Summary

The Query Manager feature is used to create customized reports. This is a comprehensive tool that allows you to build custom reports by selecting the columns that will be included rather than generating reports based on pre-programmed standard reports. The Query Manager feature has two steps; create a report template using the Reporting Tools palette (FA> Reporting Tools> Query Manager), and then generate the report using the Reports palette (FA> Reports> Query Manager).  This document describes how to create query manager report templates.

Step by Step

1     Open the Query Manager Selection window (FA> Reporting Tools> Query Manager).

• The Query Manger Selection window will display a list of all the templates created in the application.
• Each of the templates in the window can be used to create a query manager report using the Reports palette (FA> Reports> Query Manager).
• Highlight a query manager report and press DELETE or click the Delete icon to delete the report.
• Highlight a report and press ENTER or click the Modify icon   to open the selected report.
• Click the Create icon to create a new query manager template. This will open the Query Manager Maintenance window.

2     Enter the general information about the report.

• The General tab is used to enter general report information.
  • The Report Name field is used to enter the name of the report. When the report is generated (FA> Reports> Query Manager), the report name will display on the Jobs Viewer window as the description of the job.
  • The Report Header field is used to enter the report header name. The report header will display at the top of the printed version of the report when it is generated (FA> Reports> Query Manager). The report header is generally the title of the report.
  • The Orientation field is used to select how the report will print. This option can be changed when the report is generated (FA> Reports> Query Manager).
  • Check the Print Grand Totals toggle to include report totals on the report.

3     Select how you would like to sort and group the information on the report.

• The Sorts tab is used to select how the information on the report will be grouped and sorted. This is a required step because if you do not include sort criteria on the report, the report will not display any information.
• The Available Sorts section displays the fields that can be used to sort and group the report. Move fields from the Available Sorts section to the Selected Sorts section to add the sort to the report. You can add up to seven sorts to the report.
  • Double click on a field to move it to the Selected Sorts section.
• The following examples assume your fixed assets format has three sections: asset, location and department. If your fixed assets format has more than three sections, the examples will still apply, but you will have to interpret the examples to fit your own fixed assets format.
• If you would like to generate a report that displays a single line item for each asset, move only the Asset field from the Available Sorts section to the Selected Sorts section. While you can change how the report will display using the Sort Properties section, by default, the report will look like the following:

• If you would like to generate a report that displays a single line item for each asset and then total those assets by department, first add the Department field and then add the Asset field to the Selected Sorts section. By default, the report will look like the following:

• The first several fields that display in the Available Sorts section will vary depending on the format of your general ledger accounts.
• The Sort Properties section is used to select how each sort will display on the report. Highlight a sort in the Selected Sorts section and then change the toggle values in the Sort Properties to customize how the sort will display.
  • Check the Print Header toggle if you would like the sort to display above the grouping.
  • Check the Print Footer toggle if you would like the sort to display below the header and include a sort total. By default this toggle will be checked.
  • Check the Double Space toggle if you would like to add a blank line after each sort.
  • Check the Page Break toggle if you would like to add a page break after each sort. For example, if you are sorting the report by department and asset, you can check this toggle so that each new department will display at the top of a new page.
• The Underline drop-down menu is used to insert a single or double underline under the highlighted Selected Sort.

4     Select the information to include on the report.

• The Columns tab is used to select the column that will display on the report.
• The Available Columns section displays the columns you can add to the report.
• The Selected Columns section displays the columns that are on the report. For example, if the Account Number field is in the Selected Columns section, the Account Number will display on the report (0001-0000-0001).
• Add columns to the report by moving them from the Available Columns to the Selected Columns section. Double click on a field in the Available Columns section to add the field to the report, or double click on a field in the Selected Columns section to remove fields from the report.
• The order that the fields display in the Selected Columns section determines the order in which they will display on the report. The fields at the top of the Selected Columns section will display at the far left of the report.
  • Highlight a field in the Selected Columns section and click the Up or Down buttons to change the position of the field.

5     Specify how the report will be sorted by asset.

• The Asset Filters tab is used to add default asset and miscellaneous field filters to the report. When the report is generated (FA> Reports> Query Manager), the information entered on this tab will populate on the window. Users will be able to modify the filters or run it as it was created.
• The Asset section is used to filter the report by asset characteristics.
  • Fixed assets are created and maintained in the Fixed Asset Maintenance window (FA> Maintenance> Fixed Assets). The information displayed in the Asset section will appear on the General tab of the Fixed Asset Maintenance window. 
• The Miscellaneous section is used to filter the report by the miscellaneous fields associated with the fixed asset.
  • The fixed asset miscellaneous fields information is displayed on the Fixed Asset Maintenance window (FA> Maintenance> Fixed Asset> Miscellaneous tab).

6     Specify how the report will be sorted by transaction.

• The Transaction Filters tab is used to add default transaction and account filters to the report. When the report is generated (FA> Reports> Query Manager), the information entered on this tab will populate on the window. Users will be able to modify the filters or run it as it was created.
• The Transaction section is used to filter the report by the transactions associated with the fixed assets.
  • The fixed asset transaction information is displayed on the Fixed Asset Maintenance window (FA> Maintenance> Fixed Assets> Transactions tab).
• The Account section is used to filter the report by the accounts associated with the fixed assets.
  • The fixed asset account information is displayed on the Fixed Asset Maintenance window (FA> Maintenance> Fixed Assets> Accounts tab).

7     Save the report.

• Click the Save icon when complete to save the Query Manager template. Once the template has been saved, you can use it to generate a report from the Reports palette (FA> Reports> Query Manager).