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. Or, you can 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, and
• “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.
• Check-boxes --  Use Tab to move to a check-box, then press the spacebar to select for 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 check boxes to select detailed information on the report.  You will see:
  • Include Negated Transactions -- used on invoice reports.  When selected, this option will include original invoice items and the reversal items.
  • W/Allocation Detail -- used when selected, will include detail regarding how the transaction is applied.  For instance, for payments, what invoice(s) each payment was applied to.
  • Expanded Detail -- used when selected, will include detailed information.

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

Sorting & Grouping Records in a Report

Most Successware reports allow you to sort or group the output based on fields used to generate the report.

To sort or group fields in a report:

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

The Choices Dialog opens 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 (sequence), 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	Select to send the report to the printer
Preview	Select to send the report to the screen (you can select to print from the Preview screen).
Export	Select to send the report to a text file.
Marketing List	When available, select to use the report to create a marketing list that can be printed (including labels) or exported into an ASCii file.

Print Preview

The Print Preview screen allows you to view, on the screen, 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 pages 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.
	To close the Print Preview

Exporting a Report

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

By default, the system will save the file in the My Documents folder.  To save the file in another location, use the Save in drop-down list, or go to the folder you want.  Then, enter the file name and click Save.

Creating a Marketing List

1. Select the report and complete the selection fields as you normally would.
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.

NOTE:  Refer to the guidelines for importing the file to the program in which you will be using the ASCii file to determine whether you will need comma or tab delimiters and whether you will need the quote fields.

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 may check (or un-check) to 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. C:\Agreement1.txt).  The file then can be opened with Excel or used to merge with a Word document.

Reports Available

Available Report Listing

Using the conventions that are covered in this topic, you can print the following reports for jobs/calls, agreements and invoices (reports accompanied by the Marketing icon  can be output to a Marketing List report).

Accounts Payable Reports

Report Type	Description
1099 Report	Reports vendor payments to 1099 vendors.  Can include allocation detail.
1099MISC	Prints end of year 1099-MISC forms for IRS submission on approved pre-printed forms.
A/P Aging	Payables information for All or only open items by aging category.  Can be run for all aging categories or for only items over 30, 60, or 90 days in detail, summary or total only format.
A/P Invoice List	Invoice list can be printed for posted, un-posted, or all.  You can select to print by adjustment status (i.e. in adjust mode, has been adjusted, etc.)   Can include invoice and/or item detail and can include canceled invoices.
A/P Pending Payables Transactions	Includes un-posted invoices that have posted to the pending payables account.  You can print for a particular vendor, invoice or purchase order number.  Includes options to print invoice summary or summary only.
A/P Transactions	Select to print all types of transactions or specific types (payments, adjustments, and/or invoices).  Can include allocation detail and negated transactions.  For adjustments, you can select a specific adjustment code.
Item Distribution	List of purchased items that include the expense type, general ledger account number, amount, and invoice and job numbers.  Can select to include expanded detail which also includes GL Transaction IDs for the receipt and invoice.
Open Payables	Per vendor, reports payables information.  Can be run for all aging categories or for transactions that are over 30, 60 or 90 days old in detail, summary or total only format.  You can select to calculate balances using all allocations or only those in the selected date range.
Vendor List	Prints a list of vendors.  Can be run for only 1099 vendors.  Select to include expanded detail to include address and remit address for each vendor.

Accounts Receivable

Report Type	Description
A/R Aging	Per billing account, reports receivables by aging category.  Can be run for all aging categories or only items that are over 30, 60 or 90 days old.  Report can be run in detail, summary or total Only format and can be run for customer deposits only.
A/R Transactions	Select to print all types of transactions or select specific types to include on the report (payments, deposits, adjustments, finance charges and/or invoices).  Can include allocation detail and negated transactions.  For adjustments, you can select a specific adjustment code.
Open Receivables	Per billing account, reports receivables information.  Can be run for all aging categories or for transactions that are over 30, 60 or 90 days old in detail, summary or total only format.  You can select to calculate balances using all allocations or only those in the selected date range.  You can select to include billing account notes.

 Agreements

Report Type	Description
Agreement Anniversary	Per agreement, reports commissions to be paid for new and renewed agreements, and on anniversary dates for perpetual agreements.
Agreement Deferral Analysis	Per agreement, reports amount billed, used and deferred and deferral charges.
Agreement List	Prints agreements based on selection criteria for active and inactive agreements.  Can include equipment covered, customer location detail and number of visits.
Agreement Profitability	Per agreement, compares revenue vs. cost for maintenance, service or combined.
Agreement Reserve Analysis	Per agreement, service reserved, reserve charges and overcharges.
Agreements Due for Renewal	Lists agreements due for renewal in selected range.
Billings Due	Lists agreements with periodic billings due in the selected range.
Pending Agreement Renewals	Lists renewals that have been created but not activated.
Visits Due by Month	Can be printed in summary or detail to list visits due by month in a selected range.

AR Invoice Reports

Report Type	Description
Invoice Item Detail	Allow you to list all cost detail items that were recorded on the invoice.
Invoice List	List of invoices that can be printed using many selection options, i.e. completed calls that have un-posted invoices, can include invoice detail or only invoices greater than 0.00.
Sales Analysis	Summary report that lists % of total sale using different grouping options, i.e. by lead source or technician.
Sales Invoice Items	List of invoice items that can be used to report pay base, item detail or hours/cost/margin.
Sales Invoices	List of invoices that can include cost detail and profit margin.
Sales Tax	Can be run for all or only taxable sales and can be grouped by tax code or sub-code.

Commisions

Report Type	Description
Commissions Summary	Displays a summary of commissions earned by employee, pay period, job number or specific date range.

 

Equipment Reports

Report Type	Description
Equipment Comparison List	Allows for the display of locations that have certain equipment of varying ages and compare that against other locations. In addition this multi purpose report allows you to search by service types performed
Equipment List	Allows for the display of equipment by location
Warranty Expirations	Allows you to create a list of Warranty expirations based on date, equipment and warranty criteria
Warranty Reserve Analysis	Allow for the display of warranty reserve transactions.

Financial Reports

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

Report Type	Description
Balance Sheet	Prints Balance sheet by period. Can select to expand sub-account detail.
Chart of Accounts	Prints the Chart of Accounts. Can select to include sub-accounts.
Check Register	Lists account register items.  Can select item types of deposits, withdrawals or adjustments for transaction types of adjust, BNKDEP, check, CSHDEP, CSHKPT, CSHOUT, RECPT, WRTOFF, XFRIN, and XFROUT.  Can select to include cleared, not cleared or all transactions.
GL Transactions	Lists posted general ledger transactions.  Can select a specific origin or origins and use filters to select a specific department, account #, sub-account, reference ID or transaction ID.
Income Statement	Can be run for a period or group of periods for all departments, selected departments combined, or Selected departments separately.  sales and taxes can be summarized, or printed in detail.  Can select to show account numbers and/or expand sub-accounts.  All department and combined department reports can be run as a comparative report to compare periods or groups of periods.
Statement of Cash Flows	Displays net income and all adjustments to reconcile net income to net cash provided by operations. The report is formatted to display by GL account and can be run for any fiscal period.
Trial Balance	Can be run for all or a selected account.  You can select to expand detail for account (transactions), sub-account, or department.

 

Inventory Control

Report Type	Description
Inventory Movement	Lists all Inventory movement transactions for stocked or all parts. Can be displayed based on quantity or dollar value for any date range.
Inventory Transactions	Lists all Inventory transactions posted in a specified date range
Part List	Allows for the listing of parts by multiple filters and criteria
Part Valuation	Allows you to see the value of items in inventory
Warehouse Stock List	Creates lists of items as well as number on hand by warehouse
Warehouse Stock Valuation	Total valuation of stock items by warehouse

 

Job/Call Reports

Report Type	Description
Assignments	Lists call assigned to technicians, includes progress and duration information.
Callbacks	Summary or detail report that lists original call, callback back and includes cost and sale information.
Calls	Lists calls using date and other selection fields, can be used to track happy calls (follow-up calls).
Job Happy Check	Lists jobs that require Happy Check or jobs with Happy Checks completed along with detailed information.
Job Permits	Lists jobs that require permits or have permits in any stage.
Jobs Taken/Booked	Job list includes job and/or customer lead source.
Permit Stages	Lists permits by current stage for any date range.
Sales Call Sheets	Allows for the printing of Sales call sheets by date range (Sales Call Sheet is equivalent to a Work order for a service call)
Time Card Report	Timecard entries, can be grouped by date, department or city.
Work Orders	Can print a work order list or batch work orders.

 

Management Reports

Report Type	Description
Invoice Scorecard	The Invoice Scorecard report allows you to review a number of figures related to posted invoices for the date ranges (based on invoice date). 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	The Job Cost Analysis reports allows you to display 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)	Job Scorecard report with Project job information included.
Job Summary Analysis	Generates summary total information about jobs performed within a specified date range
Management Comparison	Allows for the comparison of certain job information between two specified dates ranges
Sales Tracking	Allows for the generation of information about sales calls in a specified date range
Technician Productivity	Allow for the tracking of the productivity of technicians based upon timecard entries, job information, revenue and a number of other factors
Work in Progress	Displays cost, invoice billings and gross profit information for project work that is in progress.

 

Marketing

Report Type	Description
Customer Opportunities	Allow for the creation of a report based upon marketing opportunities that have been listed on customer accounts

 

Master Lists

Report Type	Description
Billing Customer List	List of billing accounts, can be printed only for accounts with multiple locations.
Employee List	Can include personnel, job, hire/pay and/or miscellaneous information.
Location History	Lists job history for each location within selected range.
Service Location List	Can select by date added to system and includes options for agreements and history, can be run by lead source.

 

Miscellaneous

Report Type	Description
Agent Notifications	Displays notifications from third party applications which may access Successware.
Phone Call Report	Report of incoming telephone calls, includes lead source, reason, and taken by information. You can select to include or exclude sales calls and can run the report for concerns.  Select expanded detail to see all notes, including concern resolution.

 

Payroll

Report Type	Description
Deferred Wages	Shows wages that were earned in one payroll period prior but have been or will be released in a future period
Miscellaneous Wage	Will optionally show hourly wages, piece rate wages and/or commissions.
Payroll Period Summary	Generates a Payroll summary by selected payroll period
Wage Source Report	Allows for display of wage information for selected employees for a selected payroll period
Wage Summary Listing	List of all earning employee within a specified date range. Can be limited by employee code or employee type

 

Purchasing

Report Type	Description
Item List	Allows for the printing of items that are in the PriceBook
PriceBook	Opens the PriceBook printing dialog box
Product Guide	Allows for the printing of item lists that have As-task information recorded in the PriceBook
Purchase Order Item Status	Reports the status and amount of purchases by item.
Purchase Order Status	Reports the status and amounts of purchase orders.  Can select a specific job, vendor invoice number, or purchase order number.  Can select to include all status P.O.s or specific statuses (ordered, partially received, fully received and/or closed).  Can include canceled purchase orders.
Receipt/Invoice Integrity Report	Compares AP invoices to POs by PO number and numbers on those POs by item number looking for discrepancy