Sage 200 Customisations: 10 Ways you can Customise your Reports – Part 1

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’ve split this blog into two (because we have 10 ways you can customise your reports), and 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!

The benefits of customising reports in Sage 200

What makes Sage 200 powerful is the ability to completely tailor it to a business’ needs and this is especially true for its suite of reporting features. This is just part one 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.

Basic Conditional Formatting

Conditional formatting allows us to format text depending on criteria that have been preset. So for example, we can format a customer’s account name with traffic lights, so green if their balance is below £1000, yellow if it’s between £1,000 and £5,000, and red if it exceeds £5,000.

If there is data that isn’t always populated, like an expiration date, we can hide the label that reads Expiration Date:‘ when it doesn’t exist for that item.

To apply conditional formatting, select a field or variable, and in the Properties pane (if you can’t see the pane, click View > Properties), click Conditional Formatting. From there, click the finder button to open the editor window and then apply the desired filter by clicking Edit. Now that you’ve decided on the condition, you can move over to the Properties tab and apply the formatting.

Advanced Conditional Formatting

We’ve covered the basics of conditional formatting using the filter wizard but that is just scratching the service!

By creating an advanced filter, we can use formatting syntax to write an expression and have more say over the filter and its logic.

To apply advanced conditional formatting, select a field or variable, and in the Properties pane, click Conditional Formatting.

Just like before, we’re going to click the finder button and then Edit, but instead of creating our filter using the wizard, we’re going to click Use Advanced Filter.

This will open the Expression Editor which is where we can write our condition and the desired formatting. To start the expression, we put ‘if‘ and then the condition, and then to end the condition, type in ‘then‘. We then declare the formatting by typing ‘begin‘ and then typing in the formatting. To end the expression, we type ‘end‘.

We can also write multiple conditions and respective formatting by typing ‘else‘ after the end and then write another set of conditions and formatting. The screenshot below will change the font colour of the supplier’s account name to green if it is called Top Supplier, or it will change the font colour to yellow if it is called Second Top Supplier.

If this has piqued your interest and you would like to explore the syntax and formatting options, visit Sage’s knowledge base article for more information!

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Adding Variables

Most reports in Sage only show a portion of the data available to them in the report. This means that there is potential to customise reports by adding fields that are relevant to the report. One great example of when we would want to do this is when implementing an analysis code in a ledger.

Analysis codes allow us to create 20 custom fields for a ledger – these can be used to track and report on anything from account managers, sales regions, and types of customers. As you can have up to 20 analysis codes, most reports and layouts don’t display them so we have to go and add them in manually.

To start, we will be using the Variables pane which displays the database tables that are linked to the report you have open in Report Designer. If you cannot see the Variables pane, you can add it by clicking View > Variables.

From the Variables pane, open a table by clicking the plus symbol and then drag and drop a variable into your report. The tables tend to have prefixes so if I wanted to add an analysis code for the sales ledger, I would expand SLCustomerAccounts (SL being an abbreviation of Sales Ledger ) and add AnalysisCode1.

If you would like more information about analysis codes, why not check out our blog – Improve your Reporting using Analysis Codes in Sage 200c!

Adding filters

When you want to filter out some records or lines on a report or limit it to a set number of records, Filters are the way to go and they are very easy to add!

Just open a report then click Report from the top horizontal menu then Filters, the Expression Editor will open and you can type in your filter within that window. When you’re finished, click ok.

We’ve gone ahead and listed some of the common uses of filters and the filters you would need to enter into the Expression Editor.

  • Limit the amount of returned customer account records to 5 – Customercount <=5
  • Show only outstanding transactions on a customer account – SLPostedCustomerTrans.OutstandingValue <> 0
  • Exclude specific nominal accounts, such as account 26 from a nominal report – NLAccountReportCategories.Code <> “26”

Pre-setting filters on list views

Every list view in Sage has a long list of reports that can be accessed from the top horizontal bar, allowing you to use the list view to quickly filter the data prior to selecting one of many reports.

From any list view, click the filter button to the left of the search bar and click New and then apply your filter. After selecting the filter, your list view’s results will be filtered down to your exact results, allowing you to quickly filter results before running a report from the top horizontal bar.

Conclusion

That’s the first 5 in our top 10 list of Ways you can Customise your Reports, keep an eye out for part two where we discover the other 5 ways you can customise your reports in Sage 200!

For now, open Sage 200, open your favourite report in Report Designer and get testing!

Remember that a quick shortcut to navigating the folder system to find a report is to just run the report in Sage and click Edit from the top of the preview window.

If you’d like to learn more about reports in Sage 200, you can read 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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