How do I run and Use Parameters on reports?

Written By Niall Conlon (Draft Writer)

Updated at April 27th, 2018


1. Parameters Explained

Each report will have its own specific parameters for that report which you are free to choose as you wish. Each field allows you to select drop down list which alow you to select one or more by checking a box, a range from and to or just one option. Below you see in the BI Code field you can choose the BI codes you wish by clicking the checkbox for each one or selecting all by clicking the Select All button

Parameters are values that are used to select specific data (specifically, they are used to complete a query that selects the data for your report, or to filter the result set). Parameters that are commonly used in reports include dates, account names, and transaction types.
 
When you specify a value for a parameter, the report contains only the data that matches the value; for example, transaction data based on a transaction date range.  Parameters correspond to fields on the report. The parameters selected as a basis for running a report are normally printed in the header section of each report.

When you run some reports there is an option to 'Show Header'. Set this option to 'No' if you intend to export the report's contents to MS Excel for further analysis. Turning the headers off on a report makes it easier to work with in Excel as headers will not interfere with user defined formulas etc.

2. Parameters & Filters

Some parameters contain Filters which enable you to specify the required dataset to be returned in a report. Most reports use filters of one kind or another.

The most common are:

i) Date ranges: You need to specify a 'from' and a 'to' date to restrict the dates included in the report. For this purpose the system provides a calendar control to enable you to quickly select a date. You can also manually type in a date

ii) Drop Down Lists (Single Select): Drop down lists are also used extensively. These are typically used when there is a list of items that can be used to filter the report e.g. a list of customer accounts. You simply click on the list and select an entry

iii) Drop Down Lists (Mult-Select): Multi-select drop down lists enable you to select more than one entry on a list at one time. For example, you may wish to generate a supplier (vendor)  remittance for several random supplier (vendor) accounts. In this case you would select the supplier (vendor) account codes that you wish to see on the report

iv) Free Text Entry: These are simple input boxes where you type the filter criterion


3. Filter Defaults 

When you select a report, most of the filters will already be populated with default values.

You can use these defaults or change them based on your preferences. The system will remember the last selected parameters for each report after you have selected them the first time saving you time in the future

Once you have updated the selection criteria for a report, it can be generated by clicking the Green 'View'. Reports can be generated in preview mode or they can be sent to print mode.

To view the report click the Green View button. A new page tab is generated when a report is previewed. You can open up several reports at one time and navigate between them in the different tabs. This is useful for comparing information in different reports.


4. Changing Filters

If you wish to change filters on the report you have open you can click on the Change Filters Button. This will close the report and bring you back to the Parameters selection where you can choose your new parameters and click  View. 

If you want to view the same report twice this is also possible by choosing the same report with different parameters and viewing both in different tabs

The report will remember the last parameters you have selected