl_history.h_ref2_po_no}[1 to 4] = totext ({?Fiscal Year},0,'','') and (if {?Period} = 10 then {gl_history.h_transact_period} in [{?Period},{?Period}+1,{?Period}+2,{?Period}+3] else {gl_history.h_transact_period} in [{?Period},{?Period}+1,{?Period}+2]) and {gl_history.h_transact_type} = '1' and {gl_history.h_budget_type} = '1' and {gl_history.h_debit_or_credit} = 'D' then {gl_history.h_gross_amount}*-1 else 0 Page 9 Last Updated: 9/15/2008

Suppressing Sections Issue No.7 January 2008 There are two ways to suppress sections of data in Crystal Reports and each requires that you enter a formula.

10 Suppressing Sections Issue No.7 January 2008 There are two ways to suppress sections of data in Crystal Reports and each requires that you enter a formula. To suppress individual sections - for instance, suppressing lines that have all zero values, click on the Section Expert icon or click the Report menu > Selection Formulas > Record. In the left window, click on the section you want to address. In the example below we are suppressing the section for the "a_object" group. Click on the X+2 formula icon to the right of Suppress (No Drill-Down) and the Format Formula Editor appears. Page 10 Last Updated: 9/15/2008

The program knows that if the line in question is True, the line will be suppressed.

11 In the blank area in the bottom right you will enter a formula that makes a statement that is either True or False. With this formula, any line that has zero for Available Balance, Revised Budget and YTD Expended will be suppressed. Notice that this is not an "If/Then/Else" formula, it is a Boolean formula. The program knows that if the line in question is True, the line will be suppressed. To suppress an entire group - for instance, if all the values for all objects within an Org are zero and you want to suppress the entire Org, you can use the Group Suppression Formula Editor. To do this click the Report menu > Selection Formulas > Group. In the example below we are suppressing any "Org" group that has zeros in Available Balance, Revised Budget and YTD Expended. This will eliminate all group headers, detail lines and group footers for Orgs where the above statement is True. Page 11 Last Updated: 9/15/2008

12 Subreport Linking Formulas Issue No.8 March 2008 One of the reasons for using Subreports is that the data you need to add to the report isn't stored with fields that match up to ones in the table you are using. A good example of this is text or comment fields stored in the tables sptexthd and sptextdt. There are two key fields for linking in sptexthd, spth_prog and spth_idxval. You will need to create a formula in the main report that matches the 'idxval' entry. Here are a few examples. As an FYI, both of these solutions were provided to a client recently using procedures established working with Randy Mercier. Together we helped produce Permits and Business License forms that have been in use for several months now. For linking Business License license text. totext({blmaster.blms_id}) & ' ' & totext({bldetail.bldt_license_no},0,'','') For linking to Permits Text. {piappprm.piap_type} & {piapphdr.piah_ref} Page 12 Last Updated: 9/15/2008

13 Use the Subreport Links tool to link these fields to spth_idxval. Once you have done that and inserted the subreport into the main report, use the Select Expert inside the subreport to specify the spth_prog used for the entry you need. In the examples above, the BL text program for license comments is blliccm1 and blliccm2. The program for permits text is piapphdp. Page 13 Last Updated: 9/15/2008

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15 A Few Random Formulas Issue No.9 May 2008 To suppress the page header on the last page of a report, insert this formula into the condition formula for Suppress(No Drill-Down): pagenumber = totalpagecount To stop a report from printing one extra blank page at the end of the report, insert this formula into the condition formula for "New Page After": not onlastrecord To identify a date range of first and last day in a month, first set a parameter to enter the first day of the month: {?Begin Date} to date(year({?begin Date}),month({? Begin Date})+1,1)-1 Page 15 Last Updated: 9/15/2008

16 Left/Mid/Right Issue No.10 September 2008 Maybe it s because I have no programming background, but whenever I can use formulas that resemble English that is what I choose. Here are examples of Left, Mid and Right and my preferred version. Take your pick, they all work fine. To get the first two characters of a field or formula: Left ({Formulaname}, 2) or use {Formulaname}[1 to 2] To get the third, fourth and fifth characters in a string Mid ({Formulaname}, 3, 3) or use {Formulaname}[3 to 5] Getting the last three characters in a field is easy but I find that it isn't as common when working with MUNIS data. If you need to, use the following: Right({Formulaname}, 3) In the Monthly Tip from Issue #10 I used the following formula for the Group Label. Whether the label has 20, 30 or 49 characters, the range of 3 to 50 works for all of them. It strips out the first two characters used for grouping order and shows the defined title as you need to see it in your report. And if 50 isn t enough, put in the highest number you think you may need. {@Group 3}[3 to 50] Page 16 Last Updated: 9/15/2008

Financial Statements Using Crystal Reports

Sessions 6-7 & 6-8 Friday, October 13, 2017 8:30 am 1:00 pm Room 616B Sessions 6-7 & 6-8 Financial Statements Using Crystal Reports Presented By: David Hardy Progressive Reports Original Author(s): David