Lesson 20-- Reports
Goldenseal small business software includes a variety of Reports that show you valuable information about your business. Reports are a useful management tool that will help you to run your business more smoothly.
This lesson shows you how to view and use Reports.
To see a simple report of meetings and phone calls, follow these steps:
HINT: Sometimes a report is the fastest way to locate a specific record.
The Date Range popup field lets you see items within a specific time period. To use it, follow these steps:
The Date Range popup includes a large selection of common time intervals. You can also use a custom range and enter any starting and ending dates.
Many accounts and transactions include more than one date. To set the specific date field that is used for the date range, follow these steps:
For example, in estimates you can find date ranges based on the date entered, start date, completion date, or date that the estimate was paid.
The Item Range popup field lets you see items with a specific completion status. It also lets you see items that have been found or flagged.
To use an item range, follow these steps:
If you'd like to see a simple report in a different order, click the Sort button.
You can sort the contents of a simple report by any column, in ascending or descending order.
The Breakdown popup menu allows you to group report items into sub-headings. For example, to see material purchases grouped by supplier, follow these steps:
Use the Condensed checkbox to view a report in condensed form. A condensed report shows totals for each subheading on a single line.
To view total purchases for each supplier, follow these steps:
Reports can show a breakdown by day, week or month. For example, to see purchases for each week, follow these steps:
Use the Match Field popup menu to display only those items that match a particular value in a field. The results are similar to what you get when you use the Find commands.
For example, to find contacts that have a specific 'action taken', follow these steps:
To find all contacts with a specific customer, follow these steps:
Most reports show transaction or account records, but there are also a few specialized reports which show other data.
For example, to view a project schedule, follow these steps:
HINT: If you don't need to see the start time or end time in your schedules, use the Custom Layouts command to remove those columns from the report table (see page 138).
The Date Range, Item Range, Breakdown and Match fields don't apply to specialized reports, since they use their own methods to fill the report.
To see a list of tools for a project, follow these steps:
Goldenseal fills the tool list from Assemblies which contain tools in the components.
To see a report that shows the items in an estimate arranged by category and subcategory, follow these steps:
To 'condense' the report so it only shows totals for each subcategory, follow these steps:
To print a report, click the Print button.
NOTE: To change the format for printing, use the Custom Layouts command (see Lesson 21). You can use a fixed printing format, or you can use the Page Setup options.
To save the data in a report, click the Save As Text button. You'll be asked to save a file onto your computer's hard drive.
You can open the file with any spreadsheet or word processor program.
HINT: If you want to format a report in a special way, it may be easier to save it as text and then format it in a spreadsheet program.
There are over eighty other reports available under the Reports menu.
Most are tables that show your accounts or transactions, similar to the Material Purchases report.
The full version of the Goldenseal business management software also includes financial reports such as a Balance Sheet and Income Statement.
This lesson has shown you how to view reports and change the information they include.
The next two lessons will show you how to customize the contents of your reports.
You might want to take a break now and do something you haven't done for a while. Do you have a musical instrument in the attic? Has it been years since you played your air guitar? When was the last time you went out dancing? Did you know that fun is the leading cause of laughter?