Reports: General - Queue
After a report or query has been run, it is placed into a holding queue for viewing, printing, or exporting. Reports remain in this queue until you delete them.
Each print queue entry contains information for when it was run, how many ALMSys database records were created for the report, the date range used for the report, and the internal link name that ALMSys uses to link to reports.
It is important for you to understand that ALMSys does not keep an image of the report in the print queue; it only stores data records. When you view the report or data, ALMSys sorts it into the default sort order for that report. When viewing as a report, you can override the soft sort on the report.
On the left panel of the screen there is a "View Queue Entry" box with buttons. There are three buttons that might appear:
Report, This will show you the ALMSys predefined report. Sorting may be overridden before viewing the report. A report may be printed or exported in a PDF format from with the report viewer.
Spreadsheet: This will show you a spreadsheet of the data. If you wish to sort this differently than the default sort, then use the spreadsheet's sorting features to accomplish this.
Data Grid: This will take all of the data extracted for the report and show it to you in a raw data format. You may sort this data by clicking on any of the column headings shown in the resulting grid.
Special Spreadsheet: This will create a specially formatted spreadsheet for this report.
Export as PDF: This will export the queue entry as a PDF file and then open it up for viewing.
Overriding the Sort Fields
Report "Soft Sort" fields may be overridden. Click the Override Sort or Sort Overridden button to view and edit the sort override fields.
This will take an existing report in the print queue and limit it to a specific group ID. Groups are defined on the Account - Name / Address screen.
In the Select Group box, select the group ID from the list. All defined groups will appear in the list.
There are two actions which may be taken:
1. You may create a report for the group selected.
2. You may create a report for everything EXCEPT the group selected.
Click Create Report to create the new report. The new report will be placed as the last report in the print queue. It will contain the same name as the report you requeried, but will begin the name of the group in parenthesis.
Margins / Criteria
This is used to control the margins and selection criteria of a report that was defined by ALMSys.
To use the default value for any margin, set it to negative one (1.0000). To use default values for all margins, check the box provided.
Margins are measured in inches.
To adjust the margins for a report, follow these steps:
1. If the Use Report Margins box is checked, uncheck it.
2. Press the Retrieve from Report Template button. This will get the current margin values from the report itself.
3. Adjust the margins as needed and click the Save & Exit button to save your changes.
The new margins will be remembered the next time this report is viewed.
Selection Ctiteria Page
PLEASE seek support when using this page. The Selection Criteria page is used to control the record selection criteria for a report. In other words, you can further limit the records that show up on a report. (Note: Selection criteria uses standard SQL commands and syntax.) In order to use this page, you must know the names of the ALMSys report fields. Only Support can help you with this.
A good example of when you would want to limit the records on a report is with the Delinquency Report. This report normally reports all leases that are at least one day delinquent. You can further limit this report to only view delinquencies that are 15 or more days delinquent. Follow these steps to accomplish this:
1. Retrieve what the report currently has for selection criteria by pressing the Retrieve from Report Template button. What you get back may look confusing and mathematical. It is the program logic that is used to control the records that appear on the report. (Note: Not all reports have selection criteria. It is common to have blank selection criteria.) For the Delinquency Report, you will get a line that looks like: Where (CalcDelqCat <> 0)
2. In our example, we want to see only those deals that are 15 days or greater delinquent. Press Enter at the end of the existing criteria line to add a new line. Then, type and (CalcDelqDays > 14) .
3. Click the Save & Exit button to save your changes.
After changing the selection criteria for a report, simply view the report to see the results. The selection criteria that you specify will remain in effect until you go back to the Report Options screen and remove the criteria.
Use the Use Report Default Criteria button to delete your selection criteria override for the report.
When you run your own query, the results are placed into the print queue. If you want to define a spreadsheet for this data, simply click the Spreadsheet button in the Spreadsheet Setup box in the left panel.
The spreadsheet screen has the following fields:
Spreadsheet Title: The name for the spreadsheet. This will appear in cell A1.
Ready for Spreadsheet Export: Check this box when your spreadsheet definitions have been completed.
Include Location Name in Heading: If your query contains the location name, then check this and it will appear in cell A2.
Show Start Date: This will show the starting date of the date range in the top spreadsheet row.
Show End Date: This will show the ending date of the date range in the top spreadsheet row.
Show Grand Totals: If your query contains the location name (and number), the spreadsheet will be show each location on a different tab. If you want a grand totals tab, then check this box and a summary of each location will be presented and tallied.
Separate Locations: This will create separate tabs for each location. (Only if "Combine Locations" is not turned on.)
Freeze Panes: You may specify the row and column on which to freeze the spreadsheet pane for scrolling. The row is typically set to the first data row.
Column for Counting Record: The data records will be counted using the "COUNTA" function. Normally, it will use the first column of data to count. In order to count properly, the column used must contain data on each and every line. It is recommended to use the customer's account number as the count column.
All available fields from your query are presented in the list below the data control fields. Only those fields that appear in the "Fields on Spreadsheet, In Order" box will be displayed on the spreadsheet. Double click on each field desired in the "Available Fields for Spreadsheet" list and they will be copied to the left box. You may use the contol buttons to arrange the fields in the order desired. If you wish to skip a column, then use the Add Column Skip button.
Each data field selected will appear on the spreadsheet in the order you specified, with column headings already provided. When you are done editing this screen, click on the Save & Exit button at the top of the window.
(Note: There is an administrative function which will allow you to control some of the overall report formatting. See Administrative: Report Formatting for more details.)
Printing Queue Entries
Any queue entry may be printed from the viewer. Additionally, there are two buttons above the queue grid to facilitate printing.
Deleting Queue Entries
There are three buttons provided for deleting queue entries no longer needed. Again, entries stay in your queue until you explicitly delete them. These buttons are at the top of the window and allow you to delete an individual entry, all that have the check box marked, and all entries. The latter two delete options will ask you to confirm your delete(s).
Moving Queue Entries
You may use the Move to Other User button to move either the indicated print queue entry or all print queue entries to a different ALMSys user.