Crystal ReportsVersion 3.0 The New Standard in Quality Education Crystal Reports Overview q Pre-requisites Introduction q 2 The New Standard in Quality Education Objectives “To enable you to develop your own reporting solutions in Crystal Reports with confidence” 3 The New Standard in Quality Education Course Overview 1 2 3 4 Data Structure Simple Report Creation Crystal Report Functions Running Reports 4 The New Standard in Quality Education Scala Data Structure Section 1 The New Standard in Quality Education Section Overview q q q What is a Database? How do we connect to the Database? Scala data file structure 6 The New Standard in Quality Education How Do We Connect to the DB? Scala Client Win95, 98, NT Web Browser Scala Program Layer Scala5.x Modules Btrieve or SQL data management layer Data Management Database 7 The New Standard in Quality Education How Do We Connect to the DB? Crystal Reports DDF’s – Describe Database (Btrieve) ODBC – Connects to Database table SYSOBJECTS Read Only Database 8 The New Standard in Quality Education Database Structure q So what is ODBC? 9 The New Standard in Quality Education ODBC Architecture Application (Access / Excel) ODBC Driver Manager (ODBC API connect methods) Driver Driver Driver } = ODBC SQL Server Database Btrieve Database 6.15 Pervasive SQL Database 7.x 10 The New Standard in Quality Education Data File Structure q Scala Table Naming Definition MMNNCCYY Module Unique Number Financial Year Company Code 11 The New Standard in Quality Education Data File Structure q Format of Data files 12 The New Standard in Quality Education Data File Structure q Format of Fields 13 The New Standard in Quality Education Data File Structure q q q q Database to Interpret field and file names ScaDBconv.exe Scala5eu.mdb in Scala root directory Table in SQL database SCA_TAB_COLUMNS 14 The New Standard in Quality Education Data File Structure q Scala5eu.mdb welcome screen 15 The New Standard in Quality Education Data File Structure 16 The New Standard in Quality Education Break q Break 17 The New Standard in Quality Education Section Review q q q What is a Database? How do we connect to the Database? Scala data file structure 18 The New Standard in Quality Education Simple Report Creation Section 3 The New Standard in Quality Education Section Overview q q q q q Report Style SQL Data Files Scala Data Files Scala Data Fields Preview Report 20 The New Standard in Quality Education Report Creation Click 21 The New Standard in Quality Education Report Style Report A - Stock Listing Step 1 - Choose report style Click 22 The New Standard in Quality Education Data Source Step 2 - Select Data Source Click 23 The New Standard in Quality Education Data Source Step 3 - Choose Data Source Note the different database options!! 24 The New Standard in Quality Education Data Source Step 3 - Choose Data Source Need to supply user name and password 25 The New Standard in Quality Education Scala Data Files Step 4 - Select Scala Data Tables Select File(s) Click To Finish Select Single or Multiple Tables 26 The New Standard in Quality Education Scala Data Files Confirmation of Selected Files Click Next 27 The New Standard in Quality Education Scala Data Fields Step 5 - Select Fields 28 The New Standard in Quality Education Scala Data Fields q Report 1 Stock Listing – – – – Stock Code Description Line 1 Price Local Currency Stock Balance SC01001 SC01002 SC01004 SC01042 29 The New Standard in Quality Education Scala Data Fields Select Fields Choose Add 30 The New Standard in Quality Education Field Tab 31 The New Standard in Quality Education Preview Report When all fields are selected choose FINISH Click 32 The New Standard in Quality Education Report Creation 33 The New Standard in Quality Education Report Creation q q You can return to the report expert at any time by using the function Recommend that the report is saved before returning to the expert 34 The New Standard in Quality Education Break q Break 35 The New Standard in Quality Education Section Review q q q q q STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 - Report Style - SQL Data Source - Scala Data Tables - Scala Data Fields - Preview Report 36 The New Standard in Quality Education Exercise Exercise 1 Customer Listing The New Standard in Quality Education Crystal Reports Section 3 The New Standard in Quality Education Section Overview q q q q q q Design & Preview Report Options Guidelines Refreshing Data Right Click Sections 39 The New Standard in Quality Education Design & Preview Tabs 40 The New Standard in Quality Education Design & Preview Tab 41 The New Standard in Quality Education Preview Tab 42 The New Standard in Quality Education Report Options q q Options Report Options 43 The New Standard in Quality Education Options 44 The New Standard in Quality Education Options 45 The New Standard in Quality Education Options 46 The New Standard in Quality Education Guidelines 47 The New Standard in Quality Education Refreshing Data q q F5 Refreshes Data or Preview Sample 48 The New Standard in Quality Education Refreshing Data q Preview Sample 49 The New Standard in Quality Education Right Clicking q Useful in many areas of Crystal q Short Cut to menu options The New Standard in Quality Education 50 The Magic Button q Undo / Redo 51 The New Standard in Quality Education Sections Left-hand side of design tab shows report sections Report Sections 52 The New Standard in Quality Education Sections q q q Right-hand clicking in the sections area brings up menu Format sections command gives further details of sections. Section can be hidden allowing drill down function or suppressed 53 The New Standard in Quality Education Sections 54 The New Standard in Quality Education Section Review q q q q q q Design & Preview Report Options Guidelines Refreshing Data Right Click Sections 55 The New Standard in Quality Education Formatting The New Standard in Quality Education Section Overview q q q q q q q q Adjusting Headings Increasing Field Width Adding new fields Adding Special fields Selection Expert Sorting Grouping Parameters The New Standard in Quality Education 57 Adjusting Headings q q q Highlight field To rename double click or | edit | text object As with many windows products Crystal Reports supports drag and drop and copy and paste 58 The New Standard in Quality Education Increasing Field Width q Highlight the field q q Place pointer on blue boxes it changes to arrow Field width and height can be adjusted by dragging arrow The New Standard in Quality Education 59 Adding New Fields Text Field Drag And Click to Drop 60 The New Standard in Quality Education Adding New Fields Field Explorer 61 The New Standard in Quality Education Adding New Fields q Database fields Select field 62 The New Standard in Quality Education Adding Special Fields 63 The New Standard in Quality Education Adding Special Fields q A number of the special field values are set in Summary info from file menu 64 The New Standard in Quality Education Selection Expert q Choose Select Expert q Then choose field to select items from. Report on non-report field The New Standard in Quality Education 65 Selection Expert Default to AND can change to OR through formula 66 The New Standard in Quality Education Selection Expert q Example of Selection terms New! 67 The New Standard in Quality Education Sorting Records q You can sort by multiple columns. 68 The New Standard in Quality Education Sort Expert q Brings up sort box Sort Fields Report Fields Sort Direction q Automatic sort by column 1 The New Standard in Quality Education 69 Grouping q q Used to group data together Similar to sorting but adds headers and footers 70 The New Standard in Quality Education Grouping q q Used in Sub-Totaling User can define the order 71 The New Standard in Quality Education Grouping Define Order Extra Options on Date field 72 The New Standard in Quality Education Grouping q Specified Grouping – User defined order Select Groups 73 The New Standard in Quality Education Grouping q Example of Grouping 74 The New Standard in Quality Education Parameters q q q q Used with selection terms Provides an easy way to change selection terms when a report is refreshed Parameter can be used as a field in the report. For Example in the report title. Compatible with compiled reports or web based reports 75 The New Standard in Quality Education Parameters q Then click icon to create new parameter 76 The New Standard in Quality Education Parameters Text that appears when report is run Type Next Screen 77 Allows parameter to hold single value or multiple values and Ranges. Experiment to see affect The New Standard in Quality Education Parameters Warning on Usage 78 The New Standard in Quality Education Parameters q Example of Usage 79 The New Standard in Quality Education Parameters q q Enter Parameter as selection terms Parameter field denoted as (? Field) q Now refresh data The New Standard in Quality Education 80 Parameter 81 The New Standard in Quality Education Section Review q q q q q q q q Adjusting Headings Increasing Field Width Adding new fields Adding Special fields Selection Expert Sorting Grouping Parameters The New Standard in Quality Education 82 Exercise Exercise 2 The New Standard in Quality Education Break q Break 84 The New Standard in Quality Education Totalling and Formula’s Section 6 The New Standard in Quality Education Section Overview q q q q Strings Converting Strings Totalling / subtotalling and summaries Converting Dates 86 The New Standard in Quality Education Strings q q q Scala 5.1 SQL holds the majority of fields in the correct format. However due to historical reasons some fields will need to be converted Strings are collections of characters alpha and/or numeric Strings need to be converted to numbers for Crystal to perform operations The New Standard in Quality Education 87 Converting Strings to Numbers q Create a new formula Click New 88 The New Standard in Quality Education Converting Strings to Numbers q Give the formula a name q Tip - Give your formula name the column name The New Standard in Quality Education 89 Converting Strings to Numbers q This then brings up formula editor box Fields Operators Formula Text Functions 90 The New Standard in Quality Education Converting Strings to Numbers q To convert a string to a number type Field Function ToNumber({Field name}) q Be careful of Brackets – – – (,) = function {,} = field [,] = field value (Seen later) The New Standard in Quality Education 91 Converting Strings to Numbers 92 The New Standard in Quality Education Converting Strings to Numbers q q q Unfortunately this formula does not always work. Scala leaves blanks in database instead of zeros. Therefore we need to add to the statement If {field_name} = “” Then 0 Else ToNumber({Field_Name}) 93 The New Standard in Quality Education Exercise Exercise 3 The New Standard in Quality Education Totalling and Sub-totalling q q Sub total or grand total fields must be numeric. Highlight the field you require a total for and select totalling from insert drop down menu. 95 The New Standard in Quality Education Totalling and Sub totalling q Right hand clicking on the report field will also bring up a shortcut method to enter totalling. q If the options are missing on the menu you have not chosen a numeric field The New Standard in Quality Education 96 Sub-totalling q Entering a sub-total 97 The New Standard in Quality Education Totalling q Insert grand-totals q Choice of sum, maximum, minimum, average etc. Field printed in report footer The New Standard in Quality Education 98 Summaries Similar to subtotal but will give same totalling options as grand total function q 99 The New Standard in Quality Education Converting Dates q Again the majority of dates in Scala database are held as datetime or date fields. However some may need conversion from a string field 19980915 YYYYMMDD 100 The New Standard in Quality Education Converting Dates q Conversion requires following formula: – – – – – If {Field_Name} = “” then Date(0,0,0) Else Date(ToNumber({field_name}[1 to 4]), ToNumber({field_name}[5 to 6]), ToNumber({field_name}[7 to 8])) 101 The New Standard in Quality Education Section Review q q q q Strings Converting Strings Totalling / subtotalling and summaries Converting Dates 102 The New Standard in Quality Education Exercise Exercise 4 The New Standard in Quality Education Formatting Numbers & Dates Section 7 Optional The New Standard in Quality Education Section Overview q q q q q q q q q Formatting Strings Formatting Numbers Formatting Dates Conditional Formatting Highlight Expert Top N Selection Report Alerts Running Totals SQL Expressions The New Standard in Quality Education 105 Formatting Strings Right-hand click on field or chose format field from format menu q 106 The New Standard in Quality Education Formatting Numbers Extra Format Tab q 107 The New Standard in Quality Education Formatting Numbers 108 The New Standard in Quality Education Formatting Dates Extra Format Tab Choose Customize q 109 The New Standard in Quality Education Conditional Formatting Conditional Vs Absolute q Select a number field for this example The New Standard in Quality Education 110 Conditional Formatting q Brings up the Formula Editor Box 111 The New Standard in Quality Education Conditional Formatting q Button Changes to Red indicating value is controlled conditionally 112 The New Standard in Quality Education Conditional Formatting q q Conditional formatting can be used throughout Crystal reports Advanced technique that is particularly useful in dealing with Sections 113 The New Standard in Quality Education Highlight Expert q q Works similarly to previous example of conditional formatting Gives a Traffic Light effect to the data 114 The New Standard in Quality Education Highlight Expert 115 The New Standard in Quality Education Report Alerts q q q Similar to Highlight expert but a window appears when a report is run to indicate records correspond to a certain set of conditions For Example – when printing a customer statement shows customers with a balance exceeding £1000 New functionality in Crystal 8.5 116 The New Standard in Quality Education Report Alerts 117 The New Standard in Quality Education Report Alerts 118 The New Standard in Quality Education Report Alerts 119 The New Standard in Quality Education Report Alerts q When report data is refreshed the report will then produce an exception report 120 The New Standard in Quality Education Top N Expert q Used for finding the top N on any column. For example the top 20 outstanding supplier balances on purchase ledger. 121 The New Standard in Quality Education Top N Selection q You must create a sub total or summary before the top N selection will work. Specify value of N 122 The New Standard in Quality Education Running Totals q q Used to create cumulative totals in reports Totals will be dependent on the grouping of the report 123 The New Standard in Quality Education Running Total 124 The New Standard in Quality Education SQL Expression Fields q q q q Used only with SQL compatible databases Allow SQL syntax to entered in Crystal report Improves report performance when grouping, selecting or sorting data as query is run on server instead of workstation Limited in functionality compared with crystal formulas The New Standard in Quality Education 125 SQL Expression Fields q Creating a new SQL expression 126 The New Standard in Quality Education SQL Expression Fields Note limited functionality 127 The New Standard in Quality Education Field Explorer Browse Data Only New Edit Rename Insert Delete Toggle Field Type 128 The New Standard in Quality Education Field Explorer q q q q q ? denotes Parameter field @ denotes formula field Σ denotes SUM or group field # denotes running total % denotes a SQL expression 129 The New Standard in Quality Education Section Review q q q q q q q q q Formatting Strings Formatting Numbers Formatting Dates Conditional Formatting Highlight Expert Top N Selection Report Alerts Running Totals SQL Expressions The New Standard in Quality Education 130 Exercise Exercises 5 The New Standard in Quality Education Linking Tables Section 8 The New Standard in Quality Education Section Overview q q q q Why link tables Rules of linking What is an indexed field How to link tables 133 The New Standard in Quality Education Why Link Tables q q q Scala holds data in multiple data files For the majority of reports data files need to be linked. Warning! Linking files will slow down report speed. Keep the number of data files to a minimum. 134 The New Standard in Quality Education Rules Of Linking q q q Not all data files can be linked directly Data files must have common element Performance is improved if the common element is an indexed field 135 The New Standard in Quality Education Rules of Linking q q q Linking must be done in a logical sequence It must flow through the report Jot down blueprint of report before starting to build it 136 The New Standard in Quality Education Linking Tables q How do we link the following tables together – Start with SL01 OR01 Order No SC01 Stock Code Customer Code OR03 SL01 137 The New Standard in Quality Education What is an indexed field? q q A field that the data file uses as a sort or search key Example Telephone directory 23 North Parade, Horsham 01403 215998 Smith A J = The Index (Ordering) Smith A J 23 North Parade, Horsham 01403 215998 = The Primary Key The New Standard in Quality Education 138 What is an indexed field? Index 1 2087 2190 2307 2498 Key 1 2307 2087 2498 2190 Key 2 Clive's Coffee Shop Arnot Limited Drew PLC Blackmore Electronics Customer Address Customer Address Customer Address Customer Address Index 2 Arnot Limited Blackmore Electronics Clive's Coffee Shop Drew PLC Drew PLC Key 1 2307 2087 2498 2190 Key 2 Clive's Coffee Shop Arnot Limited Drew PLC Blackmore Electronics Customer Address Customer Address Customer Address Customer Address 139 The New Standard in Quality Education How to Link Tables q To an existing report In this example use report with SL01 and link SL03 The New Standard in Quality Education Select 140 How to Link Tables Select 141 The New Standard in Quality Education How to Link Tables 142 The New Standard in Quality Education How Link Tables OK 143 The New Standard in Quality Education How to Link Tables q Smart Linking works on following conditions – – – Field name is same in both tables Field size is the same in both tables Field type is the same in both tables q q Note: Because of this you may receive warnings when linking tables because of different data type Linking can only be done between database fields. (NOT FORMULA’S) The New Standard in Quality Education 144 How to Link Tables Drag and Drop from SL01001 to SL03001 145 The New Standard in Quality Education Linking Tables Crystal supports different join types One to One (equal) One to Many (Left Outer) Many to One (Right Outer) And others…. 146 The New Standard in Quality Education Linking Tables q q q Once the tables are linked click OK The fields in the table then become available to report on To return to the visual linking expert 147 The New Standard in Quality Education Section Review q q q q Why link tables Rules of linking What is an indexed field How to link tables 148 The New Standard in Quality Education Exercise Exercise 6 The New Standard in Quality Education DAY 2 - Overview q q q q q q Scala Database Structure Simple Report Creation Crystal Functionality Formatting More formatting and field types Linking Tables 150 The New Standard in Quality Education Extra Crystal Functionality The New Standard in Quality Education Section Review q q q q q q Pictures and Logo’s Hyperlinks Lines / Boxes Charting Mapping Function Report Style / Auto Arrange 152 The New Standard in Quality Education Extra Functionality Picture files can be embedded in report to give them a professional finish q Crystal supports bitmap BMP, jpeg JPG, tiff and png files q 153 The New Standard in Quality Education Extra Functionality q In the properties of the picture or any field a hyperlink can be set so when clicking on the logo it takes you directly to the web site 154 The New Standard in Quality Education Extra Functionality 155 The New Standard in Quality Education Lines and Boxes q These extra formatting tools are available from the insert menu 156 The New Standard in Quality Education Lines and Boxes 157 The New Standard in Quality Education Charting q q q Tool can be used to create professional looking graphs and charts that can be embedded into the Crystal report Drill down functionality can be used in conjuncture with charts Charting works on subtotal values in the report however the whole report can be suppressed with just the chart being visible The New Standard in Quality Education 158 Charting 159 The New Standard in Quality Education Charting 160 The New Standard in Quality Education Charting 161 The New Standard in Quality Education Mapping q If you report works with geographical data then there is also an option to map this data 162 The New Standard in Quality Education Mapping 163 The New Standard in Quality Education Charting and Mapping q Once you have a chart of map inserted into your report you then have the analyzer drop down menu that provides the formatting and functionality options of the map or chart 164 The New Standard in Quality Education Report Style / Auto Arrange q q Used to provide quick formatting to a report Make sure you save the report before running this function as you can’t undo 165 The New Standard in Quality Education Report Style / Auto Arrange 166 The New Standard in Quality Education Report Style q q For examples of report styling check out Crystal Web Site or the demo reports that are installed with Crystal There is also a section in your binders that shows a few of the reports that have been designed by Scala 167 The New Standard in Quality Education Section Overview q q q q q q Pictures and Logo’s Hyperlinks Lines / Boxes Charting Mapping Function Report Style / Auto Arrange 168 The New Standard in Quality Education Exercise Exercise 7 The New Standard in Quality Education Running Reports Section 9 The New Standard in Quality Education Section Overview q q q q q Exporting What is compilation and Distribution? Compiling Report Distribution Expert Web Reporting 171 The New Standard in Quality Education Exporting q q Crystal has links with other software including excel, adobe, HTML, RTF, text and XML To export report file | print | export or 172 The New Standard in Quality Education Exporting q The report can also be emailed or saved to an exchange or lotus notes folder for publication 173 The New Standard in Quality Education What is Compilation? q q q Reports can be saved as an executable Report users then need no knowledge of Crystal design tools they can just run the report Selection terms or parameters can be changed 174 The New Standard in Quality Education Compiling q q q Historically Seagate software has included the compiling and distributing tool as part of the standard product In Version 8 & 8.5 this tool was replaced by web reporting however due to demand they included an update to the product which can be downloaded at http://www.crystaldecisions.com/ The New Standard in Quality Education 175 Compiling q Select compile report from report menu 176 The New Standard in Quality Education Compiling q Brings up compile box File name No q Click OK to compile The New Standard in Quality Education 177 Compiling q Users can run compiled reports only if they have crystal reports installed on their workstation 178 The New Standard in Quality Education Compiling Defaults to refresh if no data saved with report 179 The New Standard in Quality Education Report Distribution Expert q q q Can be used where user does not have Crystal installed Copies program files that report needs to run. Users who run report will need to ODBC connection to the Scala Database set-up 180 The New Standard in Quality Education Report Distribution Expert Can Distribute more that one report at a time Indicate shared destination directory 181 The New Standard in Quality Education Report Distribution Expert q q q This expert will then run the report in the background and prepare a list of dll’s it needs to run the report. It warns about ODBC components but doesn’t include them You can adjust the included dll’s but this is not recommended Then click on build which produces a setup.exe file which then needs to be run on clients The New Standard in Quality Education 182 Web Reporting q q q Crystal Version 8.5 requires crystal enterprise in order to run web reports If you purchased the Professional or Developer edition of Crystal Reports, then you also received the Crystal Enterprise Standard CD, along with five free concurrent access licenses of Crystal Enterprise Standard. More information is available on the fact sheet The New Standard in Quality Education 183 Web Reporting q q Scala’s new product iScala Web reporter uses Crystal enterprise technology Crystal enterprise is not currently included in this course 184 The New Standard in Quality Education Section Review q q q q q Exporting What is compilation Compiling Report Distribution Expert Web Reporting 185 The New Standard in Quality Education Exercise Exercise 8 The New Standard in Quality Education Database Features Section 11 The New Standard in Quality Education Section Overview q q q q q Crystal Report Functions Crystal Data Dictionaries Crystal SQL Designer SQL Views Scala SQL View Manager 188 The New Standard in Quality Education Crystal Report Functions q q SQL query produced automatically when building the report This query can be viewed and manually edited in Crystal reports 189 The New Standard in Quality Education Crystal Report Functions 190 The New Standard in Quality Education Verifying Database q If database is changed while user is connected in Crystal need to run function in order to update Crystal 191 The New Standard in Quality Education Crystal Data Dictionaries q q Modify ODBC connection to make it more user friendly Can be used to restrict access to tables however this should be done through security in SQL server 192 The New Standard in Quality Education Crystal Data Dictionaries q Start | programs | Seagate crystal report tools | Crystal dictionaries 193 The New Standard in Quality Education Crystal Data Dictionaries 194 The New Standard in Quality Education Crystal Data Dictionaries 195 The New Standard in Quality Education Crystal SQL Designer q q q q q Used for Querying data Primitive Report Accesses data through ODBC Allows the Use of Structured Query Language script for speed Can be used by Crystal report for data source however cannot use any other source in conjecture with it 196 The New Standard in Quality Education Crystal SQL Designer 197 The New Standard in Quality Education Crystal SQL Designer 198 The New Standard in Quality Education Crystal SQL Designer 199 The New Standard in Quality Education Crystal SQL Designer 200 The New Standard in Quality Education Database Features 201 The New Standard in Quality Education SQL Views q q q Can only be written by a system manager of the SQL server Similar in design to Crystal SQL designer however far more powerful Are important for reporting in certain area of Scala as they cut down the number of sub-reports needed and cut down on complexity of report 202 The New Standard in Quality Education SQL Views q q Improve Crystal report performance as sorting and linking completed on the server Need access to SQL enterprise manager in order to build views 203 The New Standard in Quality Education SQL Views 204 The New Standard in Quality Education SQL Views Tables and Linking Select Columns sorting and criteria SQL Query Result Set 205 The New Standard in Quality Education SQL Views 206 The New Standard in Quality Education SQL Views q SQL Views are particularly useful for – Creating Alias for column names » E.g. SL01001 = Customer Code – – – Changing data types for Columns Working with tables SY24 general code file and SL23 payment / delivery terms Working with General ledger transaction file GL06 which contains a binary field type for transaction type 207 The New Standard in Quality Education Scala SQL view Manager q Include on the application CD – Convert\SQL view manager.exe q Translates column numbers into meaningful names by the way of creating SQL views for each table 208 The New Standard in Quality Education Scala SQL view Manager 209 The New Standard in Quality Education Scala SQL view Manager 210 The New Standard in Quality Education Scala SQL view Manager 211 The New Standard in Quality Education Scala SQL view Manager q q q Views need to be created for each company Recreate views when a new financial year is created in Scala Recreate views when a service release is applied to Scala 212 The New Standard in Quality Education Section Review q q q q q Crystal Report Functions Crystal Data Dictionaries Crystal SQL Designer SQL Views Scala SQL View Manager 213 The New Standard in Quality Education Exercise Exercise 9 The New Standard in Quality Education Report Experts Section 11 Optional The New Standard in Quality Education Section Overview q q q q q q q q Standard Form Letter Form Cross-Tab Sub-Report Mail Label Drill Down OLAP The New Standard in Quality Education 216 Report Experts 217 The New Standard in Quality Education Report Experts q q q Drill down report created by hiding sections Mail Label Report – Self Explanatory OLAP report (On-Line Analytical Processing). – – – Uses cubes of data to report on Cubes Create with SQL server Advanced Technique 218 The New Standard in Quality Education Form Report q q q Form report asks for bitmaps for different sections of report. These bitmaps need to be created first outside Crystal An example of a report using Form expert is in Section 6 of the course binders Get Similar result inserting pictures into sections The New Standard in Quality Education 219 Form Letter q q q q Used for sending out letters with data from database Design the report as usual getting the basis or the report together with the Expert Example in Section 6 of Course Binders Form Letter creates one large text block per section 220 The New Standard in Quality Education Form Letter 221 The New Standard in Quality Education Form Letter 222 The New Standard in Quality Education Cross Tab q q q Cross Tab combines the use or rows and columns along with a summarized field Expert creates the cross tab in report header section Example of Cross Tab in section 6 of the course binders 223 The New Standard in Quality Education Cross Tab 224 The New Standard in Quality Education Cross Tab Summarized field format 225 The New Standard in Quality Education Cross Tab 226 The New Standard in Quality Education Sub Report q q q q Can be used to combine any two reports together Example In Section 6 of Course Binders A Sub report can be entered into an existing report using the function on the insert menu Sub Reports can be linked using a common element ( parameter field ) The New Standard in Quality Education 227 Sub Report 228 The New Standard in Quality Education Sub Report 229 The New Standard in Quality Education Sub Report q q q The sub report is inserted into a section on the main report and is run every time that section occurs The sub Report is an advanced technique but can provide good results. Data can be passed from the sub report to the main report by the use of variables 230 The New Standard in Quality Education Section Review q q q q q q q q Standard Form Letter Form Cross-Tab Sub-Report Mail Label Top N OLAP The New Standard in Quality Education 231 Exercise Exercise 10 The New Standard in Quality Education Appendices The New Standard in Quality Education Appendix A Section 14 Reporting on Accounting Strings The New Standard in Quality Education Accounting Strings q q q In Scala 5 accounts cost centres etc are not in separate fields they are held in one long field. Therefore to produce reports you may need to Separate this field into each dimension. Before you start you need to know the exact length of each dimension The New Standard in Quality Education 235 Accounting Strings To separate accounting string you will need to use formulas 236 The New Standard in Quality Education Accounting Strings 237 The New Standard in Quality Education Accounting Strings q q If account code is longer than 6 just adjust the field values at end of formula Continue on like this for cost centre, product, project etc. 238 The New Standard in Quality Education Accounting Strings q q q You may get problems with the previous formula if you are using alpha numeric cost centres, products or projects. As we have seen before these does not convert to a number If this is the case then use the next formula The New Standard in Quality Education 239 Accounting Strings 240 The New Standard in Quality Education Accounting Strings 241 The New Standard in Quality Education Accounting Strings The trim function does exactly what it says it trims a field down to the lengths controlled by the square brackets []. 242 The New Standard in Quality Education Exercise Exercise 11 The New Standard in Quality Education Appendix B Converting Reports from Btrieve to SQL The New Standard in Quality Education Crystal Reports q q Converting report from BTR to SQL Open up the crystal report and select convert database driver from the database drop down menu 245 The New Standard in Quality Education Crystal Reports q Select the correct data source 246 The New Standard in Quality Education Crystal Reports q Then get error as below – Solution set location of data files in database drop down menu (remove the .dat at the end) 247 The New Standard in Quality Education Crystal Report 248 The New Standard in Quality Education Crystal Reports q q q Map the fields across to the SQL database The SQL database holds all field names as numbers e.g. SC01001 for stock code. Therefore use the scala5eu.mdb database to lookup the correct field codes for field names Alternatively create views from the SQL database using the SQL view manager and map your fields to theses The New Standard in Quality Education 249 Crystal Reports 250 The New Standard in Quality Education Crystal Reports q q q Once all data files are mapped across check the visual linking expert for the correct file linking Then run report. The report will probably give errors due to the different types of field type e.g. Numbers are formatted as numbers in SQL not as strings Then check report is returning the same information / totals The New Standard in Quality Education 251 Btrieve 252 The New Standard in Quality Education Btrieve Data Tables 253 The New Standard in Quality Education Data File Structure Btrieve Scala5 DAT GL PL GL06ccyy.DAT cc = Company Code yy = Financial Year The New Standard in Quality Education 254 Btrieve DDF Files Description of files, fields, indexes Gives location of Data Btrieve Information database Scala5 File.ddf Field.ddf Index.ddf 255 The New Standard in Quality Education Crystal Report Errors Click Click The New Standard in Quality Education 256 Crystal Report Errors Click Solution – Set Location of Scala’s data files 257 The New Standard in Quality Education Set Location 258 The New Standard in Quality Education Set Location Set Location Select File Location 259 The New Standard in Quality Education Set Location q q The setting of location only needs to be done once. Each subsequent time the report is ran Crystal will find the data. 260 The New Standard in Quality Education DDF Builder q q Scala 5.1 Btrieve does not come with the data dictionary files (DDF) these files need to be created using a program called Scala DDF Builder The Scala DDF Builder can create DDF’s for companies, years and modules 261 The New Standard in Quality Education Crystal Reports q To install DDF Builder 262 The New Standard in Quality Education Crystal Reports 263 The New Standard in Quality Education Crystal Reports 264 The New Standard in Quality Education Crystal Reports 265 The New Standard in Quality Education Crystal Reports 266 The New Standard in Quality Education Crystal Reports 267 The New Standard in Quality Education Crystal Reports 268 The New Standard in Quality Education Crystal Reports 269 The New Standard in Quality Education Crystal Reports 270 The New Standard in Quality Education Crystal Reports 271 The New Standard in Quality Education Crystal Reports 272 The New Standard in Quality Education Crystal Reports 273 The New Standard in Quality Education Crystal Reports 274 The New Standard in Quality Education Crystal Reports 275 The New Standard in Quality Education Crystal Reports 276 The New Standard in Quality Education Crystal Reports q Help for DDF builder – If you install DDF builder to the Default location help can be found in » C:\program files\DDFstart\ddfbuilder.hlp q q At year end you can add the next years DDF files to you current files This program saves a lot of time over smithware DDF builder although it is not as reliable The New Standard in Quality Education 277