Report Writer. To access this module click on the Reports Link button from any OVD screen

Transcription

1 Report Writer This is a valuable management tool. You will find standard reports already loaded into your Auto-Quote system. You can also generate you own reports, limited only by your own creativity and imagination. To access this module click on the Reports Link button from any OVD screen Portrait reports are up to approximately 117 characters and can be screened, printed and exported to MS Office Excel in a Comma Separated Values (CSV) File Landscape reports are up to and including 167 characters and can be screened, printed exported to MS Office Excel in a Comma Separated Values (CSV) File Reports exceeding 167 characters can be screened and exported to MS Office Excel in a Comma Separated Values (CSV) File. These reports cannot be printed. The Job O/C/E/X field can be used at the >>>Enter Search Data screen to separate the type of Jobs you want included in your reports O C E X will include all OPEN Jobs will include all CLOSE Jobs will include Estimates Not Jobs (Estimates that do not have a Job Number) will include all CANCEL Jobs Print a Report Select F8 Print Report, then click on an existing report then use the Enter key on your keyboard. You can also double click on the required report. In this example we will select a Report called All Estimates Report. Select Screen then use F1 Continue

2 Enter your required search data. Only one search option is needed, however more than one can be used. Eg. 01/01/09-31/12/10 entered in the Estimate Date field, and *FORD entered in the VEHICLE field, would select all Estimates written on Fords for that Date range. The columns would be those contained within the selected Report, eg. All Estimates Report. Use F5 Search Highlight your required sort field. Your Report will compile in that order. This can also be a field that was not included in your search data, or not in the selected report columns. F3 PRNT F5 HDR F6 SUBA F7 SUBT to print a single line format with a grand total to print with the sort option selected as a header to print with the sort option selected subtotalled and a % analysis for each subtotal to print with the sort option selected subtotalled Your Report will display on screen The total number of screens for your Report is displayed in the bottom left hand corner Use F8 to Print If your Report is more than 1 screen in length, you will be prompted by the PRINT OPTIONS screen to enter the From and To Screen numbers you require. Use F8 to Print You can select the required Number of copies: at the Select Printer screen Use F10 Exit to Enter new Search Data or to Select a new Sort Field. Use F9 Finish if you have finished using the reports module. Export a Report to MS Office Excel Select F8 Print Report, then click on an existing report then use the Enter key on your keyboard. You can also double click on the required report. In this example we will select a Report called All Estimates Report. Select CSV File then use F1 Continue The CSV file output will default to Q:\AQWIN\CSV\All Estimates Report.CSV You can select a different destination if required

3 Enter your required search data. Only one search option is required, however more than one can be used. Eg. 01/01/09-31/12/10 entered in the Estimate Date field, and eg. *FORD entered in the VEHICLE field, would select all Estimates written on Fords for that Date range. The columns would be those contained within the selected Report, eg. All Estimates Report Report. Use F5 Search Highlight your required sort field. Your report will compile in that order. This can also be a field that was not included in your search data, or not in the selected report columns. Use F3 Print, your report will display on screen Export data to, eg. Q:\AQWIN\CSV\All Estimates Report.CSV Completed! will display on screen Note: In the example above Q:\ is the drive, AQWIN\CSV are the folders and All Estimates Report is the name of your Report. Click on OK You can then go to the above location to view the report in a basic Excel format You can then edit the Excel spread sheet to your requirements Use F10 Exit to Enter new Search Data or to Select a new Sort Field. Note: If you select F10 Exit to change your Search Data or your Sort Field, the first CSV Report File you created will be overwritten. To avoid this you must continue to Exit back and Enter a new Report Name for your subsequent report/s to save your different format/s. Use F9 Finish if you have finished using the reports module. Edit a Report Select F7 Edit Report Click on an existing report then use the Enter key on your keyboard. You can also double click on the required report., the existing columns will be numbered. You can edit this numbering. The columns must number from 1 upward with no numbers missing.

4 F2 Col Hdr, this function is used to change the name of the column heading. Click into the required numbered field then select F2 Col Hdr. Type the required wording in the New Header field then use F10 Exit. Example: The OVD REF No field is currently headed Estimate No on the Reports. You may wish to change that Header to something else. F4 Mode, this function is used to change the field lengths for the selected report. Type the new length in the required numbered field then use F3 Save if you have finished editing this report, or use F4 Mode again to return you to the Edit Report Columns screen. F5 Add New Column, this function is used to include the individual Cost Centre amounts. Use F1 Add CC. Type in the column numbers in the required CC fields. T.O. is Time Out. Use F10 to Exit back to the Add Extra Columns screen. You can also show a subtotal of a combination of the Cost Centre columns. Eg. You may want to see the P.M. and B.M. amounts separately but you also want to see the combined total of these two amounts. If you have them numbered, eg. 14 and 15 you can type, eg. 16 in the COL field, eg. MAT in the Header field and in the Formula field. Eg. You may have used, eg. 7 in the Estimate Amount field, 8 in the Sup 1 Amount field, and 9 in the Sup 2+ Amount field but you also want to see the combined total of these three fields, so you would use the Add Extra Columns option with, eg. 10 in the COL field, eg. Est Tot in the Header field and in the Formula field. Use F10 Exit to return you to the Edit Report Columns screen Add a Report Select F6 Add New Report Type the new report name in the field then select F1 Continue Number each field required for this new report from 1 upwards. This numbering determines the order of the columns across the top of the report. The width of the report displays in the message line down the bottom of the screen on the right hand side. (Po rtrait) or (Landscape) will also display. When the report width becomes suitable only for export to MS Office Excel in a Comma Separated Values (CSV) File, you will be asked to confirm this. Use F2 Col Hdr to change the name of the column heading. Click into the required numbered field then select F2 Col Hdr. Type the required wording in the New Header field then use F10 Exit. Use F5 Add New Column as explained in the Edit a Report section above Use F4 Mode to display the character length of each selected column. If required you can edit these field lengths. Use F3 Save when you have finished adding your new report. This new report will be saved in the report selection list.

5 Delete a Report Select F1 Delete Click on the required report then use the Enter key on your keyboard. You can also double click on the required report. You will be asked to confirm if you want to Delete Report: and the name of the selected report will display. You will be given Yes and No options. If you select Yes the name of the report followed by Deleted! will display. Click on OK.