Classic - Printing Reports

Reports are generated from the Report Gallery.  You can access the Report Gallery by going to the Main Menu, clicking on Management, and then clicking on Report Gallery.

You can also access the Report Gallery by selecting the  icon from the toolbar.

Report features:

• Quick access to frequently used reports.
• Many reports can be output to marketing.
• “Sort by” and “Group by” options for different reports using the same data.

Using Report Gallery Filters

Use the Report Gallery filters to select the information you want to include, or exclude, on a report.

 

Filter Guidelines

• Dates - most reports include “from” and “thru” date fields to allow you to select a date range.  You can enter the desired dates or select from the calendar.
  
  • When entering dates, you do not need to use the / or – characters (i.e. 07/25/99 would be entered 072599).
    
  • To use the calendar, click on the calendar icon next to the data entry field.  Click on the date you wish to use, and press Enter.  Use the right and left arrows to move from month to month.
  • To run a report “as of” a certain date, leave the “From” date blank and enter the as of date in “Thru” date.
• Drop-down selection fields  Many of the filters include drop-down lists for your selection.  You may use the drop-down list or enter the information if you know it.
• Checkboxes  Use Tab to move to a checkbox, then press the spacebar to select items that you wish to choose for a report.  You may also click on the checkbox with the mouse.
• Radio buttons are used to select certain report options.
  
• Use Tab to move to the option group, then use the arrow keys to move to the desired option selection or use the mouse to click on the desired option.
• Other - Some reports will include checkboxes to select detailed information on the report:
  • Include Negated Transactions are used on invoice reports.  When selected, this option will include original invoice items and the reversal items.
  • W/Allocation Detail will include detail regarding how the transaction is applied.  For instance, for payments, what invoice(s) each payment was applied to.
  • Expanded Detail will include detailed information.

Note:  When entering filter information, you can use the % “wildcard”.  To select all items that begin with the letter A, you would enter “A%.”

Sorting & Grouping Records in a Report

Most Successware reports give you options to sort or group the results.

To sort or group fields in a report:

1. Click the Sort by or Group by icon to the left of the box.  

The Choices Dialog window will open with the columns Group Options and Group Chosen (for the Group by option) or Sort Options and Sort Chosen (for the Sort by option).

2. In the Group/Sort Options column, select the field(s) you wish to “sort” or “group” on, and press  to move the fields to the right-hand (Sort/Group Chosen column) or to move all fields to the right-hand column.  To select multiple options, hold down Ctrl while you select individual items, or Shift while you select consecutive items.
3. To place the selected fields in a particular order, select an item and use  or  to move that item up or down within the list.

4. To remove a field or all fields from the Group/Sort Chosen list, use  or , respectively.

Output Options

When printing Successware reports you have the following options:

Icon	Function
Print	Send the report to the printer.
Preview	View how the report will print. You can also print from the Preview screen.
Export	Generate the report as a text file.
Marketing List	When available, this option will create a marketing list that can be printed or exported into an ASCII (American Standard Code for Information Interchange) file.

Print Preview

The Print Preview screen allows you to view the results of the information that will be contained in a printed document such as a report.

From the Print Preview, you can navigate from page to page, change the zoom, and send the document to the printer.

To Generate a Print Preview:

• From any Report screen, click the Monitor button. 
• From a number of screens in Successware you can right click and select Preview <document>.

Button	Function
	To print the document, click the Printer button.
	To change the zoom, click the page size buttons or change the percentage listed.
	To navigate from page to page, use the right and lift pointing arrows or type in a page number and press Enter.
	Closes the Print Preview.

Exporting a Report

1. Select the file type.
2. Select the file.  This opens the Save As window.

Creating a Marketing List

1. Select the report and complete the selection fields.
2. Select the marketing list icon rather than the print or preview options.
3. Choose whether or not you want to include accounts that have been marked as Do-Not-Solicit.
4. This will open the Marketing List Detail form where you can make changes to the list and select whether you wish to print a list or labels, or create an export file.

Printing a Marketing List or Labels

Click Print from the Marketing List Detail form.

• You can print lists for Billing accounts only, Locations only, or Locations and Billing accounts.
• You can print labels for Billing accounts or Locations.
• The labels are formatted to print on 8 ½” x 11” sheets of 1” x 2 5/8” labels such as Avery 5160 labels.
• Choose Sorting and Grouping options as required.
• Choose the Print or Print Preview button to generate the report.

Creating an Export File

Click Export from the Marketing List Detail form.

1. Select the fields you wish to include in the export by double clicking on the fields or selecting them and clicking the right arrow.                                                                                           
2. Select whether you wish the file to be comma delimited or tab delimited.
3. Select if you want the fields to be encapsulated in quotes.
4. Click OK.  The system will prompt you to name the file.  Unless you specify a certain path, the system will save the file in the Marketing Lists folder in the Successware folder.

Creating a List of Favorites

You can enable instant access to frequently used reports by creating a drop-down list of these reports from the Report Gallery button.

1. Right-click on the appropriate report in the Report Gallery and select Add to Favorites.
2. When you select Report Gallery on the toolbar or in the Main Menu list, a drop-down list of your favorite reports appears.

Printing Grid Reports

Many of the forms in Successware allow you to print grid reports.  Grid reports give you the ability to print what you are currently viewing in the grid.  For instance, if you have used filters to view 1-year maintenance agreements that were created this year, you could print that list.

You can create grid reports from the following forms:

• Account Register
• Agreement Manager
• Customer History form (service history, equipment, agreements, marketing & opportunities grids)
• Inventory Manager
• Invoice Manager
• G/L Transaction Review
• Job Manager
• Payables Manager
• PriceBook
• Purchasing Manager
• Receivables Manager

Creating a Grid Report

1. Open the form and use the appropriate filters to display the records you wish to print.
2. Right-click and select Report.
3. The Grid Report form will open displaying all of the fields that are available for the report.  You can select the fields you wish to include on the report.  Use the Check All or UnCheck All options to check or un-check all field options.
4. Click OK to view the report.
5. If the report is correct and you wish to send the report to the printer, click the printer icon .

You can select the report option from some of the grids that will print the grid report without opening the Field Selection window.

Those reports are:

• Call Taking Review
• Item Cost Adjustment
• Warehouse Tag Manager

Note:  If you want to send the report to a file, select Print to file from the Windows Print screen and enter the name of the file you wish to create (i.e. Agreement1.txt).  The file then can be opened with Excel or used to merge with a Word document.

Report Gallery

The reports listed below are available in the Reporting Center, which can be found by going to:

Main Menu > Management > Report Gallery

Accounts Payable Reports

1099 Report

This report shows vendor payments to 1099 vendors.

1099MISC

This report prints end of year 1099-MISC forms for IRS submission on approved pre-printed forms.

A/P Aging

Aging Accounts Payable accounts can help you determine which vendors you should pay next. Aging accounts reads the open items' transaction date, compares them against the current date and then classifies the items as being 30, 60 or over 90 days overdue.

This report shows accounts with an open balance that are over 30 days old. If you want to bring account aging up to date prior to running the report, you can go to Age Accounts from the Payables Manager.

A/P Invoice List

This report produces a list of accounts payable invoices.

A/P Pending Payables Transactions

This report includes unposted invoices that have a posted receipt.

A/P Transactions

This report shows a list of all Accounts Payable transactions.

Item Distribution

This report shows a list of purchased items.

Open Payables

This report shows payables information for each vendor.

Vendor List

This report prints a list of vendors.

Accounts Receivable

A/R Aging

Once accounts with an open balance have remained unpaid for a certain amount of time, you will want to be able to identify those open items for the sake of pursuing payment as well as assigning finance charges. Aging accounts reads the open items' transaction date (either invoice date or adjustment date), compares them against the current date and then classifies the items as being 30, 60 or over 90 days overdue.

This report shows accounts with an open balance that are over 30 days old. If you want to bring account aging up to date prior to running the report, you can go to Age Accounts from the Receivables Manager.

A/R Transactions

This report allows you to view all types of accounts receivable transactions or select specific types, such as payments, deposits, adjustments, finance charges and/or invoices.

Open Receivables

This report shows accounts with open balances and notes how many days each is overdue.

Agreements

Agreement Anniversary

This report shows commissions to be paid for new and renewed agreements, and on anniversary dates for perpetual agreements.

Agreement Deferral Analysis

This report is useful if you are using Deferred Revenue for Maintenance Agreements. The Deferred Balance should match the Balance Sheet balance for the account.

Agreement List

This report shows a list of agreements that have been created.

Agreement Profitability

This report compares revenue against cost to show the profitability of your agreements.

Agreement Reserve Analysis

This report is useful if you are using Agreement Reserve for Service Agreements. The Reserve Balance should match the Balance Sheet balance for the account.

Agreements Due for Renewal

This report lists agreements that are due for renewal within a selected date range.

Billings Due

This report lists agreements that have periodic billings due within the selected date range.

Pending Agreement Renewals

This report lists renewals that have been created but are not yet activated.

Visits Due by Month

This report shows the agreement visits that are due by month within a timeframe.

AR Invoice Reports

Invoice Item Detail

This report shows all cost detail items that were recorded on the invoice.

Invoice List

This report provides a list of invoices within a date range.

Sales Analysis

Describes the revenue earned from sales calls across a period of time. This report is useful in narrowing down which kinds of targeted marketing are bringing in the most money. This is also a useful report in finding the Close Rates per Department.

Sales Invoice Items

This report details the total sales compared to costs over a period of time.

Sales Invoices

This report is helpful for pulling in Profit Loss Margin (PLM) data.

Sales Tax

This report shows sales tax amounts that have been included on invoices.

Commissions

Commissions Summary

This report displays a summary of commissions earned by employees over a period of time.

 

Equipment Reports

Equipment Comparison List

This report displays locations that have equipment of varying ages and compares that against other locations.

Equipment List

This can tell you the age of equipment and is a good marketing resource.

Refrigerant Leak Rate

This report shows the amount of refrigerant that has leaked over time for equipment where you are recording leak rate data.

Refrigerant Transactions

This report shows the amount of refrigerant that has been used and added in equipment where you are tracking refrigerant data.

Warranty Expirations

Allows you to create a list of Warranty expirations based on date, equipment and warranty criteria.

Warranty Reserve Analysis

This report shows a list of warranty reserve transactions.

Financial Reports

The Financial Report group includes General Ledger and Account Register reports.

Balance Sheet

This report will generate a list of all Assets and Liabilities for a period. Once all transactions that affect the fiscal period have been posted, you can generate a Balance Sheet for the fiscal period.

Chart of Accounts

This report shows the Chart of Accounts, which can also include sub accounts.

Check Register

This report shows uncleared transactions so you can reconcile the General Ledger account.

GL Transactions

This report will include any transactions that were posted to an account from an origin that should not affect your cash accounts. The most likely reason is a Journal Entry. After identifying the origin of the incorrect entry, you will correct the entry from the source in order to put the account in balance.

Income Statement

This report will show the total sales and customer refunds over a period of time.

Statement of Cash Flows

This report displays net income and all adjustments to reconcile net income to net cash. The report is formatted to show the results by General Ledger account.

Trial Balance

This report lists the ending balances of your general ledger accounts over a range of fiscal periods.

 

Inventory Control

Inventory Movement

This report lists the movement of inventory across your transactions.

Inventory Transactions

This report lists all inventory transactions posted within a specified date range.

Part List

This report shows a list of parts by multiple filters and criteria.

Part Valuation

This report shows the value of the items in your inventory.

Warehouse Stock List

This report shows the quantity of stocked items in each warehouse.

Warehouse Stock Valuation

This report shows the total valuation of stocked items in each warehouse. This is a useful report if you assign value to your inventory in Successware.

 

Job/Call Reports

Assignments

This report shows a summary of all assignments over a period of time.

Callbacks

This report shows the total number of call backs over a period of time, as well as sale and cost information related to those call backs.

Calls

This report lists calls using date and other selection fields. It can be used to track happy checks (follow-up calls).

Job Happy Check

This report lists the date of the last Happy Check, and any notes that were made during the check.

Job Permits

This report lists jobs that require permits or have permits in any stage.

Jobs Taken/Booked

This report lists jobs and customer lead sources.

Permit Stages

Lists permits by current stage for any date range.

Sales Call Sheets

Details the sales reports over a period of time, any notes that were made about the sales call, and the result of each call.

Time Card Report

This report shows employee timecard entries over a period of time.

Work Orders

This report can print a work order list or a batch of work orders.

Management Reports

Credits Scorecard

This report lists totals and averages of credits over two periods of time.

Invoice Scorecard

The Invoice Scorecard report allows you to review a number of figures related to posted invoices for the date ranges. The information contained in the in the Job Scorecard report is for the most part gathered from the AR Invoice form but also contains information from the Employee Timecard and the Job Summary form.

Job Cost Analysis

This report shows you the cost, sale, and margin information based upon posted, job-related transactions.

Job Scorecard

The Job Scorecard report allows you to review a number of figures related to Jobs completed in a specified date range. The information contained in the in the Job Scorecard report is gathered primarily from the Job Summary form and the employee's timecard.

Job Scorecard (plus Projects)

The Job Scorecard (plus Projects) report also includes information about projects.

Job Summary Analysis

This report summarizes the amount earned from jobs over a period of time. The report also includes data on opportunities and agreements.

Management Comparison

This report reviews different periods of activity for amounts billed, amounts collected, gross sales, and more. In this report, "p.agreement" is the abbreviation for Perpetual Agreements, and "t.agreement" is the abbreviation for Fixed Term Agreements.

Sales Tracking

This report allows you to generate information about sales calls in a specified date range.

Technician Productivity

This report can tell you how much money each technician is pulling in each hour.

Work in Progress

This is an invaluable report for companies utilizing the Project Management feature in Successware and could be run daily or weekly.

Marketing

Campaigns

This report lists the campaigns that have been added into Successware.

Customer Opportunities

This report shows marketing opportunities that have been listed on customer accounts.

Master Lists

Billing Customer List

This report shows all billing accounts that have been added within a defined date range. You can export this report to get a list of customer names and email addresses as well.

Employee List

This report shows a list of your employees.

Location History

This report lists the work history for each location within a selected date range.

Several filters offer you the option of using a percent sign (%) at the end of your query to include all results that have that string of letters in the search. For example, "Jo%" will return results for Jones, and Johnson.

Service Location List

This report shows a list of service locations.

Third Party Contract Plan Type List 

This report displays a list of third-party contract plan types.

Miscellaneous

Agent Notifications

This report displays notifications from third party applications which may access Successware.

Phone Call Report

This report shows incoming telephone calls and includes lead source, reason, and taken by information.

Payroll

Deferred Wages

This report shows wages that were earned in one payroll period prior but have been or will be released in a future period. If the employee had overtime in the payroll period the wages were earned in, then Successware will include those overtime calculations in the payroll period they are released.

Miscellaneous Wage

This report shows the income earned from jobs against miscellaneous wages paid to employees for the job.

Payroll Period Summary

This report generates a summary of how employees were paid over a period of time.

Wage Source Report

This report displays wage information for selected employees over a selected payroll period.

Wage Summary Listing

This report lists all employee earnings within a specified date range.

Purchasing

Item List

This report generates a list of items that are in the Pricebook.

PriceBook

This report opens the PriceBook printing dialog box.

Product Guide

This report shows items that have As-task information recorded in the Pricebook.

Purchase Order Item Status

This report displays either a summary or detailed list of items that have been ordered, received, and back ordered.

Purchase Order Status

This report shows the status of purchase orders and the total amount of each order.

Receipt/Invoice Integrity Report

This report looks for discrepancies by comparing Accounts Payable (AP) invoices to Purchase Orders (POs) by PO number and numbers on those POs by item number.