Adding a new Registered Document

To Register a new Document, the procedure is as follows:

1. Add [INS]
2. Code. Enter the code (brief description) for the new document.
3. Description. Enter the full description.
4. Type. Use the down arrow key to select the document type.
5. Save [F9]
6. Save [F9] again, as the Options are displayed.

To add a new Crystal Report record, follow the procedure listed below:

1. Quick Key <RDM>
2. Add [Ins]
3. Code. Enter in a short description of the title of the report.
4. Description. Enter a full description if required. It must not be left blank.
5. Type. Use the down arrow key to select “Crystal”.
6. Save [F9].

Once saved, a list of default specifications for the new report will appear. Edit the Value of any of the options by double clicking on the appropriate line. The two most important options are Report File and Data Extraction Options. If the value of these two options remains None, when you attempt to run this report, no data will be extracted.

To change these options, proceed as follows:

• Report File. This is the type of format the report will take. This format can be copied by selecting a report that already exists.

  Double Click on Report File. The available directory options will appear. Look in the Crystal folder and select the appropriate file name by clicking on it. This file will then appear in the File Name. Click on Open, and the file has been inserted into the Value Table for Report File.

• Data Extractions. Choose the whereabouts of the information necessary for the report. For example, particular types of transactions or customers.

  Double Click on Data Extractions. To the left are the groups of information that data can be extracted from. Select the appropriate group or groups by clicking to highlight.

  Add as appropriate.

  Click on OK when completed.

  Save. [F9].

  Close [Esc] when completed, or Edit [F2] if further changes need to be made.

Having now created the report, It needs to be able to be viewed so it can be selected and run. Add the report to the quickkey that normally store report selections. Suggested choices are:

• Report List <RL>
• Accounts Payable Report List <RLAP>
• Accounts Receivable Report List <RLAR>
• Cash Management Report List <RLCM>
• General Ledger Report List <RLGL>
• Inventory Report List <RLIM>
• Purchase Report List <RLP>
• Sales Report List <RLS>
• Warranty Report List <RLWR>

An example of a Report added into the Report List <RL> is demonstrated below:

REPORT LIST <RL>.

1. Click on Add/Rem [F9]. The documents available for selection will appear.
2. Select the appropriate report by clicking to highlight.
3. Add, then OK.

   (NB, The ability also exists to Add All, Remove or Remove All.)

4. Run (F10) the report to the printer or screen.