CDK Lightspeed - Export Guide
Creating Custom Reports (CDK Lightspeed)
Getting Started
Tip: There are many preset custom reports that you can use. If there is a report that is similar to what you need, you can copy that report and edit as needed to create your own.
The custom report designer lets you access information (data fields) throughout the system. Most reports will use only information from within a certain module or function. Understanding the nature of your report and selecting the data set for the function or module involved is the first key to creating the report.
When you access the custom reporting function from a departmental menu, the data set list is pre-selected for you. For example, if you go to the Service – Reports – Repair Order Custom Reports menu and click the New button, the report designer opens with the Repair Order data set list pre-filtered. This lets you more easily select the appropriate data set for the type of repair order report you want to build.
Quick Steps:
- Go to any Custom Report menu
- Click the New button.
- Set report properties: Click the Properties button to name the report, enter a category (used for sorting on the reports list screen), and set the page orientation to portrait or landscape. If you have multiple stores hosted on the same server you can also set the Print for All Stores checkbox default setting to print for all or for only the local store. If you want to enable displaying the report as a chart also click the Chart Setup tab in the Properties dialog. On this tab check the Enable Charting checkbox and set the default selections. Charted reports must meet the charting criteria. See Custom Report Charting. Click the Description tab to enter the description that displays in the report list.
- Select a data set: If you accessed a departmental report menu the data set selections are pre-filtered for the type of report. Select the data set needed for your specific report. If you accessed the Custom Reporting function from the System menu, you will need to determine what data set selection you need and locate it on the list. Double-click to select the data set and send it to the box in the layout window. After selecting a data set, the left column shows related data sets and field names. For example, if you choose sales deal as data set you will see data field selections for customer, deal, etc. See Plan Your Report.
- Select data fields to display: Double-click field names in the data selection column to move them to the layout. After selecting a dataset, the designer screen displays the available datasets and field lists associated with the selected dataset. For example, if the Sales Deal Trade dataset is selected in the layout then the Sales Deal field detail is expanded in the fields list. Note that you can expand any of the other related datasets in the field name list and apply those fields to the layout as well.
TIP: The + or - button next to the Search field can be used to expand or contract all of the dataset detail. The - button is a quick way to show just the dataset titles. - Header/Detail – Reports can be organized to show a header line (such as the deal or repair order) and related “child” detail below, such as the unit and parts that are included. You can click the detail button to add child data sets. Note that you can pull fields from parent datasets down to the child report lines as well. For example, you can add the Deal Number column heading (from the Sales Deal dataset) to the report line that is using the Deal Unit Parts dataset. See Report Layouts and Create Header Detail Reports.
NOTE: The “Add Header Data Set” button allows you to set up a completely separate report that will print at the same time following the original. - Format using Column headings: In the layout area, drag column headings and borders to move and size. Click to set sorts (primary, secondary etc.) sort up or down. First click is set sort, click again to change order. Ctrl click to set subsort. See Format the Report Using Column Headings.
- Filter: You can filter the data to include only selected types of information. To add a filter, click the blue “funnel” button. To select the filter field to apply, double-click the first field or click the “brackets” button. Use the drop-down menu in the middle field to select the comparison type. Then enter the comparison parameter text or field data to compare. (Click the second brackets button if the comparison parameter is another field.) To add more filter logic lines, click the “add filters” button. If you use more than one filter, you must also make sure the appropriate AND/OR logic selection is made at the top of the filter list. See Filter Report Data.
- Group for Subtotals: Add a group selection to group your data and optionally add sub-totals. For example, you can group a list of invoices by “Customer” to see the total dollars each customer spent. See Grouping and Totals. Note that reports that are to be charted must contain at least one group and no more than two.
- Calculations: If you need to set up a calculation, click the “plus sign” button at next to the Calculated Fields label at the top of the available fields window. This displays the expression editor. Select fields and functions as needed to assemble your expressions. (Spreadsheet or programming experience is helpful in building expressions.) See Calculated Fields and Date Fields.
- Print the Report: You can click on the Sample tab to see the report layout with a small sample of your data. Click the Run button to run and preview, print, or export the report. Note that if you don't have access to view all of the information contained in the report the fields for which you do not have security will show only asterisks (********). See Printing Custom Reports.
- Save the Report: When you save the report you can add a description and set some default parameters. You are prompted for a title. Use a title that characterizes the report for you. Note that the report is automatically saved in the departmental grouping where it was created. The category that you can apply as you save the report is for search and sorting only.
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