Automatic Reports Criteria

This article is going to show you some of the common report criteria that you can have emailed, printed, saved, and faxed. Automatic Reports Criteria allow you to fill in the criteria needed to execute a report.

Topics in this article include
 

• Report Detail Window

• Credit Card Summary

• Transaction Edit Report

• Operator Detail Edit Report

• Off Rent Report

• Commission Report

• Depreciation Detail Report

• Sold Asset Report

• Item Income Report

• Overbook Report

• Reservation Report - Daily 

• Subrental Report - Daily

• Contracts Posted to Totals

• Transfer to Rentals

• Cost of Goods Sold Report - Daily

• Sold Asset Report - Daily

• Reservation Value Report

• AR Balance - Combined Cash and Account

Here's how to get there

Expert: Program Menu > Configuration > Reports and Notifications > Automatic Reports

Elite: Configuration Gear > App Configuration > Reports and Notifications > Automatic Reports

 

Report Detail Window

Parameter - This is a fixed value determined by the report selected.
 

Value - The desired value of the parameter may be entered here. This information is case-sensitive. The following dynamic values can be used when a date or batch number is expected:
 

1. Today (Selects current date)
    
2. Today-7 (Selects a date 7 days before today)
    
3. Today+21 (Selects a date 21 days from today)
    
4. DayBatch (Selects current batch)
    
5. DayBatch-1 (Selects one batch before the current batch)
    
6. BegMonthBatch (Selects the first batch for the current month)
    

Selection Criteria - This will be the formula used in Crystal Reports to create this report. In a JET db, this field is constrained by the database to 255 characters.  In a SQL database, it will accept up to 5000.
 

Sort Field 1, 2, and 3 - The report will first sort by this option. The entry is fixed and determined by the report selected.
 

Sort Field 2 - The report will sort by this field 2nd. The entry is fixed and determined by the report selected.
 

Sort Field 3 - The report will sort by this field 3rd. The entry is fixed and determined by the report selected.
 

Selection Criteria - This will be the formula used in Crystal Reports to create this report. Listed below are some examples of criteria that could be used.
 

• BegMonthBatch - returns the first batch number of the current month. This is used for month to date or end of month accounting reports.
   

  • {TotalsContractsAccrual.Batch} >= BegMonthBatch - month to date
     

• DayBatch - returns today's batch number.
   

  • {TotalsContractsAccrual. Batch} = DayBatch - returns current batch
     

• CurrentDate - returns today’s date.
   

• {Transactions.Date} > Date Add ('d’, -6, Current Date) - selects a date 6 days before today through today.
   

  • {Transactions.Date} = Current Date (selects today)
     

  • {Transactions.Date} <= Current Date (selects today or earlier)

 
Below are some common reports and their selection criteria.  Additionally, selection criteria from any report can be pulled from the report itself.   Generate the report and then click the following icon:



This will generate the report selection criteria that can then be input for the automatic report.

  Credit Card Summary
  

Make sure the first tab store is 000.
 

ShowDetails: True or false
 

Selection Criteria.
 

{CheckCardFile.Batch} in DayBatch-1 to DayBatch
 

Leave all other fields blank.

Transaction Edit Report
 

GroupBySelections: None, Operator, Store, Status, Edit Code, Salesman, Customer Type, Customer, Month, Year
 

Show Notes: True or False
 

EnterSummary: 0 - No Summary, 1 - Summary Only, 2 - All
 

Make sure first tab store is set to 000.
 

Example:

BegBatch: DayBatch-1
 

EndBatch: DayBatch
 

BegDate: Today
 

EndDate: Today
 

Group1: Store
 

Group2: Operator
 

Group3: None
 

Group4: None
 

ShowNotes: True
 

EnterSummary: 2

Operator Detail Edit Report
 

First tab make sure store is 000.
 

PrintDetail: True or False
 

LanguageCode: can leave blank and it will use our company language.
 

BegBatch: DayBatch
 

EndBatch: DayBatch
 

Off Rent Report
 

No parameters.
 

In selection criteria put this
 

{Transaction Items. STR} = "001"
 

Replace 001 with any other store

Commission Report
 

Acct_method: accrual
 

Summary: False
 

BegBatch: DayBatchMonthBatch
 

EndBatch: Today
 

Store: 001
 

Salesman: 0
 

GroupBy1: Posted Contract Salesperson

Depreciation Detail Report
 

Beg date: today-30 (this is not going to be exact on all months, they can either go in each month and change the beg date to a hard coded date or change how many days are in a month)
 

EndDate: today
 

Schedule: 0
 

Summary: false
 

Capitalized: true
 

AllDepr: true

Sold Asset Report
 

Group1: AccountNumber
 

Group2: none
 

Detail: true
 

SortField: ItemName
 

BegBatch: BegMonthBatch
 

EndBatch: DayBatch
 

CustNo: *
 

Header: *
 

ItemNo: *

Item Income Report
 

This report is a current day report.
 

ROI Field: PurchasePrice
 

Sort Field: ItemName

Overbook Report
 

BegDate: Today
 

BegDate: Today
 

Detail: True/False
 

OvrBkOnly: True/False
 

IncludeQuote: True/False

Reservation Report - Daily
 

SortReport: Store, truck, Confirmed, Delivery, Zip, None
 

PrintAddress: True/False
 

ShowStoreNumber: True/False

Subrental Report - Daily
 

SortReport: Store, truck, Confirmed, Delivery, Zip
 

PrintAddress: True/False
 

ShowStoreNumber: True/False

Contracts Posted to Totals
 

Summary: True
 

BegBatch: BegMonthBatch
 

EndBatch: DayBatch-1
 

Store: 001
 

GroupBy1: Customer Type
 

GroupBy2: None
 

GroupBy3: None
 

Cash_or_Account: Cash
 

(extend out the Edit Box)
 

ContractNo: *
 

CustomerNo: *

Transfer to Rental
 

Store: 000
 

No Parameters
 

Selection criteria
 

To test
 

(Transfer To Rent.Batch) in BegMonthBatch to Day Batch-1
 

End Batch: DayBatch-1

Cost of Goods Sold Report - Daily
 

Summary Level: 0 - could also be 1,2
 

Show Store Number: False
 

GroupBy: Store
 

BegBatch: DayBatch-1
 

DayBatch: DayBatch-1
 

CategorySelect: 0 - means all
 

Salesman: 0 - means all
 

GroupBy1: None - could also be: Current Contract Salesperson, Customer Salesperson, Job Site Salesperson, Posted Contract Salesperson
 

Store 001
 

GroupBy2: ItemCategory - could also be: Manufacturer, Vendor, GL Account

Sold Asset Report - Daily
 

Group1: Account Number - could also be Adjustment Count, Category, Date, Division, Item, Item Current Store, Item Home Store, Transaction Store, None
 

Group2: None - could also be Account Number, Adjustment Count, Category, Date, Division, Item, Item Current Store, Item Home Store, Transaction Store
 

Detail: true - or false
 

SortField: ItemName - could also be Item Key, Item Name, Item Number, Item Part Number
 

BegBatch: DayBatch-1
 

EndBatch: DayBatch-1
 

CustNo: * (- means all)
 

Header: * (- means all)
 

ItemNo: * (- means all)

Reservation Value Report
 

ShowDetail: True/False
 

GroupBy: Store, Salesman

AR Balance - Combined Cash and Account

Setup the Details tab with the below information. See the image below.

ReportName = Print Aged Cash & Account

ShowStoreNumber = True

Summary = False

GroupBy1 = None

HideCreditBalance = False

Selection Criteria = Left({Transactions.STAT},1) = 'C'

Related articles

Automatic Reports
Crystal Report Viewer
Crystal Reports: Connecting to a Specific Database