Once you are set up and feeling comfortable with Calxa Premier you may wish to take advantage of some of the customisable report options. There are two main ways to customise your reports; using the Report Designer, and with custom Account Trees. 


In this help note we will customise a report with the report designer and create a new custom Account Tree to use on any report. It will not explain the details or concepts behind each step and for a deeper understanding of these tools you should refer to the help notes – Report Designer: General Concepts and Account Trees - Rearrange your Chart of Accounts. Two in-depth training web chat videos called Customising Reports and Advanced Custom Report Techniques have also been attached at the end of this help note, and are invaluable in learning how to customise.

 

Report Designer


In this example we are going to customise the Cost Centre Budget Summary report template. We will add a company logo to the header and a printed date to the footer. Additionally we will remove the year to date actual income and expense columns, while adding a full year budget and unspent budget column. 

 

  1. First create a copy of the existing default template by clicking Create Copy

    report_des_1


  2. Now select the “Copy of…” template

  3. Expand the Edit Template options and change the Template Name, Report Title and Description as required

    report_des_3

    Note – The 4 buttons next to Operations allow you to:
    report_des_3aOpen the template in the report designer              
    report_des_3bOpen a previously saved template file              
    report_des_3cSave the current template to a file that may be opened by another user            
    report_des_3dDelete the template

  4. Click the report_des_4  button to open the template in the report designer

 

Insert Logo to Report Header

  1. Select the blue report header box then click the insert_logo_5a  icon in the upper left corner of the box to display the sizing controls

    insert_logo_5b 

     
  2. Using the table sizing controls resize the blue header to create space for your logo

    insert_logo_6


  3. Repeat these steps to resize the other labels as shown below

    insert_logo_7


  4. Select Picture Box from the toolbar on the left

    insert_logo_8


  5. Click and drag a rectangle to fill the space where your logo will go

    insert_logo_9


  6. Click the small arrow in the upper right corner of the image box to open a tasks menu

    insert_logo_10


  7. Click the ‘’ in the image field to browse for your logo image

  8. Browse to your logo image and click Open

    insert_logo_12



  9. From the sizing drop down select Squeeze or another appropriate sizing option

    insert_logo_13


  10. Now in the bottom right hand Property Grid set the border width to zero

    insert_logo_14


Insert Printed Date into Page Footer

  1. Select Label from the left hand toolbar

    printed_date_15


  2. Click and drag a rectangle where you would like the printed date to be inserted

    printed_date_16


  3. Use the tasks menu to edit the text

    printed_date_17


  4. As per the picture box earlier set the Border Width to zero in the Property Grid

  5. You can edit the font, size and style in the top format toolbar

    printed_date_19


  6. Select Page Info form the left hand toolbar

    printed_date_20


  7. Click and drag a rectangle next to the Printed on Label

    printed_date_21


  8. As per the picture box earlier set the Border Width to zero in the Property Grid

  9. From the tasks menu set the Page Information field to Current Date and Time 

    printed_date_23


Add Remove Columns

  1. Right click the Year To Date table cell and select Insert->Column to Right

    add_remove_24


  2. Right click on the unwanted cell in the bottom right of the table and select Delete->Cell

    add_remove_25


  3. Using the resizing tools resize the cells as shown below

    add_remove_26


  4. Use the tasks menu to set the text as shown below

    add_remove_27


  5. Select the Full Year cell and expand the Font field in the Property Grid. Set the Bold property to Yes

    add_remove_28


  6. Set the Text Align field in the Property Grid to Middle Center 

    add_remove_29


  7. Now that the header band is complete we need to match the data in the detail band to these headers

    add_remove_30


  8. Select the Field List module in the right hand panel and find the AnnualBudgetNetProfit report data item

    add_remove_31


  9. Select and drag the AnnualBudgetNetProfit field to the detail cell under the Full Year Budget heading

    add_remove_32


    An alternative to drag and drop method is to use the Tasks menu for the cell and change the Data Binding value.

    add_remove_32a


  10. Now drag the UnspentBudgetNetProfit field to the next cell under the Unspent Budget heading

    add_remove_33


  11. Now that we have changed the data binding we need to ensure that the Formatting Rules match the data binding. Click the ‘’ button in the Formatting Rules value from the tasks menu on the actual budget cell

    add_remove_34


  12. The Formatting Rules Editor allows you to apply existing rules or create new ones. In this case we will need to create a new rule. Click the Edit Rule Sheet… button

    add_remove_35


  13. Click the add_remove_36a  icon to add a new rule

    add_remove_36b


  14. Click the ‘’ in the Condition value field to open the condition editor

    add_remove_37


  15. Select Fields in the left column and expand the ReportDataItems to find AnnualBudgetNetProfit and double click this item. Now type the rest of the condition in the top section as shown below and click OK.

    add_remove_38


  16. Set the Foreground Color property to Red

    add_remove_39


  17. Change the name to AnnualBudgetNetProfitNegative and click Close

    add_remove_40


  18. Select the YTDActualExpensesNegative rule from the right hand column and click the add_remove_41a  icon to remove the rule

    add_remove_41


  19. Select the AnnualBudgetNetProfitNegative rule from the left hand column and click the add_remove_42a  icon to apply the rule then click OK

    add_remove_42b


  20. Repeat the steps to create a new rule for the Unspent budget cell. The condition should read [ReportDataItems.UspentBudgetProfit]< -0.5


  21. Apply any other formatting changes you require, close the report designer and then display the report to review your changes

    add_remove_44



Account Trees


  1. Click Account Trees:

    account_trees_1


  2. Using the drop down menu associated with the create or edit icon ( account_trees_2a ) select Fully Unallocated. This means that we are starting from scratch with nothing pre-allocated.

    account_trees_2b


    Note – You can select Fully Allocated and you will start with the chart of accounts exactly as they appear in your accounting file. You can then edit it from there. If you click the ( account_trees_2c ) icon Fully Allocated is selected by default. Alternately you can use Copy As to copy an existing Account Tree.


  3. Type a name and description (Descriptions are very useful for documenting your system for your colleagues and successors in your position) if required in the fields provided and click OK:

    account_trees_3


  4. Select the Account Type you wish to edit.

    account_trees_4


  5. Click the Add Account ( account_trees_5 ) icon to add a header account. This header account can be used to group detail accounts.


  6. Type an account number and account name in the fields provided and click OK:

    account_trees_6


  7. Right click on a header account to add any sub-header or child accounts. Select Add Child:

    account_trees_7


  8. Type an account number and account name in the fields provided and click OK. Note that the account number and name are independent of your accounting file. You can use any numbering sequence and detail accounts you do not need to follow header accounts numerically.

    account_trees_8


  9. Repeat these steps until you have the required header accounts.

    account_trees_9


  10. Now we need to allocate detail accounts to the header accounts. Right click on an unallocated accounts and using the Allocate To menu select the header account you want to allocate this detail account to.


    account_trees_10



  11. Repeat this until all of the detail accounts are allocated to header accounts as per your needs. Unallocated accounts will appear in your reports under a header called “Unallocated Accounts”.

  12. Click the Save icon ( account_trees_12 ) to save your changes.

  13. Now when running a report you can select your new Account Tree from the drop down menu

    account_trees_13


  14. Below is an example of the original account tree followed by our new account tree.

    account_trees_14