Sage 200 Customisations: 10 Ways you can Customise your Reports – Part 2

In Business Management Software, Sage 200 by Jamie

Reading Time: 6 minutes

Sage Report Designer is a powerful tool for creating and customising reports. We hope that the tips and tricks shown below can really push your Report Designer knowledge and help you get the most out of your data.

This is part 2 of 10 Ways you can Customise your Reports in Sage 200, so if you missed the first, you can read that here!

The benefits of customising reports in Sage 200

What makes Sage 200 powerful is the ability to completely tailor it to a business’s needs and this is especially true for its suite of reporting features. This is the second part of our top 10 list, primarily looking at Sage’s powerful Report Designer program and its library of tools, options, and features.

10 ways you can customise your Sage 200 reports 

If you’re completely new to Sage’s Report Designer then you might be wondering how you open the software. You want to click the Tools button at the top-right of Sage then click ‘Run Sage Report Designer‘. From there, navigate to the desired report or layout. Remember: The folder system is hierarchal so when deciding on which report to open if it’s in multiple folders, Sage looks in Company, then Custom then finally, Default.

Report Criteria

If you’ve used any report in Sage 200, you’re probably accustomed to the report criteria screen and its seemingly endless list of possibilities! Well if that list gets overwhelming, we can remove criteria from a report or even add new criteria to give us more customisation possibilities.

If this interests you, start by opening a report and then clicking Report from the top horizontal menu. From the Criteria window, we can see the existing report criteria and we can select new ones by clicking New Criteria and then selecting the database table and that table’s property. The next window allows us to enter a range selector, i.e. 1-1000, a default value, and a fixed dropdown list of values. After clicking OK, that criterion will be included in the report’s list.

 

Email Settings

Do you find yourself frequently sending the same reports to colleagues or management? Filling in the same email body, adding the recipient and subject? Well, Email Settings provides several tools and options that streamline the process by auto-filling an email, meaning that once the email is ready to go as soon as you’ve created the report!

Open Report Designer and click Report Email Settings. The Email Settings window will appear and the settings somewhat match an email, with the To, CC, and BCC and Subject fields at the top of the window, allowing you to specify where Sage is going to get the recipient email addresses. You can enter a fixed address like john.doe@example.com or get a dynamic value such as an analysis code for branch representatives for a customer or supplier. Moving on from there, we’ve got the options that relate to body text where we specify whether we want the content of the report to be displayed in the body of the email or as an attachment.

We can also input the body of the email from here. Finally, the bottom of the Email Settings window includes the mail provider with options of MapiMicrosoft Outlook, and Internet Mail (SMTP). Each Mail Provider slightly affects how emails are sent from Sage meaning that regardless of your IT setup or environment, there’s an option right for you.

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Table Joins

We’re not going to get too technical but to bring you up to speed, databases are made up of tables, and tables are linked together by keys which are normally unique ID numbers. Sage reports can display data from several tables, picking relevant information from each one and displaying it together seamlessly for you and the foundation of this data collection is the links, or relationships, made between the tables. Sometimes we might want to display some more information on a report that isn’t readily available from the list of variables, adding variables is covered in the first part of Sage 200 Customisations: 10 Ways you can Customise your Reports.

To start, click Report and then Joins – this will open the Join Editor, and depending on the report you have open, you’re going to see several tables linked together by keys, likely spreading out from a single table. Look to the left side of the screen and expand the Sage 200 Accounts folder, each item is a table in the database and the prefixes indicate the ledger they relate to, for example, CB is Cash Book and PL is Purchase Ledger. Drag a table from the left into the area on the right and Sage will likely suggest some links between the new table and the existing ones in the report, you can click yes if you want to stick with the suggested links or no if you want to make your own.

If you are founding your own links between the tables, you will need to drag a variable from the new table into the same variable name of another table, i.e. CBAccountID -> CBAccountID. Remember, links must be made between ID numbers! When finished, click OK from the bottom right and then review the new table and variables from the Variables menu.

Insert a Barcode

Often a feature that flies under the radar is rarely mentioned but can be a powerful addition to many reports is the insert barcode functionality. Stock reports are where barcodes shine, enhance your picking lists, stock take sheets, and despatch notes with barcodes of stock items, suppliers, or website links like tracking information.

If you would like to experiment with this feature, click Toolbar then Add Barcode and we are once again greeted by the Expression Editor. Enter an expression or the variable of your choice, remember that the barcode when scanned will display this value, making ID numbers, names of objects, or even a combination of values good examples of what you might want to get by scanning.

With more than 20 barcode symbology formats including code 39, QR code, and code128 and many options for resolution and bar size, you’ve got the options to configure a barcode to your existing scanners and equipment.

 

Drill Down

Drill down is a little-known feature in Report Designer that can be used to embed links or other reports. The links are especially handy as we can embed a fixed address, such as a directional map link for your business’s address, social media links, your website, or a delivery tracking website. We can also embed a link that exists in Sage. We’ve listed a couple of website fields in Sage and what they display.  Don’t forget, if you have an analysis code for a website, you can embed it with the Drill Down feature!

Table Variable Use
PLSupplierAccount MainWebsite This variable is the main website of the supplier account.
SLCustomerAccount MainWebsite Another website variable but for your customers. For reports that give an overview of your accounts, like Top 5 Customers and List of Accounts, use the drill down to embed the website onto the name of your customer accounts.
CBAccountContact ContactAddress Like the other 2, this is normally used to store your cash book accounts’ bank websites. Like the example above, we can embed a link to your bank’s website.

 

 

Using the Drill Down feature is incredibly simple! To start, select a variable or text box and from within the Properties toolbar, expand the Drill Down setting under the Behaviour tab. Configure the drill-down behaviour from the window to your liking then click OK then preview or save the report.

Conclusion

And that concludes our top 10 list of report customisations options for Sage 200!  We’ve discussed powerful but simple tools like filters, sorts, and barcodes and dived down into the more technical features, such as email settings, report criteria, and table joins.

With so many options and features available to you, open your favourite report and get customising! Thank you for reading and be sure to check out some of our older blogs, or you can have a look at the reporting tools Sage 200 has to offer to help you in getting visibility over your entire business!

If you have any questions or queries, please don’t hesitate to get in touch. You can give us a call on 01824 780000, or you can email us at info@itassolutions.co.uk

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