REPORT WRITER MANUAL (Version 10)

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1 REPORT WRITER MANUAL (Version 10)

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3 Report Writer - Navigation You may access Report Writer by choosing view from your toolbar and selecting Report Writer or by choosing the Report Writer option when you right click on the main screen of your Banyon Data WinFund (Fund Accounting), WinPay (Payroll), or WinUB (Utility Billing) software. Category/ Collection List Report List for chosen category To print an existing report choose the category you wish to use, select the report within that category you wish to run and click on the print button in the upper right portion of your screen. By right clicking in the report area you will be brought a popup as follows: Print report as currently formatted Preview the report on screen Create a new report Delete this report ** Modify this report ** Rename this report ** Duplicate this report Specify data selection for this report Add to a collection Remove from the current collection ** - These options are available only for customer created reports. Any option that is not available for your use on that report will be dimmed Reports with an asterisk (*) can be duplicated or you may use specify selections only. If duplicated, all selections are available. On reports with an asterisk (*) and a copyright ( ) you can utilize the "specify" selections only. ***In Fund Accounting, setting filters and sorting for the copyrighted reports can be done from tools, setup options, then the reports tab. For more information on this see page 11 of the Fund Accounting Manual. 3

4 Report Design Create a New Report To create a New report right click in the report area, and select new from the menu. When you select New off the menu and the category is a history related collection or category the following screen will appear and prompts for more information. Click on the boxes to narrow your data selection. Two tabs are available for options, so look for those to open more options. When finished, click the Click to Continue button. You can clear the selections by clicking on the clear (blue colored) option in the Current Filter are of the screen. Otherwise, when you select New from a standard report category, you will be brought to the Report Design screen, where the fields for that category or collection are available on the left side bar. An empty canvas or background is open and unused. The Modify option, also off the right click, is chosen if a report exists and you want to change the grouping or filtering of the report display and save under the same or different report name. 4

5 It is recommended that you click on the box at the top of the left side bar so that the fields are displayed alphabetically. This will make it easier to find the fields or columns to be placed on the reporting canvas. As you click on your fields to copy to the report canvas, notice that the fields appear on the canvas from left to right as you chose them. As you enter the fields, the Report Design will update the width of the columns with the margins to let you know how much more column room is left for the report. Once you have selected your fields, you can now begin to organize the report with Report Format and the filtering and grouping of the current data shown. To adjust the width of a field/column, place the mouse cursor at the right edge of the column heading. Click and drag your mouse left or right to move the column wider or narrower. Columns can also be moved to a different column location on the report by clicking and highlighting the entire column at the column heading, holding the left mouse button down and dragging to the desired location. 5

6 Report Format When you click the Report Format button in the upper right area of the Window, you will also be able to choose a standard or summary type report, edit your main header, and choose sub headers and margins if needed. You can also, add a scanned logo for your organization or show the filtering detail on the last page of the report. Once selected for this report the Report Format detail is saved and will generate the same way each time the report is generated. 6

7 Report Filtering - Grouping and Sorting Next, if you need to, you should Filter and Sort your reporting information. Simply stated to filter, you can right click on the data cell to be filtered and select from the submenu displayed. By right clicking on a chosen cell or report field you will see a submenu with several options. They include: Sort Ascending Data will display in column from A-Z Sort Descending Data will display in column from Z-A Grouping the Field In general terms, using the submenu Group, This field is a quick way to group the data in the column to display it the way you want. Once selected, the Data Group and Sort area of the Report Writer screen will include the grouping items chosen. You may also do the grouping directly in the fields below by clicking on the field drop down arrows and making your selection. The Interval column allows you to chose how the data will be grouped (No Grouping, Each Value or by the 1 st to 5 th characters of the field, or by month, day and/or year). Filter By Selection - This will show only items identical to the one you have selected. Filter Excluding Selection - This will show all items except the one you have selected. Filter For - This selects data on varied criteria. For example in this box you can enter the = sign to select data equal to the entry you make in the box. Or, you can use the > or < sign to select greater than or less than the value you enter in the box. You may also us the word between to narrow your range of filtering (Example: between and ). A bit more challenging is the use of this option to select part of the field. Used primarily in Fund Accounting, you can choose to show on the report only Departments or you would need to type in the blank area "41110 or 41120". If you would like to 7

8 choose all Departments beginning with a 4 you would type in "4*". An asterisk functions as a wild card. Filter By Either Or - This allows you to do your filtering with easy drop down menus. In the sample above we are filtering a cell or field to show only MTD Gross Wage greater than and less than Click the Save Selection when finished. Filter Display - When a filter is applied it will then appear in this area. The filters will be listed in order that they were applied. If you need to start over you can click on the Clear Filter menu option. Format - This submenu option allows the report to be aligned (left, right, center). Or, change the column heading, indentation, select the type of field used in the cells (Currency, Standard, General Number, etc), use bold or italic text for emphasis, hide column from printing, or highlight a column for easy viewing. Nice embellishments for your report. Try them! Compute This submenu lets you chose how you want the totals of the column displayed (Sum total at bottom of column, Average, Min value in column, Max value in column or total Count). Count will show a $ for Currency is the format chosen from the Format submenu, so be careful what is used as format as it will affect the Computed fields. 8

9 Preview Report Added to the Version 10 is a new Report Preview Ribbon that offers more preview features for the Report Writer Module. Once you have built your report you can preview it. To preview, use the Preview Report in the upper right area of the Report Writer Screen. When you have previewed your report you will notice some option buttons in the upper portion of the screen. You have the option to Close the Report, Click on the Open Book icon to adjust margins, click on the Printer icon to print report, or adjust margins, or Export report fields to Microsoft Word Excel or to a text file. Once you have previewed the report choose "Close Report" to go back to Report Design. 9

10 Saving Design Once you have previewed your report and you are satisfied with your design and results, you can save it for future use. To save, use the Save Design button in the upper right are of the Report Writer Screen... You will then be brought to the following popup. Choose your report name and either press the enter key or click on the OK button. Your report will now be saved for future use and stored in the Category and/or Collection chosen to build the report. Reporting Collections A right click on a saved report will pop up this menu and you can choose add to collection Click on the drop down to add to an existing collection like Month End or Year End or create your own collection. For example type your name in the box and press ok. Your name will now show as collection that appears on the left side menu for Category/Collection. Add as many reports to your collection as you want. Now, when you come into report writer simply click on your name and a list of your reports will show on the right hand side. 10