Set Options for Reports and Inquiries

Report and inquiry programs have options that allow you to customize the output to your preference or need. Other users of the same program can set different options. This means that their report or inquiry may be different from yours even though you are accessing the same data. If a report or inquiry does not contain the data you expect, be sure to check your options!

A few time-saving hints:

Use date shortcuts in selection criteria to eliminate the need to make changes to your selections.
If you frequently run the same PowerShift program with different sort and/or selection criteria, consider saving options and adding the reports to My Reports Menu launched from the Reports button (displayed on bottom line of PowerShift menu screens). For example: You can save separate sets of Sales Order Listing (OL) options to generate open backlog reports by date, by customer, by item, etc. then just click the Reports button to run the report with the appropriate preset options.
Consider scheduling reports to run at predetermined times so they are available when you need them; for example, at the start of each business day. Report output can be emailed as a PDF attachment or in-line HTML.

This procedure that follows assumes that you have accessed a report or inquiry program. There are four types of options, though not every program has all types:

Set Runtime Options
Set Sort Options
Set Selection Options
Set Program Options
Review Options

Set Runtime Options

Runtime options determine how a report or inquiry program outputs data.

Click the Runtime tab to set runtime options.

Note
The table below lists Runtime options; the specific options prompted are dependent on the type of program run.

Field Name	Type / Max Length	Action / Description
Output device	Optional 8 alphanumeric	Select the device you want to use when you click Print. You can output to email, a file, a fax device, printer or spooler, provided these devices set up in Output Device Maintenance.
Include options on printout?	Optional 1 alphanumeric	Select whether you want to include the Sort, Selection and Program options selected when you print the inquiry or report: N Do not show options Options are not printed Y Show options Show the options at the top of the first page P Show the options on a separate page Print the options on a separate page; the options page is printed first This option has no affect when you output to a file or click View to display the data on the screen.
View option screen first?	Optional	Select if you want the options screen displayed when you run the inquiry (i.e., rather than having to click Prog opts to access options). This option is not applicable to reports.
Print report in background?	Optional	Select if the report to run as a background process so you can continue using your PowerShift session while the output is being generated. A message is sent to the screen when printing is complete. This option is applicable to reports and GL registers.
View in descending order?	Optional	Select to list data in the opposite sequence of how it normally is displayed (typically in ascending order). This option is available for some inquiries. In most inquiries, you can select the display sequence on the Sort tab.
Number of lines per screen	Required 6 numeric	PowerShift allows very large sets of data to be processed and returned quickly. It is recommended you leave this set at 0 (zero). Rather than limiting the number of lines displayed, use selection options to reduce the amount of data returned. When data is displayed, you can click on column headings to sort the data and use the vertical scroll bar on the right side of the data window to move through the data set. When this option is set to 0, Page up and Page down buttons display when the amount of data exceeds what can be displayed quickly. If you set it to something other than zero, Page up and Page down display when the number of records exceeds that number. Column sorts impact the data returned. Hint! Use date shortcuts to limit the amount of data that's displayed to the screen. Material History Inquiry is a perfect case: You rarely need to see more than a year's worth of transactions in history inquiries, so set the "from" transaction date to -365 and the "to" date to T (today). This option is only applicable to inquiries.
Preview listing device	Optional 8 alphanumeric	Select the output device you want to use for a preview register. You can click View to display a preview register on your screen or you can print the preview to a different device than the one you use for the final register. This option is only applicable to registers.
Include print of GL journal?	Optional 1 alphanumeric	Select one of the following options: P Print journal in preview mode To print the GL journal in preview mode F Print journal in final mode To print the GL journal when run in final update mode B Print jrnl in preview, final To print the GL journal in both preview and final mode N Do not print GL journal To skip the printing of the GL journal This option is only applicable to registers.
Default for [button]	Optional 1 alphanumeric	Select the value or field that you want to be the default; this displays when you enter the program. While you are viewing data, you can click a button to change the data displayed. For example, in Material History Inquiry (MHI), you can set the Qty button default to on hand, floor stock or total inventory. If you generally want to see on hand, you should select 1 Qty on hand and Save. The next time you run the program, the quantity column displays Qty on hand. Click the Qty button to cycle through the quantities than display (on hand, floor stock, total inventory). This option is only applicable to some inquiries.

Set Sort Options

Sort options enable you to change the order of the reported data.

Click the Sort tab to set sort order.

Note
The table below lists Sort options; the specific options prompted are dependent on the type of program run.

Column	Type / Max Length	Action / Description
Sort by	Optional 1 numeric	Select 1 for the primary sort field, select 2 for the secondary sort field, and so on. For example, if you want to sort first by customer and then invoice, select 1 for Customer number and 2 for Invoice number. If the program displays Sort sequence invalid, make sure that you have selected sequential numbers (1, 2, 3 and not 1, 3, 4).
Detail sort options Sort by Then by	Optional	Use the drop down to select up to four fields that determine have the data is sorted. For example, if you want to sort first by customer and then by item, select Customer number for Sort by and Invoice number in the first Then by field.
The following options are ignored if you do not specify at least one sort field:
Descend	Optional	Select to print or display the sorted records in descending order or leave blank to use their original order. Select for an order number or date field if you want to list the most recent first.
Subtotal	Optional 1 alphanumeric	Select whether you want subtotals; leave blank to omit subtotals: Y Print a subtotal Prints subtotals at each break N Do not print a subtotal Omits subtotal O Subtotal only (reports) Prints subtotals only (applicable only to reports) If you sort on multiple fields (for example, Branch and Product class) and want to print subtotals only for the secondary sort field, select Y or O for the primary sort field. If you leave the Subtotal field blank, your report will have detail. For reports, subtotals can have a subheading and a subtotal description. For inquiries, subtotals and total descriptions are shown in the right-most column (Subtotal/Total for) of the inquiry. Clicking Totals in inquiries displays only the subtotals/totals for the inquiry. Clicking Totals again redisplays detail.
New page	Conditional	If you selected Subtotal, select this option to insert a page break after each subtotal or leave blank to print a continuous report. This option is applicable only to reports and has no effect when you click View to display the data on the screen.

Set Selection Options

Selection options limit the number of records in a report. You can use wildcard characters to take the place of one or more characters.

Because AND logic is used, if you enter selection criteria for two fields, records must satisfy both criteria. For example, if you enter both a vendor number range and a transaction date range, the program retrieves records only for vendors in the range with transactions in that date range. The program may display Search is complete. The selection criteria produced no results. Check your selection criteria to make sure it is valid.

Click the Selection tab to select specific records.

Note
The table below lists a few common Selection options; the specific options prompted are dependent on the type of program run.

Field Name	Type / Max Length	Action / Description
Branch or branch grp	8 alphanumeric	Accept the displayed branch group, enter a different branch group, or click the Lookup icon to select one from a list. The default is the group selected for the Inventory group field for your user ID in the User Maintenance (UIM) program. If you enter a different branch or branch group, clicking Refresh displays its description. If your user profile indicates you can override your branch group and groups are applicable for this report, the lookup displays both branch groups and branches.
Organization	2 alphanumeric	Enter the code for the organization whose records you want to print or click the Lookup icon and click Organization to select an organization from the list that displays. Click Refresh to display the selected organization's description. If you do not have access to this organization, you will not be able to display or print its records.
Org or org group	8 alphanumeric	Enter the code for the organization group whose records you want to print or display or click the Lookup icon to select one from a list. Click Refresh to display the selected organization or org group's description. If your user profile indicates you can override your organization group and groups are applicable for this report, the lookup displays both organization groups and organizations.
date (e.g., Order date, Invoice date, Due date, etc.)	10 alphanumeric	In the From and To columns, enter or select a date range using calendar dates and/or date shortcuts. If use date shortcuts, clicking Refresh displays the actual date that would be used if the report were run today. If you specify a From date, leave the To column blank to include all dates into the future. If you specify a To date, leave the From column blank to include all past dates.
field (e.g., Order date, Invoice date, Due date, etc.)	Varies depending on program	In the From column, enter or select the number, item, and/or wildcard you want to begin a range, or click the Lookup icon and use the standard lookup options to select it from a list.

Set Program Options

Program options are program-specific and are documented in the help topic for the program. If there are multiple screens of Program options, the tabs are labeled Program, Program1, Program2, etc.

Review Options

The table below lists possible actions when report and inquiry options are displayed; the actions available are dependent on the type of program run.

To	Do This
Display the report on the screen	Click View. The System Viewing Device and Document Viewing Device specified in System Options Maintenance - Enterprise Options determine if data is displayed in PDF or HTML format. After viewing or saving the file, close the file to continue.
Print the report	Click Print.
Save these options for future use	Click Save. Note If you apply these options to this one time only, do not click Save. The next time you run the program, the options that you previously saved (before you made these changes) will appear.
Display currently selected dates and organization and branch descriptions, if applicable	Click Refresh. For example, if you specified a date shortcut, Refresh displays the actual date that will be used.
Enter a list of specific items, orders, receivers, etc.; the data prompted depends on the report	Click List. Note The program does not save this list when you save program options. However, some programs include Save list and Recall list buttons that enable you to save the list so it can be recalled later.
Use these options to report data	Click OK.
Disregard changes made since options were last saved	Click Cancel.
Exit the program	Click Exit.