Custom Reports

Introduction #

The TEMPLATE REPORTS option contains some pre-configured reports that can be further customised and the settings saved as default, or saved into MY REPORTS for future and/or regular use.

See Figure 1.

Figure 1: Customised Reports
The categories of reports listed cover most data tables and table relationships required for the majority of reporting enquiries.

Template Reports #

Step-by-Step #

Though the amount of customisation varies with the report, they are all customised in the same way. ISSUE HISTORY – ITEMS will provide an adequate example.
So, using ISSUE HISTORY – ITEMS as an example, the steps to follow in order to create a New Report using the Template Reports menu, are:
    • Select Template Reports from Management Reports Menu. As shown in Figure 2, a list of template reports is listed.

Figure 2: List of Template Reports
    • Select from the list the report that contains the information you need and press the GO button. In this case, select ISSUE HISTORY – ITEMS. Choosing the report will bring up the screen in Figure 3.

Figure 3: Main Configuration Screen
    • Select with a þ the fields to be displayed. Toggle these on and off by clicking in the box. In this example we select Family, Unit ID, Unit Description, Total Qty and Unit Cost (Transaction).

  • Using the arrows on the right hand side of Figure 3 can also configure the order in which fields appear on the report. á moves the selected field up one in the list, áá moves the selected field to the top of the list, and likewise â and ââ, downwards. Two or more fields can be selected at the same time to move them together.
    Figure 4 shows the screen once the fields are selected and listed in the order required. Note that the lower part of the screen shows an approximation of the length of each field, which can be modified.

Figure 4: Fields Selected and Ordered
  • To set upeach field or selection criteria, highlight the line to be defined and select Report Line from Edit menu or double click on the line. The screen in Figure 5 is presented, facilitating customisation of that field.

Figure 5: Advanced Settings for Field
  • Following is an explanation of each option:
    Field Caption: This is the heading that will show on the final report.
    Column Width: This is helpful in setting up reports that have many fields, but need to fit on a single page, and is expressed in number of characters.
    See how in Figure 4 an approximation of the column layout is indicated at the bottom of the window.
    Group by: If selected, you are grouping the information by this field and this allows sub-totals of numeric columns grouped by this field.
    The Group by field should be placed in the first position.
    Group by could be for one or more fields.
    Show Sub-total: Will show sub-totals for the selected numeric field, grouped by the field or fields previously selected.
    Suppress totals for this field: If Group by is selected for certain fields, ATMS assumes that you wish to show totals for that field. If this is not so, select “Suppress totals for this field”.
    Conditions Section: Defines the filter for this field and is divided into Single Condition or Range, only one of which can be chosen. If text box is left blank, every record will be shown on the report.
    Single Condition: Allows filtering of the report according to the value typed in the text box. The report will show only the records that match the condition.
    See in Table 1 how the conditions available depend on the field type.
    For example for a Date field, you can choose to select the records that are “EQUAL TO”, “GREATER THAN”, “GREATER THAN OR EQUAL TO”, “LESS THAN”, “LESS THAN OR EQUAL TO” or “DOESN’T EQUAL” to the value typed.
    Range: Can be selected to indicate the boundaries of the information to be included by this field. Mostly used by Date fields.
    For help on syntax/format of fields, press ENTER, and a drop down list is available to select from.
    NOTE: Any field that is not selected with a þ could be set up with a condition if desired, although it will not be included as a report column.

Field Types Conditions
Date Numeric Currency Equal to… Greater than… Greater than or Equal to… Less than… Less than or Equal to… Doesn’t equal…
Alphanumeric Equal to… Begins with… Doesn’t begin with… Contains… Ends with… Doesn’t equal…
Table 1: Conditions per Field Type
  • For this example we will change the names of the columns to more user friendly names. So, after selecting Unit ID, Unit Description, Unit Cost (transaction) and Total Qty, we type in Item number, Description, Unit Cost and Qty Issued, respectively.
  • Adjust the column widths to get a better fit in the final report. TIP: Try running the report for a preview of the report and go back to the advanced settings in order to adjust the column’s width.
  • Group by Family and select Show sub-total for the Qty Issued column. See that we do not want sub-totals for Unit cost, as this is a unit value.
  • Although Transaction date is not shown in the final report, we set a condition for this field. In this case, “Equal to” 20/03/2002. This is because we want to check the issues of a specific day. See Figure 6.
Figure 6: Transaction Date Condition
  • Once happy with field customisation, run the report by clicking the “GO” button. See Figure 7 to check the final result.
Figure 7: Report View
  • If you are happy with the report content and layout, go back to the Main Configuration Screen (Figure 3). There are two options you can perform from this screen, once the report customisation is finished: SAVE SETTINGS AS DEFAULT and/or SAVE the New report in MY REPORTS.
  • To save the settings as default go to Main Menu bar and select FILE – SAVE SETTINGS AS DEFAULT. This operation will save your configuration as a template for every time a user creates a report using this same table or fields. As the default will be saved for all users, ATMS alerts you to this. Original default settings can be restored selecting FILE – RESTORE ORIGINAL DEFAULTS.
  • To save the New report in my reports go to Main Menu bar and select FILE – SAVE IN MY REPORTS AS … Type in a meaningful name for this report (Figure 8). This means that if the report is frequently run, the next time it can simply be selected from MY REPORTS menu, (change any selection criteria that may vary, such as analysis date ranges) and run. (e.g. Monday morning usageanalysis report.)
Figure 8: Save in My Reports
  • These reportsare saved in the main ATMS database, and will be accessible from other PC’s. ATMS will ask if you would like to save it for all users (Figure 9). If you choose to NOT make your saved report accessible to other users, it will only appear in MY REPORTS section when YOU log in!
Figure 9: My Report accessibility

Further Customisation #

Report Preferences #
For further report settings, from the Main Report configuration screen, selecting Edit – Report Options, the following can be changed, as desired: Report Title, Footer, Image/Logo File, Font, Border Margins, Orientation and Alignment. See Figure 10. Figure 10: Report Options
Date Fields Options #
The following Conditions can be used in these type of fields:

[TODAY]
[YESTERDAY]
[WEEK AGO TODAY]
[WEEK AGO YESTERDAY]
[WEEK AGO TOMORROW]
[4 WEEKS AGO TODAY]
[4 WEEKS AGO YESTERDAY]
[4 WEEKS AGO TOMORROW]
[START OF LAST MONTH]
[END OF LAST MONTH]
[START OF THIS MONTH]
[START OF MONTH XX]
[END OF MONTH XX]

Note: The last 2 parameters must always have 2 digits for the date (Eg. January = 01, February = 02, etc.). Type all these conditions using brackets.
As an example, see how the Report in Figure 11, with Transaction Date equal to [TODAY], will only show today’s Transactions.
Figure 11: TODAY Condition
Report in Figure 12, with Transaction Date between [4 WEEKS AGO YESTERDAY] and [YESTERDAY], will show last 4 weeks Transactions.
Figure 12: Special Conditions for Range
Multiple Conditions #
As you can see, if you input a value in a Condition, the Report will show only the records that match that Condition and if you don’t input any Condition at all, it will show all records.
The way to narrow your results for more than one Condition is by using the separator “|”.
For example if you want to run a Report showing not only Consumable Items, but Durables and
Semidurables as well, you should type “C|D|S” in the single condition option for the field Item Type, as shown in Figure 13.
Figure 13: Multiple Conditions
Custom Fields #

Another special feature is the ability to add a customised or calculated field in your report. To do that select “Build Field” from the Edit menu and you will be prompted with the screen on Figure 14. Create your expression using the available fields and select the data type (text, number or date). Once you are finished type in a name for the new field. You can later modify that field from “Edit custom field” in the same menu.
In the example on Figure 14 you are adding a field that summarises the quantities in Location 1 and Location 2. This way you are ignoring quantities in Location 3, that you might be using as Backup Stock.
Figure 14: Calculated Field
Prompts #
If the same report is run regularly, but with different range values, you can configure the report to prompt the user on execution.
To do this, in the range FROM/TO fields, enter % followed by the prompt you want displayed. See
Figure 15 for an example.
Figure 15: Range Prompt
Figure 16 shows what happens when such a report is run. The START and END dates should be typed in. If “Ignore Filter” is selected every value will appear in the report.
Figure 16: Prompt View
Prompts can also be used for Single Conditions. Figure 17 shows an example of a report in which the User can choose between Consumables or Semi Durables.
Figure 17: Single Condition Prompt
It is possible to combine Prompts with special Conditions for Dates. Figure 18 shows a flexible report, in which the user will type the START date and the END date is TODAY.
Figure 18: Prompt & Special Date Condition
See Figure 19 for another view of the ISSUE BY FAMILY report. This one with the addition of “Group by” Item number.
Figure 19: Group by Family and Item number

My Reports #

Using My Reports #

My Reports shows a list of reports that users have created, customised and saved as MY REPORTS from the NEW REPORTS option. These reports are columnar reports, and the results are easily exported. Reports from this list can also be distributed electronically.
Figure 20 shows a view of MY REPORTS list after several customised Reports have been created.
Figure 20: My Reports
MY REPORTS are saved in the main ATMS database. They can be saved for the current user LOGIN, or for ALL users, and can be recalled from any PC running ATMS.
When saving as MY REPORT from the NEW REPORTS menu the user has the option to make it available to other users, or restrict it to only their ATMS login.
A separate reports.mdb file is held in the ATMS application folder. This is the database that holds all of the NEW REPORTS and associated configuration data.
WARNING: Do NOT move or modify this file in any way!
These customised Reports can then be selected and run from this screen and/or can be edited for further customisation, if the user is not happy with the original Report created from Templates Reports.
Another feature is the ability to Export the Report’s settings TO a file and Import them FROM a file. These files have an “*.art” extension.

E-mailing My Reports #

In some instances, especially for consignment materials, it is more convenient to directly email Reports to Suppliers. This feature can also be used to distribute information internally.
In order to perform this utility, it is necessary to configure the EDI (Electronic Data Interchange) settings for each Report that is to be emailed; and to set up Schedule Tasks if the email is to be sent regularly and automatically.
Configuring EDI Settings #
The Report’s EDI set up is created from MY REPORTS screen.
Simply select the Report you want to email and click on “Configure EDI Settings” (or right-click on the selected Report). From the screen shown in Figure 21 select an email Template from the existing list. (Go to Page 17 to learn about Email Template Configuration.)
Figure 21: EDI Report Settings
Available File Formats for the Reports are: “*.pdf”, “*.rtf”, “*.txt”, “*.xls”.
Configuring Scheduled Tasks #

To email a Report automatically on a regular basis:
  • Run Scheduled Tasks from Start/Programs/Accessories/System Tools or double-click on the Scheduled Tasks icon o the Control Panel.
  • Double-click on the Add Scheduled Task icon. The Scheduled Task Wizard will be opened, click on Next.
  • From the screen shown in Figure 22 select FMReports.exe program. If it does not appear on the list, use the Browse button and go to the folder where the ATMS programs are kept (usually they are located in the folder C:\ProgramFiles\ATMS).

Figure 22: Selecting a Task
  • Next, select a name and a time for the task and choose the frequency with which it will be run.
Figure 23: Scheduling a Task
  • Press Next. Enter the User Name and password of the person logged into the PC.
Figure 24: User Information
  • Press Next. The screen that follows will ask for a confirmation of the task. Tick on the box that says Open advanced properties for this task when I click Finish.

Figure 25: Confirming the Schedule
  • Clicking Finish will open the advanced properties for the task (Figure 26). This is where the program parameters, that allow the Report to run automatically, are entered. Add the statement –autorun|NameOfReport to run specific reports.

Figure 26: Autorun Statement
  • If your Report is configured to prompt the user at execution, you should make the values of the prompt/s explicit here. Prompted fields are set up with a % in their condition fields (See Page 11 to learn more about prompts).
    The syntax is: -autorun|NameOfReport|PromtValue1|PromptValue2|etc.

  • e.g.:
    -autorun|LAST WEEK ISSUES|C (where “C” stands for Consumables).
    -autorun|LAST WEEK ISSUES|S (where “S” stands for Semi Durables).

TIP: It is suggested you use these Reports in combination with the special customisation for Date fields. E.g.: [TODAY], [YESTERDAY], etc. (See Page 9 for a complete list of available special conditions).
 
E-mailing Reports Manually #
You can email a Report at any time by just running the FMReports.exe file from Start/Run… followed by the autorun statement explained in the previous section.
  • Go to Start/Run… in Windows.
  • Browse to find FMReports.exe
  • Or type the path (typically “C:\ProgramFiles\ATMS\FMReports.exe”).
  • Following the path, type the autorun statement as shown in Figure 27.
Figure 27: Running FMReports Manually

Email Template Configuration #

In order to be able to send electronic Orders to Suppliers and/or to email Reports, you first need to set up email Templates using the Email Template Configuration utility.
Run this utility (Figure 28) using one of the following methods:
  • Clicking Start/Programs/ISIS Tool Management/Email Template Configuration
  • Double-clicking EmailConfig.exe from the application folder (usually C:\Program Files/ATMS).

Figure 28: Email Template Configuration
General Settings provides the sender’s information, in this case the company’s settings. Specify here the STMP Server Address, From Address and Description (information that the addressee is going to see and at the same time, Reply Address); and Dialup connection (if required).
If you are unsure of any of these details please contact your IT administrator for assistance.
Once the details are completed click “Save”.
Click “New” to create a new template and input Name, To Address, To Description and CC Addresses.
Once saved, the Template is listed in Existing Templates.
Select Templates from Existing Templates, and click “Edit” to update information or “Remove” to delete it from the list. If you are editing the record, change the details under the “Template Settings” section and click “OK” to confirm changes.
TIP: Use the Test button to send a test email and check that the settings are correct. The addressee will receive an email with Subject: “Test email to confirm ATMS ordering settings” and “Test…” as content. Check that the email has been received.