ACS 10.0Reports Upgrade Guide

Copyright

Copyright ® 2008 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of this publication by mechanical or electronic means, including facsimile transmission and e-mail, without the express permission of ACS Technologies Group, Inc. is

strictly prohibited.

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Contents

ACS 10.0 Reports ........................................................................................................... 1

Design ............................................................................................................................. 1

Highlights ........................................................................................................................ 7

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1

ACS 10.0 Reports

ACS 10.0 features numerous updates, but one of the primary enhancements is to the Reports area of ACS Financial Suite. The design of Reports has received a tremendous renovation, and many reports are more flexible and feature rich. This document introduces you to all the great new features of ACS Reports.

DesignIf you have used ACS Reports in previous versions of ACS, one of the first features you will notice is that ACS 10.0 Reports is designed quite differently. ACS Technologies focused much attention on overhauling this area of ACS to make it more user friendly.

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Figure 1 ACS Reports window

To view the ACS Reports window1. Open the Workbench menu in ACS Financial Suite.2. Under Generate Reports, click the Reports tab.

3. Select a module from the drop-down list, and click Go .

Financial Reports PaneThe Financial Reports pane includes the Reports View drop-down list and a tree view of available reports.

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Figure 2 Financial Reports pane

From the Reports View drop-down list, you can select any module. The reports for the selected module display below the drop-down list. These reports are organized as they were in previous versions of ACS, making the transition to the new Reports design an easy one. To open the Reports View drop-down list, simply click the down arrow beside

the current view .

Figure 3 Reports View drop-down list

Modules — To view reports for a specific module, select the module.

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All Reports — Select this to view all financial reports available, including public reports and reports you have saved.

Public Reports — Public Reports include all reports you have saved for all users to

access. To save a report, click Save in the Preview pane.

My Saved Reports — You can save commonly used reports to My Saved Reports to use again at a later time. Unless marked Public, these reports can be viewed only by the user who saved the reports.

Define Views — Select this option to set up groups of reports that you most commonly use, such as Month End Reports. You can select or remove any module’s reports and select an order in which they appear.

Figure 4 Define Views window

Report Options PaneOnce you select a report, the report options display in the bottom pane so that you can customize the report without navigating away from the main ACS Reports menu. From this pane, you can preview the report, print it, or customize it further.

Figure 5 Report Options pane

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To preview a report1. Open the Workbench menu in ACS Financial Suite.2. Under Generate Reports, click the Reports tab.

3. Select a module from the drop-down list, and click Go .4. In the Financial Reports pane, navigate to the report you want to preview. A

sample of the report displays in the Preview pane.5. To preview the report, click Preview in the Report Options pane.6. A new tab displays in the Preview pane displaying your report.

Preview PaneA major portion of the ACS Reports window is the Preview pane. This allows you to generate a report and preview it all in the same window. You can even preview multiple reports using the tabs that display at the top of the Preview pane. The Preview pane includes a new toolbar with options to help you export a report, e-mail it, or set it up for printing.

Figure 6 Preview pane

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The toolbar includes the following tools:

• Print Report — This option lets you print the report to a printer or to a file. The Print to File option exports the report to Microsoft® Excel® or Word with correct spacing, improving the alignment of column information. You also have the option to print to PDF.

• Email Report — All financial reports printed in the new Reports window include an e-mail option that automatically launches an e-mail using your default e-mailing program. The report is included as an attachment. You can select to attach the report as a PDF, Excel spreadsheet, Word document, report emulation text file, or printer file.

• Copy Page to Clipboard — You can copy a screen capture to your clipboard to paste into another application such as Microsoft PowerPoint®.

• View Report Data — You can click this icon to extract labels, the General Ledger Posting Journal, and financial statements into raw data format for exporting to Microsoft Excel, Word, Access™, and other data file formats. This replaces the Extract button previously available for the Analysis of Revenues & Expenses report.

• Refresh the Report — If you change data while previewing a report, simply click this icon to update report totals.

• Search for Text — Use this icon to search for words within the preview window.

• Page Setup — You can set up the pages of the reports to your liking. On the Header/Footer tab, you can edit the standard ACS header that prints on all reports. You can also create a title page if you like. On the Margins tab, you can edit margin settings to save exclusively for the selected report. On Label reports, a Columns tab displays, which allows you to edit column positions and alignment. All settings are conveniently saved for the next time you run the report.

• Set Font — You can change the font of any report, and your selection is saved for the next report run.

• Page — Navigate from page to page using the First

Page, Previous Page, Next Page, and Last Page buttons.

• Zoom — All reports preview at 100 percent by default, but you can set a new default if you prefer.

• Customize Report — Previously named Setup, the Customize button lets you change your report settings while previewing a report.

• Save — To save time on reports you run frequently, you can save your report settings to use again later.

• Close — This Close button closes the current report and displays the next available tab in the Preview pane.

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HighlightsThe following sections highlight key enhancements included in Financial Suite 10.0 reports.

Previewing Sample ReportsTo help you identify reports at a glance, all reports include a sample that displays in the Preview pane when you select the report name. Thus, you can easily view how each report is laid out before you customize the report. Additionally, some sample reports include a link to tips for helping you understand and use the report.

Figure 7 Sample report

Setting Report OptionsWith this version of Financial Suite, setting report options is much easier, particularly for reports that cover a range of dates. Now, the View options include date ranges such as Last Month and Last 3 Months. Once you select one of these options, ACS selects the actual dates automatically.

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Figure 8 Report Options

Previewing Multiple ReportsOne of the more convenient enhancements to ACS Reports is the addition of tabbed windows in the Preview pane. Now you can view multiple reports simply by navigating between tabs. Compare multiple reports or different periods for the same report.

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Figure 9 Preview pane tabs

Customizing Report PreviewsCustomizing reports has greatly improved. You can now customize a report while

previewing it. Simply click Customize in the Preview pane, make your changes, and click OK. The report preview refreshes automatically.

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Figure 10 Customize window

Drilling Reports DownGeneral Ledger Statement reports now include a convenient drill-down capability from your report preview. Just click an amount in the Preview pane to display the transactions of a specific account balance and verify that it is correct.

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Figure 11 Drill-down capability

To drill down a report1. Select a Statement report in General Ledger.2. In the Report Options pane, click Preview.3. In the Preview pane, click a transaction amount. A transaction summary window

displays.

Figure 12 Transaction summary

Extracting ReportsReport extracts are more easily accessible and user friendly in this version of ACS Reports. First, when you print reports, a new Print to File option is available, which enables you to extract any report to another application.

Another available avenue is the raw data extract for all label reports, the General Ledger Posting Journal, and all General Ledger financial statements. Extracting raw data gives you all the data without the formatting, allowing you to create your own reports easily.

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Figure 13 Export window

To extract raw data1. Preview one of the aforementioned reports.

2. In the Preview pane, click View Report Data .3. Open the Export drop-down list and select a file format.4. Select the location to save the file.5. In the File Name field, enter a name for the extracted report and click Save.

The report extracts automatically.

Designing Report Headers, Footers, and TitlesYou can edit report headers, footers, and title pages to fit your organization’s standards. For example, you can remove the date and time stamp or add a special note. You can even add your organization’s logo if you like. Once you finish making your changes, your new design is saved for you to use the next time you run the report.

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Figure 14 Header/Footer tab

To edit a report header

1. Preview your report, and click Page Setup in the Preview pane.2. Click the Header/Footer tab.3. To change the header, clear the Use Default Header check box.4. To edit the ACS Standard Header, make sure it is selected in the drop-down list

and click Edit.5. To edit the header, click a field and use the toolbar options to customize. Or, to

delete a field, simply select the field and press Delete.

To edit the footer and title, follow the previous steps in the same manner. For additional help with page setup, press F1 in your program.

Printing to PDFPrinting options for all reports have expanded to include a PDF option. Now you can create clean reports in PDF format to save for your records or share with others.

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Figure 15 Print window

To print to PDF

1. In the Preview pane, click Print Report .2. In the Print window, select the Print to File check box.3. In the Type drop-down list, select Adobe Acrobat Document.4. In the Where field, click Lookup and select a the location to save the file.5. Click Save.6. Click OK.7. In the PDF Export Setup window, select the options you prefer for each tab, and

click OK.