Multiple criteria can be entered for reporting just as in queries. If report results must meet all of the criteria specified, select “All” from the pull down in the “Find Records Where_____ of the Following Apply” field. If report results must only meet at least one item of criteria, select “ANY” in this field.
In the fields below the processing buttons, enter the actual criteria that will define the report. Complete the fields according to the information you would like to see displayed on the Transaction, Cardholder or Merchant Listing screen.
Note the three (3) fields beneath “Find Records Where…”. Default settings say “Accounting Cycle” and “is equal to”. You will choose, using the pull downs just to the right of the fields which criteria will be used to define the report. Because your report needs to be defined by multiple parameters, click on the button with three “…” dots (right side of screen) to add additional field, variable and value lines.
In this example we will be creating a Transaction Detail report for the Month of May, 2003 but only for transactions for Hartford Office Supply and sorted in order by Employee Last Name.
Special Note: Depending on the report category and specific report, the default criteria will be different. You will need to verify that the default criteria is in fact the information that you want to retrieve.
Figure #56 – Report Screen Setup for Expanded Criteria
Figure #57 – Report Screen with Expanded Criteria
When you have completed the report parameters:
- Click “Process Criteria ”
Figure #58 – Process Criteria
Your screen will refresh showing the following options.
- Click to create your report in Adobe PDF Format
- Click to create your report in Microsoft Excel Format
- Click to create your report in Microsoft Word Format
Figure #59 – Report Format Selection
For this example, we will select “Click to create your report in Adobe PDF Format”.
Once you made your selection your screen will again refresh showing that your file will listed under the “Available Download Files”.
Special Note: Reports created by choosing either the Excel format or Word format are processed using the same steps as listed for the .pdf format. Once these reports are in the “Available Download” area they will have the appropriate file extension. Clicking on the desired report will launch it using the designated program, however, it is necessary to copy the information and paste in a new document in order to do calculations or additional analysis.
- Click the “Refresh” button.
Figure #61 - Refresh Button
Your screen will refresh and you will now be on the “Available Download Files” screen and if your report has completed you will see the File Name, Description and Creation Date and Time.
Note: the “extension” on the report because we chose to do a “pdf” file the report was created in that file extension.
In this example because we chose the .pdf format, clicking on the filename will launch Acrobat Reader and your requested report will appear on your screen.
Special Note:: If you do not have Acrobat Reader on your computer you can download it.
Figure #62– Transaction Detail Report in Adobe
You now have the option of printing your report or saving it to a file.