Difference between revisions of "How do I create a report sort order?"

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This article explains how to create and use the {{DataPrompt|Sort Order}} in the Report Generator.
 
This article explains how to create and use the {{DataPrompt|Sort Order}} in the Report Generator.
  
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== More Information ==  
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== More Information ==
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The {{DataPrompt|Sort Order}} has a number of purposes.
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To create the {{DataPrompt|Sort Order}}, enter the variables required down the left hand side of the screen in the order that you want the report to appear. These variables are just a shorthand way of referring to the information that you have entered for a customer, supplier, stock code, vehicle and so on.
  
 
{{Note|title=Note|text=The {{DataPrompt|Sort Order}} is NOT what will appear on the report itself. It controls the ORDER in which the items on the report will be shown.}}  
 
{{Note|title=Note|text=The {{DataPrompt|Sort Order}} is NOT what will appear on the report itself. It controls the ORDER in which the items on the report will be shown.}}  
  
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The obvious purpose is to put the report into the order in which you want to see the information. If you want a report sorted by {{DataValue|Account Code}}, then this would be the first variable in your {{DataPrompt|Sort Order}}.
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The variables that you enter into the {{DataPrompt|Sort Order}} must return a different result for every record that you want to include in your report, otherwise they are seen as having been found already and will be ignored.
  
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The other purposes are important so that you get the correct information from the report.
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=== Var. ===
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* Press {{KeyPress|S-F2}} to search for the relevant variables. Which variables to use will be determined by the report you are trying to create.  
  
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The variables in your {{DataPrompt|Sort Order}} must be unique for every record that you want to include. If they are not, then records will be excluded.
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=== Width ===
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* This field picks up the size of the variable automatically. Whilst you can edit this, it should not be necessary under most circumstances.
  
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For example, if you want a report to show customer names and email addresses, then the {{DataPrompt|Sort Order}} can be {{DataValue|Account Code}}. This will be unique for every customer hence, depending on your {{DataPrompt|Range Filter}}, you will get every customer that you want.
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=== Dir ===
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* This field can be set to {{DataValue|F}} - Forward or {{DataValue|R}} - Reverse. This will sort this variable either from smallest to largest or largest to smallest.
  
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If, however, you want to report on customer invoices and payments, then you will need more than just the {{DataValue|Account Code}} as this will not be unique for every transaction. You will need {{DataValue|Document Number}} and {{DataValue|Document Count}} to make the {{DataPrompt|Sort Order}} unique.
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=== Heads ===
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* This field is a {{DataValue|Yes}}/{{DataValue|No}} choice and is only accessible if the {{DataPrompt|Group}} field is set. Group and Column Headings will be printed each time the variable referenced by the group changes if this is set to {{DataValue|Yes}}.
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=== Group ===
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This field is set by pressing {{KeyPress|S-F3}} from anywhere on the line with the variable by which you want to group the report. You can have up to nine levels of grouping within a report. Grouping allows you to enter headings for that group and to get totals for the group.

Revision as of 09:10, 19 July 2018

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Summary

This article explains how to create and use the "Sort Order" in the Report Generator.

More Information

To create the "Sort Order", enter the variables required down the left hand side of the screen in the order that you want the report to appear. These variables are just a shorthand way of referring to the information that you have entered for a customer, supplier, stock code, vehicle and so on.

Note: The "Sort Order" is NOT what will appear on the report itself. It controls the ORDER in which the items on the report will be shown.

The variables that you enter into the "Sort Order" must return a different result for every record that you want to include in your report, otherwise they are seen as having been found already and will be ignored.

Var.

  • Press <Shift+F2> to search for the relevant variables. Which variables to use will be determined by the report you are trying to create.

Width

  • This field picks up the size of the variable automatically. Whilst you can edit this, it should not be necessary under most circumstances.

Dir

  • This field can be set to 'F' - Forward or 'R' - Reverse. This will sort this variable either from smallest to largest or largest to smallest.

Heads

  • This field is a 'Yes'/'No' choice and is only accessible if the "Group" field is set. Group and Column Headings will be printed each time the variable referenced by the group changes if this is set to 'Yes'.

Group

This field is set by pressing <Shift+F3> from anywhere on the line with the variable by which you want to group the report. You can have up to nine levels of grouping within a report. Grouping allows you to enter headings for that group and to get totals for the group.

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