Accounting Reports Sprint – June 2011

The latest TBS release was focused completely on the Accounting Reports module.  This includes the AR Report and the Transaction Report.  Both of these items have been upgraded to the new system design.  The following information will guide you through these new reports.

Navigation and Menu Items


Depending upon your current Flex vs. Ad Hoc configuration, you will now have access to either only new reports or both new and legacy reports.  From the Reports menu -> Accounting menu now has options for

  • AR Aging Report (New)
  • AR Aging Report (Legacy)
  • Transactions (New)
  • Transactions (Legacy)

When accessed from the Reports menu, these reports will now open in the same TBS window vs. a new modal window.  A Home link will be available in the top left corner to navigate back to the Main TBS page.  From the Transaction Posting page, the posting report will still open in a new window.  Please utilize the window “X” to close this window as you did before.

Impacts

Currently, depending upon your TBS configuration, the AR Report can either be ran by any End Transaction Date OR options exist to either run as of the Current day, or select from a list of historical snapshots that are taken on the 1st day of each month. 

Going forward ALL customers will use this Historical reporting method.  Options to run the AR report will no longer support running AR as of a customized End Transaction Date outside of the current date.  Starting with the upcoming month, if this process was not setup previously, you will begin to see options also in the drop down for AR History.  Example:  ARHistory20110701

Known Issues and Limitations


As we have implemented with Flex, the grid is now limited to only return 1000 rows at a time to help in performance. This was put in place to limit memory consumption problems we had with the old Transactions report. This constraint is hardcoded at 1000.  The summary labels will provide a full record count and these records will be available for export. 

After the “Run Report” button is clicked, an additional Export Results button will appear.  Please note – there is a minor hiccup with this button currently in that if you click it, it will cause a post-back (screen reload).  Please be sure to hover over vs. clicking this button to see all Export options and avoid any unnecessary screen loads. 

Parameters


The Transactions Report has optional parameters and required parameters. The required parameters are either Posting Date, Transaction Date, or BatchID. The Posting and Transaction dates can be used in conjunction with the optional parameters, but BatchID may not.


The AR Report has a static list of parameters. The most notable is the End Transaction Date drop down list. If this value is Current, the report will pull from the customer record, which the values were calculated during the nightly AR process mentioned above.  Otherwise it will pull from the ARHistoryXXXXXXXX table selected.

Both reports now support a variety of filters and parameters.  If no items are selected in the checkbox list, then all criteria will be used when returning data results.

Transaction Report Additional Parameters:

  1. Transaction Classification (multi select or ALL)
  2. Entered By (multi select or ALL)
  3. Bill cycle (multi select or ALL)
  4. Group (multi select or ALL)
  5. Base (multi select or ALL)
  6. Transaction Type (multi select or ALL)

 

Accounting Report Additional Parameters:

  1. Bill Cycle (multi select or ALL)
  2. Group (multi select or ALL)
  3. Base (multi select or ALL)
  4. Account Type (multi select or ALL)
  5. Account Status (multi select or ALL)
  6. Customer Payment Option (multi select or ALL)
  7. Balance (checkboxlist: positive, negative, zero - defaults to positive & negative)
  8. Master Agent (multi select or ALL)

Report Grid Features

  • Grouping - a user can drag a column up to the header and group by that column.
  • Sorting - a user can click on a column name to sort ascending, descending, or cancel a sort.
  • Paging - a user can choose how many records are on a page and page through the results. Paging options are at the bottom of the grid
  • Exporting - a user has the ability to export data from the grid. See Exporting below
  • Filtering - a user can enter a filter expression at the top of the column grid and filter down the data that is displayed.  To enable a filter, type the filter text into the column filter textbox, then click the filter icon to select the filter application (i.e., “Greater than”, “Equal to”, etc.).  The grid will automatically update. 
  • Note:  The filter will be applied, but will not be shown in the filter column text box.  Be sure to select the “No Filter” to remove the filter options.

All Grid Features will remain intact even when new Parameter filters are applied.  To clear all parameters and filters, please click the report link at the top of the page to start over. 

Exporting


Exporting results come in three ways:

  1. Current Page (Word, Excel, Excel Html, PDF, CSV) – this will only export the results shown on the current grid page.
  2. Full Grid (Word, Excel, Excel Html, PDF, CSV) – this will export all results returned in the entire grid.  Note:  The maximum number of records exported with this feature is 1000.
  3. Full Result Set - uses backend service, only supports zipped CSV – this option will only be available if more than 1000 records matched the report results.  Due to the performance issues raised earlier and the amount of data being transferred, the system will only support a compressed comma separate file.  This file type, for most users, should automatically open in Excel.

Note:  The Excel export option will export all data into a spreadsheet with no formatting, however the general grouping and sorting will remain intact.  Any sum totals however will not be exported.  To keep the group sum totals, be sure to use the ExcelHTML option.

Report Security & Search Criteria


Users who have READ access to the Accounting module will have access to these reports.  In addition, the AR report can/may be turned on via the Agent portal.  Please note that all results are filtered based on user access and User Search Criteria. 


Troubleshooting

Depending on your browser version and/or version of Excel, if you attempt to export results to Excel multiple times without saving the initial export with a different name, the export process will not load or alert you that the same name file is already open.  Please be sure to export only one result set at a time.