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1 S a gee RPAc c pa ci nt e l l i ge nc e Re por t De s i gne r ST UDE NTWORKBOOK

2 Notice This document and the Sage ERP Accpac software may be used only in accordance with the accompanying Sage ERP Accpac End User License Agreement. You may not use, copy, modify, or transfer the Sage ERP Accpac 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. Information in this document is intended solely as general information with respect to common business issues and is not to be construed as professional advice. It is always best to consult a tax or accounting professional for all tax and account related questions. THE INFORMATION HEREIN IS PROVIDED AS IS AND ALL WARRANTIES ARE EXPRESSLY DISCLAIMED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY: OF MERCHANTABILITY; OF FITNESS FOR ANY PARTICULAR PURPOSE; OF NON-INFRINGEMENT OF ANY PROPRIETARY RIGHT OF ANY THIRD PARTY IN ANY COUNTRY; OTHERWISE ARISING OUT OF ANY PRODUCT, PROPOSAL, SPECIFICATION OR SAMPLE; AND ANY WARRANTY THAT THE DOCUMENT IS ERROR FREE. No license, express, implied, by estoppel or otherwise, to any intellectual property right is granted by this document. Sage Software may make changes to the information in this document at any time, without notice. Recipient is solely responsible for assessing the suitability of the information and assumes all risk of use 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. 03/2011 Book Version 1

3 Report Designer Contents Contents Contents...3 Welcome...5 Course Objective...6 Course Outline...7 Lesson 1 Requirements...9 License Requirements...10 Sage ERP Accpac Intelligence Modules...10 Table and Field Knowledge...10 The Report Creation Process...11 Connector...11 Report Manager...12 Excel Workbooks...12 The Financial Reports...13 Multi Company Consolidation...14 Mapping Account Groups...14 Union Reports...15 Lesson 2 Installing Report Designer...19 Apply What You Have Learned...20 Exercise 2.1 Installing and Configuring the Report Designer...20 Lesson 3 Printing Reports Using Accpac FR...23 Apply What You Have Learned...24 Exercise 3.1 Print the I/S and B/S using Accpac Financial Reporter...24 Lesson 4 Printing Financial Reports...27 Apply What You Have Learned...28 Exercise 4.1 Generating Financial Statements in Accpac Intelligence...28 Lesson 5 Using the Designer...31 Report Designer...32 Standard Reports...33 Accessing the Report Designer...35 Report Designer Interface...37 Text Columns...38 Row Design Area...38 Column Design Area...38 Creating and Linking a Template...39 Auto...40 Quarters...40 Formula Builder...41 Report Filter...42 BI Tools Sage Software, Inc. Student Curriculum 3

4 Contents Report Designer What If Analyzer...43 Mapping Tool...44 Lesson 6 Generating Reports From Pre-Defined Layouts...45 Apply What You Have Learned...46 Exercise 6.1 Generating Financial Reports with the Report Designer...46 Lesson 7 Generating Reports From the Ground-Up...49 Apply What You Have Learned...50 Exercise 7.1 Creating New Financial Statements using the Designer...50 Lesson 8 Editing and Formatting Report Layouts...57 Apply What You Have Learned...58 Exercise 8.1 Editing and Formatting Layouts Using the Report Designer...58 Lesson 9 Creating a Rolling Income Statement...63 Apply What You Have Learned...64 Exercise 9.1 Editing and Formatting Layouts Using the Report Designer...64 Lesson 10 Filters...65 Apply What You Have Learned...66 Exercise 10.1 Using Filters to View or Exclude Specific Account Segments...66 Lesson 11 Multi-Company Consolidation...69 Apply What You Have Learned...70 Exercise 11.1 Consolidating the Financial Data of Multiple Databases...70 Appendix...71 Additional Information...71 Appendix A Macro...72 Sheet 1 Raw Data Column Descriptions...73 Built-In Reporting Groups:...75 Default Excel Column Numbers Student Curriculum 2010 Sage Software, Inc.

5 Report Designer Welcome Welcome The new Excel-driven Report Designer tool allows you to easily pull financial information from your Sage ERP Accpac solution directly into Microsoft Excel for analysis. The Report Designer allows you to: Access all Accpac module information for creating financial statements Define specific accounts to be selected through data filtering Report actual, provisional or budget figures Run standard financial reports or modify the standard reports to suit your needs 2011 Sage Software, Inc. Student Curriculum 5

6 Welcome Report Designer Course Objective This course features comprehensive training on building and editing financial reports using the Sage ERP Accpac Intelligence Report Designer module. You will learn to design and create various financial statements from the ground up. In addition, you will learn to edit the existing reports, and will be able to consolidate the financial data in multiple company databases onto a single financial report. The course will also feature a section on troubleshooting the SAI Product and how to avoid common traps and pitfalls. At the end of the course, you will have the knowledge and confidence to build and deploy stunning, meaningful reports for your clients. Upon completion of this Realtime course you will: Understand the Report Designer Architecture Understand the benefits of using the Report Designer module Run existing financial reports Create new financial reports using the Report Designer module Edit existing financial report templates using the Report Designer module Consolidate financial data of multiple companies onto a single report Know and understand the best practices in creating financial reports 6 Student Curriculum 2011 Sage Software, Inc.

7 Report Designer Welcome Course Outline This course is divided into eleven basic lessons and one Appendix section. 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 Lesson 1: Requirements Lesson 2: Installing SAI Designer Lesson 3: Printing Reports Using Accpac FR Lesson 4: Printing Financial Reports Lesson 5: Using the Designer Lesson 6: Generating Reports From Pre-defined Layouts Lesson 7: Generating Reports From the Ground-up Lesson 8: Editing and Formatting Report Layouts Purpose This section describes the necessary prerequisites that need to be in place when running the Report Designer. There will be a review of the architecture of the Sage ERP Accpac Intelligence program. This section describes the best practices in installing the Intelligence Report Designer on the Server. There will be an explanation on the appropriate steps to take both during the installation of the program, as well as the procedures that should be taken once the Designer module has been installed. This section describes how to print key basic Financial Statements using the Accpac Financial Reporter program. This section will be of particular interest to newer Sage Accpac users who are new to creating financials reports based on Accpac data. The information displayed in the pre-defined reports can serve as the valid figures in which to check the values of the reports created by the Report Designer. This section is intended to familiarize the user with some of the pre-designed reports that ship with Sage ERP Accpac Intelligence. You will learn to map Accpac Account Groups to the Sage Intelligence Account Group Categories and create and link templates to a report. This section discusses the basics of using the Report Designer. There is an in-depth explanation of how to access the Report Designer tool, and how to navigate across its several interfaces. This section provides a hands-on tutorial in getting started with the Report Designer. You will use the Designer tool to create an Income Statement using one of the pre-built Layouts. This section provides a hands-on tutorial in designing a new Layout within the Report Designer. You will learn to use the various Report Designer interfaces to create formulas and design an Income Statement from the ground up. This section features more hands on training to further develop your skills in using the Report Designer. You will learn to quickly modify existing report Layouts, and incorporate various formulas within the Excel template Sage Software, Inc. Student Curriculum 7

8 Welcome Report Designer Lesson 9: Creating a Rolling Income Statement Lesson 10: Filters Lesson 11: Multi-Company Consolidation Appendix: Additional Information This section explains how to create a comparative financial statement that spans multiple years and periods. This section discusses easy tips and tricks that can be used to filter data based on account segments in various financial reports. This section discusses how easy it is to consolidate data from multiple companies onto a single spreadsheet. This section includes Raw Data Column Descriptions, Built in Reporting Groups, Default Excel Column Numbers, and a sample Macro. 8 Student Curriculum 2011 Sage Software, Inc.

9 Report Designer Lesson 1 Requirements Lesson 1 Requirements This lesson will provide you with an understanding of how to use the Report Designer to quickly and easily create financial reports that can meet all the financial reporting needs of a company. In this lesson, you will review: How to Access the Report Designer The Report Designer Interface The BI Tools Tab 2011 Sage Software, Inc. Student Curriculum 9

10 Lesson 1 - Requirements Report Designer License Requirements In this class, you will modify Sage ERP Accpac Intelligence predesigned financial reports and create a consolidated report. You need the following licenses or permissions: Report Manager license Report Designer Connector license NOTE: Two activities involve consolidations and require the Connector license. Those activities can be skipped if you do not have a Connector license. The Report Designer feature within Report Manager is an additional purchase. To create new data containers, you must have the Connector module. Only one module/license is required for all Connector module work at an installation. To import or schedule reports, you will require either one additional Report Manager License, or the Connector license. Sage ERP Accpac Intelligence Modules Report Viewer Report Manager Report Designer Connector Allows you to view authored reports no creating or editing. Allows you to modify and create reports using existing data containers and allows you to run reports. Allows you to easily create Financial-based reports using an easy to use graphical interface. Allows you to establish connections to databases and create and modify data containers, which are used by reports to obtain data. Table and Field Knowledge To successfully edit and create reports, it is helpful that you understand the tables and fields of the database containing the information for which you are creating reports. 10 Student Curriculum 2011 Sage Software, Inc.

11 Report Designer Lesson 1 Requirements The Report Creation Process The following diagram provides an overview of the report creation process. Connector The Connector module serves two primary functions. The first function is to determine what database (or databases) Intelligence is to pull the data from. Intelligence includes predefined connections to Sage ERP Accpac databases. For additional connections, a separate license is required. The second function of the Connector is to determine what tables and fields are required from the database in which it is pulling information. Containers, an entity that points to what tables and fields in the database are required, are stored within the Connector Sage Software, Inc. Student Curriculum 11

12 Lesson 1 Requirements Report Designer Report Manager The Report Manager allows you to select the available data in which you will be pulling information to build a report. The Report Manager is used to define the sorting, filtering and parameter options, as well as other functions and report settings. After you define your report here, you can run your report from the Report Manager, and if you so designate, the Report Viewer. Excel Workbooks When the report is run, the Report Manager will get the appropriate data from the database, and arrange the data as per the rules and instructions defined in the Report Manager. You have all the functionality of Excel to work with your data and build report analysis, as well as add-ins from Intelligence. You can save the changes you make to the report in Excel to become part of the report template. 12 Student Curriculum 2011 Sage Software, Inc.

13 Report Designer Lesson 1 Requirements The Financial Reports Intelligence comes with a comprehensive set of predesigned financial reports for reporting on a single company and for reporting on multiple companies. Predesigned financial reports are available in the Financials folder in Report Manager. Predesigned financial reports for use with the Report Designer are available in the Designer folder. These reports have Designer appended to the report name. In most cases, the predesigned reports are locked against changes. To customize a predesigned report, copy it and modify the copy Sage Software, Inc. Student Curriculum 13

14 Lesson 1 Requirements Report Designer Multi Company Consolidation Reports beginning with Consol are designed for reporting on multiple companies. Mapping Account Groups When you run a predesigned report, you may need to map account groups to the standard reporting groups such as Revenue or Cost of Goods Sold. To avoid repeating the mapping process and to insure consistent financial reporting, it is recommended you copy the predesigned financial report, map the accounts groups, and create and link the template back to the copy of the financial report. Use this modified report as your basis for running existing reports and for creating future customized reports. 14 Student Curriculum 2011 Sage Software, Inc.

15 Report Designer Lesson 1 Requirements Union Reports A union report is a group of standard reports running together in a specified order, delivering all the sub-report data into one workbook. This type of report allows you to consolidate information from multiple sources into a single workbook Sage Software, Inc. Student Curriculum 15

16 Lesson 1 Requirements Report Designer Union reports are indicated by a green icon. Financial Reports and Consol Financial Reports in the Financials folder are union reports. The sub-reports for Financial Reports are hidden. Right-click on Home to select to show or not show hidden reports. The sub-reports for Consol Financial Reports are not hidden because you need to specify the companies for which to run the reports in the Properties tab of the sub-reports. Refer to the table below for a list of the union predesigned reports and their sub-reports. Union Reports Financial Reports Consol Financial Reports Sub-reports Acc Group Code Financial Reports Sub Consol Acc Group Code Consol Financial Reports Sub 16 Student Curriculum 2011 Sage Software, Inc.

17 Report Designer Lesson 1 - Requirements When you copy a locked union report, the sub-reports are automatically copied into the same folder as the union report. The copied union report is linked to the copied sub-reports. If the sub-reports are hidden, the copied sub-reports are hidden as well. When you copy an unlocked union report, the sub-reports are not automatically copied. The union report is still linked to the original sub-reports. If the existing sub-reports meet the needs of the new union report, you do not need to change this link; however, if you need to change the underlying sub-reports as well, you need to copy both the union report and the sub-reports. To copy a hidden report, show it first. After the union report and the sub-report are copied, you need to associate the copied sub-reports with the copied union report. Also update any drill-down information to include the new report ID. For Sage ERP Accpac, the Consol Financial Reports union report and its subreports are unlocked so that you can specify the appropriate companies for which to run this report. Be aware when you copy this report, you may want to copy the sub-reports as well. NOTE: More information about union reports is provided in the Sage ERP Accpac Intelligence Advanced Report Design class Sage Software, Inc. Student Curriculum 17

18 Lesson 1 Requirements Report Designer 18 Student Curriculum 2011 Sage Software, Inc.

19 Report Designer Lesson 2 Installing Report Designer Lesson 2 Installing Report Designer This lesson will provide you with an understanding of how install the Report Designer module, and configure Excel for use with the Report Designer. In this lesson, you will review how to: Install and Configure the Report Designer 2011 Sage Software, Inc. Student Curriculum 19

20 Lesson 2 Installing Report Designer Report Designer Apply What You Have Learned Exercise 2.1 Installing and Configuring the Report Designer To Install and Configure the Report Designer 1. Run the Report Designer file, and install using the default selected options. When the following window appears: Configure Microsoft Excel Ensure that you click Yes. 2. Start Microsoft Excel. 3. Install the Accpac Intelligence Add-In tool. 4. Once the Add-In has been installed, verify that the BI-Tools tab appears in the menu bar. 20 Student Curriculum 2011 Sage Software, Inc.

21 Report Designer Lesson 2 Installing Report Designer If the BI-Tools tab does NOT appear in the menu-bar, follow the following steps: 1. Click File Options. 2. In the left-hand pane, click Add-Ins. 3. In the right-hand pane, click the drop-down arrow that is adjacent to Manage, and select COM Add-Ins. Click Go 4. Ensure that checkmark is in the box adjacent to BI Generator as shown below: 5. Click OK. The Report Designer should now be ready for use Sage Software, Inc. Student Curriculum 21

22 Lesson 2 Installing Report Designer Report Designer 22 Student Curriculum 2011 Sage Software, Inc.

23 Report Designer Lesson 3 Printing Reports Using Accpac FR Lesson 3 Printing Reports Using Accpac FR This lesson will provide you with an understanding of how to print existing I/S and B/S reports using the Accpac Financial Reporter module In this lesson, you will review how to: Print the I/S and B/S using Accpac Financial Reporter 2011 Sage Software, Inc. Student Curriculum 23

24 Lesson 3 Printing Reports Using Accpac FR Report Designer Apply What You Have Learned Exercise 3.1 Print the I/S and B/S using Accpac Financial Reporter To print the Income Statement and Balance Sheet using Accpac FR Print a Balance Sheet 1. Start Accpac using a session date of June 30, Click the General Ledger program group, then select Financial Reporter. 3. Double-click the Print Financial Statements icon. The Print Financial Statement window appears. 4. Click the Browse button beside the Statement Name field. Browse to the \sage\sage Accpac\GLXXA\ENG 1 folder. Select the QUIKBAL2.XLS 2 spec file, then click Open. 5. In the Fiscal Option section, ensure that the Year/Period field has a value of Click the Print button. The balance sheet will be generated. Note the results, and keep a copy of the report handy for future reference. Once you have finished viewing/printing the income statement, close Excel. 1 XX is the Accpac version number. If the Accpac version is 6.0, the default location of the financial reports specs would be \GL60A 2 QUIKBAL2.XLS is an Balance Sheet spec that compares the values for the current period against the values for the same period in the previous year 24 Student Curriculum 2011 Sage Software, Inc.

25 Report Designer Lesson 3 Printing Reports Using Accpac FR Print an Income Statement Configure Microsoft Excel 7. Click the Browse button beside the Statement Name field. Browse to the \sage\sage Accpac\GLXXA\ENG folder. Select the QUIKINC2.XLS 3 spec file, then click Open. 8. In the Fiscal Option section, ensure that the Year/Period field has a value of Click the Print button. The income statement will be generated. Note the results, and keep a copy of the report handy for future reference. Once you have finished viewing/printing the income statement, close Excel. 10. Start Microsoft Excel. 11. Install the Accpac Intelligence Add-In tool. 12. Once the Add-In has been installed, verify that the BI-Tools tab appears in the menu bar. If the BI-Tools tab does NOT appear in the menu-bar, follow the following steps: i. Click File Options. ii. iii. iv. In the left-hand pane, click Add-Ins. In the right-hand pane, click the drop-down arrow that is adjacent to Manage, and select COM Add-Ins. Click Go Ensure that checkmark is in the box adjacent to BI Generator as shown below: v. Click OK. vi. The Report Designer should now be ready for use. 3 QUIKBAL2.XLS is an Balance Sheet spec that compares the values for the current period against the values for the same period in the previous year 2011 Sage Software, Inc. Student Curriculum 25

26 Lesson 3 Printing Reports Using Accpac FR Report Designer 26 Student Curriculum 2011 Sage Software, Inc.

27 Report Designer Lesson 4 Printing Financial Reports Lesson 4 Printing Financial Reports This lesson will provide you with an understanding of how to generate a Balance Sheet and an Income Statement using the built-in Financial Specifications. Note that this example uses a canned report spec that will be generated outside of the Report Designer. The specific report spec that will be used is Financial Reports S. In this lesson, you will review how to: Generate Financial Statements in Accpac Intelligence 2011 Sage Software, Inc. Student Curriculum 27

28 Lesson 4 Printing Financial Reports Report Designer Apply What You Have Learned Exercise 4.1 Generating Financial Statements in Accpac Intelligence To generate Financial Reports in Accpac Intelligence Copy a report spec Run the report 1. Start Accpac using a session date of June 30, Click the Sage Accpac Intelligence group, then double-click the Report Manager icon. 3. Double-click the Print Financial Statements icon. The Print Financial Statement window appears. 4. In the left-hand pane, expand the Financials folder. A list of the Financials reports can be seen. There are three Financial specs, Financial Reports D, Financial Reports S, and Financial Reports SB. 5. Right-click on Financial Reports S, then select Copy. 6. Right-click on the Financials folder, then select Paste. A new report, Copy of Financial Reports S, will be shown under the Financials folder. 7. Right-click on Copy of Financial Reports S, then select Run. 8. You will be prompted to enter a value for the financial year in which the reports are to be based. Enter a value of 2020, then click OK. The appropriate data will be transferred from Accpac to an Excel workbook. Note the default active worksheet (it should be Instructions). When this report is run for the first time, it will be necessary to map the Accpac Account Groups to the standard Account Groups that exist in Intelligence. 28 Student Curriculum 2011 Sage Software, Inc.

29 Report Designer Lesson 4 Printing Financial Reports Map the Accpac Account Groups to Intelligence Account Group Categories Map the report to the template 9. Click the Categories worksheet. Note the Accpac Account Group codes that are listed in Column A. A list of the existing, pre-defined GL Category codes is listed in the cells I3:J22. If you are using Accpac version 6.0, cell A05 contains the code for Cash and Cash Equivalents. The appropriate corresponding category code is 20 current assets. In cell E05, click the drop-down box, and select Repeat step 9 for the remaining account groups. 11. Click the worksheet titled Menu. Observe the types of reports that can be generated. In order to save the changes and not have to re-map the account groups each time the report is run, you need to create and link the report to a template. 12. Ensure that the Excel spreadsheet is left open, and that the MENU worksheet is active. Note that there is no need to save the Excel spreadsheet to map the report to a template. 13. Open the Report Manager. Right-click on the Copy of Financial Reports S spec, and select Create and Link Template. The Select Workbook to Convert to Template dialog box should appear. 14. Select the open workbook (should be titled Copy of Financial Reports S), and click OK. 15. A message will appear stating that the contents of the second worksheet should be cleared. Click Yes. 16. You will be asked to specify a template name. The default value of the template name is equal to the report name (in this case, Copy of Financial Reports S). Click OK. 17. A prompt will appear stating that the template already exists, and whether the template should be overwritten. Click Yes. The report will then be linked to the template. 18. If the report is linked successfully to the template, a message will appear stating that the linking was successful. The contents of the Excel spreadsheet will be cleared once the linking has taken place Sage Software, Inc. Student Curriculum 29

30 Lesson 4 Printing Financial Reports Report Designer 19, Re-run the report. From the Report Manager, right-click on Financial Reports S, then select Run. When prompted, enter a date of value of 2020, and click OK. The Excel workbook will open. This time, the default active worksheet should be the one titled MENU. 20, Click on the Categories Worksheet. The cells in column E should have been populated with the values that were entered in Step Click on the MENU worksheet. Print a Balance Sheet Print an Income Statement Link the report to the template 22. The balance sheet report that most closely resembles QUIKBAL2 is the 10 th report: (Annual Prior/Blank/Actual Current month / Blank /Actual YTD). Click on this Balance Sheet button now. You will be required to name the worksheet in which the report will be generated. Accept the default value of Balance Sheet and click OK. Observe the report and compare the appropriate numbers against those listed on QUIKBAL Click on the MENU worksheet. 24. The balance sheet report that most closely resembles QUIKINC2 is the 11 th report: (Actual Current month / Blank /Actual YTD / Annual Prior). Click on this Income Statement button now. You will be required to name the worksheet in which the report will be generated. Accept the default value of Income Statement and click OK. Observe the report and compare the appropriate numbers against those listed on QUIKINC Ensure that the Income Statement worksheet is active. Go back to the Report Manager, and link the Copy of Financial Reports S back to the workbook as directed in Step Close Excel. Re-run the Copy of Financial Reports S. Verify that the Balance Sheet and Income Statement worksheets are present in the workbook. The active worksheet should be the Income Statement workbook. 30 Student Curriculum 2011 Sage Software, Inc.

31 Report Designer Lesson 5 Using the Designer Lesson 5 Using the Designer This lesson will provide you with an understanding of how to use the Report Designer to quickly and easily create financial reports that can meet all the financial reporting needs of a company. In this lesson, you will review: How to Access the Report Designer The Report Designer Interface The BI Tools Tab 2011 Sage Software, Inc. Student Curriculum 31

32 Lesson 5 Using the Designer Report Designer Report Designer The Report Designer is an Intelligence add-in for Excel. It makes report design simple, flexible, and fast. It gives you flexible report design functionality from raw data in Excel. You can design reports using drag and drop functionality. It provides "what if" analysis, allowing you to change a set of values and see the impact it has on the rest of your data. The Report Designer is currently available for financial reports and consolidated financial reports. The Report Designer requires at least Excel Student Curriculum 2011 Sage Software, Inc.

33 Report Designer Lesson 5 Using the Designer Standard Reports The Report Designer add-in is included in two reports; one for single-company financial reports and one for consolidated financial reports for multiple companies. There are two Report Designer spec files. The first spec file, Financial Reports Designer, can be found under the Designer folder. The second file, Consol Financial Reports Designer, can be found under the Multi Company Consolidation folder. This spec file is used if you want to create consolidate the data of multiple companies on to a single report. You can copy these reports to use them as templates when creating your own reports Sage Software, Inc. Student Curriculum 33

34 Lesson 5 Using the Designer Report Designer These reports display net changes and balances (YTD) per General Ledger Account number per financial period for the current financial year, previous financial year and current budget year. The reports include a predefined drill-down report to drill dynamically to detailed ledger transactions. Both reports have a set of default layouts you can use or modify. NOTE: As when working with other standard reports in Intelligence, you must copy the report before you make changes you want to save. After you design a new report format, remember to create and link the template back to the copy of the report you made. 34 Student Curriculum 2011 Sage Software, Inc.

35 Report Designer Lesson 5 Using the Designer Accessing the Report Designer To access the Report Designer, run the desired report. You access the Report Designer from the open Excel workbook using the BI Tools tab. Load Layout The following is the Main Menu Screen: 2011 Sage Software, Inc. Student Curriculum 35

36 Lesson 5 Using the Designer Report Designer Here you can choose to create a New Layout, Load an existing layout or Exit. New Layout option will allow you to create a report from scratch. Load Layout would bring up existing report layouts that ship with the Report Designer. In addition, it will also allow you to load layouts that you have created. Exit will close down the Sage ERP Accpac Intelligence Report Designer main screen. The Load Layout page displays the existing report layouts, including ones you have created and saved in the current session of the Report Designer. Several default layouts are provided. Use Edit to allow you to edit the existing layout. Use Copy to make a copy of an existing report layout, which you can then rename and modify as necessary. The name you assign is applied to the worksheet containing the layout you design. Use delete to remove the report from the menu. Use Generate to create the Excel worksheet according to the layout selected. 36 Student Curriculum 2011 Sage Software, Inc.

37 Report Designer Lesson 5 Using the Designer Report Designer Interface The Report Designer interface is arranged in a grid format. You design the report by clicking on the tabs, fields, and buttons as needed. To help you understand the interface, the figure below shows the grid before any fields are selected for the report. Select a tab to begin designing the report. The tabs are Text Columns, Columns, and Rows. When you select a tab, the corresponding area of the design grid is highlighted. Fields selected to appear on the report display in the tab listing as a slightly darker color as well as displaying in the appropriate design area. To remove a selected field from the report design area, do one of the following: Right-click on the field in the design area. Click on the field in the tab area Sage Software, Inc. Student Curriculum 37

38 Lesson 5 Using the Designer Report Designer Text Columns Select fields that you want to see at the most detailed level on your report. These fields create the text column on the left side of the report. Row Design Area Before you can add rows, you need to select a Primary Row to group by. Use the Primary Grouping Select button to make your choice. You can add two more levels of grouping to the row area if desired. From the Rows tab, select fields to place in the row area. Click the Add Spacer button to add spaces to the row area, then drag the spacer to the desired location. Use the Clear All button to clear all Row fields from the row area. Column Design Area From the Columns tab, select fields to place in the columns area. Click the Add Spacer button to add spaces to the columns area, then drag the spacer to the desired location. Use the Clear All button to clear all Column fields from the columns area. You can also use the Auto or Quarters buttons to add fields to the columns area. 38 Student Curriculum 2011 Sage Software, Inc.

39 Report Designer Lesson 5 Using the Designer Creating and Linking a Template Working with a Template Use the Create and Link option to create a template in an open Excel workbook and link it to an existing report to standardize the output format of the report every time it is run. Using this feature, you can save the changes you have made to an Excel report. If you have added worksheets, move the worksheets you designed past any tab positions that receive raw data or parameter information. By default, Intelligence writes the original data for a report to the worksheet in the first tab position and the parameters to the worksheet in the second tab position. If you place the worksheets you designed in one of those two positions, they will be overwritten with data. When you create union reports, data may be written to several worksheets, so ensure you move the template past any of those tab positions. You can choose which worksheets raw data and parameters are written to, so be aware of these selections. In some pre-designed reports and reports created in Report Designer, the raw data and parameter worksheets are hidden, so they are protected. Template worksheets may be in the second visible tab position in that situation. Hiding the parameter and raw data worksheets is a best practice you may want to use for your own reports. NOTE: Before you create the link, have the worksheet you want to display when the Excel report opens as the open worksheet. Leave the workbook open to perform the link. Templates can also be removed and added to a report in other ways. Use the Un-link Template function if you want to remove a template design from a report. The report will still produce the raw data and parameter sheets. You can add a template to a report using the Report Template field on the Properties tab for the report. Use the Lookup button to see a list of available templates. Use the Design function to open the template for a report to make changes without having to run the report. You still need to create and link the template to the report to preserve any changes you make Sage Software, Inc. Student Curriculum 39

40 Lesson 5 Using the Designer Report Designer Auto Use the Auto button on the Columns tab to automatically add 12 months of the specified type of period to the report. For example, you could add 12 months of actual, budget, or prior year figures to a report. Click a button to add the specified columns. To select more than one option and have them interlaced with spacers, use the check boxes. For example, to include both Activity and Budget interlaced with spacers, select the ActivityPeriod check box and then click the BudgetPeriod button. Quarters Use the Quarters button on the Columns tab to automatically add quarter and half-year figures. 40 Student Curriculum 2011 Sage Software, Inc.

41 Report Designer Lesson 5 Using the Designer Formula Builder As mentioned previously, standard calculated fields are provided. You can add, edit or delete calculated fields. Right-click on a calculated field and select Edit Formula or New Formula to access the Formula Builder. New formulas you create are added to the Calculated items after they are saved. The Add Value field allows you to add a value to your formula Sage Software, Inc. Student Curriculum 41

42 Lesson 5 Using the Designer Report Designer Report Filter The Report Filter option creates a drop-down menu on the Excel layout allowing you to filter the data on the report. A sample drop-down menu is shown in the figure below. 42 Student Curriculum 2011 Sage Software, Inc.

43 Report Designer Lesson 5 Using the Designer BI Tools The BI Tools tab in Excel has other functions in addition to the Launch function. The Quick Generate and Quick Edit buttons provide a quicker method of running and editing layouts saved in this report. From the drop-down list for the option, select the layout you want to run or edit. Refresh Data updates the data in the report. Use the Change Month (or Period) button to easily change the dates being shown on the report. What If Analyzer The What If Analyzer allows you to dynamically change figures in your spreadsheet to assist you when forecasting, budgeting, or creating projections. Use the slider bars to increase or decrease the percentage change. You can adjust individual column/row intersections on the What If Analyzer. Adjust an entire row using the slider bar for the row Sage Software, Inc. Student Curriculum 43

44 Lesson 5 Using the Designer Report Designer Mapping Tool Use the Mapping Tool if you need to assign account groups to reporting categories. NOTE: Because mapping modifies a report, you must be working with a copy of the Report Designer report to be able to save the mapping changes you make. The first time you run the Report Designer for your company, if necessary, the Mapping Tool appears to allow you to map any unmapped groups to the standard reporting groups such as Revenue or Cost of Goods Sold. In addition, if you add or change account groups, you need to map these changes to reporting groups the next time you run one of the Report Designer reports. If an account group included in a report is not mapped, the Mapping Tool automatically displays when you run the report. If you know you need to make changes in the mapping, you can access the mapping tool from the BI tab in Excel when you run the report. System categories are account groups in Sage ERP Accpac. Unmapped system categories are those that need to be mapped. Mapped system categories are already mapped. You can change an existing mapping. 44 Student Curriculum 2011 Sage Software, Inc.

45 Report Designer Lesson 6 Generating Reports From Pre-Defined Layouts Lesson 6 Generating Reports From Pre-Defined Layouts This lesson will allow you to become familiar with generating reports from the Report Designer, using one of the built-in templates. In this lesson, you will review how to: Generate Financial Reports with the Report Designer 2011 Sage Software, Inc. Student Curriculum 45

46 Lesson 6 Generating Reports From Pre-Defined Layouts Report Designer Apply What You Have Learned Exercise 6.1 Generating Financial Reports with the Report Designer To generate Financial Reports using one of the Report Designer s Built-In Templates: Copy a report spec Run the report 1. Start Accpac using a session date of June 30, Click the Sage Accpac Intelligence group, then double-click the Report Manager icon. 3. On the left-hand pane, double-click the Designer folder. A single report, Financial Reports Designer, is shown. 4. Right-click on Financial Reports Designer, then select Copy. 5. Right-click on the Designer folder, then select Paste. A new report, Copy of Financial Reports Designer, will be shown under the Designer folder. 6. Right-click on Copy of Financial Reports Designer, then select Run. The report will launch. 7. You will be prompted to enter a value for the financial year in which the reports are to be based. Enter a value of 2020, then click OK. The appropriate data will be transferred from Accpac to an Excel workbook. A single worksheet, Notes, will be visible. Read over the information provided on this worksheet. 46 Student Curriculum 2011 Sage Software, Inc.

47 Report Designer Lesson 6 Generating Reports From Pre-Defined Layouts Generate an Income Statement Generate a Balance Sheet Link the report to the template 8. On the Excel menu bar, click the BI Tools tab. 9. On the SAI Report Designer ribbon, click Launch. The Report Designer title screen will appear. 10. Click the Load Layout button. Five financial templates will be visible. There is one balance sheet template, one trial balance template, and three comparative income statement templates. 11. The income statement that most closely resembles QUIKINC2 is the fourth template, IS Actual vs. Prior. Click the Generate button for this template. The income statement will be generated on a new worksheet whose name is equivalent to the template name. Observe the template for this Income Statement. Compare the numbers on this statement against the numbers on QUIKINC2. Do not close the Excel spreadsheet. 12. On the Excel menu bar, click the BI Tools tab. 13. On the SAI Report Designer ribbon, click Launch. The Report Designer title screen will appear. 14. Click the Load Layout button. 15. Click the Generate button for the Balance Sheet template. The income statement will be generated on a new worksheet whose name is equivalent to the template name. Observe the template for this Income Statement. Compare the numbers on this statement against the numbers on QUIKINC Link the report to a template as you have in the previous steps. 17. Close Excel. 18. Re-run the Copy of Financial Report Designer and verify that the Income Statement and Balance Sheet worksheets exist in the workbook Sage Software, Inc. Student Curriculum 47

48 Lesson 6 Generating Reports From Pre-Defined Layouts Report Designer 48 Student Curriculum 2011 Sage Software, Inc.

49 Report Designer Lesson 7 Generating Reports From the Ground-Up Lesson 7 Generating Reports From the Ground-Up This lesson will demonstrate how to use the Report Designer interface by creating a Comparative Income Statement from the ground up. In this lesson, you will review how to: Create New Financial Statements using the Designer 2011 Sage Software, Inc. Student Curriculum 49

50 Lesson 7 Generating Reports From the Ground-Up Report Designer Apply What You Have Learned Exercise 7.1 Creating New Financial Statements using the Designer To create a comparative income statement Create a new template 1. Start Accpac using a session date of June 30, Click the Sage Accpac Intelligence group, then double-click the Report Manager icon. 3. Right-click on Copy of Financial Reports Designer, then select Run. The report will launch. 4. Enter a value of 2020, then click OK. The appropriate data will be transferred from Accpac to an Excel workbook. 5. On the Excel menu bar, click the BI Tools tab. 6. On the SAI Report Designer ribbon, click Launch. The Report Designer title screen will appear. 7. Click the New Layout button. 8. In the Enter Layout Name field, enter Current vs. Prior, and press Next. The SAI Report Designer interface will appear. Note the three sections on the screen Text Columns, Columns, and Rows. 50 Student Curriculum 2011 Sage Software, Inc.

51 Report Designer Lesson 7 Generating Reports From the Ground-Up Define what information needs to be displayed in the Text Columns area 9. The Account Name needs to be displayed in the text columns area. Click on the Text Columns tab as shown below. 10. Click the ACCOUNTNAME button (second column on the top row). Note the ACCOUNTNAME field is added to the Text Columns area. To remove fields that exist in this area, right-click on field that is to be removed. Also note that it is possible to re-order existing fields in this area by simply dragging and dropping the appropriate field to the desired position. Define what fields should be displayed in the Columns area 11. The YTD Amounts for the current period need to be displayed (the current period is June 2020.) Click the Columns tab. Click the Actual YTD Jun 20 and the Prior YTD Jun 19 fields. Both fields should be visible in the Columns area Sage Software, Inc. Student Curriculum 51

52 Lesson 7 Generating Reports From the Ground-Up Report Designer Select the Primary Grouping Level in the Rows area 12. Before adding information to the Rows area, you must specify how the accounts are to be grouped. In the Rows area, click the Group By section, click Select (shown below). A list of fields will be displayed, and you can select how the rows will be grouped. Note that it is possible to group up to three levels. 13. Using the vertical scroll bar, scroll down until Primary Grouping is visible. 14. Click Primary Grouping. The Primary Grouping will be visible to the left of the Select button. 52 Student Curriculum 2011 Sage Software, Inc.

53 Report Designer Lesson 7 Generating Reports From the Ground-Up Define what fields should be displayed in the Rows area We will first use the Report Designer to calculate the Gross Profit. 15. On the left hand side of the Rows list, click SALES and COST OF SALES. In the formulas list (to the right of the Rows list), click GROSS PROFIT. Your screen should look similar to the one depicted below. Preview the report 16. To preview the report, click Generate Layout button. The report will be displayed on a new worksheet, where the worksheet name is equal to the value of the report name. Note that each account group has been grouped into the Primary Account group in Excel. These groups can be expanded. 17. Compare the results listed here against the figures returned back by QUIKINC Sage Software, Inc. Student Curriculum 53

54 Lesson 7 Generating Reports From the Ground-Up Report Designer Enter the remaining rows To finish creating the income statement, we need to enter a formula that calculates the Earnings (Loss) from Operations. 18. In the SAI REPORT DESIGNER ribbon, click Quick Edit, and then click IS Current vs. Prior. Click No if prompted whether to save changes. 19. Click the Rows tab. 20. To create a new formula, right-click in the formulas area, and select New Formula. 21. To calculate the formula, use SALES COST OF SALES EXPENSES. Enter this formula into the Formula Builder, then click Save. 22. Enter Earnings (Loss) from Operations as the formula name, then click OK. The new formula will appear in the formulas area. 23. Add the following to the Rows area: EXPENSES, Earnings (Loss) from Operations, OTHER INCOME, NET PROFIT/(LOSS) BEFORE TAX, TAXATION PAID, NET PROFIT/(LOSS). 54 Student Curriculum 2011 Sage Software, Inc.

55 Report Designer Lesson 7 Generating Reports From the Ground-Up 24. Click Generate Layout. The results will be displayed in a new worksheet. Compare the results against QUIKINC Link the report back to the template. This step is necessary to save the template that you have built. 26. Re-run the report. Congratulations! You have successfully built your first template and report! 2011 Sage Software, Inc. Student Curriculum 55

56 Lesson 7 Generating Reports From the Ground-Up Report Designer 56 Student Curriculum 2011 Sage Software, Inc.

57 Report Designer Lesson 8 Editing and Formatting Report Layouts Lesson 8 Editing and Formatting Report Layouts This lesson will demonstrate how to use the Report Designer to edit an existing Layout. Specifically, you will modify the Layout that was created in Exercise 7, and edit the format such that it lists the YTD values for all periods of both the current and prior years. In this lesson, you will review how to: Edit and Format Layouts Using the Report Designer 2011 Sage Software, Inc. Student Curriculum 57

58 Lesson 8 Editing and Formatting Report Layouts Report Designer Apply What You Have Learned Exercise 8.1 Editing and Formatting Layouts Using the Report Designer To Edit and format a Layout in the Report Designer Edit an existing template 1. Start Accpac using a session date of June 30, Click the Sage Accpac Intelligence group, then double-click the Report Manager icon. 3. Right-click on Copy of Financial Reports Designer, then select Run. The report will launch. 4. Enter a value of 2020, then click OK. The appropriate data will be transferred from Accpac to an Excel workbook. 5. On the Excel menu bar, click the BI Tools tab. 6. On the SAI Report Designer ribbon, click Launch. The Report Designer title screen will appear. 7. Click the Load Layout button. 8. In the row titled Current YTD vs. Prior YTD, click the Edit button. 9. Click the Text Columns tab. Add the ACCOUNTNO field to the text columns. The Account Number should appear to the left of the Account. 10. In the Columns area, click the Clear All button to remove all of the fields from the Columns area. 11. Click on the Quarters button, then select 1 st Half in the Actual YTD section. 12. With the Quarters menu still showing, 1 st Half in the Prior YTD section. There should be a total of 12 fields listed in the Columns area. 58 Student Curriculum 2011 Sage Software, Inc.

59 Report Designer Lesson 8 Editing and Formatting Report Layouts 13. Arrange the fields such that each period compares the current YTD figures with the same period s prior YTD values. 14. In the Enter Layout Name field, enter Current vs. Prior, and press Next. The SAI Report Designer interface will appear. Note the three sections on the screen Text Columns, Columns, and Rows Sage Software, Inc. Student Curriculum 59

60 Lesson 8 Editing and Formatting Report Layouts Report Designer Define what information needs to be displayed in the Text Columns area 15. The Account Name needs to be displayed in the text columns area. Click on the Text Columns tab as shown below. 16. Insert four new columns to the right of column P. 17. In cell Q14, enter Q In cell R14, enter Q In cell Q15, enter Actual YTD. 20. In cell R15, enter Prior YTD. 21. In cell Q19, enter =SUM(H19,K19,N19). 22. Click on cell Q Move the cursor in the lower right corner of Q19 until it turns into a cross. 60 Student Curriculum 2011 Sage Software, Inc.