2.2 Reports

There are two commands in the File menu that relate to reports: the New Report command and the Open Report command. The reports created and manipulated by these commands can be saved and transferred between company files or applications.

2.2.1 Creating a New Report

To create a new report, select New Report from the File menu. This will call up a dialog that requests information about the Report parameters. By default, the report applies to all cost centres and its title is 'New Report'. Make any changes to these parameters that are necessary before clicking on the button marked 'OK'.

(New Report Window Image)
Figure -- New Report Window

The New Report window is called up, along with a Report menu which contains three items: Recalculate, Insert Row, and Insert Column. The first of these functions is used to update the information in the cells, while Insert Row and Insert Column are tools used to reposition the data.

(Report Menu Image)
Figure -- Report Menu

To edit the information inside a cell, double-click on it to call up the cell dialog. This dialog allows you to import information from accounts, make calculations, or simply insert text into the body of a cell. This information may be updated at any time by double-clicking on the cell again or by using the Recalculate command in some cases.

(New Cell Dialog Image)
Figure -- New Cell Dialog

The blanks in the dialog can be filled in as follows:

a) Height- the height of the cell itself. Defaults to 16.

b) Width- the width of the cell. Defaults to 70.

c) Text- the text to be contained in the cell, if
no calculations will be made.

d) Hilite- toggle on or off to hilite the entire cell.

e) Align- choose whether the text in the cell will line up
flush left, flush right, or be centered.

f) Text Style- choose font, font size, style, and text colour
in this box.

g) Numeric Style- choose from a set of format considerations
for numeric values that appear in the cell:
- Negate reverses the integer sign of the sourced value
- Round to integer forces an integer number value
- Format w/commas puts placeholder commas to separate thousands,
millions, etc.
- Mult takes the value and multiplies it by the number in the
Mult field.
- % of cell takes the source value and compares it to the value
found in the cell designated in the Percent of Cell field. The output
will be an expression of the relationship in percentage form.
- Credits in parens puts credits in parentheses.
- Show zero amounts allows the cell to show zeroes instead of
a blank field when it contains a zero value.
- Add takes the value and adds it to the number in the Add field.

To import a value from a GL account, select New Ledger from the File menu, or type in the keyboard command equivalent, <cmd-N>. This will call up a Source dialog that can be filled out to your specifications.

(Source Request Dialog Image)
Figure -- Source Request Dialog

Choose the source from four possibilities:

i) Account Ac- the AC number of an account

ii) Account GL- the GL number of an account

iii) Report Cell- the value in a cell in this report

iv) Request Value with Query- type in a query that will request a value from the user- for instance, '5 + 2 =', or 'Yesterday's closing common share price'. An alert will appear and the user will be prompted to type in a number in answer to the query. This number will appear in the cell.

If you chose Account AC or Account GL, then choose the value from the account that you will be using by selecting it from the 'Use Value Of' selectible field. Choose the applicable period from the field below it.

If you choose Request Value with Query, then type in your Query in the appropriately marked field.

Once you are finished editing this dialog, click 'OK'. To erase this source request, click 'Delete'. To cancel the request or cancel changes to it, click 'Cancel'.

2.2.2 Opening an Existing Report

To open an existing report, select Open Report from the File menu. This will call up an open file dialog. Locate the report and select it by clicking on it and then pressing the button marked 'OK'. If you want to abort this operation, press the button marked 'Cancel' instead.

The report will appear in read-only (non-edit) mode. To switch the report to edit mode, click on the small pencil icon in the horizontal scroll bar.