The Tracker offers quick, complex and screen-specific reports.

Quick reports reproduce the current search, sort and view (including temporary column deletes and sequence changes). Whether you search or not, you can select the rows you want in your report by clicking 2 or more checkboxes in the left-hand border of the grid (in views with 2 grids, this only works in the upper grid). If a view includes 2 grids, you can include the data from just the main grid or both grids.

Complex reports are based on specific views: the view a complex report is based on must be selected or the report won't appear in the reports menu. Like quick reports, complex reports reproduce the current row selection, search, sort and view. Unlike quick reports, complex reports:

  • Can count records and calculate sums, averages, maximums and minimums.
  • Can group data. Calculations can be done on groups (item cost can, for example, be sub-totalled by assignment). Grouped data is sorted first by group then by the view sort. Page breaks can be inserted between groups, but you must export the report to a PDF file for those page breaks to work.
  • Come in 3 types. 'System' reports come with the Tracker and can be used by anyone. 'Organization' reports are added by organization managers and can be used by everyone in their organization. 'User' reports can only be used by their creator.

Screen-specific reports are designed for specific purposes and are available in specific screens.

  • Shipping tags: in the Orders - assignments screen.
  • Purchase orders: in the Orders - purchases screen.
  • Work orders: in the Repairs screen.
  • Bar code labels: in the Items, Jobs, Employees, Storage sites and Codes screens (see Barcode import for more information about barcode labels).

Click the Reports icon in the grid menu to see all reports of all types.

Jobs grid reports menu

This example for a 1-grid view includes no complex reports ...

  • Print. Displays the report in a window from which it can be printed.
  • Export CSV, Export tab delimited, Export Excel, Export PDF. Downloads a file in the selected format.
  • Email. Brings up an email form. A PDF version of the report is attached automatically when you click send.
  • Barcode labels is a screen-specific report.
  • Edit reports ... is used to edit existing or add new complex reports.

Headers grid reports menu

This example for a 2-grid view lists ...

  • Orders only, the main grid. Select if you want just that grid's data included in the report.
  • With Details, the sub grid. Select if you want both grid data included in the report.
  • Shipping tag and Purchase order are screen-specific reports.
  • Grouped by location, status, type, a complex report.
  • Edit reports ... is used to edit existing or add new complex reports.

Click on one of the report options and a sub-menu appears with print, export and email options.

RUN A QUICK REPORT

  • Select the screen and view you want.
  • Optionally, run a search and/or sort and/or manually adjust the columns.
  • Click the Reports icon in the grid menu.
  • If the current view includes 2 grids, specify whether you want the data from the top grid only or both grids.
  • Select an output option, for example, Print.

RUN A COMPLEX OR SCREEN-SPECIFIC REPORT

  • Select the screen and view you want.
  • Optionally, run a search and/or manually adjust the columns.
  • Click the Reports icon in the grid menu.
  • Select the complex or screen-specific report you want.
  • Select an output option, for example, Print.

PRINT WIDE REPORTS IN PORTRAIT LAYOUT

The Tracker automatically prints wide quick reports in landscape layout. If you want to print all such reports in portrait layout:

  • Click the Utilities icon in the main menu then Preferences.
  • Check Default printing to portrait then Save (if you're an organization manager, click the User preferences tab first).

If you want to print a specific complex report in portrait layout:

  • Follow the instructions below to EDIT OR ADD A COMPLEX REPORT.
  • In the Reports grid, check the report's Portrait column. Do this for every complex report you want to change from landscape to portrait layout.

EDIT OR ADD A COMPLEX REPORT

  • Click the Reports icon in the grid menu then Edit reports ...

  • Reports grid headers

  • Edit or add complex reports as you would edit or add any other data (descriptions of the column in the Reports and Report Fields grids are in the Details section of this help screen).

DUPLICATE A COMPLEX REPORT

  • Click the Reports icon in the grid menu then Edit reports ...
  • In the Reports grid, select the report you want to duplicate.
  • Click the Tools icon in the grid menu, Macros then duplicate report as user report or, if you're an organization manager, duplicate report as organization report.

To add or edit a complex report, click the Reports icon in the grid menu then Edit reports ... to open the Reports screen (organization managers can also click the Utilities icon in the main menu then Reports).

Reports grid headers


FIELDS

  • (Reports grid) TYPE. Complex reports come in 3 types. 'System' reports come with the Tracker and can be used by anyone. 'Organization' reports are added by organization managers and can be used by everyone in their organization. 'User' reports can only be used by their creator.
  • (Reports grid) REPORT NAME. Listed when you click the Reports icon in the grid menu. Avoid duplicates!
  • (Reports grid) VIEW ID. The view the report is based on.
  • (Reports grid) PORTRAIT. Check if you want to force the report into portrait orientation.

  • (Report Fields grid) FIELD ID. The name of the field you want to group or total by.
  • (Report Fields grid) GROUP. Sort the data by this field, over-riding the sort in the view.
  • (Report Fields grid) TOTAL ROW. The Tracker inserts a row containing a calculated value for each group. The calculated value depends on the row's AGGREGATE TYPE and SEQUENCE, for example, the sequence for the 'grouped by description' report (Totals (Item assignments) screen, system view) is sum (1) then group (2). The report calculates a running total: the sum from all previous groups is added to the current group. Reverse the sequence (group then sum) and the report re-starts the calculation with each group.
  • (Report Fields grid) AGGREGATE TYPE. The type of calculation inserted in the total row. If the selected field contains character data, count is the only option. Date fields offer average, count, maximum and minimum, numeric fields average, count, maximum, minimum and sum.
  • (Report Fields grid) SEQUENCE. The order the report fields are evaluated.
  • (Report Fields grid) GROUP PAGE BREAK. Check if you want to force a page break when a group changes. Works only if the report field is a group and the report is exported to a PDF file.

MACROS

  • (Reports grid) DUPLICATE REPORT AS USER REPORT. If you want to modify a system or organization report (or create a variation of a user report), run this macro then modify the results.
  • (Reports grid) DUPLICATE REPORT AS ORGANIZATION REPORT. If you're an organization manager and want to modify an existing system report (or create a variation of an organization or user report), run this macro then modify the results.