Int ernational transactions Printing and customising reports

Chapter 11 Int ernational transactions

1 2 8 M YOB Premier Asia 1 2 9 12 Printing and customising reports M onitor your business with over 100 built-in reports. If these do not entirely m eet your needs, you can design custom reports with the information and appearance you want. Then save these custom reports as tem plates to re-use whenever required. When reporting, select a sub-set of data for example, a list of all open invoices by specifying report criteria. Print reports, output them to various file formats or export them to other software for further m odifications. You can save paper by em ailing or faxing reports too. Quick Start ™ Go to the Reports menu and choose Index to Reports . The Index to Reports w indow appears. A Click a tab to view the reports associated with that tab. Click the Custom tab to view your custom reports. B Highlight a report and click View Sample to display a sam ple of that report. C Click Print to print the selected report. B D G C E F A D Click Send To to send the selected report by fax or em ail, to save the report to disk as a PDF file, HTM L file or text file, or to open the report in M icrosoft Excel. E Click Cust omise to choose the inform ation you w ant to appear on the selected report and how you want that inform ation to appear. F Read a short description of the report you have selected here. G Click Display to view an on-screen version of the selected report.

Chapter 12 Printing and customising reports

1 3 0 M YOB Accounting M YOB Premier Asia Producing reports Once you have chosen a report and have customised it, you’re ready to see the finished product. See: z To display and print reports, below . z To save reports as files, below . z To send reports by email, page 131 . z To send reports by fax, page 131 . z To view reports in M icrosoft Excel, page 131 . To display and print report s 1 Go to the Reports m enu and choose Index to Reports . The Index to Reports window appears. 2 Locate the report you want to display or print. Highlight it and click Display . The Report Display window appears. 3 If you want to re-arrange or resize colum ns: a Select Screen Report from the View list in the report toolbar. b To re-arrange a column, position the cursor over the colum n header until the cursor changes to the hand icon , and then drag the colum n header to a new position. c To change the width of a colum n, position the cursor over the icon of a colum n header and then drag it to change the column’s width. Only colum ns that have this icon can be resized. 4 To limit the data that will be printed, click Customise and specify the data you w ant. Custom isation is explained on page 132 . 5 Select Print Preview from the View list in the report toolbar. 6 If you w ant to save the new report layout as a custom report, click Save As . This new format w ill be available from the Custom tab of the Index to Reports window. 7 Click Print . To save report s as files You can save reports in various file formats so that they can be viewed and edited in other programs. 1 Go to the Reports m enu and choose Index to Reports . The Index to Reports window appears. 2 Locate the report you want to display and highlight it. 3 To limit the data that will appear in the report, click Customise and specify the data you want. Custom isation is explained in detail on page 132 . 4 Click the Send To button and choose one of the following file formats: z PDF When you save a report as a PDF file Portable Document Form at, the report can be view ed in PDF file views such as Adobe Acrobat Reader. PDF files can be attached to em ails. z HTM L When you save a report in HTM L Hypertext M arkup Language form at, the report can be view ed in World Wide Web brow sers such as M icrosoft Internet Explorer. z Tab-Delimited Text When you save a report in tab-delimited text form at, fields in the report are separated by tab characters. Tab- delimited text can be opened by m ost w ord processors and spreadsheets. z Comma-Separated Text When you save a report in comm a- separated text form at, fields in the report are separated by com mas. Comm a-separated text can be opened by m ost word processors and spreadsheets. z Simple Text When you save a report in simple text format, fields are separated by spaces so the appearance of the report is as similar as possible to a printed version of the report. Sim ple text can be opened by most word processors and spreadsheets. 5 In the Save window, specify a nam e and location for the file and click Save . Printing report batches 1 3 1 User Guide To send report s by em ail When you send a report by email, the report is saved as a PDF file and attached to the body of the em ail. Your recipient needs a PDF file viewer, such as Adobe Acrobat Reader, to view the report. 1 Go to the Reports menu and choose Index to Reports . The Index to Reports window appears. 2 Locate and highlight the report you want to em ail. 3 To lim it the data that will appear in the report, click Customise and specify the data you want. Customisation is explained in detail on page 132 . 4 Click the Send To button and choose Email . The Email window appears. 5 In the N ame field, type or select the individual or organisation you w ant to send the report to. 6 If necessary, add or change the email address. 7 Enter the subject and message of the email. 8 Click Send . The em ail is sent to your em ail program’s outbox with the report attached as a PDF. 9 Send the em ail and attachm ent from your em ail program as you normally would. To send report s by f ax 1 Go to the Reports menu and choose Index to Reports . The Index to Reports window appears. 2 Highlight the report you want to fax. 3 To lim it the data that w ill appear in the report, click Customise and specify the data you w ant. Customisation is explained in detail on page 132 . 4 Click the Send To button and choose Fax . 5 Use your fax program as you norm ally w ould to send the fax. To view report s in M icrosoft Excel You m ust have M icrosoft Excel installed on your com puter. 1 Go to the Reports menu and choose Index to Reports . The Index to Reports window appears. 2 To lim it the data that w ill appear in the report, click Customise and specify the data you w ant. Customisation is explained in detail on page 132 . 3 Highlight the required report. 4 Click the Send To button and choose Excel . M icrosoft Excel starts and the selected report appears. NOTE: Viewing saved reports in M icrosoft Excel You can also open your report s in Excel t hat you have saved as t ab-delim ited, com m a-separat ed or sim ple text. Printing report batches A report batch is a group of reports that can be printed all at once. For example, you may w ant to create a report batch that contains all your regular monthly financial statem ents. M YOB PREM IER USERS: Single-user access required If you share your com pany file on a netw ork, you should note that t his task requires single- user access. For m ore inform at ion, see ‘Single-user file locking for special tasks’ on page 168 . To creat e a report bat ch NOTE: Reports excluded from batches Som e report s, such as t he

Chapter 12 Printing and customising reports