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

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(Created page with "{{Review}}{{Incomplete}} == Summary == This article explains how to create and use the {{DataPrompt|Sort Order}} in the Report Generator. == More Information == The {{DataPr...")
 
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== Summary ==
 
== Summary ==
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This article explains how to create and use the {{DataPrompt|Sort Order}} in the Report Generator.
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This article explains how to create 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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{{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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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 customers, suppliers, stock codes, units, units and so on. See [[What is a report generator variable?]] for more details.
  
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The other purposes are important so that you get the correct information from the report.
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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 items will get missed as the system will consider that it has found them already and will ignore them.
  
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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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== Fields ==
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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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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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=== 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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If, however, you want to report on customer transactions, then you will need more than just the {{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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=== 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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=== 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.
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== See also ==
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* [[Getting started - Report Generator]]
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* [[What is a report generator variable?]]
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* [[How do I enter a report range?]]
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{{KB_Tags|sorting}}
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{{How}}{{KB_RGen}}

Latest revision as of 05:33, 19 June 2019

Summary

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

More Information

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.

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 customers, suppliers, stock codes, units, units and so on. See What is a report generator variable? for more details.

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 items will get missed as the system will consider that it has found them already and will ignore them.

Fields

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.

See also


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