Reports

Selecting the Output Destination _____________________________269

Customizing Reports _______________________________________289
Accounts Payable Sample Reports ___________________________307
Aged Payables (Forecast).........................................................308
Aged Payables (Past Due) .......................................................310
Approved to Pay .......................................................................312
Bank Reconciliation ..................................................................314
Cash Requirements...................................................................316
Check Register...........................................................................318
Credit Card Transactions.........................................................320
Discount Report ........................................................................322

Reports
Distribution by Value ...............................................................324
Inter-Company Transactions ..................................................326
Invoice Register.........................................................................328
Master AP Journal.....................................................................330
Multiple VAT Detail Report....................................................332
AP-PO Audit Trail ....................................................................336
PO Cost Variances ....................................................................334
Recurring Payables ...................................................................338
Remit-to Address ......................................................................342
Revaluation Projection Report ................................................340
Selected AP Journal ..................................................................344
Unbilled Receipts ......................................................................346
VAT Distribution ......................................................................348
Vendor File.................................................................................350
Labels and Inquiries________________________________________353
Labels ____________________________________________________369
Vendor Inquiries___________________________________________385
Reports
 Selecting the Output Destination ◆

Selecting the Output Destination

This section provides information on the following
topics:

• “Option Grids,” following

• “Displaying Reports” on page 271

• “Printing or Exporting Reports” on page 274

• “Setting up a Continuous-Forms Printer” on

page 287

Introduction
The option to print or display is available for all reports
and inquiries in Accounts Payable. You can indicate your
choice by selecting a command button, selecting an
option button, or clicking an icon.

☞ You can quit most printing routines by pressing <Esc>. If

you choose this option, the program closes all data files
to protect them from damage before returning you to
your previous location.

Option Grids
When you select a report from one of the submenus on
the Print menu, you see a report option grid which
defines the scope of the report. Detailed explanations of
each report’s options are found later in this chapter.

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Following is an example of a report option grid:

Producing a report is a three-step process.

1. Complete the option grid to produce the report you

want.

2. After completing the option grid, select Generate to

compile the information for the report according to
the option grid criteria.

3. After the program has assembled the data for the

report, choose the report output destination.

Click
• Preview to display the report on your screen.
• Print to send the report to a printer or save the
data to a disk file.
• Reenter to change your option grid responses.
• Modify to set up a customized report on a
company-specific level.

After the program prints or displays the report, you return

to the option grid. You can print and display the report as
many times as you like before exiting.

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Any time you change your responses on an option grid,

click Generate again to update the version of the report
that is stored for viewing. If there is no matching data
when you click Generate, you can still preview or print
the report. When no matching records are found, you see
the following message:

Click
• Yes to return to the report option grid and print or
preview the report, if desired.
• No to return to the report option grid and re-enter
modify your selections.

☞ The option to Print or Preview reports with no matching

data is not supported for check and label printing, or any
reports that require pre-printed forms.

Displaying Reports
Click Preview to display a report before you print. You
see the Report Preview dialog box:

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◆ Reports

Click:
• Native to view the report in Visual FoxPro format.
• PDF to view the report in PDF format.

☞ The PDF option only appears if you have a PDF Writer

configured (see the Message Master section in your
System Manager documentation for information on
configuing a PDF Writer), and Adobe Reader installed.
For more information on Adobe products, visit their
Web site at www.adobe.com.

• Text to view the report as a text file. When you exit

this view, you see a dialog box giving you the
option to save the report to a disk file.
• Cancel to return to the report option grid.

☞ When displaying reports, we recommend using the

Native or PDF formats for best results.

☞ When modifying reports, use the Preview option if you

are modifying the report directly from the report option
grid. Do not use Preview if you are modifying reports
using the Customize Forms/Reports menu options. For
example, do not use Preview if you are modifying a
report in System Manager using the Maintain
Customize Reports menu option.

You can look at entire pages to check the layout or zoom

in on a particular portion to check details. The window

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displays your report. A special toolbar offers quick

access to the following commands:

Toolbar
Description Action
icon

First Page Displays the first page of the

report.

Previous Displays the previous page.

Page

Go to Page Displays a page you specify.

Next Page Displays the next page.

Last Page Displays the last page of the

report.

Zoom Adjusts the magnification.

Close Returns you to the option grid.

Preview

You can also use the scroll bars to move forward and backward
through the report, or scroll right and left to see its entire width.

Clicking anywhere in the document window changes the

magnification. From the full-page view, the first click
zooms you in on the portion of the page you clicked on.
The second click returns you to the full-page view.

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Printing or Exporting Reports

After generating a report, click Print to choose an output
destination (for example, print or export data to a disk
file). The Print Destination dialog box appears:

Click
• Print to send output to the default printer. See
“Printing” on page 275.
• Print Range to select a page range to print. See
“Selecting a Print Range” on page 277 for more
information.
• Print and Fax/Email (available only when Message
Master is set up) to send output to the printer and
fax or e-mail the report. For more information, see
“Transmitting Documents” on page 279.
• Fax/Email Only (available only when Message
Master is set up) to fax or e-mail the report to
selected recipients. For more information, see
“Transmitting Documents” on page 279.
• Export to save the data as a spreadsheet or text. See
“Exporting” on page 284.

Under the Settings section, you see the following

options:

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Click
• Landscape to print the report in landscape
orientation.
• Portrait to print the report in portrait orientation.

☞ Pro Series currently supports standard letter (8.5” x 11”)

and A4 (8.27” x 11.69”) paper sizes for printing reports.

Papersize: Displays the paper size of the selected printer

or of the custom report if applicable. If the report is a
standard report (not custom) or you have not set up a
default printer or paper size, you can change the paper
size using the Print Setup option.

Default to Printer Paper Size: Check this box to set the

displayed paper size as the printer paper size for custom
reports. Only appears if you are printing a custom
report.

Click
• OK to print the report.
• Cancel to cancel printing and return to the report
option grid.
• Print Setup to go to the Windows Print Setup
dialog box. You can use it to set print job properties
or select another printer.

Printing
If you choose to print a report, Accounts Payable sends
the output to the default printer using the selected paper
size and orientation. If a report exceeds the required
printing width, the orientation is automatically set to
landscape.

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☞ You can exit most printing routines by pressing <Esc>.

Printing in A4 Format
Pro Series supports the A4 international format for
printing reports. If you want to print reports in the A4
(8.27” by 11.69”) paper size, you have several options:

• Select the custom size from Print Setup dialog box

(see the instructions following).

• Configure the workstation printer default setting to

A4.

• Create a custom report and change the paper size to

A4 and reformat the report as needed to fit on A4
paper.

To configure your printer for A4 format:

1. Click the Print Setup button on the Print Destination

dialog box. You see a dialog box similar to the
following:

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2. Click the arrow on the Size field drop-down list box

and select “A4” from the paper size options listed.

3. Click OK to accept the new page size. The Print

Destination dialog box now displays “A4
(210x297mm) as the Papersize.

Selecting a Print Range

The Print Range button on the Print dialog box allows
users to select a starting and ending page number when
printing reports.

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On the Print dialog box, click Print Range. You see the
following dialog box:

Print Range fields

Click
• All to print all the pages of the report.
• Pages from and to and enter a specific page range
to print.

☞ The Print Range option is disabled if you are printing

Report Sets.

The Print Range option is not available on reports where

multiple copies are an option, such as PO Print
Blanket Orders, or AR Print Customer Statement, or
on reports that are run as a one-time process, such as
AP Print Checks.

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Transmitting Documents
If you have Message Master and click Print and Fax/
Email or Fax/Email Only, you see the Document
Transmission dialog box:

You see the following fields in the Document

Transmission dialog box:

Sender: Displays the name appearing on the fax or e-

mail as the sender of the document. A default value for
this can be set when you configure Message Master. If no
default exists, the user’s name as it appears in the User
file displays.

Default Attachment: To attach binary files, such as

word processing documents, to Message Master faxes or
e-mails, enter the file name. A default for this field can
also be established when you configure Message Master.
Attachments can be specified on a recipient-by-recipient
basis.

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◆ Reports

☞ Fax attachments require that you register the file type in

Windows and install the relevant application (Microsoft
Word, and so on) so that the attachment can be
rasterized into a fax image by the fax client.

If you use a fax client that does not support attachments,

this field is inactive.

Default Fax Time: The default fax time, computed

based on the relevant setting you established when you
configured Message Master. A fax time can also be set on
a recipient-by-recipient basis. If running in Document
Batch mode, faxing is set at least fifteen minutes in
advance to prevent performance conflicts between
ACCPAC and the fax client. This setting has no effect on
e-mail.

Recipients: Displays the recipients established for the

current document, if any. Only memory limits the
number of recipients you can enter. If the probable
recipient can be identified, Message Master displays a
default recipient. For example, if you print a customer
statement, Message Master uses the associated customer
as the default recipient. For general reports for which
Message Master cannot determine a default recipient,
you can add one or more as needed.

If you have not established any recipients, click the Add

button at the bottom of the dialog box.

You see the following prompt:

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Select
• Customer File to copy recipient information from
the Customer file.
• Ship-To File to copy recipient information from the
Customer Ship-to file.
• Vendor File to copy recipient information from the
Vendor file.
• Manual Entry to enter recipient information
manually.

You see the Recipient dialog box:

You see the following fields in the Recipient dialog box:

Name: Displays the name of the recipient. For recipients

copied in from a Master file, this displays the Contact
field value.

Company: Displays the recipient’s company. For

recipients copied in from a Master file, this displays the
Company field value.

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◆ Reports

Fax #: Displays the recipient’s fax number. For recipients

copied in from a Master file, this displays the Faxno field
value.

E-mail Address: Displays the recipient’s e-mail address.

For Internet addresses, the format would typically be
name@servername. For recipients copied in from a
Master file, this displays the Email field value.

Delivery Method: Can be set to Fax or Email. The

default is determined by the Message Master
configuration record.

Fax Time: Displays the time a fax will be sent. The

program calculates this value based on the Message
Master configuration.

Subject: Displays the name of the document being sent.

The subject line appears on the fax cover page if you use
cover pages, or in the Subject field of the resulting e-
mail message.

Message Note: Enter a note to appear on the fax cover

page if you use cover pages, or in the body of the
resulting e-mail preceding the text of the report or form
being sent.

☞ If you use fax clients that do not support cover page

settings, this field is inactive.

Attachment: You can attach binary files, such as word

processing documents, to Message Master faxes or e-
mails. To attach a file for the current recipient, enter the
file name here or click the Search icon. You can set a
default attachment in the Default Attach field of the

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Document Transmission dialog box, which can be set to a

default value when you configure Message Master.

When you finish entering recipient information, click

Save.

You see the Document Transmission dialog box with

recipient information displayed in the Recipients field.

☞ Fax attachments require that you register the file type in

Windows and install the relevant application (Microsoft
Word, Excel, and so on) so that the attachment can be
rasterized into a fax image by the fax client.

If you are using a fax client that does not support

attachments, this field is inactive.

You see the following command buttons at the bottom of

the dialog box:

Click
• Add to enter additional recipients.
• Edit to change recipient information.
• Delete to delete a recipient.

You see two command buttons at the top of the dialog

box.

To send the current document, click

To cancel, click

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Exporting
If you click Export on the Print/Fax/Email dialog box,
you see the Select Export Type dialog box:

You see the following fields in the Select Export Type

dialog box:

Export Type: Select the application to which you are

exporting— ASCII delimited, text, XML or HTML
document format, Adobe Acrobat format, or Microsoft
Excel.

☞ Excel version 5.0 or greater is required. If you are

exporting Visual FoxPro data, there is a record limit of
16,000. Some reports cannot be exported to Excel format.
For more information, see the Program Summaries
chapter in your Technical Reference.

☞ Pro Series provides a text file listing all of the reports

that can be exported to Microsoft Excel. The file is named
FRXEXPRT.TXT, and is located in the main program
directory (for example, C:\Pro72\).

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Export File Name: Enter the name of the output file you
want to create.

Select OK to export the data in a format that can be used

by the application you specified.

For example, if you use this option to export a report to

an Excel file named “REPORT.XLS,” you can then start
Excel, and open REPORT.XLS from within Excel.

☞ To modify data in General Ledger budgets, import/

export data in Lotus 123 format, make changes to the
spreadsheet, and import it back into General Ledger.

If you export a report to a text file, the width of the file is

partially dependent on the orientation of the currently
selected printer.

For normal spacing, make sure that the printer is set to

portrait orientation before exporting to text. For a wider
report, set the printer to landscape before exporting.

See “Customizing Reports” on page 289 for information

on modifying report forms.

☞ To view a report previously exported to Excel, use the

File Open option in Excel and select the report.

ASCII Delimited
The ASCII Delimited format is used to import data into a
program that does not support a .DBF format. You can

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only use the ASCII feature for reports that can be

exported in an Excel format.

☞ The ASCII Delimited export feature copies only the

primary tables used to create the report, so any fields on
the report that derive data from calculations will not be
exported. This results in a difference between the
exported information and the report.

☞ For more information on exporting reports, see your

System Manager documentation.

HTML Format
HTML (Hypertext Markup Language) format enables
you to display your report on the Internet, or your
internal corporate information system, using Netscape,
Mosaic, Cello, or equivalent software. If you choose this
option, you see a third prompt for an optional
background file.

Export File Name: Enter the name of the file that you
want the report exported to. The file must have a
“.HTM” file extension.

XML Format
XML is fast becoming the industry standard for
transmitting data between programs. You can view
exported XML reports using your Internet browser by

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specifiying the XSLT file name. When you select XML,

you see the following dialog box:

Check Create Stylesheet template (XSLT) to create the

default Stylesheet template for the XML file.

Check Open Browser with XML data to view the XML

file after launching your Internet browser.

Setting up a Continuous-Forms Printer

Printers that use continuous forms normally perform a
form-feed at the end of the printable text for a page, and
by default, the form feed is to the bottom of an 11-inch
page. If this happens with seven-inch continuous forms
in the printer, the second and subsequent forms are not
aligned properly for printing.

For non-standard “short forms,” such as AP and Payroll

checks, and UPS COD tags, you need to set up a special
Windows printer for each non-standard form length,
defining an appropriate form length other than 11 inches.

To set up non-standard form lengths:

1. In Windows, add the printer, and in the Paper tab,

choose Custom.

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◆ Reports

2. In the User Defined Size screen, enter 850 for the

width, and 700 for the length. This sets a seven-inch
page length, using the default measurement units of
.01 inches. To set a three and one-half inch page
length, enter 350 for the length.

☞ To set up a shared printer for short forms on a network,

contact your network administrator.

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Customizing Reports
This section contains information on the following topics:

• “Creating Custom Reports” on page 290

• “The Visual FoxPro Report Designer” on page 298

Overview
Pro Series allows users to create multiple customized
versions of standard Pro Series reports. Using the
Customize Reports Maintenance options, you can save
specialized reports specific to a user or company, and
define filters to select which customized report to use
when printing or previewing.

Custom report features include:

• A treeview interface displaying the report hierarchy.

• User or company-specific filter options, or a free

filter option.

• Unlimited number of customized reports allowed.

• Report options grids display a drop-down list box of

available report forms to choose from, and the option
to create new reports.

• A unique sequence number is assigned to each

custom report form created.

• Option to enter a specific path/directory for storing

the custom report form.

• Flexible naming conventions.

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◆ Reports

☞ Reports that have been customized may not be available

for use in future versions or builds of ACCPAC Pro
Series.

Creating Custom Reports

Using the Custom Reports Maintenance treeview
interface, you can add, delete or modify a custom report.

☞ The standard/stock report fields are displayed on the

Customize Reports Maintenance screen are read-only.
You cannot modify Pro Series standard report form
information here.

There are two types of forms you can customize:

• Reports

• Forms (such as Invoices, Purchase Orders, Sales

Orders, or Statements)

Both forms and reports can be customized in System

Manager, using the Maintain Customize options. In
each application, you can customize reports from the
selected report option grid (such as AR Print
Transaction Reports Invoice Register), and forms
from the Customize option on the Maintain menu.

The following section describes using the Custom

Reports Maintenance screen that is accessed from
application report option grids.

To create a custom report, select a report from the

application Print menu (for example, Accounts

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 Customizing Reports ◆

Receivable Print Transaction Reports Invoice

Register). The report option grid is displayed:

Enter information in the option grid fields and click

Generate. The drop-down list box on the option grid
now displays all the report forms available for printing,
and the Organize... option that launches the Custom
Reports Maintenance screen.

The standard report form is listed first, followed by any

existing custom reports:

Report options
drop-down list

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◆ Reports

To create, modify or delete a custom report, click

Organize.... You see the Custom Report Maintenance
dialog box:

The standard report form is highlighted in the treeview

hierarchy displayed on the left of the screen. Click Add
to add a customized version of the report. Click Refresh
Branch to view the most current report hierarchy.

You see the following tabs in the Customize Reports

Maintenance dialog box:

• “Standard Report Tab,” below

• “Custom Report and Filters Tab” on page 294

• “Notes Tab” on page 297

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Standard Report Tab

The Standard Report tab displays the properties of the
selected Pro Series report form:

The information is for display only. You cannot edit the

Standard Report tab fields.

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◆ Reports

Custom Report and Filters Tab

When you click Add the Custom Report and Filters tab
is automatically selected:

You see the following fields in the Custom Report and

Filters tab of the Customize Reports Maintenance dialog
box:

Seq#: Enter a number between 1-9999. If more than one

custom version of the standard report is created, the
sequence number determines the order in which the
custom reports are listed in the drop-down box on the
report option grid, with the lowest number listed first.

If you enter a sequence number that is not unique, you

see the following dialog box:

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 Customizing Reports ◆

Click
• Yes to have the program automatically assign the
next unique sequence number.
• No to assign a different sequence number to the
report. You must assign a sequence number to
continue.

Custom Report: Enter a unique name of up to 40

characters in length for the custom report. Pro Series only
accepts alphanumeric characters and the underline (_)
symbol in this field.

Description: Enter a description for the custom report.

Report Path: Specify a directory path to save the custom

report in. You can specify any valid directory with write
permissions.

If you do not specify a path, you see a message similar to

the following:

Click
• Continue to use the path for containing your Pro
Series directory custom libraries.
• Reenter to enter a new directory path.

Orientation: Select an orientation for printing and/or

previewing the report. This field is scheduled for future
use.

Users: Select an option to make the report available for a

specific group of users or all users.

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◆ Reports

Select
• All to make the custom report form available for
all Pro Series users.
• Selection to make the custom report form available
for specific Pro Series users. Double-click on the
user you wish to select. An asterisk (*) appears next
to the user when selected.

Companies: Select an option to make the report

available for a specified group of companies or all
companies.

Select
• All to make the custom report form available for
all Pro Series companies.
• Selection to make the custom report form available
for a specific Pro Series company. Double-click on
the company you wish to select. An asterisk (*)
appears next to the company when selected.

Filter: Enter a free filter expression (it must be a valid

Visual FoxPro expression) to be evaluated before
printing or previewing the custom report. The
expression must evaluate to a logical true (.t.) for the
custom report to be available for selection on the report
option grid.

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Notes Tab
Click the Notes tab to add a note to the customized
report.

You see the following buttons on the Notes tab:

Date Stamp: Click this button or press <Alt+D> if you

want to include the date and the user ID of the person
entering the note.

Date & Time Stamp: Click this button or press <Alt+I>

if you want to include the date, time, and user ID of the
person entering the note.

Spell Check: (Only enabled if Microsoft Word is

installed) Click this button or press <Alt+H> to launch
Microsoft Word Spelling and Grammar check to identify
and correct any spelling errors in the note text.

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◆ Reports

The note window can contain unlimited, scrollable text.

If the text extends beyond the bottom of the window, use
the scroll bar on the window’s right border to move up
and down through the text. You can also move through
note text using <PgUp>, <PgDn>, and the arrow keys.

Click Save when you are finished entering information

in the Custom Report Maintenance dialog box. When
you save the report, Pro Series launches the Visual
FoxPro report designer. Use the report designer to make
any modifications to the report form, such as adding a
logo or rearranging the layout.

You can select from the following command button

options on the Custom Reports Maintenance dialog box:

Click
• Add to add a customized report.
• Edit to edit the information in the Custom Report
and Filter tab for the selected customized report.
• Delete to delete the selected customized report.
• Edit Report to launch the Visual FoxPro report
designer and edit the custom report.

The Visual FoxPro Report Designer

The Visual FoxPro Report Designer contains a variety of
tools that make it easy to modify your reports. For more
information about the Report Designer, see your
Microsoft Visual FoxPro documentation.

☞ Customizing report forms could alter export results

when exporting to external applications. See your
System Manager documentation for details.

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You see a standard Visual FoxPro report editor window,

where you can edit and move the report form fields.

You can add text or images (such as company logos) to

any report form.

☞ Avoid using the options on the right-click context

menus—some of these options may not work properly
with Pro Series reports—instead, use the options from
the pull-down menus in the form editor.

Before saving your changes, verify that the Printer

Environment option on the Report menu is selected (a
checkmark appears next to the menu option when it is
activated). This option must be selected in order to save
the customized report.

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◆ Reports

If the Printer Environment option is not active, when

you save a report, you see a message similar to the
following:

Click OK to return to the report designer and select the

Printer Environment option from the Report menu.

When you finish making changes to the report, press

<Ctrl-W> to save it. The program asks you to confirm
that you want to save your changes:

Click
• Save to save the custom report.
• Edit Again to return to the Visual FoxPro report
designer.
• Cancel to cancel your changes.

If you click Save, you see the following dialog box:

Click Yes to always print to the selected printer, or No to

choose a printer manually.

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Accounts Payable 301

◆ Reports

Inquiries
This section provides information on the following
topics:

• “Displaying Inquiries,” following

• “Printing Inquiries” on page 304

Introduction
Accounts Payable lets you display or print a variety of
information about vendors and the transactions affecting
inventory items while you are viewing the record or
inventory file.

Displaying Inquiries
To display a vendor inquiry, select Maintain Vendors.
You see the Vendor File Maintenance dialog box. In the
Vendor field, enter or select a vendor code. Click
Inquiry. You see the Vendor Inquiry dialog box.

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Vendor Inquiry Fields

You see the following fields in the Vendor Inquiry dialog
box:

Inquiry Type: Select the type of inquiry from the drop

down list box. Choose History, Payables, Checks and
Payments, Orders, or Receipts.

Depending on the inquiry type you choose, one or more

of the following fields may be available. On the
Destination option button below, click Display and then
select additional options as needed.

Destination: Choose whether to Display or Print this

inquiry. This option is available for all inquiries except
History.

Checks: Select the type of check you want to display.

Choose Active or Void. This option is available only if
you select the Checks and Payments inquiry type.

Period: Select the period to display or print. Choose

Current or History. This option is available only if you
select the Checks and Payments or Receipts inquiry
type.

Report Type: Select the report type to display or print.

Choose Summary or Detail. This option is available only
if you select the Orders inquiry type

Order Types: Select the type of order to display or print.

Choose All, PO’s, Bids, Returns, or Drop Ship. This
option is available only if you select the Orders inquiry
type

Click OK to display the inquiry, or click Cancel. See

“Vendor Inquiries” on page 385 for specific information
on each inquiry and its options.

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Printing Inquiries
To print a vendor inquiry, select Maintain Vendors.
You see the Vendor File Maintenance dialog box. In the
Vendno field, enter or select a vendor code. Click
Inquiry. You see the Vendor Inquiry dialog box:

In the Destination field, click Print. For more

information about the fields in this dialog box, see
“Displaying Inquiries” on page 302.

Click OK to print the inquiry. You see the following

dialog box:

304 ACCPAC Pro Series 7.3

 Inquiries ◆

Select
• Print Only to send output to the default printer.
• Print and Fax/Email (available only with Message
Master) to send output to the printer and fax or e-
mail the report.
• Fax/Email Only (available only with Message
Master) to fax or e-mail the report to selected
recipients.
• Export to save the data as a spreadsheet or text.
• Setup to go to the Windows Print Setup dialog box.
You can use it to set print job properties or select
another printer.
• Cancel to return to the Vendor Inquiry dialog box.

☞ You can choose to print to a disk file using the setup

option. However, you must first modify the printer’s
configuration in Windows to print to a file rather than to
a port.

Accounts Payable 305

◆ Reports

306 ACCPAC Pro Series 7.3